MOUNT ALEXANDER SHIRE COUNCIL
CASTLEMAINE MARKET BUILDING
CASUAL HIRE AGREEMENT
TAX INVOICE
ABN 12 966 477 062
DATE: ______________
HIRERS DETAILS
EVENT TYPE/TITLE: ____________________________________________________________________________________
DESCRIPTION OF EVENT: _______________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
CONTACT NAME: _____________________________________________________________________________________
NAME OF ORGANISATION: _____________________________________________________________________________
EMAIL: _____________________________________________________________________________________________
POSTAL ADDRESS: ____________________________________________________________________________________
_____________________________________________________________________________________
TELEPHONE: ____________________________ DATE/S OF FUNCTION: ________________________________________
TIME/S OF FUNCTION (Please note Visitor Centre is open 9am-5pm 7 days): ______________________________________
LAUNCH OPENING TIME/DATE:__________________________________________________________________________
ANTICIPATED NUMBER OF PERSONS ATTENDING: ___________________________________________________________
START OF SET UP TIME: __________________________
TYPE OF FUNCTION (Please Circle):
FINISH OF SET UP TIME: ________________________________
Local Community Group
School Group
PRICING DETAILS
AMOUNT (Inc. GST)
ITEM
Private/Other
ACCOUNT
Nave (Middle Section)
$
2490020.5201
Aisle(s)
$
2490020.5201
Glass Cabinet
$
(negotiable)
2490020.5201
Bond
$
(GST free)
500290.11
Liability Insurance
$
TOTAL
$
Less DEPOSIT (50%)
$
BALANCE OWING
$
155005.0581
I/we acknowledge, having received and read the "Conditions of Hire" and the Fees & Charges Schedule, agree to
abide by them and accept the right of Council to cancel a booking. I/we agree that the council can, and will, deduct
from any bond monies the cost to repair any damage, over and above 'fair wear and tear', or major cleaning associated
with the hire.
SIGNED: ______________________________________________________________
DATE: ___________________________
(on behalf of:
__________________________________________________________________________________)
Commercial Use
Community Use
Area
Hire Period
e.g.: Wedding, Party, Business
Display, Conference etc
e.g.: Schools, Service Clubs,
Local Community Groups
Market Building
Steps
3 hours maximum
$110
$105
3 hours maximum
Half-day (up to,
5 hours max)
Day (8 hours maximum)
2 - 3 days
4 - 7 days
Fortnight
Month
Up to 3 hours
Half-day (up to 5 hours)
Day (8 hours maximum)
2 - 3 days
4 - 7 days
Fortnight
Month
$160
$105
$290
$147
$425
$745
$975
$1125
$1420
$140
$185
$309
$515
$615
$750
$970
$200
$340
$395
$490
$655
$96
$132
$160
$250
$300
$355
$460
Nave
(middle section)
Aisle
Other Fees
-
Bond if applicable
-
Public Liability Insurance*
Deposit
$200.00 without alcohol / $500.00 to $1,000.00 with
alcohol
$18.00 per 5 days (incl. GST)
50% of total Hire Fee
Note: Forfeiture of bond will result in GST being charged on the forfeited amount.]
Commission based hire can be negotiated for a minimum 2-3 day hire, at 50% of the above fee structure plus 25% commission and GST on
items sold.
NB. In inclement weather, an aisle or equivalent space in the nave (middle section) may be used in
place of the Market Building steps if available. The use of the nave and side aisle may require
movement of art walls and some office and display furniture. This is built into the respective hire fees.
Such removal will commonly require two (2) staff/contractors. ONLY COUNCIL APPROVED
STAFF/CONTRACTORS MAY PERFORM THIS FUNCTION. (Use of arts walls must be negotiated with
staff – may depend on prior bookings). The replacement cost of broken equipment or stolen stock will
be deducted from the bond monies. Please note that the capacity of the Market Building is 180 max.
EQUIPMENT
ITEM
Art Walls (8 walls are 1900x2400mm) (11 walls are 2600x2400mm)
Plinths - varying sizes (please see staff)
Lectern
Cups and Sauces (50 ea) / Side Plates (50) / (please circle)
Chairs (45) / Tables (6) (please circle)
Glass Cabinet (please tick if required with booking of nave or aisle)
QUANTITY REQUIRED
Public Liability Insurance
*All Hirers must have Public Liability Insurance coverage for a minimum value of $10,000,000, current at
the time of hire of the Market Building. A copy of the Certificate of Currency must be supplied to Council
at least 7 days prior to the commencement of the hire period detailing the following:
 Name of Insurer
 Policy Number
 Type of insurance – i.e. P/L
 Who is insured
 What and where is insured i.e. accommodation business at street address
 Period of insurance
 Amount of insurance ($10m)
 Special provisions – “Noted to indemnify MASC as insured’s principal in respect of claims
for personal injury or property damage” (If all other requirements are met and the C of C
is submitted without the special provision noted, then Risk Officer will be contacted to
assess whether the Certificate will be accepted)
Not for profit community benefit hirers without insurance cover may be able to source Public Liability
Insurance for small-scale standalone events through Council’s public liability ‘Hirers of Council owned or
controlled facilities’ Insurance Policy upon payment of $18.00 including GST for up to five consecutive
days. An additional premium may be required by the insurer for longer consecutive periods.
Cover is only provided to the hirer whilst hiring the premises and is not provided to any other parties
that may be involved in the hire activity. It is up to the hirer to ensure these other parties have their
own public liability insurance in place.
Conditions of Hire
1. Application
Application for the use of the Market Building must be made on the form ‘Casual Hire Agreement’
available from Council.
The hirer shall not assign, sub-licence or cease to conduct business personally.
The hirer agrees that it will accede to any request, comply with any instruction or directive and adhere
to any rule of Council made or issued to the senior staff at the Economic Development and Tourism
Services Unit of the Mount Alexander Shire Council.
The hirer acknowledges and agrees that in the event of any breach of this condition, Council shall at its
absolute discretion, be entitled to terminate the agreement forthwith without being required to refund
any money paid by the hirer.
2. Deposit & Bond
A deposit, being 50% of the total hire fee will be required to be paid at the time of the booking. The
booking will not be confirmed until this deposit is paid. The prescribed bond must be paid at least 14
days prior to the hiring date and, if not paid, the hiring will be considered cancelled. The replacement
cost of broken equipment or stolen stock will be deducted from the bond monies.
3. Waiving of Fees
Any fee waivers must be processed and approved by the Chief Executive Officer and will be refunded in
due course following the event.
4. Cancellation of Booking
Cancellation of the hiring agreement must be made 14 days prior to the date of the function and must
be made in writing.
If cancellation is not made by the stipulated time, the booking fee (deposit) shall be forfeited.
5. Keys
Keys for the after hours hire of the Market Building are available for collection during the operating
hours of the Visitor Information Centre. Keys are the responsibility of the hirer and must be returned.
Conditions of Hire (continued)
6. Decorations
The physical appearance of any function or display shall at all times be maintained in a professional
manner and portray a quality image so as to enhance the hirers event, the Market Building and Council.
Decorations are not permitted in the Market Building unless the arranging complies with the following:
- Flowers etc in vases
- Balloons, streamers etc attached to free standing screens etc
Under no circumstances will balloons, streamers or any other decorations whatsoever be attached to
the wall, ceiling, floor or gas lighting (when operational).
7. Care of Market Building
As a heritage listed building the Castlemaine Market Building is of great historic significance and has a
stringent maintenance policy in place.
The hirer shall not use any fixtures or fittings, which damage or disfigure the building and in the event of
any damage being caused by the hirer or his/her fixtures or fittings, the hirer shall pay all of Councils
costs of repairing such damage.
Council will hold the hirer responsible for the care of the building during the currency of the hiring and
will not tolerate damage to the building, furniture, furnishings, fixtures or fittings.
The use of nails, screws, adhesive tape, blue-tack, glues, etc is not permitted under any circumstances
to be used on the floor, doors, walls, windows, fixtures and art walls etc, and lighting is not to be
altered without the approval of a senior staff member of the tourism services unit.
8. Smoking
Mount Alexander Shire Council has banned smoking within all buildings under its control. The hirer will
be held responsible to enforce the no smoking ban inside the building during the function or activity.
9. Cleaning
The hirer is responsible for the general cleaning of the areas used including access hallways, and
removal of rubbish (ie used bottles, paper, napkins etc) prior to the opening time of the Visitor
Information Centre at 9.00am the following day. Hirers must provide their own rubbish receptacles.
Failure to comply will result in costs being deducted from the bond.
Other cleaning (floors, etc) will be undertaken by the Council appointed contractor immediately
following the function.
If access to the building is required outside normal operating hours to undertake cleaning, the hirer will
be responsible for all associated costs including necessary security arrangements.
10. Consumption of Alcohol
The consumption of alcohol is permitted in the building for persons over the age of 18 years, provided
Council is informed in advance, the alcohol bond paid and approval from the Castlemaine Police & the
By-Laws area of Council is obtained by the hirer. Consumption of alcohol outside the building is not
permitted by any person in accordance with Council Local Law. It is the responsibility of the hirer to
ensure all relevant certificates and paperwork (RSA and temporary liquor licences, etc.) have been
obtained in regard to the serving and consumption of alcohol. Temporary liquor licences can be
obtained on line from the government website and appropriate approvals will need to be displayed at
the venue. http://responsiblealcohol.vic.gov.au/wps/portal/rav
Serving of liquor is not permitted within the building without the necessary permits.
11. Conduct of Function/Event
The hirer shall comply with all statutes, ordinances and regulations of any government or statutory
authority regarding the conduct of the hirers business or use of the premises for that purpose and shall
keep Council indemnified in respect of all such matters.
The hirer must at all times be co-operative with authorised Council staff members in ensuring that the
function is conducted in an orderly manner.
An authorised staff member may require a function to cease and the building vacated if in his or her
opinion the continuation of the function is likely to cause damage to the building. The hirer will be held
liable for any penalties incurred under any legislation or Local Law.
Conditions of Hire (continued)
12. Access to the Building
Access to the building for pre function preparation and the holding of the function will be arranged at
the time of booking and entry to and exit from will be via the access (es) agreed.
Access required outside normal opening times for the Visitor Information Centre will only be permitted
by prior arrangement and any costs incurred, including security arrangements will be paid by the hirer.
13. Right of Refusal
Council reserves the right to refuse any proposed booking or to cancel any booking not to be considered
an appropriate use of the building or where the conduct of the function would be detrimental to the
building.
The hirer agrees that Council may terminate the booking at any time in any of the following instances:
- Failure to pay the hire fees on the due date
- Failure to comply with the conditions of hire
- The hirer ceasing to conduct its business from the premises or
- The death, bankruptcy, mental or physical incapability or liquidation (if a company) of the hirer.
Hirers may be refused if deemed to be ethically / morally questionable.
Hirers may be refused if deemed to be contrary to the adopted corporate objectives of the Mount
Alexander Shire.
- Hirers may be refused if deemed to be an untenable insurance risk.
- Hirers may be refused if deemed to be unlawful.
Hirers may be refused if deemed to create an unmanageable disruption to the operations of the
Economic Development and Tourism Services Unit and the Visitor Information Centre.
14. Council Priority of Use
Council retains the right of priority of the use of the building, including the cancellation of an existing
booking.
15. Food Preparation
The cooking of foods in the premises is totally prohibited and only food prepared off premises may be
served.
16. Hirer’s Property
The hirer acknowledges and agrees that Council shall not be responsible in any way for the hirers
displays or property during or after Councils or the Visitor Information Centres business hours.
Any equipment or property the hirer, their employees, contractors or associates use in association with
or brought to the building is the responsibility of the hirer and must be removed immediately after the
function ceases. Council will not be responsible for any damage to or loss of such equipment or
property.
17. Toilet facilities
No toilet facilities are available in the Market Building and hirers will be required to access the public
toilets in adjacent Victory Park.
18. Code Red Days
The Code Red Fire Danger Rating is the highest Fire Danger Day. On these days, the Castlemaine Visitor
Centre will be closed and bookings for the Market Building will be cancelled for the Code Red period.
Bookings will be rescheduled where possible or the hirer will be refunded with the monies that have
been paid.