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Hire Terms and Conditions

City of Melbourne Bowls Club Hiring terms and conditions

1. Confirmed Details
Confirmation of functions must be made in writing (please sign & return the confirmation form with a signed copy of the terms & conditions) via email, fax or mail. A non refundable deposit is required to confirm all functions. Management reserves the right to cancel any unconfirmed bookings & allocate the space to another client. Guaranteed numbers are required 3 business days prior the event

2. Surcharge
A 33% Surcharge of Function costs is applicable on Public Holidays.

3. Guaranteed Numbers
An estimate of your guests will be required 14 days prior to your function for staffing purposes. Guaranteed minimum numbers of guests attending the event is required 3 working days prior to the event and cannot be reduced after that time.

Charges are based on the confirmed numbers. Numbers may be increased after the 3 day deadline at the discretion of the club For Functions in November and December full payment is required on confirmation of numbers 3 working days prior to the event.

4. Cancellation
To qualify for any special consideration for refund of deposit , all cancellations are to be made in writing, and must be made 30 days prior to the booked date of the function.

5. 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 a function may be charged at the rate of $100 per hour or part thereof.

Management reserves the right to book other functions in the same function room up to 1 hour before the scheduled commencement time and 1 hour after the scheduled finishing time.

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

7. Function Requirements
All Function requirements and final details including catering (specifically, the contact details for the caterer), beverages, entertainment, audiovisual and room set ups must be confirmed 7 days prior to the function. Please note Room Hire fees do not include room set up. This service is available at an additional cost.

8. 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.

9. Payments
Payment in full for all functions is due one day prior to the day of the function unless otherwise organised. Charges are based on the minimum numbers provided 3 business days prior to the event. Deposits may be paid by, credit card, cash, cheque, bank cheque or direct debit. Payments paid by AMEX or Diners Club will attract a 3% surcharge.

10. Decorations
Candles may be used, however they must be covered. Decorations may only be affixed to the walls or ceiling with blue tack.

Staples, tacks and sticking plasters are prohibited. No sparklers or confetti. (An additional cleaning charge of $250.00 cleaning fee, 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 and may attract a bond or additional cleaning charge.

11. Bond/Damage
The client is responsible for any and 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. Please note that all bowlers are required to return all bowls to the bowls shed on completion of bowling and failure to do this will result in the bond being withheld.

12. Insurance
The club will not accept responsibility for the loss or damage to any equipment or merchandise left on the club premises prior to, during, or after the function.

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

13. Equipment, Furniture and Contractors
Any and all third party operatives (D.J'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.

The host is responsible to ensure that any caterers used clean the kitchen and remove all rubbish according to the club requirements - any deposit paid for room hire (including the kitchen) will be held as a bond and may be withheld by the club if this is not done to the required standard.

Please note that only bookings for the function room include use of the kitchen facilities. Bookings for bowls and bbq do not and as such the club cannot guarantee that refrigerator space is available for perishable foods etc.

Any equipment/furniture 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 the next day or later. No personal goods are to be left on the premises after functions.

14. 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 function on the spot upon usage of prohibited or controlled substances.

15. 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 or bond paid. The club may require any function to hire security for the duration of that Function at the cost of the host. All Bachelor and Hens' functions must include bowls played in daylight hours.

16. No Bowling Functions
Functions that do not incorporate bowling as part of the event and do not hire the function room, will incur a usage fee for the facilities.

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

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

18. Minors

Minors are allowed to attend functions at the club. However, all minors must be under the supervision of Parents 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.

The licensed premises immediately and the function will be terminated, with no refund applicable. You will be liable for any 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.

19. Security
It is club policy that security be in attendance for all 21st Birthday parties and the cost is to be covered by the client.

At its discretion the club may also require any other function to have security, also at the cost of the client.

20. Admittance
The City of Melbourne Bowls Club Ltd is a Registered Club and as such is bound by the strict requirements of the law with regard to the admittance of Temporary Members (visitors). All functions must provide a guest list prior to the event, otherwise all guests must sign in on arrival.

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

22. Trading Hours
Our trading hours are Monday to Friday 9.00am - 9.00pm, and Saturday and Sunday 10.30am to midnight. Later trading may be considered on a case by case basis.

23. Rain
The City of Melbourne Bowling Club Ltd has a synthetic bowling green which is available for year round use. The Club cannot alas, control the weather. Bowling is an outdoor sport and if rain occurs on the date of your function, it will be the expectation of the club that the function would continue. As such any cancellations will result in the loss of your deposit. At the clubs discretion, if bowls is not possible and Pennant Bowls would be cancelled in similar conditions, green fees will be refunded in full.

24. Footwear
Flat soled footwear is advisable on the premises. 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 guests Bare feet are only acceptable on the green itself, footwear must be worn in all other areas.