The hall user agreement is no longer a paper document, but an online booking form which can be found on the Booking the Hall page of this website. The text of the terms and conditions is also available on that page as well as below, as those conditions are approved by the DMPI Management Committee.
TERMS and CONDITIONS
This outlines the terms and conditions for the use of DMPI’s Freemason Hall. Hire by individuals and groups is dependent on the adherence to the following terms and conditions.
Before lodging this form with DMPI it is important that you read thoroughly and understand all terms and conditions.
Please sign at the bottom of each page to confirm that you have read and understand the following guidelines.
USE OF FACILITY
The hire is limited to the ground floor of Freemasons Hall and does not exclude access by DMPI members, through the ground floor to other Freemason functions on the first floor.
The hall must only be used for the purpose stated on the application form.
The Hirer must not sub-let the hall and DMPI officers must have access to the hall at all times.
The Hirer is responsible for the conduct and behaviour of all persons attending their functions. This includes both inside and outside of the hall.
All persons entering DMPI property do so at their own risk.
The Hirer is responsible for familiarising themselves with the Evacuation Plans, including the location of emergency exit doors, fire extinguishers etc, before commencing any activities.
Emergency exits must remain clear at all times.
The Hirer must only use the hall within the times of your booking or additional costs will apply. If extra time is required for preparation purposes, you must notify DMPI. At least 2 days notice must be provided for changes to be made to the booking.
Special conditions may be imposed for some types of events including, but not limited to party registration with police, additional security requirements, traffic control plans, safe work method statements and/or event safety plans.
Please inform DMPI of any entry fees or fundraising tickets being sold for a function.
Prior to using the hall please note any damage or required maintenance e.g. a broken chair or table, inadequate cleaning, missing or broken equipment (including cleaning items).
The Hirer should count the number of tables and chairs at the start of the function and confirm at the end of the function.
No fire, including fire performances and ceremonies, except for birthday candles, are permitted within the hall or surrounding grounds at any time.
Kitchen facilities are available, however, note that the kitchen facilities are of a domestic standard only, not a commercial kitchen. Barbeques, spits, pizza ovens and cooking appliances such as deep fryers and /or naked flame appliances apart from properly mounted bainmarie candles, are not permitted inside the hall under any circumstances. DMPI approval is required for any of these items to be used within the surrounding grounds.
No smoke machines or any other equipment are to be used inside the hall. Any Fire Brigade call out fees will be payable by the Hirer.
No graffiti art or spray painting is to be conducted within the hall or surrounding grounds.
To avoid permanent damage to the hall we ask that decorations are limited to the tables and not attached to walls, ceilings or windows. If you do have wall decorations they must not be fixed to the wall with anything that will mark, scratch or damage the surface in any way. The hooks already installed may be used.
DMPI does not insure any goods or equipment that is brought into the hall or left in the hall by the Hirer or their invitees. DMPI will not compensate the Hirer for any losses of any goods or equipment or consequential losses arising out of the damage or loss of the equipment. Hirers are advised that they should obtain insurance for their own equipment and goods.
The Hirer must comply with all requirements of DMPI and all directions given by the DMPI representative when using the Hall.
Continued abuse of the conditions of hire will lead to cancellation of rights to book DMPI’s hall in the future.
PAYMENT of HIRE FEES
Single event hire fees must be paid by EFT directly to the DMPI account before the booking can be confirmed. This must be at least seven days prior to the event. A tax invoice will be issued for the amount of the hire, within seven days of receipt of the application. The invoice will include DMPI bank details.
Recurring event hire fees must be paid for the first month, by EFT direct to the DMPI account before the booking can be confirmed. This must be at least seven days prior to the first event. A tax invoice will be issued for the amount of the hire, within seven days of receipt of the completed application. The invoice will include DMPI bank details. Other arrangements may be negotiated for longer term recurring hire.
Hire fees for continuing hire, must be paid within 30 days, or less if so stipulated on the invoice. In the event of nonpayment of fees within the stipulated timeframe, cancellation of key fob access to the hall will be initiated at the users’ cost.
KEYS
The Hirer can collect the fob key from the DMPI Booking Officer. The contact details will be provided to you prior to commencement of your hire.
A key deposit of $100.00 is to be paid to the Booking Officer, with the initial payment. The deposit will be returned to your bank account at the end of your hire when the key is returned to the Booking Officer. Until the key is returned, the hire is not finalized, and the hirer will be charged hire fees as though they were still using the facilities.
The user agrees to pay all costs of cancelling and reprogramming a key if the key is lost or cancelled for overdue payment of hall hire fees.
INSURANCE
All Hirers must provide a copy of their Certificate of Insurance for Public Liability ($10,000,000.00) to DMPI prior to using the hall.
CARS AND PARKING
Cars should be parked in the legitimate parking places provided
Drivers of vehicles should observe parking regulations and Council by-laws. Parking is not permitted on private property without the consent of the owner. Parking over driveways is prohibited. The parking areas belonging to the private residences to the left of the hall are not to be either used or impeded, nor is the shared driveway.
SMOKING
Smoking is not permitted in The Freemasons’ Hall.
ALCOHOL
Alcohol is not permitted in the hall, except that purchased and served, by prior agreement, from the MINT Club, which holds a liquor license for the hall. Each request will be considered on an individual basis.
Once that written approval is received from the MINT Club, the Hirer is required to follow all conditions and directions given by the MINT Club or their site representative.
NOISE AND NUISANCE
The level of noise must not inconvenience surrounding residents.
The Hirer shall ensure that noise levels are kept to an acceptable level and within the Environment Protection Authority maximum limits.
All efforts should be made to ensure patrons leave the facility or grounds in a quiet and orderly manner. (beeping of horns, excessive revving of car engines, shouting, loud singing and swearing are not allowed).
The Hirer must not do anything in connection with the Hall which may cause a nuisance or interference with any other person.
Local residents have a right to privacy and respect. Their property, including fences, plants or buildings, must not be damaged, altered or trespassed upon. The parking bays on the eastern side of the building are for the neighbouring property.
SIGNS AND NOTICES
The Hirer must not erect any signs or notices in the interior or exterior of the Hall without DMPI prior written consent.
SPECIAL EVENTS
Depending on the type of event and the numbers attending, DMPI may require the Hirer to arrange for private security at their own cost. Please discuss this with the DMP Booking Officer. All paperwork and receipts for this security must be provided to DMPI three days prior to the event, or else the event will be cancelled by DMPI.
The event must not be openly advertised without prior, written consent from DMPI. This includes advertising via the internet including social media and forums
AIR CONDITIONING
The air conditioning in the halls must not be lowered beyond 24 degrees.
The air conditioning must be turned off at the end of your usage of the hall.
If the air conditioning is left on, or the temperature has changed, DMPI may charge the Hirer additional fees to cover electricity costs.
No external doors may be wedged or propped open while the air conditioning is operating with the exception of very short periods for the movement of larger items of equipment. Prolonged opening causes excessive condensation within the air conditioners, damaging electronic control circuit boards and premature machine failure.
CLEANING
Please consider time required to set up, tidy and clean the hall when choosing your hire period as Hirers will not be permitted to remain in the hall before or after the finish time specified in the Agreement, otherwise extra hire fees will be incurred.
All the tables and chairs must be cleaned before you pack them away neatly.
The kitchen must be wiped clean and any crumbs and leftover food is to be removed.
The floor must be swept and cleaned.
The Hirer is to place all rubbish into the bins provided. At the end of the usage, the rubbish bags are to be tied up, removed and placed in the rubbish bin provided outside the hall. Bin liners are supplied for replacement once the rubbish is removed.
If your rubbish is in excess of the capacity of the bin, you are required to remove and dispose of it yourself.
Failure to clean the hall will result in extra charges being incurred.
LEAVING THE HALL
Before the Hirer vacates the Hall, the Hirer must:
Ensure that you check and lock all doors, turn off all the lights, air conditioning and electrical appliances and lock and rearm the alarm by pressing the white button on the alarm panel, so that two led lights appear on the alarm panel.
Do not rearm the alarm panel while there are still other persons in the hall, including other parties upstairs. To do so will result in a security callout and a resulting charge to the hirer.
Leave the Hall and surrounding areas, including car parks, in the same condition they were prior to the hire including cleaning the Hall and removing all rubbish and anything belonging to the Hirer, caterers or other persons from the Hall.
The Hirer will not be permitted to have access to the Hall on the day following the Hiring Date unless such access has been agreed to by DMPI and the Hirer pays the additional charge as DMPI may determine
TERMINATION OF HALL HIRE
DMPI may terminate the hiring of the Hall by the Hirer at any time if the Hirer:
has not paid the Hiring Fee within 14 days of receipt of the lease or payment to the Hall Hire Officer prior to the hall use; or
breaches any of the Hirer’s obligations specified in these Conditions, with the forfeiture of any monies paid to the DMPI by the Hirer.
A hirer may cancel or transfer a booking by notification in writing to the Council within 30 days of the Hiring Date.
Overdue Hall Hire Fees by long term users as per the DMPI Financial Management Policy.
LIABILITY OF PERSON SIGNING APPLICATION FORM
Where a person signs the Application Form on behalf of the Hirer, which is an incorporated body (such a company or incorporated association) the person signing the Application Form:
warrants that he or she is authorized to sign the Application Form on behalf of the Hirer; and
guarantees that the Hirer will strictly observe and perform its obligations in these Conditions,
and will pay to DMPI on demand, any money for any loss suffered by DMPI due to a breach of these Conditions by the Hirer.
REFUSAL TO HIRE
It shall be at the discretion of DMPI, to refuse to hire the Hall, and notwithstanding that the Hall may have been hired or that these conditions may have been accepted and signed, and the hire fee and any deposit paid, DMPI shall have full power if it sees fit to cancel such hiring and direct the return of the Hiring Fee and Security Deposit so paid and the Hirer hereby agrees in such cases to accept the same and to be held to have agreed to such cancellation and to have no claim at law or in equity for any loss or damage in consequence thereof.
Special Conditions (internal use only)