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Click on the date required to book for your event.
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TERMS AND CONDITIONS OF HIRING ROTARY HOUSE
Application:
By signing the application form, the Hirer agrees to comply with the terms and conditions set within this document. At the time of acceptance of the application, the Hirer agrees to pay the Rotary Club of Nhulunbuy fees for rental.
Bonds:
A bond shall be sought from the hirer after the event against damage and cleanliness to the building, furniture or accessories that occurred as a result of the hire.
Rental Payment / Hire Charges:
The rental amount must be paid before the date of hiring, by bank cheque or direct deposit. For recurring bookings, periodic payment is accepted. The Rotary Club of Nhulunbuy reserves the right to cancel the booking should this condition not be observed.
Insurance:
The Hirer must obtain their own Public Liability Insurance Cover and provide a Public Liability Insurance Certificate for no less than $10million. Hirers are also required to provide their own insurance for goods/products intended for sale or display. Rotary-badged events like markets can be covered through a market stall holders policy through Rotary’s general insurance, at a cost per stall holder. Ask Rotary about this.
Indemnity:
The Rotary Club of Nhulunbuy shall not be liable for any injury suffered at any function, nor for any loss or damage sustained by the Hirer or any person, firm or corporation entrusting to or supplying any article or thing to the Hirer by reason of such article or thing being lost, damaged or stolen. The Hirer hereby indemnifies the Rotary Club of Nhulunbuy against any claim by any such person, firm or corporation in respect of any such claim.
Rotary House Usage:
Under no circumstances is the Hirer to access the facility for purposes other than the approved use.
Cancellations:
ALL CANCELLATIONS OR CHANGES TO BOOKINGS MUST BE IN WRITING. Refunds will be provided on cancellations occurring more than 24 hours ahead of the booked date/time, with no penalty. No refund will be provided for any cancellation occurring within 24 hours of the booked date/time.
Key Collection and Return:
Unless advised otherwise, arrangement for collection and return of the key is to be organised through the President of the Rotary Club of Nhulunbuy. Contact details are provided on this Application Form. Under no circumstances will the key be handed out prior to rental monies being paid. Under no circumstances may the Hirer allow for the key to be given out to any other person or organisation, nor to duplicate the key. Recurring hirers will be provided with a key at the cost outlined in the schedule. Lost keys will result in an additional fee being charged to the Hirer for replacement.
Rotary House Equipment:
The Rotary Club of Nhulunbuy provides a number of trestle tables and chairs, as well as a commercial kitchen which includes: 1x electric oven with stove top, 1 x triple door fridge, 2 x kitchen sinks, cutlery, crockery and glassware, and a BBQ which are available for the use of the Hirer at no additional cost.
Signage:
The use of any portable, freestanding signs on or above any roadway, footpath or public place requires prior approval from the Rotary Club of Nhulunbuy. Please ensure that the display of approved signage does not cause damage to the inside and/or outside of the building. Under no circumstances may the Hirer attach nails, screws or adhesive fasteners to any part of the building. Any repairs or cleaning to the building will be billed to the Hirer.
Behaviour:
Rotary House is located in a semi-industrial area but backs onto residential areas in BingaBinga Close and Wattle Close. Please be mindful that noise from your event may carry and disturb neighbouring residents. Children are welcome at Rotary House but must be supervised on our premises by parents/carers. We have expensive mobile equipment parked on our premises that are off-limits to visitors to Rotary House and especially children. This is to protect visitors from injury and to protect our equipment from misuse. Be mindful that Rotary House is surrounded by neighbouring industrial businesses with heavy equipment and children should not be allowed to roam unsupervised in those areas.
Parking:
Limited parking is available at the front of Rotary House. Parking should be considered as part of the hirer’s event planning, particularly if large numbers are expected and the event is held during business hours which may impact on neighbouring businesses’ ability to conduct their business and access their premises and equipment.
Obligations of Hirer:
No confetti, chewing gum or fireworks are allowed on the premises.
No animals are allowed inside Rotary House unless they are official ‘assistance’ animals.
No bikes or skateboards are permitted inside Rotary House.
No trees, shrubs, building fittings or other equipment are to be interfered with in any way whatsoever.
The use of smoke machines within Rotary House is strictly prohibited.
No smoking is permitted within Rotary House.
In the event of any activity that generates smoke (such as burning food caused by cooking) which results in the smoke alarm going off and the Fire Services being called to the premises, the Hirer is liable to pay a $2,000 fine as Rotary will be charged for the callout.
Events involving alcohol at Rotary House will require the Hirer to obtain a special event liquor licence from NT Licensing.
Post-Event Cleaning and Restoration Checklist
Hirer’s Responsibility:
Please check Rotary House before you commence your hire and notify the Rotary Club immediately if there are any issues to be addressed. Phone: 0438 848 648 (Jarrod) or 0409 792 333 (Leanne)
If you experience any problems with the facility before, during or after your event, or faults, please contact the Rotary Club immediately.
Cleaning:
Floors must be swept and mopped. It may be necessary to mop twice to adequately clean the surface.
If walls have been used by attendees for activities leaving hand or feet marks, please wipe down the walls afterwards.
All bins must be cleared and rubbish must be removed from the premises after the event.
Kitchen equipment/appliances that have been used during your event including fridges and the stove must be
cleaned and benches wiped down.
Crockery and cutlery used during the event must be washed, dried and returned to the cupboards.
Remove all decorations from the walls and building.
IMPORTANT: tape, nails, screws, hooks, etc. are not to be used on ANY surface.
Clean both bathrooms and remove any rubbish from the bathrooms bins.
Furniture:
All tables, chairs, utensils and appliances are to be placed in the designated areas. Tables and chairs must be neatly stacked but not in front of exit doors.
Hirer’s Equipment:
All goods, properties or materials brought in by the Hirer or by any other person on their behalf must be removed from the premises after the event.
Electricity and Appliances:
Before exiting the premises –
- Switch off the large clear-door fridge but keep the small white fridge switched on.
- Ensure the stove is turned off at the wall.
- At the inside power box, turn off hot water and stove.
- Turn off the airconditioning using relevant devices.
- Turn off all lights before exiting.
Security:
Please check each door of the hall is locked, and ensure no back exit doors have been left unlocked.
Please ensure the windows in both bathrooms are closed.
