CWLH Room Hire Terms & Conditions

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• Facilities must only be used for the purpose stated in the approved booking.
• The Licensee must not transfer or sub-hire the booking to another person or organisation.
• Children under 18 must be supervised by a responsible adult at all times.
• No animals are permitted on the premises, except registered assistance animals.
• The Licensee is responsible for the behaviour and conduct of all attendees. CWLH reserves the right to terminate a booking where behaviour is unsafe, inappropriate, or disruptive.

 Rooms and any car bays are allocated at CWLH’s discretion based on availability and the stated purpose of use. CWLH reserves the right to reallocate rooms if required. 

The Licensee must hold:

• Public liability insurance of at least $20 million, and
• Workers compensation insurance (where applicable)
   

A certificate of currency must be provided upon request.

• The Licensee must familiarise themselves with the building’s evacuation procedures.
• Emergency exits must remain clear at all times.
• No items may be fixed to walls, ceilings, floors, or fixtures without written approval.
• The Licensee must not bring in electrical or gas appliances (e.g. hot plates, spit roasts) without prior written approval.
• All electrical leads must be tested, tagged, and used safely.
• Maximum room capacities must not be exceeded.
• CWLH is not responsible for loss, theft, or damage to personal property brought onto the premises.

The Licensee accepts responsibility for any damage, injury, loss, or claim arising from the actions of the Licensee or their attendees.

The Licensee agrees to indemnify CWLH against any loss, damage, or liability arising from use of the facilities, except where caused by CWLH’s proven negligence.

• All furniture and equipment remain the property of CWLH and must not be removed from the building.
• Hirers are responsible for their own room setup and pack-down.
• Any issues with cleanliness, damage, or missing items must be reported before use.
• The Licensee is responsible for damage caused to AV equipment due to misuse.
• No storage of personal or organisational items is permitted before or after the booking.

•  Alcohol is not permitted on the premises without the prior approval of CWLH and granting of the appropriate licence by any relevant authority, at the Licensee's cost. 
• No illicit drugs are permitted on the premises.
• Smoking and vaping are prohibited anywhere within the building or grounds.
• Gambling is not permitted on the premises.
   

Behaviour and conduct

• The Licensee is responsible for ensuring all attendees behave in a respectful, safe, and appropriate manner at all times.
• Discrimination, harassment, bullying, or abusive behaviour toward any person will not be tolerated.
• CWLH reserves the right to refuse, suspend, or terminate any booking (including during an event) where behaviour is unsafe, discriminatory, unlawful, or inconsistent with CWLH’s values, with no obligation to provide a refund in serious cases.

• At the conclusion of the event, all furniture and equipment must be returned to their proper location. This includes placing chairs on trolleys where provided and nesting tables neatly.
• If the kitchen is used, all dishes must be washed and put away, benchtops wiped down, food removed from the fridge, and appliances cleaned.
• All bins should be emptied and rubbish placed in the external waste bins. The Licensee is encouraged to bring additional bin bags if catering is provided.
• Any liquid spilt on carpet should be cleaned immediately using warm water in the first instance.
• A vacuum cleaner is available from reception upon request.
• Failure to leave the facility in a clean and tidy condition may result in the advertised cleaning fee being charged.

• CWLH tenants and Associate Members may apply to use CWLH facilities for day and evening events, weekdays and weekends. Casual hirers may apply to use facilities for daytime use between 8.30am and 5.00pm on weekdays.
• All Licensees must arrange to collect room keys from CWLH reception between 9.00am and 4.30pm on weekdays, either on the day prior to or the day of the booking.
• Room keys and/or security fobs must be returned to CWLH reception immediately following the event, in accordance with instructions provided at collection.

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

Before departing, the Licensee must ensure:

• Furniture is returned neatly
• Kitchen appliances are switched off
• Lights, air conditioning, and fans are off
• Doors and windows are securely locked
• All personal items are removed

• An invoice will be issued once the booking is confirmed.
• Payment must be made within 14 days of invoice date, unless otherwise agreed.
• EFT is the preferred payment method.
   
• Additional charges may apply for:
  • Cleaning beyond normal use
  • Damage to facilities or equipment
  • Lost keys or fobs
  • False fire alarm activations
     
• Room hire fees are already discounted and fee waivers are generally not provided.

 All cancellation requests must be submitted in writing to bookings@cwlh.org.au.

Once a booking has been confirmed, the following cancellation fees apply:

• More than 30 days’ notice: No cancellation fee
• Within 30 days of the booking date: 25% of hire fee
• Within 14 days of the booking date: 50% of hire fee
• Within 24 hours of the booking date or no-show: 100% of hire fee