Conditions of Hire of Perth City Farm Venues 2011
Applications for hiring venues at Perth City Farm (PCF) is done through the web form at PCF website http://perthcityfarm.org.au. PCF may require the hirer to provide a detailed written description of all activities to be conducted on the premises during the period of hire. The hirer has to read and agree to the terms and conditions of hire. The booking will not be considered confirmed until the PCF has informed the applicant formally in writing or by email and a deposit has been paid (25% of hire cost).
2. The Hirer
The hirer may be an individual, a community or corporate organisation. The person who signs as the contact person will be the person who takes responsibility on behalf of themselves or the named organisation. The person who signs as the contact person must be someone with authority to do so if they are signing on behalf of an organisation. The contact person agrees to take on the responsibility to ensure that the conditions of hire are adhered to.
3. Charges and Deposits
The charges payable by the hirer shall be those set by PCF and will be those in force at the time of the hirer’s use of the venue. This will comprise the fee for hire (as stated above) and a refundable bond may be requested of $300, depending on the nature of the event.
Venue hire fees are to be paid in full 48 hours before the commencement of venue hire.
Where there has been no deposit paid for a booking, the booking can be cancelled at any time without notice. Deposits are a minimum of 25% of the total hire fees. If a hirer cancels a booking less than forty- eight hours before the time set for use, the full charges for the hire of the premises, less any deposit paid, will be levied by PCF upon the hirer.
The hirer shall indemnify and keep Perth City Farm and Men of the Trees and East Perth Redevelopment Authority indemnified against all losses, expenses, liabilities, claims and damages incurred as a result of, or arising out of the hiring of the premises whether caused by an act or omission of the hirer, its servants, agents, or invitees or any other person whomsoever.
Perth City Farm, Men of the Trees or East Perth Redevelopment Authority do not accept any liability for monies collected and / or held at the premise, or any loss or damage to equipment or personal effects of the hirers or their associates.
It is the obligation of the hirer to take out adequate insurance such as workers compensation, personal accident, public liability and general property insurance. Perth City Farm, Men of the Trees or East Perth Redevelopment Authority do not provide insurance cover to cover the hirer’s expenses, liabilities, claims and damages incurred as a result of, or arising out of the hiring of the premises whether caused by an act or omission of the hirer, its servants, agents, or invitees or any other person whomsoever.
6. Care of rooms, outdoor spaces and equipment provided as part of hire.
The hirer is responsible for all equipment in the hired premises including furniture, fittings, walls and floors during the hire period. A bond payable by the hirer may be levied from time to time by the PCF and will be forfeited where hirers are deemed negligent in this regard.
The hirer must obtain the prior approval of PCF before bringing any props, rigging, seating or equipment into the premises. The hirer is responsible for ensuring that all air-conditioners, heaters, lights and any other electrical equipment used in the hired premises is turned off after use. (with exception of fridges in the Market Space.
All property and equipment brought onto the premises by the hirer must be removed from the premises immediately upon vacating the space. Any property not removed may be disposed of by PCF at the cost to the hirer.
Perth City Farm’s Gardens are Certified Organic. Please ensure that smoking must only take place in the designated area and that no cigarette butts are disposed except in smoking butt tins provided. Plants, plant materials and other organic material should not be tampered with in any way and must not be removed from the site. Ensure that event participants or clients keep off all garden beds at all times. The hirer must ensure that the animal area and resource areas of Perth City Farm remain out-of-bounds The hirer must ensure that office areas of Perth City Farm are kept out of bounds.
7. Rubbish Disposal
Disposal of rubbish created through activities conducted from the hire of spaces at Perth City Farm is the responsibility of the hirer. Perth City Farm strongly requires that appropriate and responsible recycling is adhered to. Excessive volumes of material for disposal must be taken off site. Or by arrangement made prior to the event with City Farm management.
8. Damage to premises and equipment
The hirer is responsible for leaving the premises clean and tidy at the conclusion of the hiring and returning furniture and equipment to its correct locations. PCF may carry out cleaning or other such works, at the expense of the hirer, as may be required to return the premises to the condition before the hirer’s use. Please be aware that further bookings may be in place immediately following your booking. Please book sufficient time to enable you to set up and to clean within the time you have booked.
Except for fair wear and tear, the hirer shall be liable to PCF for any damage to premises, animals or gardens, or to any fittings, equipment, furniture, or other property, which occurs during the period of the hiring.
City Farm’s buildings and ground are maintained as a non-Smoking space. Areas may be designated as smoking areas for special events (case-by-case). Smoking will only be permitted in designated areas. These areas to be defined during negotiation process before the event – in consultation with PCF.
The hirer must obtain confirmation of booking by email or in writing before publicising the use of the venue. The hirer shall not make any statement in any advertising which directly or indirectly falsely implies that the use for which the venue is hired is conducted or promoted by PCF unless clear partnership arrangements have been established.
Any losses incurred by PCF, Men of the Trees or EPRA as a result of negligence regarding security by the hirer will be charged in full to the hirer. All doors, windows and gates must be closed, secured and locked when vacating the hired premises. If the event spans after business hours, the venue must be armed as instructed. After hour hirers will need to go through a provided check list of lock up procedures with PCF.
If security personnel are called in after hours to secure the building and the hirer is deemed to be at fault, the cost of the call-out fee of $200 will be charged to the hirer.
Any keys issued to the hirer must be returned on the first working day after the conclusion of hiring. If keys are lost, the hirer will be charged for the changing of the relevant locks and keys per lock.
Certain events will require the hirer to employ Security guards for the duration of the event. This will be identified at the time of negotiation.
12. Good Order
The hirer shall be responsible for maintaining good order (that is keeping the place clean and tidy,) in and around the premises during the period of hiring.
13. Observance of Laws
The hirer shall comply with the provisions of all Acts and Regulations applicable to the hirer, including the Health Act, Occupational Health and Safety, the Local Government Act and any regulations made there under and shall indemnify and keep indemnified PCF and Men of the Trees and EPRA against all losses, expenses, liabilities, claims and damages incurred as a result of the hirer’s breach of any such Act, Local Law Statue or Regulation.
14. Liquor and refreshment
The hirer shall not sell any liquor, beverage, food or refreshment on any part of the premises hired unless specifically approved in writing by Perth City Farm and with the appropriate licences.
15. Application of the conditions of hire
Men of the Trees and PCF reserves the right to amend or delete any of the conditions of hire as outlined above or to add extra conditions provided that the hirer is notified prior to confirmation of the booking of any changes made to the conditions. The application of the various conditions may therefore vary from hirer to hirer as PCF in its sole opinion considers necessary.
Any disputes between the hirer and Perth City Farm arising from or in relation to any hiring of the premises from the Term and Conditions of Hire may be referred by either party to Men of the Trees who may appoint an independent arbiter of their choice for determining whose decision shall be binding on all parties.
While children are always welcome at Perth City Farm, CHILDREN MUST BE SUPERVISED AT ALL TIMES BY A RESPONSIBLE ADULT.
Dogs are not allowed at Perth City Farm unless by special arrangement.
Cars are not allowed within Perth City Farm unless loading or unloading. (Cars are allowed in by arrangement with the Buildings and Grounds Manager).
20. Other limitations on using Perth City Farm venues
Other limitations are based on the possibility of there being an adverse impact on other organisations, patrons in the buildings or within the site, neighbouring organisations and East Perth residents. This includes, but is not limited to: Excessive noise; Antisocial and illegal activities, i.e. consumption of alcohol, illegal drugs, offensive language, display
of offensive material, and racial vilification; Impediments to the free movement of pedestrians, including those with disabilities; Impediments to emergency access/egress, including vehicles and; potential damage or defacement to structures and facilities.