1 General
Subject to the following conditions Gladstone Port Social Club Inc. (“GPSC”) grants to the Hirer the right to hire and use the Hall for the purpose indicated on the date or dates and at the times shown.
1.1 Hiring Eligibility
Ordinary, Life & Honorary Members are eligible to hire the hall.
Charity and Not for Profit Organisations may be eligible, but will be at the discretion of the GPSC Management Committee.
1.2 Right to Refuse Application
GPSC reserves the right to refuse an application for hire of a hall or to cancel any reservation already made without explanation and to refund the fees and charges paid. GPSC shall not be liable for any loss or damage or otherwise in consequence of the exercise of this right.
1.3 Periods or Events NOT for Hire
The hall is unavailable for hire in the following circumstances
- Wednesday or Friday evenings
- Public Holidays, Easter Holidays, Christmas/New Year break
- 17 – 20 years of age Birthday Parties
- Sporting Team Break-ups
1.4 Period of Hire
Standard hire on Saturday nights is 6.00pm – 12.00 am with the hall vacated by 12.30 am. Only those persons cleaning up after a function are permitted to remain in the hall after 12.30 am. All other persons are to leave in a quiet and courteous manner in respect of the club’s neighbours.
1.5 Not for Hire for Financial Gain
The premises are not for hire in any way to any group or individual for the financial gain of that group or individual including Sporting Bodies.
1.6 Subletting
The hirer shall not sublet the hall.
1.7 Disabled Access
Access for patrons with disabilities is currently not available at the GPSC Hall.
1.8 Charges May Vary
GPSC reserves the right to revise the fees, charges and bond payable from time to time as may be found necessary.
1.9 Notification of Accident or Injury
Should there be an accident or injury arising through the hirer’s use, the hirer must inform GPSC in writing immediately.
1.10 No Responsibility
The GPSC shall not be responsible for any loss of or damage to any property whatsoever belonging to the hirer or any person attending the function.
2 Responsibilities Of The Hirer
The Hall should be inspected by the hirer to ascertain the suitability of the venue. GPSC provides for hire, access to the hall and serviced bar.
All other event preparations, function set up or any other event services are the responsibility of the hirer.
2.1 Responsible Person
At the commencement of period of hire the person responsible for the hire of the hall (or otherwise responsible for the conduct of the function) must introduce themselves to GPSC bar staff.
The hirer is responsible for the conduct of all patrons at their functions and will be liable for any damage caused by people attending the function. The responsible person is required to be at the function for the duration of the event.
2.2 Emergency Management
The responsible person must familiarise themselves with the emergency exits, fire extinguishers, fire hoses and facility evacuation procedures in case of an emergency.
All exits are to be kept clear and useable without hindrance.
2.3 Control Of Noise
The responsible person must ensure that noise levels are kept to an acceptable level in respect of neighbouring residents. This includes noise on the street outside the hall before, during or after bookings. The GPSC rep may instruct the hirer to limit noise and music or voice amplification to an acceptable level to the satisfaction of the rep if in the opinion of this person such noise is excessive.
2.4 Maintenance And Preservation Of Order
The hirer is responsible for the maintenance and preservation of good order during the period of hire. Private attendants engaged by the hirer shall be strictly confined to the duties connected with their engagement and such attendants are absolutely prohibited from entering and searching the premises for lost property left behind after the engagement.
The hirer shall obey all reasonable directions of the responsible GPSC rep during the period of hire.
The GPSC rep shall have complete control over all means of entry and exit. This may include closing the hall, refuse permission to any person or persons; and closing the entrance doors.
2.5 Observance Of Laws
The hirer must strictly observe all laws, rules, regulations and ordinances. It is the hirer’s responsibility to ascertain which laws, rules, regulations or ordinances may be applicable to the function.
3 Event Management
GPSC provides for hire, access to the hall and a serviced bar.
All other event preparations, function set up or any other event services are the responsibility of the hirer
3.1 Capacities
Capacity: Cabaret (dinner and dance) 230 people
3.2 Decorations
Floors, walls or any part of the building shall not be broken or pierced by nails, screws etc, nor shall any appliance, fitting or fixture be interfered with in any way. Adhesives are not to be used on any surface. All decorations shall be pulled down on the night otherwise extra cleaning costs will be charged.
3.3 Tables Must Be Covered
Tables provided for the purposes of serving or handling food or refreshments must be covered with suitable tablecloths or other coverings by the hirer to prevent damage.
3.4 Prohibited Articles
Confetti/scatters, chewing gum, fireworks or any other articles deemed by the responsible GPSC rep to be objectionable is prohibited.
The waxing, wetting or powdering of the dance floor is prohibited.
3.5 Barbecuing
The BBQ located at the side pergola area of the hall is available for use. It is the Hirer’s responsibility to clean the BBQ. If the BBQ is not left in a clean state, an additional $25.00 cleaning fee will be taken out of the Hirer’s Bond.
3.6 No Smoking / Vaping
No Smoking or vaping is permitted in the GPSC building. Smoking is only permitted in the designated outdoor smoking area as indicated on the DOSA plan.
3.7 No BYO Alcohol
With the exception of bottled table wine.
3.8 Cleanliness
The hall must be left in a reasonably clean condition by the hirer. All tables must be cleared of their coverings and any rubbish must be deposited in the bins provided before the hall is vacated on the night. Caterers using the kitchen facilities must leave them in a thoroughly clean condition.
3.9 Damage
Any damage to GPSC property must be reported to the bar staff on duty or to GPSC immediately. Should GPSC discover damage to premises, the cost of repair or replacement will be deducted from the hirers bond? Where possible, GPSC will contact the hirer the next working day.
The hirer may be permitted to inspect the damage themselves, depending on whether the damage needs to be fixed immediately for a following function or security reasons.
3.10 Licenced Hours Of Operation
Monday to Thursday 10.00 am – 12.00 pm
Friday to Sunday 10.00 am – 12.00 pm
4 Access
The hirer may access the hall from 9am on the day of the hire.
The front door access card can be collected the day before the function, unless other arrangements have been made, from the RGTCT Security Hut, Bryan Jordan Drive Gladstone (open 24hrs a day).
Please ensure you have a:
• Copy of the Hall Hire Form and
• Form of photo ID i.e. staff card or drivers license.
The access card will not be released to anyone without the above two items.
4.1 Access Card Return
The hall hire access card(s) are to be returned to the RGTCT Security Hut as soon as practicable.
4.2 Lost Access Card(s)
If the hall hire access card(s) are irretrievably lost then the cost of replacing the cards will be borne by the hirer.
4.3 Access Procedure
The club access procedure can be found on the back of the access card. If any issues occur, RGTCT Security can be contacted on 4976 1213.
5 Privacy
The supply of personal information on the booking form is voluntary, although failure to supply the information may result in delays or rejection. The details provided are not publicly available. At any time the hirer may request access to view or correct any information supplied. The information supplied will be stored at GPSC offices.
6 Location
7 Bookings
7.1 Fees & Charges (GST Inclusive)
Bond $500.00
Event Management Charge $165.00
Bar Staff Charge (per person) $38.00 / hr
Standard hire on Saturday nights is 6.00pm – 12.00 am with the hall required to be vacated by 12.30 am.
Last drinks will be called at 11.30pm. Bar staff charges commence from 30mins prior to event start time to 30mins after event finish time.
7.2 Securing A Booking
Bond fees must be paid at the time of booking to secure that date. If not, your function will be held as a tentative booking which can be over booked without notice by another member willing to pay the total bond fee.
Bonds will not be refunded if the Hall is left in an unclean condition or if there is any damage to furniture, fixtures or the building.
8 Beverage Listing
On confirmation of the booking, a beverage list can be requested by the hirer. The GPSC Bar Roster Clerk will contact the hirer to arrange any special orders and confirm bar staffing levels and payment arrangements.
9 Cancellation Charges
The following charges shall apply if a booking is cancelled:
• Cancellation of less than seven (7) days incurs a penalty of 50% of bond.
• The cost incurred for any speciality alcohol (not stocked at GPSC and purchased especially for the event) will be deducted from the bond.