Room Bookings – Conditions of Hire

General Conditions

  • These Conditions of Hire represent the requirements of MCCSA for the Hall and Training Room facilities at 113 Gilbert Street, Adelaide, SA 5000.
  • MCCSA must be informed of the purpose for which any venue is to be used at the time of booking.
  • MCCSA reserves the right to decline a request for hire of the venue at its discretion.
  • Sub-letting of MCCSA venue, or a part thereof, is not allowed under any circumstances.
  • Hirers must manage their function in a proper, orderly and lawful manner and must not permit any act which may negatively impact the reputation of MCCSA.
  • The Hirer is responsible for the conduct of all persons attending their event.
  • MCCSA reserves the right to halt or cease an event if the facility is deemed unsafe.
  • Use of MCCSA venue is solely for community-based activities.
  • Any bookings for commercial or private use or bookings by non-financial members must be approved by MCCSA and charges will apply.
  • MCCSA reserves the right to vary, amend, set any other conditions that are deemed necessary in the best interests of the operation of the MCCSA Venues and to periodically update these Conditions of Hire. Changes will be communicated to hirers.

Venue Enquiries and Tentative Bookings

  • Venue enquiries can be made by email at [email protected] or by calling (08) 8345 5266.
  • A tentative booking will be held up to five (5) business days only, after which time the space will automatically be released for other bookings.

Confirmation of Booking

  • A booking will not be considered confirmed until the Conditions of Hire has been signed by the person responsible for the booking and returned to MCCSA and the issuance of a confirmation email by MCCSA.

Cancellation of Booking by Hirer

  • The Hirer must provide as much notice as possible of cancellations so that the venue can be made available to other members.
  • If an event had to be cancelled due to unforeseen circumstances on the day of hire, the Hirer must notify MCCSA on the next business day.
  • Frequent cancellations or failure to comply with cancellation conditions may affect the Hirer’s eligibility for future use of the venue and may also result in cancellation of confirmed bookings.

Cancellation of Booking by MCCSA

  • MCCSA reserves the right to cancel any booking if MCCSA has reason to believe that the use of the venue is not in accordance with the aims and ethos of MCCSA.
  • Regular venue hirers may be asked to relinquish their bookings because of MCCSA special events, asset maintenance or for MCCSA to allow better programming of the venues. In such cases, MCCSA may work with the hirer to offer an alternative venue for their use, subject to availability.
  • If through circumstances beyond the control of MCCSA, the venue hired becomes unavailable, MCCSA reserves the right to cancel or renegotiate any booking.
  • MCCSA will not be liable for any loss or other consequence of the exercise of any rights stated within these conditions of hire.

Access, Induction, Key Fobs and Venue Inductions

  • Access to the venue may not be provided until all hire requirements have been met.
  • Prior to using the facility, the Hirer must undertake a compulsory facility induction to understand emergency evacuation and safety procedures, use of the building security system, COVID-safety requirements and MCCSA policies on hirers’ responsibilities.
  • An inducted representative for the hirer must be present at all times whilst the venue is being accessed.
  • It is the responsibility of the Hirer to contact the MCCSA Reception on (08) 8345 5266 or by email at [email protected] to arrange for collection of the Key Fob between one (1) to three (3) days prior to the date of hire.
  • Key fobs are not to be used for any purpose other than access for the specific hire date, time and venue booked.
  • Access to the booked venue is only allowed if the person holding the key fob is present.
  • Anyone arriving before the person holding the key fob in their group must wait outside the booked venue even if the preceding user group is exiting the facility.
  • Key fobs must be returned to MCCSA immediately following the conclusion of the venue hire, unless by prior arrangement with MCCSA. If returning the key fob outside business hours, the Hirer shall drop the key fob into the MCCSA letter box located in the foyer.
  • Once the key fob is collected, the Hirer assume full responsibility for the key fob.
  • Hirers are responsible for the replacement costs of the key fob if it is lost, stolen or damaged.

Security

  • Hirers are not permitted to leave the doors to a venue unlocked and unattended at any time.
  • Hirers of the Training Room upstairs must close the door at the staircase after the last person from their group has arrived or before commencing their event/activities.
  • Hirers must set the alarm for the relevant venue (Hall or Training Room) when exiting even if the next group is waiting to enter the facility. This is to ensure that our security log registers that your key fob has secured the area that your group is responsible for.
  • Hirers must ensure that the Sliding Door control switch is set to “OFF” and the door closes securely before departing from the premises.
  • In the event the Hirer does not properly secure the premise, any costs to recover security call out charges, or for repairs/replacement of damaged/stolen items, may be borne by the Hirer, depending on the circumstances.
  • For security and safety reasons, there is a 24/7 video surveillance system in place at the premises.

Safety

  • Hirers must take note of fire exits and emergency evacuation procedures before commencing any activities. Hirers must note the locations of, and instructions on the use of fire extinguishers. Hirers are responsible for ensuring that their guests are aware of these procedures.
  • Emergency exit doors must be kept clear and remain accessible at all times.
  • Hirers must ensure that all personal electrical appliances brought in for use in the MCCSA venue comply with the appropriate Australian Standards and display a current electrical test tag.

Children Safety

  • Hirers must ensure that children are supervised at all times by a responsible adult.
  • Children are not permitted to roam outside the booked venue or tamper with displays or equipment in the premises.
  • The Hirer will be accountable for damages to properties as a result of misuse by the Hirer, their guests or children.

Displays, Signage and Decorations

  • The use of decorations is permitted on condition that they do not damage or mark on any part of the premises.
  • Nails, hooks and adhesives that leave marks or remove paint are not allowed.
  • Glitter, confetti and any decorations that pose a fire hazard are not permitted.
  • All decorations and signs must be removed by the Hirer before departure.

Artwork on Display by MCCSA

  • MCCSA may host exhibitions in the Hall at times, and the displays must not be moved or removed.

Set Up and Pack Up

  • Setting up, packing up and cleaning of the venue is the responsibility of the Hirer.
  • The time to undertake these activities must be included within the hire session time.
  • All furniture must be arranged into the original positions at the conclusion of your event.
  • All lights, electrical equipment/appliances and power points must be turned off.
  • Extra furniture must be returned to the Hall storage space. Ensure that chairs are stacked properly on the trolley (not exceeding 10 chairs per trolley) and tables are arranged neatly.

Kitchen Responsibilities

  • Hirers must comply with Food Safety Standards where food is being prepared for service during their events. We encourage you to refer to Safe Food Australia as a guide.
  • All food preparation must be undertaken in the designated kitchen areas only.
  • No food is to be cooked on a barbecue or any kind of open cooking device.
  • Please do NOT dispose of cooking oil down any internal or external drains, sinks or toilets.
    • Dishwasher (in the Kitchen downstairs)
    • This is a commercial dishwasher with short cycle time.
    • Instructions on how to operate the dishwasher are displayed in the kitchen. Hirers will be shown how to use the dishwasher during the induction.
    • You must always unload and put away the dishes immediately after the cycle is complete.
    • Do NOT leave any dishes (dirty or clean) in the dishwasher.
    • Please note that the dishwasher must be DRAINED at the end of the wash cycle.
    • Dishwasher (in the Kitchen upstairs)
    • Please run the dishwasher if you place dirty dishes in there, even though it is not a full load.
    • You are not required to wait for the wash cycle to complete as the next group who needs to use the dishwasher shall do the unloading.
    • Important reminder: Please flip the sign on the dishwasher to “CLEAN” if you have set the dishwasher on.
    • If you find clean dishes in the dishwasher, please unload, dry and return them to the designated storage spaces.
  • Do not leave any dirty dishes or cutlery in the sink area or benchtop.
  • Do not leave behind any food or drinks in the fridge.
  • Stove, oven and all other kitchen appliances must be cleaned and left in good working condition.
  • Kitchen is to be left clean and tidy with all bench tops wiped down.
  • The Hirer must ensure all kitchen appliances are switched off, and the kitchen is left in a clean and tidy condition.

Cleaning

  • Hirers are responsible for proper cleaning of all areas of the venue. Basic cleaning equipment is provided by MCCSA.
  • Tables and chairs must be wiped clean if they are dirty.
  • Floors must be swept or vacuumed and moped if required.
  • Any breakages of glassware or spillage of food or drink must be cleaned up immediately.
  • Toilets must be left in a clean and tidy condition.
  • The Hirer will be responsible for any cleaning fees resulting from non-compliance of these conditions.

Waste Disposal (Hall Room – Downstairs)

  • The two black bins in the Kitchen must be emptied at the conclusion of your event regardless of whether the bins are full. Please reline with new bin bags.
  • MCCSA provides general waste bins (red lid) and recycling bins (yellow lid) in the garage.
  • All rubbish must be placed in the correct bins in the garage.
  • Any waste/recyclables that cannot adequately fit into the bins provided must be removed from the premises by the Hirer and disposed of lawfully elsewhere.

Waste Disposal (Training Room – Upstairs)

  • A recycling bin is provided at the bottom of the back stairs (emergency exit at the back).
  • All other waste must be removed from the premises by the Hirer and disposed of lawfully elsewhere.
  • MCCSA strongly encourages Hirers to recycle plastic bags and other soft plastics by taking these to any Coles and Woolworths store participating in the “REDcycle” program.

Alcohol

  • The sale of alcohol is prohibited in the premises.
  • It is the Hirer’s sole responsibility to ascertain whether a liquor licence is required for their event, if so, to apply for and obtain the relevant licence.
  • The Hirer must ensure that alcoholic beverages are not served to guests under the age of eighteen (18) years, or to guests in a state of intoxication.
  • No alcohol is to be consumed or taken outside the premises during the event. This includes car parks, laneways, roads or parklands surrounding the premises.
  • The right to discontinue the liquor service is reserved by MCCSA.

Smoking

  • MCCSA has a Smoke Free Policy.
  • In the event that the smoke alarms are activated onsite and the Metropolitan Fire Service (MFS) is in attendance, Hirers may be billed for the callout fee.

Prohibited Substances/Articles

  • Hirers are NOT permitted to take into or use the following substances within the premises: – Illegal substances, any chemical substances deemed toxic and dangerous. – Sparklers, smoke machines, dry ice machines, special effects or any type of flammable substances including candles are strictly prohibited.

Noise Levels

  • The Hirer must ensure that noise from the event (including when entering and departing the premises) is kept to a reasonable level.
  • Hirers must respect the rights of other users within the premises.
  • Hirers are reminded that the MCCSA premises is located in a residential area and consideration should be taken to keep noise to a minimum and not cause disturbances to residents in the area.

Animals

  • No animals may be brought into the premises with the exception of service or assistance dogs for people with specific support requirements, unless approved by MCCSA.

ACKNOWLEDGEMENT

  1. I hereby acknowledge that I have read and understood the Conditions of Hire of MCCSA Venue and agree to comply with all the conditions contained therein.
  2. Where the Hirer is an incorporated association, I am authorised to accept this agreement on the Hirer’s behalf.
  3. I am over the age of 18 years.
  4. I and anyone I invite or allow to be on or use the MCCSA premises will fully comply with all of the requirements set out in the Conditions for Hire.
  5. I will properly communicate the requirements of Conditions for Hire to all persons mentioned in point 4 above and will ensure the requirements are fully observed and complied with.
  6. I understand that breaches of any of the Conditions of Hire may result in termination of use of the venue and may affect the Hirer’s future eligibility for use of the facility.