Standard Hall Hire Conditions
The terms and conditions set out in this document apply to the hire by any group or individual entering into an agreement for the use of Scout Halls. Any breach of these conditions may affect the refund of the bond and result in the Hirer being liable for any costs or expenses incurred resulting from such breach.
1. APPROVED USE
Hires including the following are not approved uses:
Additionally, the Scout Group has the authority to refuse to accept the booking if it feels that the hire may reflect negatively on Scouting or the Group.
No portion or portions of the facility are to be sub-let nor bookings transferred by the hirer without the written permission of the Scout Group
2. FEES AND CHARGES
The fees and charges for the hire of Scout Halls are fixed by each Scout Group and will be invoiced by the Scout Group.
3. BOND
The Bond must be paid within the timeframe set out by the Scout Group. If the Bond is not paid within this time frame, the booking will be regarded as “not confirmed” and may be cancelled without notice.
The Bond will be applied towards:
The Hirer must pay to the Scout Group, on demand, any amounts in excess of the Bond required to meet the full cost of any repairs to and/or cleaning and/or replacement of any private or public property in the vicinity of the Scout Hall occasioned as a result of the hire of the Scout Hall by the Hirer.
The Bond will be held, in trust, until the conclusion of the hire. The Bond (less any necessary deductions) will be refunded to the Hirer within the timeframe set out by the Scout Group.
4. CANCELLATION
Any cancellation must be made within the timeframe set out by the Scout Group to avoid the Hire Fee being forfeited.
5. RUBBISH REMOVAL AND CLEANING
All hirers must work collaboratively and make any necessary arrangements to ensure that the Scout Hall is maintained in a clean and tidy condition at all times. All rubbish must be removed from the Scout Hall and placed by the Hirer in bins provided. In the event that any rubbish cannot be accommodated within the bins provided, THEN THE HIRER MUST, AT THE HIRER’S COST, MAKE ALTERNATIVE ARRANGEMENTS FOR THE REMOVAL OF SUCH EXCESS RUBBISH.
The Hirer must ensure that:
THE HALL MUST BE LEFT IN A CLEAN AND SATISFACTORY CONDITION: AN ADDITIONAL CLEANING COST WILL BE INCURRED BY THE HIRER IF THE HALL IS LEFT IN MANNER NOT DEEMED SATISFACTORY BY THE SCOUT GROUP.
6. DAMAGES
The Scout Hall or any fittings or furniture must not be broken, pierced by nails or screws or in any other way damaged, including the use of adhesive tape.
The Hirer accepts responsibility for damage to private or public property and agrees to meet the full cost of cleaning or repairing or replacing any private or public property in the vicinity of the Scout Hall damaged as a result of the hire of the Scout Hall by the Hirer.
7. SIGNAGE
No notice, sign, advertisement, scenery, fittings, or decorations of any kind may be placed in or on or attached or affixed to any wall, door or any other part of the Scout Hall, or any fittings or furniture contained in the Scout Hall, without the prior written consent of the Scout Group.
8. SMOKING
The Hirer must ensure that all guests and invitees are aware that SMOKING IS PROHIBITED IN ALL SCOUT HALLS.
9. COMMERCIAL ACTIVITIES
The Hirer must not conduct commercial activities without the prior written consent of the Scout Group.
10. ITEMS NOT PERMITTED
Jumping castles are prohibited indoors.
11. NOISE LEVEL AND TIME RESTRAINTS
Noise must be kept within levels specified by the Environmental Protection Authority (EPA). No musical instrument, amplified sound equipment or public address system (except for a public safety address), must be audible from outside the Scout Hall. All noise must cease by the times set out in the Schedule. The Security Deposit may be forfeited if complaints are received regarding excessive noise or non-adherence to these times.
12. PARTIES
We strongly recommend registering parties with the police (http://www.police.vic.gov.au/partysafe). Consider arranging professional security or designated individuals to manage inappropriate behaviour.
13. ALARMS
Some Scout Halls may be fitted with alarm systems. Where an alarm system exists, alarm instructions will be issued by the Scout Group. Failure to comply with alarm procedures will result in the Hirer being liable for any costs incurred as a direct result of contravening or not observing the instructions.
14. KEYS
Any keys issued to the Hirer must be accounted for and remain the responsibility of the Hirer until returned.
If the Scout Hall is left unsecured (i.e. doors and/or windows unlocked and the alarm not set – if applicable) then the Hirer will be deemed responsible for any resulting damage caused to and/or costs incurred to remedy the damage and secure the Scout Hall.
Ongoing Hire: The Hirer may be issued a permanent key on payment of the Bond. If additional keys are required then the Hirer will be charged an extra fee of the cost of cutting extra keys.
15. INDEMNITY
The Hirer agrees to indemnify and to keep indemnified the Scout Group from and against all actions, costs, claims, charges, expenses, penalties, demands and damages whatsoever which may be brought or made or claimed against them, in connection with the Hirer’s use and occupation of the Scout Hall and performance or purported performance of the Hirer’s obligations under this agreement, and directly related to the negligent acts, errors or omission of the Hirer.
The Hirer’s liability to indemnify Scouts Victoria will be reduced proportionally to the extent that any act or omission of the Scout Group contributed to the loss or liability.
Scouts Victoria take no responsibility for property or equipment owned by the Hirer. The Hirer must take out and keep current appropriate insurance to cover all property and equipment owned by the Hirer and stored or used at the Scout Hall as part of this agreement.
The Hirer must take adequate precautions to ensure that any property or equipment is stored safely within specified storage areas, in compliance with this agreement, and that any equipment, particularly electrical equipment, is adequately and properly maintained. Electrical equipment must comply with Occupational Health and Safety standards. No untagged or OUT OF DATE TAGGED ELECTRICAL EQUIPMENT may be used.
16. INSURANCE
Scouts do not insure the Hirer’s property or legal liability exposures.
We strongly recommend the Hirer take out or hold a public liability insurance policy for a minimum coverage of $20,000,000 in the name of the Hirer throughout the duration of the event.
The Hirer acknowledges that to the fullest extent permitted by law, Scouts its servants and agents are not under any liability to the Hirer or to any third party for any loss of or damage to any property or injury suffered. This includes any legal liability that may otherwise arise as a result of any direct or indirect act, neglect or default by Scouts or any of its servants or agents.
17. EMERGENCY PROCEDURES IN SCOUT HALLS
The Scout Group will provide and maintain emergency fire prevention equipment such as hoses and/or extinguishers for firefighting and evacuation plans for the guidance of Scout Halls users.
In return, the Hirer agrees to:
18. GUIDELINES FOR EMERGENCY EVACUATION PROCEDURES
USE OF BUILDING
The Hirer must:
The Hirer must:
EMERGENCY EVACUATION
The Hirer must:
Safety of the Hirer of the Scout Hall and Hirer’s guests is the Hirer’s responsibility whilst under the Hirer’s care and control.
1. APPROVED USE
Hires including the following are not approved uses:
- 18thor 21st birthday parties. Parties for teenagers of other ages will only be an Approved Use if the teenager is a member of the Association and the function is for a broad range of youth and adults. We strongly recommend registering the party at www.police.vic.gov.au/partysafe
- Publicly advertised partisan political events
- Gambling
- Alcohol consumption
Additionally, the Scout Group has the authority to refuse to accept the booking if it feels that the hire may reflect negatively on Scouting or the Group.
No portion or portions of the facility are to be sub-let nor bookings transferred by the hirer without the written permission of the Scout Group
2. FEES AND CHARGES
The fees and charges for the hire of Scout Halls are fixed by each Scout Group and will be invoiced by the Scout Group.
3. BOND
The Bond must be paid within the timeframe set out by the Scout Group. If the Bond is not paid within this time frame, the booking will be regarded as “not confirmed” and may be cancelled without notice.
The Bond will be applied towards:
- damage to, or loss of, any property in the vicinity of the Scout Hall.
- the cost of any additional cleaning required as a consequence of the hire of the Scout Hall.
The Hirer must pay to the Scout Group, on demand, any amounts in excess of the Bond required to meet the full cost of any repairs to and/or cleaning and/or replacement of any private or public property in the vicinity of the Scout Hall occasioned as a result of the hire of the Scout Hall by the Hirer.
The Bond will be held, in trust, until the conclusion of the hire. The Bond (less any necessary deductions) will be refunded to the Hirer within the timeframe set out by the Scout Group.
4. CANCELLATION
Any cancellation must be made within the timeframe set out by the Scout Group to avoid the Hire Fee being forfeited.
5. RUBBISH REMOVAL AND CLEANING
All hirers must work collaboratively and make any necessary arrangements to ensure that the Scout Hall is maintained in a clean and tidy condition at all times. All rubbish must be removed from the Scout Hall and placed by the Hirer in bins provided. In the event that any rubbish cannot be accommodated within the bins provided, THEN THE HIRER MUST, AT THE HIRER’S COST, MAKE ALTERNATIVE ARRANGEMENTS FOR THE REMOVAL OF SUCH EXCESS RUBBISH.
The Hirer must ensure that:
- the Scout Hall and surrounding area, including the car park, are left in a clean and tidy condition
- equipment & products require to clean Scout Hall must be provided by and at the cost of the hirer
- no liquid or solid waste is swept or washed into storm water drains
THE HALL MUST BE LEFT IN A CLEAN AND SATISFACTORY CONDITION: AN ADDITIONAL CLEANING COST WILL BE INCURRED BY THE HIRER IF THE HALL IS LEFT IN MANNER NOT DEEMED SATISFACTORY BY THE SCOUT GROUP.
6. DAMAGES
The Scout Hall or any fittings or furniture must not be broken, pierced by nails or screws or in any other way damaged, including the use of adhesive tape.
The Hirer accepts responsibility for damage to private or public property and agrees to meet the full cost of cleaning or repairing or replacing any private or public property in the vicinity of the Scout Hall damaged as a result of the hire of the Scout Hall by the Hirer.
7. SIGNAGE
No notice, sign, advertisement, scenery, fittings, or decorations of any kind may be placed in or on or attached or affixed to any wall, door or any other part of the Scout Hall, or any fittings or furniture contained in the Scout Hall, without the prior written consent of the Scout Group.
8. SMOKING
The Hirer must ensure that all guests and invitees are aware that SMOKING IS PROHIBITED IN ALL SCOUT HALLS.
9. COMMERCIAL ACTIVITIES
The Hirer must not conduct commercial activities without the prior written consent of the Scout Group.
10. ITEMS NOT PERMITTED
Jumping castles are prohibited indoors.
11. NOISE LEVEL AND TIME RESTRAINTS
Noise must be kept within levels specified by the Environmental Protection Authority (EPA). No musical instrument, amplified sound equipment or public address system (except for a public safety address), must be audible from outside the Scout Hall. All noise must cease by the times set out in the Schedule. The Security Deposit may be forfeited if complaints are received regarding excessive noise or non-adherence to these times.
12. PARTIES
We strongly recommend registering parties with the police (http://www.police.vic.gov.au/partysafe). Consider arranging professional security or designated individuals to manage inappropriate behaviour.
13. ALARMS
Some Scout Halls may be fitted with alarm systems. Where an alarm system exists, alarm instructions will be issued by the Scout Group. Failure to comply with alarm procedures will result in the Hirer being liable for any costs incurred as a direct result of contravening or not observing the instructions.
14. KEYS
Any keys issued to the Hirer must be accounted for and remain the responsibility of the Hirer until returned.
If the Scout Hall is left unsecured (i.e. doors and/or windows unlocked and the alarm not set – if applicable) then the Hirer will be deemed responsible for any resulting damage caused to and/or costs incurred to remedy the damage and secure the Scout Hall.
Ongoing Hire: The Hirer may be issued a permanent key on payment of the Bond. If additional keys are required then the Hirer will be charged an extra fee of the cost of cutting extra keys.
15. INDEMNITY
The Hirer agrees to indemnify and to keep indemnified the Scout Group from and against all actions, costs, claims, charges, expenses, penalties, demands and damages whatsoever which may be brought or made or claimed against them, in connection with the Hirer’s use and occupation of the Scout Hall and performance or purported performance of the Hirer’s obligations under this agreement, and directly related to the negligent acts, errors or omission of the Hirer.
The Hirer’s liability to indemnify Scouts Victoria will be reduced proportionally to the extent that any act or omission of the Scout Group contributed to the loss or liability.
Scouts Victoria take no responsibility for property or equipment owned by the Hirer. The Hirer must take out and keep current appropriate insurance to cover all property and equipment owned by the Hirer and stored or used at the Scout Hall as part of this agreement.
The Hirer must take adequate precautions to ensure that any property or equipment is stored safely within specified storage areas, in compliance with this agreement, and that any equipment, particularly electrical equipment, is adequately and properly maintained. Electrical equipment must comply with Occupational Health and Safety standards. No untagged or OUT OF DATE TAGGED ELECTRICAL EQUIPMENT may be used.
16. INSURANCE
Scouts do not insure the Hirer’s property or legal liability exposures.
We strongly recommend the Hirer take out or hold a public liability insurance policy for a minimum coverage of $20,000,000 in the name of the Hirer throughout the duration of the event.
The Hirer acknowledges that to the fullest extent permitted by law, Scouts its servants and agents are not under any liability to the Hirer or to any third party for any loss of or damage to any property or injury suffered. This includes any legal liability that may otherwise arise as a result of any direct or indirect act, neglect or default by Scouts or any of its servants or agents.
17. EMERGENCY PROCEDURES IN SCOUT HALLS
The Scout Group will provide and maintain emergency fire prevention equipment such as hoses and/or extinguishers for firefighting and evacuation plans for the guidance of Scout Halls users.
In return, the Hirer agrees to:
- keep displayed in prominent locations, emergency notices and evacuation plans
- not interfere with any emergency equipment or notices
- advise the Scout Group if the emergency equipment is used
- meet the cost of replacement or repair of such emergency equipment caused by any improper use
- immediately notify the Scout Group in the event the fire prevention equipment is used or an emergency situation occurs
- be aware of proper procedures for, and be responsible for, the safe and orderly evacuation of guests from the Scout Hall in the event that an emergency situation occurs
18. GUIDELINES FOR EMERGENCY EVACUATION PROCEDURES
USE OF BUILDING
The Hirer must:
- know where all safe exits and exit paths are located
- designate a safe external assembly point
- keep all exits and exit paths clear during use of the Scout Hall
- know where emergency equipment is located (e.g. fire extinguishers)
- ensure activities to be undertaken by the Hirer and the Hirer’s guests are not dangerous
The Hirer must:
- call the Fire Brigade (by dialling 000) before attempting to fight any fire
- only attempt to fight a fire with the equipment provided and if it is safe to do so
- only use the firefighting equipment if you have read and understood the instructions or are familiar with the equipment and its specific application
- not continue to fight the fire beyond the first 30 seconds. If the fire is not extinguished within that time, the Hirer must commence the evacuation procedure. A handy guide is that if the fire cannot be extinguished by use of a single extinguisher, then evacuation is necessary
EMERGENCY EVACUATION
The Hirer must:
- identify exact nature and location of the emergency
- remain calm and evacuate in an orderly manner
- remember to search all areas of the Scout Hall for stragglers (only if safe to do so)
- report to the emergency authority (e.g. Fire Brigade) on status of all persons
- only re-enter the Scout Hall when authorised by the emergency authority
Safety of the Hirer of the Scout Hall and Hirer’s guests is the Hirer’s responsibility whilst under the Hirer’s care and control.
