Hire Terms and Conditions

TERMS AND CONDITIONS

COVID-19

The venue will be required to operate under the guidelines and capacity restrictions outlined by Government policy current at the date of your event.

The first name and phone number of all guests attending the venue is required for the purposes of contact tracing in the event of a suspected COVID-19 cast at the venue.  This can be emailed prior to the event or guests can fill the provide their details on the Visitor and Patron Contacts Register at the Club.

Bookings are accepted based on the current guidelines provided by the Victorian and Federal Government and our existing cancellation policy applies to all bookings.  Should Government policy change preventing your event from going ahead a full refund or deposit transfer will be permitted.


BAREFOOT BOWLS BOOKINGS
 

Bookings
All rink hire bookings (without a function room booking) are required to be made online via our website. Payment for rinks is due when the booking is made.

8 players can play on a rink at one time however we accept a maximum of 16 guests per rink if you are happy to rotate your bowlers.


Cancellation by Client
To qualify for a refund all requests for cancellations, including reducing the number of rinks booked, are to be made in writing and must be at least 30 days prior to the booked date. All cancellations incur a $15 administration fee.

Cancellation by the Club
If the Club has reason to believe that a function will affect the smooth running of the club, its security or reputation, it reserves the right to cancel the function. If the club cancels a function, all deposits will be fully refunded.

Weather
The City of Melbourne Bowls Club has an all weather synthetic bowling green which is available for year round use. 

 

Cancellations due to rain will only be considered within 24hrs of your bowling time. Should the Bureau of Meterology's (BOM) Detailed forecast (http://www.bom.gov.au/places/vic/melbourne/forecast/detailed/) show a 50% chance of more than 1mm of rain during your bowling time cancellations will be considered.

 

Cancellations will be considered for rink only bookings if the temperature forecast is over 36 degrees C. These cancellations will be considered within 24 hours of your bowling time and will be based on information provided by the BOM Detailed Forecast.

 

Cold weather without rain will not be considered a reason for cancellation.

 

Our function room has air conditioning and heating and as such cancellations due to weather conditions will not be considered.

 

Rink Times
Your bowling time is 3 hours. You may, by arrangement, come to the club prior to your allocated start time or stay after your allocated rink time. This may not always be possible especially in November & December so please check with the Club when booking.

Bowls
Bowls will be available at your allocated rink. You are required to put all bowls back in their trays after play.

Footwear
Bare feet or flat soled footwear is permitted on the green. Patrons wearing heeled footwear of any kind will not be allowed on the greens to bowl. No exceptions will be made. For the safety of all bare feet are only acceptable on the green itself, footwear must be worn in all other areas.

Catering
You are permitted to organise catering for your group to consume at the Club.   Please inform the office what catering you have organised so we can allocate a suitable area for your group.  The host is responsible to ensure that guests and caterers comply with the Club's catering policy.

Please note that only bookings for the function room include use of the kitchen facilities. Access to the kitchen is not be available for BBQ and Bowls bookings and as such the club cannot guarantee that refrigerator space is available for perishable foods etc.

BBQs
All BBQs are to be cleaned after use. Utensils and cleaning supplies are provided by club. Failure to clean the BBQ will result a cleaning fee of $50.

Seating
Whilst every effort is made to ensure the comfort of our guests there may not be sufficient seating for all invited guests. For groups over 50 guests we recommend hiring the function room to ensure seating is available for all guests.

Beverages
No beverages of any kind can be brought into the club including soft drinks and juices. We have a full club liquor licence and a renewable limited licence under which BYO is not permitted.

Responsible Service of Alcohol
The City of Melbourne Bowls Club is committed to the responsible service of alcohol. Therefore, we strictly adhere to the following laws:


- Intoxicated guests will not be served
- No liquor will be served to minors (under 18 years of age)

It is a requirement of our licence that intoxicated persons be removed from the premises.

Damage
The client is responsible for all damages caused during the function, by any of their guests or any other persons attending the function, in any part of the function room and club. All deposits paid are held by the Club as a bond until the completion of the function and maybe withheld by the Club if there is any damage to club property or additional cleaning is required.

Minors
Minors can attend functions at the club.  All minors must be under the close supervision of a parent or guardian for the full duration of their attendance at the club. Children are not allowed to run on the greens and disrupt other patrons.   Parents or guardians accept full responsibility for minors and indemnify the Club.

Bachelor and Hens' Parties
Club facilities are available for bachelor and hens' functions, on the condition that the function does not include any form of public nudity or sexually explicit entertainment. This is prohibited under Club rules. The Club reserves the right to cancel any function immediately upon breach of this rule and withhold any deposit. The club may require any event to hire security for the duration of that function at the cost of the host.

Drugs
The Club does not condone use of drugs and conducts a no tolerance policy. People caught in the possession of drugs will be removed from the Club premises immediately & directed to the appropriate authorities. The Club reserves the right to cancel the event on the spot upon usage of prohibited or controlled substances

 

Equipment, Furniture and Contractors
All third-party operatives (DJ's, entertainers etc.) must provide a certificate of currency of Public Liability Insurance 14 days prior to the date of the function. It is the host's responsibility to ensure this happens. If these requirements have not been met then we have the right to refuse entry of equipment and/or the entertainer.

All electrical or mechanical equipment brought onto the premises must be safety tagged.

Any equipment remains the responsibility of the host up until the time it is removed from the premises. This will be done at the end of the function. Any equipment or property left after the event may incur an additional charge for storage or removal.   No equipment or personal goods are to be left on the premises after the function unless by prior arrangement. All care is taken but we accept no responsibility for lost or damaged items left at the club.

Fire Safety
All events must operate within recognised Fire Safety regulations. Flammable materials and or pyrotechnic displays are STRICTLY PROHIBITED.



FUNCTION ROOM BOOKINGS

Confirmation

A $400 deposit is required to confirm all functions. Management reserve the right to cancel any unconfirmed bookings & allocate the space to another client. Deposits may be paid online or by credit card, cash or direct debit.

Final Payment

Payment in full for all functions is due on the day of the function unless otherwise agreed. Rink hire charges are based on the number or rinks booked and confirmed. Payments may be paid by credit card or cash.

Cancellation by Client

To qualify for a refund all requests for cancellations, including reducing the number of rinks booked, are to be made in writing and must be at least 45 days prior to the booked date. All cancellations incur a $15 administration fee.

Cancellation by the Club

If the club has reason to believe that a function will affect the smooth running of the club, its security or reputation, it reserves the right to cancel the function. If the club cancels a function, all deposits will be fully refunded.

Final Numbers

An estimate of your guests will be required 14 days prior to your function for staffing purposes.

If the club has organised catering on behalf of the client final numbers are required 4 business days prior to the event. These are the minimum numbers you will be invoiced for.

Function Details

All function requirements and final details including outside caterer's details, beverage requirements, entertainment, audiovisual and room set ups must be confirmed 4 days prior to the function.

Function Times

Your function is booked for the times agreed to by the club upon booking and signed for below. Please note that access to the venue required prior to, or after, the agreed function times may not be available. If available, an additional room hire charge of $100 per hour or part thereof will apply. Management reserve the right to book other functions in the same function room up to 30 minutes before the scheduled commencement time and 30 minutes after the scheduled finishing time.

Beverages

No beverages of any kind can be brought into the club including soft drinks and juices. We have a full club liquor licence and a renewable limited licence under which BYO is not permitted.

Responsible Service of Alcohol

The City of Melbourne Bowls Club is committed to the Responsible Service of Alcohol. Therefore we strictly adhere to the following laws:

-      Intoxicated guests will not be served

-      No liquor will be served to minors (under 18 years of age)

It is a requirement of our licence that intoxicated persons be removed from the licensed premises.

Minors

Minors are allowed to attend functions at the club. All minors must be under the supervision of a parent and/or guardian for the full duration of their attendance at the club. Children are not allowed to run on the greens and disrupt other patrons. Parents and/or guardians accept full responsibility for minors and indemnify the club.

The club will not host an 18th Birthday party under any circumstances

Any person under the age of 18 attending your function found to be consuming alcohol or in an intoxicated state will be removed from the licensed premises immediately and the function will be terminated, with no refund applicable. You will be liable for the full room hire and any other costs incurred to that time. To assist with any possible disappointment, please advise the bar staff of any attendees in the 15- 17 year old bracket and point them out so the bar staff can monitor them.

Security

It is club policy that security be in attendance for all 21st Birthday parties at the cost of the host. At its discretion the club may also require any other function to have security, also at the cost of the client.

Decorations

Candles may be used, however they must be covered. Decorations are not permitted to be fixed to the plywood veneer or the white wall. Items may only be affixed to the windows with blue tack or tape and must be removed at the conclusion of the event. Staples, tacks and sticking plasters are prohibited. No confetti is permitted including confetti filled baloons. An additional cleaning charge of $150 will be applied if confetti is used. Any decorative requirements outside these guidelines must be discussed and arranged at least 14 days prior to function. All decorations including balloons are to be removed by the client after the event or a cleaning charge of $150 may apply.

Damage

The client is responsible for any and all damage caused during the function, by any of their guests or any other persons attending the function, in any part of the function room and club. All deposits paid are held by the club as a bond until the completion of the function and maybe withheld by the club if there is any damage to club property or additional cleaning is required. 

Equipment, Furniture and Contractors

All third-party operatives (DJ's, entertainers etc.) must provide a certificate of currency of Public Liability Insurance 14 days prior to the date of the function. It is the host's responsibility to ensure this happens. If these requirements have not been met then we have the right to refuse entry of equipment and/or the entertainer.

 All electrical or mechanical equipment brought onto the premises must be safety tagged.

Any equipment remains the responsibility of the host up until the time it is removed from the premises. This will be done at the end of the function. Any equipment or property left after the event may incur an additional charge for removal unless by prior arrangement. No personal goods are to be left on the premises after a function unless by prior arrangement. All care is taken but we accept no responsibility for lost or damaged items left at the club.

Kitchen Usage

The host is responsible to ensure that any caterers clean the kitchen and remove all rubbish according to the Club requirements.

Fire Safety

All functions must operate within recognised Fire Safety regulations. Flammable materials and or pyrotechnic displays are STRICTLY PROHIBITED.

Bachelor and Hens' Parties

Club facilities are available for bachelor and hens' functions, on the condition that any function does not include any form of public nudity or sexually explicit entertainment. This is prohibited under Club rules. The Club reserves the right to cancel any function immediately upon breach of this rule and withhold any deposit paid. The club may require any function to hire security for the duration of that Function at the cost of the host.

Drugs

The club does not condone the use of drugs, and conducts a "NO TOLERANCE" policy. People caught in the possession of drugs will be removed from the club premises immediately & directed to the appropriate authorities. The Club reserves the right to cancel the function on the spot upon usage of prohibited or controlled substances.