Hall
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Hall hire
​Thank you for hiring the Hall, which is for use by the community for private or community functions. The Hodgson Vale Community Sports Club (HCSC) is run by volunteers who appreciate your assistance in ensuring the Hall is kept clean, tidy and in good condition for the next user. Council regulations require the premises to be vacated by 12 midnight and noise to be minimised by 10pm.
Please read all conditions carefully before signing agreement. By signing agreement you are confirming that you have read and understood all conditions regarding use of the Hall. ​If you don’t understand any of the following conditions please ask for assistance. ​It is recommended that you retain a copy of the following conditions until the hire period ends. This will serve as a reference to ensure compliance with the conditions and to verify that the hall is left in a satisfactory condition upon departure.
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​Making a booking
If you would like to hire the Hall, please contact the Booking Officer at 0431 014 618. Please note that this is not a personal phone and is typically checked at the end of the workday. Alternatively, you may leave a message, and the Booking Officer will return your call, or you may send a text message to this phone number.
Preferred Booking Method
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The Booking Officer will confirm the availability of your requested date and provide the total cost (including hall hire and bond).
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Once you receive confirmation, please:
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Complete the Booking Hall Hire Form
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Make your payment.
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Alternative Booking Method
You may also submit your form and deposit using the following steps:
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Email the completed Booking Hall Hire Form to:
hcsc8315@gmail.com -
Pay the deposit via direct debit to:
Hodgson Vale Community Sports Club Inc.
BSB: 034142
Account No: 158247
If paying via direct deposit, please ensure you include ‘Hall Hire’ and your name in the payment reference.
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Pre-hire requirements
​Hall Hire Policy
18th Birthday Parties: Hall hire is not permitted for 18th birthday celebrations.
21st Birthdays, Graduation Functions, and similar events: Hall hire is permitted only under the following conditions, which must be strictly adhered to:
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The Hirer must advise the intended use of the hall
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Function must be registered on the 'Party Safe Register' with the police
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All available carparks on site are to be used before parking in the street
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Notify neighbours of the intended event and your contact details by way of a letter drop in Maydean Court and other houses close to hall.
Other requirements:
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Any Hirer intending to provide activities for children during the rental period must hold a current 'Working with Children Blue Card'. This requirement also applies to anyone the hirer may employ during the rental period. Copies of Blue Cards for all Hirers and employees must be provided to the Committee upon request.
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If any keys are lost it is the responsibility of the Hirer to pay for replacement keys to be cut.
​Cost
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$250 for Saturday or Sunday (non-members) for full day
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$200 for Saturday or Sunday (members) for full day
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Monday to Thursday $20/hour to maximum $200 per day (member and non-member), minimum two hours (Note: Hours hired is to include reasonable set-up and clean-up time)
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Friday $40/hour to maximum $200 per day (member and non-member), minimum four hours (Note: Only available Friday nights when not used by HCSC for spring-summer night functions)
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A deposit of $50 is required at the time of booking to confirm the reservation—this amount will be deducted from the hiring fee
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A $300 refundable bond is required for all hall hiring
Cancellation
Cancellation of booking will result in the loss of the deposit as follows:
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Within 14 days of the booked date: 100% of the deposit
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More than 14 days prior to the booked date: 20% of the deposit.
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​Key collection
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Arrangements for the collection of hall keys can be made by contacting the Booking Officer or a member of the Committee.
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​​Keys must be returned by 9 a.m. on the day following the end of the rental period, or as per the arrangements made with the Booking officer.​
​Inclusions
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Large industrial fridge & upright freezer
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Electric oven & cook top
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Dishwasher
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Electric urn
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Microwave oven
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15 x eight-seat tables
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80 chairs
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Glasses, crockery & cutlery settings for 80 people
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BBQ with gas bottles supplied (Note: If gas runs, out HCSC will reimburse hirer upon provision of receipt)
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1 x trolley
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Ceiling fans
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2 x split system air conditioners
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64 inch TV
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Hall Wi-Fi
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4 x internal toilets & 1 external/disabled toilet
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Lighting (internal & external)
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Power points for catering & entertainment
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First-aid kit (Note: Public defibrillators is located on the Spar shop wall)
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Large car park
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Partially fenced adjoining playground with swing (Note: Be aware of drainage creek below the playground area)
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Cleaning materials (broom, mop & buckets, dustpan & brush, rubbish bins)
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2 x multi-purpose public tennis courts can be utilised as part of hall hire, however it is not possible to have sole use of them. (Note: —if using the courts at night, $4 per hour to use lights by using the coin box located in the meter box.)
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Public Sporting oval is not part of the hall hire —contact Toowoomba Regional Council on 131 872 if a booking is required
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​All items located in and at the hall remain the property of the HCSC at all times before, during and after the hire period. Title to items shall not pass, nor shall it be deemed to pass to Hirer in any circumstances whatsoever.
Hirer covenants
The Hirer covenants that:
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If a Hirer is providing activities involving children, that Hirer or their employee shall remain responsible for the safety and wellbeing of the children from the time that they are present at the Hall, up to and until the children are collected by their parent/guardian from the designated pick-up zone. Further the Hirer indemnifies in relation to any claim for death, injury or losses resulting from the Hirer’s failure to comply with this Clause.
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All Hirers indemnify and hold indemnified the Hall Committee and its members from any liability in relation to activities conducted by or on behalf of the hirer.
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Any maintenance requirements or breakages are to be reported immediately to Booking Officer via their phone.
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All government regulations concerning noise and alcohol consumption must be adhered to. Glass bottles in any form must not be taken onto the oval or court.
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All functions must end by midnight, with reduced noise after 10 p.m.—all noise to cease and lights are to be turned off by midnight.
Clean-up and lockup
Clean-up is the full responsibility of the hall hirer.
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All Hirers are requested to complete the following tasks after their function:
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Sweep, clean and mop hall floor and toilets (use 1 cap of blue liquid from under kitchen sink per mop bucket)
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Empty all rubbish bins and replace liners
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Place bottles and cans in the recycling wheelie bins on the northern side of the Hall for containers-for-cash
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Segregate recycling rubbish into the yellow lid wheelie bins (not in plastic bags)
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Clean oven, cook top, fridge and barbeque (if used)
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Empty dishwasher (if used)
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Remove decorations
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Clean benchtops, sinks and spray with sanitizer which is located the under sink
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Return all tables, chairs, BBQ, equipment and mops to storeroom
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Pick-up any litter in surrounding outside area
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Return wheelie bins to the bottom of the ramp ready for collection
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Turn off all lights, fridges (not freezer) & air conditioners
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Leave fridge doors ajar to dry out
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Used tea-towels can be either taken home for washing and returned by arrangement, or left on the sink drainer for Booking Officer to wash
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Lock the sliding security doors from the inside using the key, then shut and lock the sliding glass doors
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Close and lock all windows and outside toilet if used
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Close all the blinds
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Securely lock the entrance door from the outside
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Report any breakages or issues
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Return key to key box and secure.
Final inspection
Note: You may request to be present while inspection takes place.
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Upon inspection of the hall after any hired session, if it is found that the Hall or its contents (including any property owned by the HCSC) are damaged or items are missing, any or the entire bond will be used to repair or replace item. If the loss or damage is greater than the bond amount paid, the Hirer will be responsible for paying any sum necessary to repair or replace any loss or damage to the Hall and/or Hall contents, above the bond amount and will be notified of this amount, at which point payment must be made within 14 days.
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​Similarly, if upon inspection after any hired session the Hall is found to be left in an unclean or unsatisfactory state, in the opinion of the Committee, and the hire of a professional cleaner is necessary, the bond will be used to cover the expenses regarding same. Cost of $40.00/hr will be charged to and paid by the Hirer or deducted from the bond.
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​Hirer shall leave hall equipment in as good condition and working to the same standard as at the date of hiring commenced. Should the Hirer fail to do so, the Hirer shall be responsible for all costs incurred by in making good, repairing or replacing the equipment or goods.
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​​If any equipment is lost, stolen, damaged in any way due to any act or omission of the Hirer, the Hirer will be liable for the repair or replacement cost of the relevant equipment. Under no circumstances is the hall equipment to leave or be taken or transported from the HCSC unless prior written permission is provided by the HCSC Committee.
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Bond, or partial bond, will be returned to the payee upon finalisation of hall inspection (approximately a week to process)
​Thank you for hiring the hall. The Hodgson Vale Community Sports Club Committee hope you have a successful function.