Hall Facilities
The Hall
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.
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If you don’t understand any of the following conditions please ask for assistance.
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It is also suggested that you retain a copy of the following conditions until period of hire ceases as a reference when conditions are being complied with and ensuring hall is to a satisfactory standard upon leaving
If you would like to hire the hall, please phone the Booking Officer on 0431 014 618. Please note this is not a personal phone and is usually checked at the end of a working day. Alternatively, please leave a message and the Booking Officer will return your call, or send a Text Message to this phone number.
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The Booking Officer will verify if your date is available. Once you have received confirmation of your dates, download the “Booking Hall Hire form” below and return it with a payment of $50. The form and deposit may be forwarded to the club by one of the following methods:
1. Complete the form and return by email to hcsc8315@gmail.com​.
2. Complete the form and either include payment and post to: Hodgson Vale Community Sports Club P.O. Box 8315, Toowoomba South QLD 4350
3. The deposit may be paid by direct debit to Hodgson Vale Community Sports Club Inc: BSB 034142 Account No. 158247.
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If Direct Paying funds, please ensure you include your Name
PLEASE NOTE: Until a signed Booking Form is received your booking is NOT confirmed.Bond, cost of hire & completed form must be finalised 3 x business days before the day of your event.
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Requirements prior to hire
If hall hire is for an 18th, 21st, Graduation functions etc, the following points MUST be 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 neighbors by way of a letter drop, in Maydean Court & houses close to hall of intended gathering
Other requirements:
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Any hirer that intends to provide activities for children during their elected rental period must hold a current Working with Children Blue Card. This also applies to anyone that the hirer may employ during the rental period. Copies of Blue Cards of all hirers and employees must be provided to the Committee on 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.
Key Collection
Arrangements can be made for collection of hall keys, by contacting the Booking Officer or a member of the Committee.
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Keys must be returned by 9 am of the day following end of rental period, or as per arrangements made with the Committee Member.
Cost
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$250 for Saturday or Sunday (non-members)
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$200 for Saturday or Sunday (members)
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Friday nights would be the same (when not used by HCSC for spring-summer night functions)
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Monday to Thursday is $20/hour to max $200 (member and non-member)
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$300.00 Bond - (returned to payee upon satisfactory inspection of the Hall at the end of the rental period).
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Deposit of $50 is required at time of booking to confirm booking and this is deducted from hiring fee.
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Cancellation
Cancellation of booking will lead to forfeit of deposit as follows:
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Within 14 days of booked date > 100% of deposit
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More then 14 days prior to booked date > 20% of deposit
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Large industrial fridge + chest 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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1 small table, suitable for tea, coffee etc
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10 x eight-seat tables
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80 x chairs
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Glasses, China & Cutlery settings for 80 people
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BBQ with gas bottles supplied
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1 x trolley
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6 x bar stools
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Ceiling fans
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2 x split system air conditioners
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3 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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Large car park
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Partially fenced adjoining playground (incl. swings)
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Cleaning materials (broom, mop & buckets, dustpan & brush, rubbish bins)
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2 x multi-purpose Tennis Courts . if using the courts at night $2 per hour to use lights.
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Sporting oval - contact Twba Regional Council on 131 872 if a booking is required.
​All items located in and at the hall remain the property of the Hodgson Vale Community Sports Club at all times before, during and after the hire period, and title to items shall not pass, nor shall it be deemed to pass to hirer in any circumstances what so ever.
Inclusions
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.
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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, and if necessary to do so, written permission from the Committee needs to be obtained prior to the booked date and such permission noted on the Hall Hire Form.
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All functions must end by Midnight, with reduced noise after 10pm – all noise and lights are to be turned off by Midnight.
Clean up and Lock Up
Thank you for hiring the hall, which is for use by the community for private or community functions.
The Hodgson Vale Community Sports club 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.
All hirers are requested to complete the following tasks after their function:
• Sweep, clean and mop hall floor and toilets (use 1 cap of blue liquid from under kitchen sink per mop bucket);
• Empty all rubbish bins and replace liners, note recycling wheelie bins for containers-for-cash bottles and cans only, is available on the northern side of the Hall;
• Clean oven, cook top, fridge and barbeque (if used);
• Empty Dishwasher (if used);
• Remove Decorations;
• Clean benchtops, sinks and spray with sanitizer;
• Return all tables, chairs, BBQ, equipment and mops to storeroom
• Pick-up any litter in surrounding outside area;
• Return wheelie bins to the bottom of the ramp ready for collection;
• Turn off all lights, hot water, fridges (not freezer) & air conditioners ;
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Leave fridge doors ajar to dry out;
• 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;
Securely lock the entrance door form the outside;
• Report any breakages or issues;
• Return keys.
Thanks for your cooperation.
The Hodgson Vale Community Sports Club Committee hope you had a successful function.
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 hired equipment to leave or be taken or transported from the Hodgson Vale Community Sports Club unless prior written permission is provided by the Hodgson Vale Community Sports Club Committee.
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Hirers must not place any decorations on walls, only on the hooks and notice boards provided.
Note: you may request when booking, to be present while inspection takes place.
Final Inspection
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 Hodgson Vale Community Sports Club) 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 by post 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. This also applies to any property belonging to the Hodgson Vale Community Sports Club, and if any property requires cleaning a minimum cleaning cost of $40.00/hr will be charged to and paid by the hirer.
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Hirer shall leave hired 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 Hodgson Vale Community Sport Club in making good, repairing or replacing the equipment or goods.
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Hirer shall be responsible for the security of hired equipment whilst it is in the hirer’s possession or control. The Hirer is to care for and keep safe against all loss and damage to equipment occurring during the period of hire.
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 hired equipment to leave or be taken or transported from the Hodgson Vale Community Sports Club unless prior written permission is provided by the Hodgson Vale Community Sports Club Committee.
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Hirers must not place any decorations on walls, only on the hooks and notice boards provided
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Note: you may request when booking, to be present while inace.