Booking the Hall

 All tentative bookings where the Hall Agreement has been mailed out will be held for 1 week only.

Payment of Hire Fees must be received within 28 days of booking confirmation or by the due date as specified on the tax invoice prior to the event whichever is applicable, or booking will be forfeited.

Any bookings made and paid for in one financial year for the next financial year may attract an adjustment charge.

Adjustment to Hire Fee and Security Bond must be paid 28 days prior to function or by the due date as specified in the confirmation/tax invoice or the booking will be forfeited.

Cancellation of booking prior to date could result in total or partial loss of the booking fee.

If Hire Conditions are met, the Bond refund will be returned to you by direct deposit or credit card within 10-15 working days. Quoted fees are current to the end of each financial year.

Details of Private security arrangements must be provided for all 18th and 21st birthday functions; other bookings may require security and will be assessed upon receipt of the application.

Regular Hall Users are required to advise Underhill Centre if they are not going to use a regular booking time slot prior to the booking. If Underhill Centre is not advised the timeslot will remain booked out to the user and therefore it will be charged for.

Keys or Access

Collection: - Keys will be available for collection or from key safe combination once all conditions are met and payments have been received, on the day of booking.

Regular and Casual Hirer – contact hall caretaker to arrange for key collection.

Return: keys are to be returned to the key safe as soon as you open your room.

Loss of any key will be deducted from event bond. The cost of a new key is $20, as they are security keys.

Liquor

 A Community Liquor Permit can be obtained from the Office of Liquor and Gaming Regulations (on 137468 or www.olgr.qld.gov.au)

It is the hirer’s responsibility to contact Office of Liquor and Gaming Regulations and determine if a licence is required. Applications need to be lodged completely and correctly to the Office of Liquor and Gaming Regulations at least 28 days prior to the event.

If a permit is required, a copy of the permit will need to be provided before the key is issued.

Special Instructions

All functions must cease by 11pm. Cleaning Inside and outside of the hall to be completed a.s.a.p. or as arranged by the caretaker.

No confetti, blue tack, sticky tape, thumb tacks or other fasteners to be used in or around the hall.

No balloons or streamers to be attached to the fans or walls.

No smoking permitted

First Aid kits and/or officers are the hirers' responsibility

People under the age of 18 years are to be supervised by an appropriate adult at all times.

Read the Fire and Evacuation Procedures on the Evacuation Signs located next to all exits.

Reasonable noise levels should be maintained at all times.

No social networking invitations to be sent out.

Cleaning the Hall after Hire

After use, the hall must be left in a clean and tidy state.

The hall is to be swept clean and wet areas mopped with slightly moistened mop.

Cordless vacuum or scissor mop are to be used to clean the main hall floor area where required.

Kitchen and bar areas to be swept clean and mopped, and all belongings to be taken with you.

Kitchen and bar bench tops are to be completely wiped down.

Toilets be left in a clean and tidy state – all rubbish removed.

All indoor rubbish bins are to be emptied into the external bins provided

Building surrounds (including car park) are to be cleared of rubbish.

Note: failure to comply with these conditions will attract a fee as per fees and charges – this will be deducted from your bond.

Equipment in Hall

All tables are to be wiped clean and stacked where found.

All chairs to be neatly stacked as directed. No more than 10 high. Refrain from dragging chairs across the floor.

Care should be taken to ensure the correct manual handling techniques required are used when using the equipment in halls.

The kitchen refrigerator to be cleaned out after use and left switched on.

The dishwasher cleared of water and left open.

The bar refrigerator to be cleaned out after use and left switched on.

The stove to be cleaned after use and turned off.

Urns to be emptied, cleaned after use, turned off and unplugged.

All lights and fans to be turned off.

Hall Security

All windows and doors to be correctly locked prior to departure.

Damages

All damages, breakages, equipment loss and associated costs are the responsibility of the hirer and must be paid for.

All damages must be reported as soon as possible upon conclusion of the event.

Note: Failure to comply with the above conditions will result in total or partial loss of Bond.

Public Liability Insurance Information

Hirer’s Responsibility

For the duration of the hire period the facility(s) will be under your physical and legal control. It is your responsibility as the hirer to inspect and approve the booked facility(s) as being safe to use for your activity. If you consider it unsafe, do not use it and notify the centre of the problem. If you use the facility(s) it will be deemed to be an acknowledgment that the facility(s) is/are fit and proper for your intended use and accept that all liability associated with the use of the facility(s) shall rest with you.

Use of Third-Party Contractors

Please note your Third-Party contractors engaged by you to provide services e.g. catering, music, face painting etc. are your responsibility and will not be covered by Underhill Centre’s Liability policy.

Incident Reporting

Any incident that may give rise to a claim is to be reported to Underhill Centre’s Safety Officer on 0437 020 217 or if no answer the caretaker on 0474 203 846.

Kindly read the following information and choose the category that is applicable to your hall hire.

Casual Hirer

Casual hirers are hirers who can be described as non-commercial not incorporated and irregular users of Underhill Centre facilities. Casual hirers are further defined as third parties who hire centre facilities for no more than a total of Ten (1O) days over a twelve (12) month period.

Example of a casual hirer includes weddings, family gatherings and other non-commercial activities by individuals.

The centre recommends that you arrange Public Liability Insurance to the extent of at least $20 million through your own Insurance Company or Broker.

Business, Incorporated Bodies or Associations of any kind.

Any activity that includes a financial transaction; is a club or group of likeminded individuals such as chess club, hobby group, social club, etc. It is not considered to be a casual user.

The following applies to these hirers regardless of hiring regularity.

Provide details of your current Liability Insurance Policy in the form of a Certificate of Insurance from your Insurance Company or Broker. Under hill centre require the policy to be for at least $20 million. Until Underhill centre receive this proof of cover, permission to use the facility/location will be denied.

Storage of your equipment is not available at the Underhill Centre.

Hiring of Equipment

If you require the use of our Crockery. Cutlery, Glassware, Tablecloths, or Audio-Visual Equipment you may hire said items from us. Please indicate your requirements on the booking form.

Underhill Centre

55-57 Degen Road, Capalaba 4157

PO Box 167, Capalaba Qld 4157

Phone: 0474 203 846

Email: underhillbookingscentre@outlook.com