CWLH Room Hire Terms & Conditions

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 By confirming a booking, the Hirer agrees to these Terms. In these Terms, “CWLH” means City West Lotteries House, “Hirer” means the person or organisation making the booking, and “Venue” means the room(s), car bay(s) and equipment booked. The word “including” does not limit what comes before it.

1.1 The Venue may only be used for the purpose stated in the confirmed booking.

1.2 The Hirer must not transfer, sub-hire or share the booking without CWLH’s prior written approval.

1.3 Where the Hirer is not a legal entity able to be sued in its own name (for example, an unincorporated club, group or committee), the person who makes the booking is personally responsible for the Hirer’s obligations under these Terms.

1.4 Children under 18 must be supervised by a responsible adult at all times.

1.5 No animals are permitted, except assistance animals accompanying a person with disability, or where CWLH gives prior approval.

1.6 The Hirer is responsible for the conduct of all attendees.

1.7 These Terms, together with the booking confirmation, constitute the entire agreement between CWLH and the Hirer and replace any earlier discussions or representations.

1.8 CWLH may update these Terms from time to time. Updated Terms apply only to bookings confirmed after they are published.

1.9 These Terms are governed by the laws of Western Australia.

2.1 Rooms and car bays are allocated at CWLH's discretion based on availability and the stated purpose. CWLH may reallocate rooms if reasonably required. 

2.2 Only allocated car bays may be used. Vehicles and their contents are parked at the owner's risk. Access for other building users, emergency vehicles and people with disability must not be obstructed. 

3.1 The Hirer must hold public liability insurance of at least $20 million for any one occurrence where the booking involves guests other than the Hirer's own staff, the service or supply of alcohol, external contractors, or after-hours access. CWLH may waive this requirement in writing for small, low-risk bookings. 

3.2 The Hirer must hold workers compensation insurance where it engages any worker in connection with the booking, as required by law. 

3.3 A certificate of currency must be provided on request, and before the booking where insurance is required. 

4.1 The Hirer must familiarise themselves with the building's evacuation procedures and follow the directions of CWLH staff or emergency services in an emergency. 

4.2 Emergency exits and egress paths must remain clear at all times. 

4.3 No items may be fixed to walls, ceilings, floors or fixtures without written approval. Any damage from fixings will be charged to the Hirer. 

4.4 Electrical or gas appliances (for example, hot plates or spit roasts) must not be brought in without prior written approval. All electrical leads must be tested, tagged and used safely. 

4.5 Maximum room capacities must not be exceeded. 

4.6 CWLH is not responsible for loss, theft of, or damage to personal property brought onto the premises, except to the extent caused by CWLH's negligence. 

5.1 The Hirer is responsible for any loss of or damage to the Venue and to CWLH's property, including glazing, doors, fixtures, fittings, floor coverings, furniture, equipment and the building itself, caused by the Hirer or their attendees. The Hirer is not responsible for fair wear and tear, or for damage caused by CWLH or other building occupants. 

5.2 The Hirer indemnifies CWLH against any loss, damage or claim arising from the Hirer's use of the Venue or the actions of the Hirer or their attendees, reduced to the extent that CWLH's negligence caused or contributed to it. 

5.3 To the maximum extent permitted by law, CWLH's total liability for a booking is limited to the hire fee paid, and CWLH is not liable for any indirect or consequential loss. This limit does not apply to liability for death or personal injury caused by CWLH's negligence, or to any liability that cannot lawfully be limited. 

5.4 Nothing in these Terms excludes, restricts or modifies any right or remedy the Hirer has under the Australian Consumer Law or any other law that cannot lawfully be excluded. 

6.1 All furniture and equipment remains CWLH's property and must not be removed from the building. 

6.2 The Hirer is responsible for their own room setup and pack-down. 

6.3 The Hirer must inspect the Venue before use and report any damage, cleanliness issue or missing item before the event commences. If no report is made, the Venue is taken to have been in good condition at the start of the booking. 

6.4 The Hirer is responsible for damage to AV equipment caused by misuse. 

6.5 No storage of personal or organisational items is permitted before or after the booking. 

7.1 Alcohol may only be brought in or served with CWLH's prior written approval. The Hirer is responsible, at its own cost, for obtaining any licence required under the Liquor Control Act 1988 (WA) and for providing a copy to CWLH before the event. Alcohol must be served responsibly and not supplied to any person under 18 or to any intoxicated person. 

7.2 Illicit drugs are not permitted on the premises. 

7.3 Smoking and vaping are prohibited anywhere within the building or grounds. 

7.4 Gambling is not permitted, unless lawfully licensed and approved by CWLH in writing in advance. 

7.5 The Hirer must ensure all attendees behave in a respectful, safe and lawful manner. Discrimination, harassment, bullying or abusive behaviour will not be tolerated. 

7.6 CWLH may refuse, suspend or terminate any booking, including during an event, where behaviour is unsafe, unlawful, discriminatory or in breach of these Terms, and no refund is payable where a booking is terminated for such conduct. 

8.1 At the end of the event, all furniture and equipment must be returned to its proper location, including placing chairs on trolleys where provided and nesting tables neatly. 

8.2 If the kitchen is used, all dishes must be washed and put away, benchtops wiped down, food removed from the fridge and appliances cleaned. 

8.3 Bins should be emptied and rubbish placed in the external waste bins. The Hirer is encouraged to bring additional bin bags if catering is provided. 

8.4 Any liquid spilt on carpet should be cleaned immediately using warm water in the first instance. A vacuum cleaner is available from reception on request. 

8.5 Failure to leave the Venue clean and tidy may result in the advertised cleaning fee being charged. 

9.1 CWLH tenants and Associate Members may apply to use facilities for day and evening events, weekdays and weekends. Casual hirers may apply for daytime use between 8.30am and 5.00pm on weekdays. 

9.2 Keys must be collected from reception between 9.00am and 4.30pm on weekdays, on the day of or the day before the booking, and returned immediately after the event in accordance with instructions provided. 

9.3 Associate Members with approved after-hours access must fob outside the front sliding doors to enter, fob again at the internal panel to disarm the alarm, and follow the same process to re-arm on exit. Keys and fobs must be returned to the locked mailbox behind reception as instructed. 

9.4 The Hirer is responsible for the security of any key or fob issued, and may be charged a reasonable replacement cost, including re-keying or reprogramming, if it is lost or not returned. 

Before departing, the Hirer must ensure that furniture is returned neatly, kitchen appliances are switched off, lights and air conditioning and fans are off, doors and windows are securely locked, and all personal items are removed. 

11.1 An invoice is issued once the booking is confirmed. Payment must be made within 14 days of the invoice date, or before the event, whichever is earlier, unless otherwise agreed. EFT is the preferred payment method. All fees are GST inclusive. 

11.2 Additional charges may apply for cleaning beyond normal use, damage to facilities or equipment, lost keys or fobs, false fire alarm activations caused by the Hirer, and use of the Venue beyond the booked time. 

11.3 Registered not-for-profit organisations may be eligible for a discount on standard rates, on provision of proof of status. Other fee waivers are generally not provided. 

11.4 If an amount remains unpaid after its due date, CWLH may charge interest on the overdue amount after giving 7 days' written notice. The Hirer must pay all amounts without set-off or deduction, except as required by law. 

12.1 Cancellations must be made in writing. A cancellation takes effect on the date CWLH receives the notice, and the fee is based on the notice given before the booking date:

• 30 days or more: no cancellation fee
• 14 days or more, but less than 30 days: 25% of the hire fee
• 24 hours or more, but less than 14 days: 50% of the hire fee
• Less than 24 hours, or no-show: 100% of the hire fee

12.2 These fees are a genuine pre-estimate of the loss CWLH suffers from a cancellation and are not a penalty. CWLH may waive or reduce a fee at its discretion, including where the Venue is re-let for the same date and time. 

12.3 CWLH may cancel, postpone or relocate a booking where the Venue becomes unavailable or unsafe, essential works are required, the Hirer is in breach, or cancellation is necessary to comply with a law or public health order. Where CWLH cancels for a reason other than the Hirer's breach, the Hirer may choose a full refund or a comparable alternative booking. 

12.4 Neither party is liable for failure to perform (other than payment of money already due) caused by an event beyond its reasonable control, including fire, flood, pandemic, public health order or failure of utilities. Where a booking cannot proceed for such a reason, the Hirer may choose a refund of the fee paid, less any costs CWLH has unavoidably incurred, or a comparable alternative date.