Hall Hire Terms and Conditions

Preamble

• For the sake of the Terms and Conditions: ‘Scouts’ refers to any formations that form part of Scouts NSW or its members, ‘Group’ refers to the 1st Bungendore Scout Group, ‘GL/LIC’ refers to the Group Leader/Leader in Charge and/or Assistant Group Leader, ‘Hirer’ refers to the hirer of the Bungendore Scout Group facilities.
• We will do our best to ensure that all scouting activity occurs outside your booking, however this may not be possible if we require access to equipment for camps etc. If we need access to certain parts of the hall we will advise you in advance and discuss how to do so with minimal disruption.
• Scouts does not cover your event under our public liability insurance. By hiring the facility you assume all risk of injuries, damage to personal property, damage to vehicles, theft of items etc.
• You understand and agree that your hiring and these terms and conditions under no circumstances are to be considered as a lease and that this Hire Agreement confers no statutory rights of security of tenure.

Excluded events

All requests for hire require approval after the nature of event is explained fully. The insurance for Scout Hall use strictly excludes the following uses:

• 18th and 21st birthday parties
• Pre-wedding parties ("hens" and "bucks" nights)

Hire Fees

• The hire fee must be paid at least 5 days in advance. If the fee is not paid by this time, Scouts reserves the right to cancel your booking.
• In exchange for this fee you will be allowed to use the specified property floor space, toilets, kitchen, and normal property furnishings during the period when the hire agreement applies.
• The hire only applies to the section of the hall you have hired. Any use of additional areas will result in forfeiture of your security deposit.
• Exceeding your booking period by more than 15 minutes will result in forfeiture of your security deposit.

Cancellations

• If either party cancels this Hire Agreement by giving at least 48 hours written notice, then the hire fee minus any refund processing fees may be refunded.
• If notice is received from the hirer less than 48 hours from date of hire and no alternative arrangements can be agreed upon, Scouts will retain all monies paid.
• If Scouts cancel this hire agreement less than 48 hours from the date of hire and no alternative arrangements can be agreed upon, all monies paid to Scouts under this hire agreement will be refunded.

Security Deposit

• We will check the hall as soon as practicable after your booking (generally within 24 hours). If there are no issues we will process a refund of your security deposit. This generally takes about a week, depending on how you paid. If you paid via direct deposit, our Treasurer will be in contact to get your bank details.
• In the event of any damage, rubbish or other issues, we will contact you to discuss rectification costs.
• In the event that any damage or other issues result in greater rectification costs than your security deposit, you will be required to pay the difference.
• Failure to pay for excess damage costs will result in legal action being taken to recover the costs of the Group, including legal fees and costs.

Cleaning

• We ask that you leave the facility tidy at the end of your event. You will need to ensure any items used in the kitchen are cleaned, any tables/chairs are wiped down, and the bins are emptied into the main rubbish bins located near the garage.
• You must not allow anything to be done which might be a nuisance to, or damage the property of the Scouts, or the owners or occupiers of any other property in the neighbourhood, or which might adversely affect the insurance of the property.
• Due to COVID-19 we will arrange a full clean at no additional cost to you to completely disinfect the hall after your event.
• If you have used the BBQs, you are required to return them in a very high state cleanliness. At the commencement of your use, they should be bright shiny stainless steel surfaces with no signs of previous BBQ food stuck to the hotplate surface or edges. There should be no fat splattered on the sides or hood. This is the condition that they will need to be returned in. At the outset of your hire, check that you accept the BBQs are in tip-top condition because this is what we will expect on return. We will photograph the BBQ at the time of hire and we reccommend that you do so too for the avoidance of misunderstanding. Cleaning to bright stainless steel requires effort and the correct tools. We have provided instructions and materials to assit you to do this. Security deposits will be docked if you do not comply with this condition.

Alcohol and fires

• The venue is primarily a Scout Hall in which children are the main users. If your event prefers to have alcohol we insist on several conditions:
  • All evidence that alcohol was consumed on the premises must be entirely removed after your event before the security deposit is refunded. This means that there can be no lingering odours, nor empty alcohol-related bottles and containers in the bins.
  • You must explain your event, the number of people (adults and children) and the nature of activities. This is necessary for us to gauge our insurance compliance. If your event is considered insurable, you must obtain the written approval of the Hall Hire Officer for the consumption of alcohol in advance of your event.
  • You must get any Liquor Licence permits that are necessary. It is your responsibility to ensure you comply with all applicable liquor laws. Consuming or supplying alcohol without prior approval will result in forfeiture of your security deposit.
• The Fire Pit is not to be used without prior written approval of the Hall Hire Officer. You will be required to provide your own wood. Using the fire pit without approval, or using the Groups wood supplies, will result in forfeiture of your security deposit. You are responsible for ensuring you have obtained any required permits and completed the required notifications to Rural Fire Service NSW.
• You can request approval for these activities by emailing Yasmin.Cummins@nsw.scouts.com.au

Equipment

• You must not interfere with or remove any of the Scouts’ equipment or property.
• Equipment included in hire fees are:
  • Tables – Tables are in the breezeway between the buildings, please clean and return them when you are finished.
  • Main Hall Chairs – Chairs are in the storage seats along the walls of the main hall. Please return them when you are finished.
  • Community Hall Chairs – Boardroom chairs are already in the boardroom.
  • Kitchen Equipment – There is an assortment of equipment, cutlery and crockery in each kitchen. It is your responsibility to ensure that anything you use is cleaned and put away in the same location that it came from. There are signs on the kitchen cupboard doors to assist you. Failing to do so will result in recovery of cleaning fees from your deposit.
  • Meeting Room AV Equipment – The remote is located on the table under the TV. You can plug a HDMI cable into the wall socket and the correct input on the TV is HDMI1. The speakers are controlled via the TV volume and sound output is via HDMI. You are responsible for providing your own cables. Touching any of the cables or inputs on the back of the TV or on the wall mounted speakers will result in forfeiture of your security deposit.
• Equipment that can be hired for an additional fee includes:
  • BBQ – If you have booked the BBQ it will be placed in the relevant kitchen. Please push it outside before use.
  • AV Equipment – By negotiation
  • Table Tennis – By negotiation

Security

• The Hall has a fully monitored alarm and CCTV system with key code access. Your Access PIN will be active from 1 hour prior to your booking until 1 hour after your booking.
• The cameras cover all outside areas of the building and run 24/7. They will not be turned off during your booking.

Off Limits Areas

• Your booking does not include access to the storerooms and office in the Community hall, external store room or the garage. It also does not include use of any equipment within the hall with the exception of that listed above.
• Accessing these areas will result in the forfeiture of your deposit. These areas are covered by our security system and notifications are sent when they are accessed, even with the alarm turned off.
• Manually opening the garage will result in damage to the shed and the door and we will take steps to recover repair costs that exceed your deposit.
• We request that you only use the area you have booked. Use of additional areas will be detected in the security logs and will result in forfeiture of your deposit.