3. KITCHEN and CLEANING

3.1  The use of the kitchen crockery and cutlery is included in the hire fee for groups using the meeting rooms. Tea, coffee and milk are not provided. You may bring your own supply of Tea, Coffee and Milk and store it in the kitchen in the space provided. This is a communal kitchen so please consider others and leave the facility clean and tidy and dishes stacked away in the dishwasher.

3.2  Should any of your catering be stored in the kitchen refrigerator, please ensure that it is labelled with your name and your hire room number. Please remove any left-over food, milk, drinks etc. from the fridge and kitchen once Facility hire has concluded. This includes removing any plates/trays etc. supplied by caterers from the premises.

3.3  Out of courtesy to other users please keep the kitchen free of debris and other items during the duration of your event. Any boxes should be flattened and placed in the recycle bin outside the front of the building.

4. AUDIO VISUAL Equipment

4.1  The audio visual equipment, (including wireless keyboard and mouse) if used, must be tested by the Hirer prior to or at the commencement of their booking. If there is an issue with the equipment, EV Strengthening Communities MUST be advised at that time of any defects or issues. This advice should be via email to info@easternvolunteers.org.au and include details of the defect(s) identified.

4.2  All AV equipment must be used in accordance with operating instructions

4.3  If the AV equipment is found to be defective after the conclusion of the room hire, and that defect was not reported prior to or at the commencement of the room hire, the hirer shall be responsible for the cost of repairs, including replacement of components as required.

5. SECURITY

4.1 For hire after office-hours access, the Hirer shall contact EV prior to booking date to obtain access instructions. The access instruction will only be given provided to the person named on the Facility Booking.

4.2 The Hirer is responsible for ensuring that the facility is left safe and secure after use. All lights and electrical appliances must be switched off and interior and exterior doors locked securely at the conclusion of their hire period.

Please ensure that:

• The room lights are turned off and the door(s) are locked.
• All lights in the kitchen and corridor are turned-off. The corridor light switch is located on the right hand side of the front door as you are departing.
• The front door to the building is locked from the street side.
• The key if applicable is deposited in the key safe at the front of the building.

4.3 If the Hirer fails to adhere to the Security Conditions of Hire, they will be held liable for any damages or loss incurred.

6. OUT OF HOURS EMERGENCIES

5.1  There is an emergency fire exit from the back room (door nearest the kitchen), to the rear car park, which does not require a key to exit.

5.2  If there is a fire, serious injury or another emergency please call 000.

5.3  We regret that we do not have staff or security officers onsite or available after hours to deal with unforeseen circumstances. If there is an electrical failure or another problem that prevents continuation of the activity for which you hired the room you will have to finish up and depart the building. Please follow the instructions under 4.2 above. You can leave us a message on 03 9870 7822 and we will call you back on the next business day.

7. UNACCEPTABLE USE

6.1  Sale, storage and consumption of alcohol and illegal substances are not permitted.

6.2  Smoking is not permitted in any part of the building or directly outside any door.

6.3  PUBLIC LIABILITY INSURANCE

All Hirers (excepting private individuals) using facilities are required to have public liability insurance. The Hirer shall provide a current copy of a Public Liability Insurance Policy (Certificate of Currency) in the amount of at least $10 million.

The certificate of currency of insurance must be provided to EV Strengthening Communities attached to the Facility Booking.

8. PARKING

Please be aware of roadside parking restrictions in the area around EV’s Ringwood office as onsite parking is not available during business hours.

There is parking after business hours on the street side outside and opposite the building

9. SIGNAGE

During business hours please check with Reception as to in which room your event is scheduled.

Please do not place signage on walls and windows in the common areas of the facility.

10. SECURITY DEPOSIT

A security deposit of $500 is required to secure your booking to cover any default or extra cleaning etc. Hirers will be advised if this security deposit is to be used for this purpose in advance. The security deposit or balance will be refunded within 5 working days after the conclusion of your hire period.

11. PAYMENTS

An invoice will be issued after your completed booking request has been received by EV Strengthening Communities. The preferred method of payment is by electronic direct deposit, cash or cheque. We do not have credit card facilities. Cheques are to be made payable to Eastern Volunteer Resource Centre Inc. All payments must be received 15 business days prior to the first day of hiring, unless other arrangements have been made. If you have booked numerous events over an extended period of time we can arrange a payment schedule for you. EV’s account details are provided on the Invoice.

12. CANCELLATION/CHANGES TO EVENTS

All cancellations and/or changes to your booking MUST be forwarded in writing or by email to EV Strengthening Communities Ringwood (refer email address on first page).

Cancellations received on or after a date 10 business days prior to the booking date will be charged the full hire amount stipulated in this agreement. Cancellations received between 20 and 10 business days prior to the booking date will incur an administration fee of 25% of the full hire amount stipulated in this agreement. Cancellations received more than 20 business days prior to the booking date will incur no charge.

In the event that EV Strengthening Communities advise a room is unavailable for a booked activity, no charge shall be incurred by the room hirer for that booking.

13. ADDITIONAL FEES & CHARGES

EV maintains the right to deduct costs from the security deposit if held, or charge additional costs to cover the expenses incurred where any of the following issues may arise:

• The Hirer does not return the room to the original condition, in terms of furniture arrangement, as the room was found upon commencement of hire;
• The Hirer does not clean and tidy the room to the condition it was found in prior to the commencement of hire for the applicable hire date;
• The Hirer causes damage to the room(s) and/or facility during the time of hire; and
• The Hirer’s actions cause the callout of security services and/or the attendance of Emergency Services.
• The Hirer loses a key and a replacement security key has to be purchased or a new security lock and key system has to be installed