The Sapling Event Space
Terms & Conditions Of Hire 2019
1.1 The “Venue” is The Sapling Event Space
1.2 The “Hirer” refers to the person, persons, or corporation hiring from the Owner
1.3 “Booking”, “Event” or “The Event” means the date/s of booking the venue for hire
1.4 “Make good” refers to returning the venue back to the original state in which it was hired. This includes the full cost of labour, materials, consultancy, costs of cleaning, repair and restoration of the venue, its fittings, equipment, furniture, carpets or other property.
2.1 The person completing the booking form, and whose signature appears on the booking form, is subject to these conditions of hire and must be over 18 years of age.
2.2 The hirer understands that the hire fees cover the hire of the venue only. It is not the responsibility of the venue to coordinate or facilitate the arrival of deliveries pertaining to the event, the setting up, or tearing down of the event. The hirer must pay the extra costs for any labour, equipment or services used in addition to the venue hire fee.
2.3 The hirer must advise at the time of the booking of the exact nature of their booking and if they plan to engage in any activity which may involve loud music or excessive noise.
2.4 The hirer is required to remain on site until the conclusion of the event to ensure all responsibilities are undertaken including cleaning and securing the venue.
2.5 No space hired within the building shall be sub-let or transferred to anyone else by the hirer.
2.6 The hirer shall be liable for any claim, loss, damage or injury to any person or property arising from the
3. Deposit & Payments
3.1 The booking will not be considered confirmed by the venue until the specified deposit applicable is received.
3.2 A 50% deposit is required at the time of the booking. Final payment of the remaining 50% of the total booking cost shall be paid 7 days prior to the event date. All payments must be made by credit card, paypal, or direct deposit into the venue’s bank account, by the due date specified.
3.3 Should the final payment (or proof of) not be received 7 days prior to the event date, the venue reserves the right to cancel the booking. No deposit will be returned should this occur.
4. Cancellation Policy
4.1 The hirer may cancel an event at anytime, however cancellation fees will occur should the client cancel within 30 days of the booking.
4.2 No cancellation by the hirer is valid unless it is has been acknowledged in writing by the venue.
4.3 Bookings cancelled within 7 days of the event date will be charged 100% of the total booking cost.
4.4 Bookings cancelled between 7 and 30 days will be charged 50% of the total booking cost.
The venue may, without liability for loss or damage to the hirer:
4.5 Cancel or prohibit an event being held due to unforeseeable circumstances that affects the safety or any obligations pertaining to council or lawful requirements. Written notice will be provided to the hirer and all costs paid by the hirer, including the otherwise non-refundable booking fee amount, will be refunded.
4.6 Close down a venue during an event if in the opinion of the venue is that the event is objectionable, dangerous unlawful, infringes the intellectual property rights of third parties or is potentially detrimental to the reputation of the venue.
4.7 The Venue is not liable for any interference or cancellation of an event in a venue which is caused by civil disruption, industrial action, terrorism, act of God, or any circumstances beyond the direct control of the venue and will not be obliged to settle any dispute or control any disruption which has been caused.
5. Security Bond & Make Good
5.1 The venue will hold a copy of the hirers valid drivers licence and valid credit card details to operate as a security bond in the event that the venue is left damaged or unclean. The cards must remain valid at date of event booking.
5.2 The hirer must maintain good order in the vicinity of the venue and ensure property in and around the venue is not damaged. The responsibility of care remains with the hirer for the duration of the hire period which includes the setup and packdown of the event. This includes damage to floors, walls, doors and ceilings, chipped or scratched paint, bathroom facilities, existing furniture and equipment, and other general damages.
5.3 Where these conditions have been breached, the hirer will pay the full replacement or repair cost of damages, materials, cleaning, rubbish removal, repairs and restoration of the venue and its fittings, equipment, furniture, carpets and any other property which has been removed or damaged. Any costs will be outlined by the venue to the hirer in writing.
5.4 The hirer will be given first options to amend and repair the make good, to be completed within 48 hours of notice from the venue. After 48 hours, the venue reserves the right to make arrangements for the make good, charged to the hirer.
5.5 Shall the hirer choose to perform the required make good themselves, this must be clearly outlined to the venue in writing, and the venue must agree upon the available times and restrictions for the hirer to prefer the make good. Restrictions may include other events bookings or tenant requirements. If the hirer and the venue cannot agree upon a suitable time for the hirer to perform the make good, the venue reserves the right to seek alternative options for make good, and all costs will be charged to the hirer.
5.5 All evening events that exceed 40 people must have a minimum of 1 security guard per 40 guests for the duration of the event. This will be booked by the venue on behalf of the hirer, and is a separately fee to the venue hire fees.
6.1 The four parking bays found onsite are reserved for the venue staff and tenants only during business hours. These bays can be used by the hirer after business hours. There is no parking available to guests onsite, however parking options will be advised by the venue if required.
7. Setup, Packdown & Cleaning Of Venue
7.1 Entry time for setting up of the event is negotiable.
7.2 All items are to be removed from the premise by 7.00am following the day of hire, unless otherwise
negotiated with the venue.
7.3 Decorations must not be fixed permanently to walls or fixtures.
7.4 Any damages or breakages should be reported to the venue as soon as possible, no later than the next day.
7.5 It is the responsibility of the hirer to remove all rubbish from the venue at the end of the event. A cost of $150 will be incurred if rubbish is left at the venue.
7.6 It is the responsibility of the hirer to leave the space in good order, sweeping and mopping the floor, and ensuring the toilets are clean before bump out. We can provide a cleaner at additional cost to the hirer on request, this must be organised prior. If the venue hasn’t been left clean the hirer will be charged a cleaning fee.
8. Insurance & Liability
8.1 The hirer shall indemnify and keep indemnified the venue against all losses, expenses, liabilities, claims and damages incurred as a result of or arising out of the hiring of the premises whether caused by any act or omission of the hirer, its servants, agents, or invitees.
8.2 The hirer will obtain and keep current public liability insurance cover to an amount of not less than $5,000,000.
8.3 If the hirer does not have adequate Public Liability Insurance, The Sapling insurance for the duration of the event can be obtained and included within the venue hire for an additional fee. This does not include any property which does not belong to The Sapling or behavior that does not act accordingly to legal regulations and standards.
8.4 The hirer will provide one supervisor who will be on-site during the course of the event.
9. Noise Restrictions
9.1 All levels of music and noise must comply with City of Vincent council standards.
9.2 Music and noise levels must be turned off at 12am (midnight). The hirer must ensure that any street
activity is minimal to ensure disturbance to neighbours is limited. In the instance of complaints or fines, the costs will be passed onto the hirer.
10. Safety & Emergency Procedures
10.1 The Hirer must comply with all laws relating to public buildings and overcrowding and obstruction of passages, corridors and emergency entry/exit points.
10.2 The Hirer must keep all exits and exit paths clear during the function and know where emergency equipment is located.
10.3 The Hirer must ensure activities to be undertaken by the Hirer and the Hirer’s guests are not dangerous and does not interfere with any emergency equipment or notices.
10.4 The Hirer accepts full responsibility for activities undertaken at the event and for ensuring acceptable risk management techniques are practiced so as not to cause injury or damage to any persons.
10.5 All portable electrical appliances and leads brought into the venue must have current service test tags.
11. Alcohol, Smoking & Food Preparation
11.1 The venue operates as BYO, and does not supply kitchen facilities for storage or preparation of food. Any food must be prepared off site or outside the venue in front of the roller door.
11.2 No alcohol is to be sold at the venue.
11.3 No under-age drinking is permitted at the venue and it is the responsibility of the hirer to enforce this.
11.4 Smoking is not permitted within the building. Guests must move outside of the direct entrance area if
they wish to smoke.
12.1 The hirer agrees that no public advertisement of the venue is made for any event without artwork approval from the venue.
12.2 The venue logo, name or photographs of the venue must not be used in any advertisement or promotional material for any event for which a venue is hired, other than to give the location of a function and with artwork approval.
12.3 Any external signs for the event provided by the hirer may not be in place earlier than 2 hours prior to the event start time, and be removed immediately after the event.