Hall Booking Form

1. The Hirer must complete the application form, particularly including a copy of the Hirer’s house and/or contents insurance policy or have the original insurance policy sighted by a Member of this Club’s Executive Committee – this is necessary to ensure that any damage to the Club’s premises caused as a result of this function would be covered by insurance. This is a normal extension of most house and contents insurance policies. The minimum legal Liability Cover must be $2,000,000. If the hire is for a club function, a Public Risk Insurance held by that club would be satisfactory, provided that the minimum cover is $2,000,000.

2. The application must be completed no later than 14 days prior to a hall hire and the deposit must be paid to confirm a date on the club published calendar.  If a deposit is not paid then the event cannot be confirmed and other applicants who have paid the deposit will take precedence.

3. The function shall finish no later than 1.00 am unless otherwise agreed, although arrangements may be made to gain early access to the Clubroom for preparation purposes. Cleaning the Clubrooms is the responsibility of the Hirer and must be completed no later than 10.00am on day following the function as the Club may require use of the Clubrooms from that time on any day.

4. Noise level during the function, particularly the output level of sound amplification equipment, must be restricted so that no nuisance will be caused to the occupants of houses within the Clubhouse area. The Hirer must take positive measures to ensure that all persons who may operate such equipment are aware of this requirement.
    
5. Due to the proximity of local residences all loud music and excessive noise must cease by midnight under council noise regulations. (Attendance of the police due to complaints may result in loss of deposit).
    
6. Use of the canteen area, including stoves, crockery, cutlery and use of the refrigerator, is provided without additional charge.
    
7. Safety notices. The Hirer must take positive measures to ensure that all persons using the canteen are aware of the location of the nearest fire extinguisher and safety blanket.
    
8. The Hirer accepts responsibility to pay the Club’s standard canteen prices for any missing items from the Club canteen. The Hirer must take positive measures to ensure that all persons using the canteen area are aware of this requirement.
    
9. No access to the freezer unit or food storage cupboard is allowed. The Hirer must take positive measures to ensure that all persons using the canteen area are aware of this requirement.
    
10. The hire fee for the Clubrooms is (including GST), deposit to accompany this application. Fees may be paid by online xfer or bank deposit to Saratoga sailing Club, Commonwealth bank details below BSB 062 544 Account 00915611 specifying your name for identification.
     
11. The Hirer is responsible for the removal of all waste material, bottles, cans and any other general garbage. The club will accept refundable deposit bottles left over from the function as a donation to the club should the Hirer decide to do so. Heavy-duty plastic garbage bags will be provided by the Club for all waste materials and these must be properly disposed of by the hirer. A garbage disposal fee will be levied and deducted from the bond should any such garbage remain within the Clubhouse area or be dumped within an area adjacent to the Clubhouse area.
     

12. The Saratoga Sailing Club terms and Conditions do not exclude any consumer rights and warranties, granted in Australia under the Australian Consumer laws. A refundable compliance bond must be paid prior to the use of the hall. The refund being subject to the satisfaction of the Committee that there has been no justifiable complaints regarding excess noise and that the Clubrooms have been restored to the condition existing prior to the function no later than the prescribed time, and that the post-function inventory matches the inventory prior to the function, that all garbage has been properly removed and that no damage has occurred to fixtures or fittings. In the event that this provision has, in the opinion of the Committee not been fully satisfied, penalties may be applied in which case the decision of the Committee shall be final and binding. A 'Hiree' must contact (at the number provided) and discuss immediately with the Saratoga Sailing Club 'Hall Hire Manager' should there be any problems or issues with the hall before and during any hall hire. 

13. Hall Hire refunds are to follow the practice set out in the Australian Consumer Laws. Where a hall hire has been completed there is no refund available. Where, due to a failure on the part of the club, consideration will be given to any refunds based on a written submission from the hiree, must be made within 24 hours of the hiring period and will be granted at the sole discretion of the sailing committee. 

14. If a liquor license is required for the function, this would have to be the responsibility of the Hirer, as the Club’s license does not extend to the provision of liquor other than by the Club for Club Members during approved hours.

15. The Club reserves the right to refuse any application which the Executive Committee considers unacceptable for any reason whatsoever without having to notify that reason. 

16. Please remember the person managing your hire is a volunteer and giving up their time to ensure your event goes smoothly. The committee regards the hiring of the club as a valuable community service but is not obliged to hire the club premises out. We appreciate your kind assistance in treating the premises as you would your home and leaving it in a habitable state for others to enjoy. 

Information will be collected on this form for the purposes of processing your request. 

Information is retained as private and confidential for use by the executive committee and will not be resold, used for marketing or otherwise disposed of without permission.

Your Firstname may be used to indicate a hall booking on the Club Calendar. Please let us know if you don't want this. 

You have a right of access to, and alteration of, personal information concerning yourself in accordance with the Articles. The information collected will be held by SSC in a secure manner and will not be disclosed to other than the elected members of the SSC committee. No personal address information will be published. No information will be provided to third party organisations without the express permission of the member. 

Credit Card information, if provided for purchases, is not held by the club or the financial provider and is used by the third party transaction house for the purposes of any financial transaction for the express purpose of the transaction entered into at the time.

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