Terms and Conditions

Definitions

AEST means Australian Eastern Standard Time.

Association means The Graduate Union of The University of Melbourne Incorporated (ACNC A0023234B /ABN 556 10664 963) and including the building and facilities known as ‘Graduate House’ and in other locations.

Automatic Payment Request Form means the request to authorise and arrange for funds to be automatically deducted from the Client’s account as specified on the Booking Form.

Balance of Payment means the final amount invoiced, not including any pre-paid amount, such as the deposit or an advance payment.

Booking Form means any written quotation showing the Services to be provided by the Association to the Client in relation to the Event.

Business Day means a day other than a Saturday, a Sunday or a weekday public holiday observed in the Australian state of Victoria.

Catering means food prepared by the Association and may include food ordered from external sources catering to specific requirements including tea, coffee, juice, morning or afternoon tea, working or buffet lunch, two or three course set menus, hot and cold canapés or a menu designed for the requirements of the Client.

Client means the legal person or persona to whom the Association is providing the Services, such as a Member, donor, Resident or a natural person representative of an organisation or other group.

Confirmed Booking means the acceptance and agreement by the Client (to be deemed accepted when work begins if no prior acceptance is received by the Association) of the Services on the Booking Form and the payment of a deposit (if required) or the description of supply (but not any “terms and conditions”) contained in any written order of the Client accepted by the Association (to be deemed accepted when work begins if no prior acceptance is received by the Client).

Delegate means any person who is booked to attend an Event or Events, meetings or other functions hosted by the Association at its facilities.

Delegate Package means a pre-set booking package that includes a range of agreed Services, including, but not limited to, those relating to Catering, audio visual equipment, internet connection, accommodation and merchandise.

Events means meetings and functions hosted by the Association at its facilities, including, but not limited to, workshops, seminars, small to medium-sized conferences, meetings (board, committee, planning, research, etc.), morning or afternoon teas, formal or working breakfasts, lunches and dinners, cocktail parties, graduations, birthdays, award ceremonies, hosting of dignitaries, etc.

Graduate means a person who holds a degree, doctorate or diploma from a Tertiary Education Institution (including, but not limited to, The University of Melbourne).

Member means a member of the Association.

Notice of Cancellation means a written notification provided by the Client to the Association, or by the Association to the Client, to cancel a tentative or confirmed booking.

Notice of Change means a written notification provided by the Association to the Client, or by the Client to the Association, of an amendment to the Booking Form that was last signed by the Client.

Office means Association’s registered office address of 220 Leicester Street, Carlton, Victoria, 3053, Australia or any other office which subsequently becomes the Association’s registered office.

Price means the cost for the Services, exclusive of all (if any) GST.

Resident means a person who resides within a residential room in the Association facilities and includes both Resident Members and others who may not be Members of the Association.

Space means a residential room or apartment, an Event area or any other part of the Association’s facilities that are licensed for use for accommodation and the the purpose of Events, meetings or functions.

Services means the provision of facilities, hospitality, Catering and any other activities and Spaces agreed to on the Booking Form.

Tentative Booking means the holding of a Space by the Association for future use by the Client on a particular date or dates, at a particular time or times, prior to payment of the deposit or pre-payment by the Client to the Association and the Confirmed Booking.

2. Booking

2.1 Spaces at Graduate House may be used for catered and non-catered Events by Members and non-members of the Association, with non-catered Events incurring a higher cost for the hiring of the Space;

2.2 Bookings may be made by:
(a) contacting the Hospitality Manager to confirm availabilities, the contact details for reception and/or the Hospitality Manager being on the Association’s website under the Meet Here tab; and
(b) completing the Booking Form made available to you by the Hospitality Manager via email after confirming availabilities and submitting the form via email or as agreed, to secure the booking.

2.3 Enquiries for bookings submitted through the Association’s website:
(a) are not considered as bookings (that is, neither tentative nor confirmed);
(b) will be received by the Hospitality Manager who will contact the person who submitted the enquiry to confirm availability and send through the Booking Form;

2.4 Signing and submitting the Booking Form will secure and confirm the booking.

2.5 A minimum number of fifteen (15) Delegates is required for the Delegate Packages.

2.6 Audio Visual equipment including microphones, lecterns, digital data projectors, overhead projectors, whiteboards and flip charts, where available, and wireless internet access may be included in the Delegate Package, depending on the type of Space booked.

2.7 For Events with an estimated Price of more than $1,000:
(a) a 50% non-refundable deposit is required to secure the Confirmed Booking within seven (7) days of a Tentative Booking being placed; and
(b) a Confirmed Booking will not be issued until this 50% deposit has been received by the Association.

2.8 Events with an estimated Price of less than $1,000 are payable in full by the Client to the Association before the Event and within seven (7) days of a Tentative Booking being placed to secure the Confirmed Booking.

2.9 Recurring Tentative Bookings may be made in advance provided that the deposits for each recurring booking are received by the Association from the Client within seven (7) days of the Tentative Booking to secure the Confirmed Booking for each Event.

2.10 If contact and/or payment, for the deposit or full payment (where applicable) is not made within seven (7) days of a Tentative Booking or a recurring Tentative Booking being placed, the booking will be released automatically without notice and the Space will be made available to another Client.

2.11 The Association reserves the right to modify any original specifications or to relocate a booking to a comparable Space should this be suggested (e.g., an increase or decrease in Delegate numbers) and will advise this in a Notice of Change to the Client.

2.12 The Space specified in the Booking Form or in the Notice of Change or any other part of the Association’s facilities that are used, must be used for the purposes specified in the booking.

2.13 Public Spaces in the Association’s facilities must not be used for the Event unless specified in the Booking Form.

3. Payment

3.1 The chosen Delegate Package, final number of Delegates attending the Event and Space hire costs will form the basis for the minimum amount that the Client will be invoiced and charged for.

3.2 Payment may be made by the Client to the Association by:
(a) EFTPOS
(b) Credit card (VISA and MasterCard only);
(c) Debit card;
(d) Direct debit (as established through a signed Automatic Payment Request Form);
(e) Online through the Association’s website;
(f) Cash (though for health and safety reasons this is not the preferred payment option);
(g) Cheque made payable to The Graduate Union of The University of Melbourne Inc.

3.3 The Balance of Payment is due within fourteen (14) days after the Event.

3.4 The Association reserves the right to:
(a) charge and debit (where applicable) an administration fee of $14.30 per day ($100.00 per week) for payments that are overdue (that is, not received within fourteen (14) days of the Event); and
(b) deduct automatically and without notification any additional and unpaid charges incurred during the Event and through the authorised method of payment.

3.5 In the event of recurring bookings, automatic payments can be set up in accordance with these Terms and Conditions, the Automatic Payment Request Form and the Booking Form.

4. Event Details

4.1 Layout and equipment hire:
(a) The layout in the Space and the audio visual equipment required (e.g., microphones, lecterns, digital data projectors, overhead projectors, whiteboards, flip charts) must be confirmed fourteen (14) days prior to the Event.
(b) The Event schedule, including start time, finish time, break times, times for movement of Delegates between different Spaces and the timing for all Catering (breakfast, morning tea, lunch, afternoon tea, cocktails, dinner, etc.) must be confirmed fourteen (14) days prior to the Event.
(c) Wireless internet access is included in Delegate Packages.

4.2 Catering requirements:
(a) The Association endeavours to cater for most Delegate-specific dietary requirements, including but not limited to those relating to allergies, intolerances, and religious and lifestyle choices.
(b) Menu choices are available from the Hospitality Manager.
(c) Menu selections, including any changes or additions to set menus or package selections, or any specific dietary requirements must be confirmed fourteen (14) days prior to the Event.
(d) Names and seating positions of all Delegates with such dietary requirements must be provided to ensure that these Delegates receive the correct Catering.
(e) Should specific dietary requirements require the Association to order from outside, a surcharge to cover the cost for this special delivery will be incurred and charged to the Client’s account.
(f) While every effort is made by the Association, there is no guarantee of completely allergy-free Catering due to the existence of potential traces of allergy-inducing ingredients in the working environment.

4.3 Number of Delegates:
(a) A guaranteed maximum number of Delegates attending the Event is required at least five (5) working days prior to the Event as this will form the basis for final billing.
(b) Should the number of Delegates attending the Event exceed the guaranteed maximum number provided in 4.3(a), payment for these Delegates will be required and will be charged to the Client’s account.
(c) Should the number of Delegates attending the Event be less than the guaranteed maximum number provided in 4.3(a), payment will be for the number as specified as the guaranteed maximum number.

4.4 Parking:
(a) Parking spaces are made available for Event organisers and Delegates;
(b) The number of car parking spaces is limited and thus a car park space cannot be guaranteed unless booked in advance.
(c) Car park spaces may be booked through the Association’s website or by contacting the Association directly at its office.
(d) A set rate applies for a car park space.
(e) The car park booking is applicable only for the Event date(s) and time(s) and is subject to terms and conditions that are outlined on the Association’s website.
(f) To receive the Daily Membership discount, the Event organiser or non-member Delegates must complete and submit to the Association the Daily Membership form available from the Graduate House website or from the Association on request.
(g) Directions to the car park can be found on the Graduate House website.

5. Pricing

5.1 All prices include Goods and Services Tax (GST).

5.2 Pricing is subject to change without notification.

5.3 A surcharge applies to all weekend functions.

5.4 Functions exceeding agreed conclusion times incur a $7.50 surcharge per person, per half hour.

6. Space Hire

6.1 The fee is hiring of the Space specified in the Booking Form is waived for catered Events of Clients who are Members of the Association.

6.2 Non-members may convene catered Events at the facilities of the Association and will incur a Space hire fee for each Space hired (beginning at $350 per Event Space).

6.3 The hiring of non-Event Spaces in other parts of the Association’s facility is subject to negotiation with the Hospitality Manager, with factors such as availability, the impact on other Events and the Residents, and appropriateness of the Event to be considered;

6.4 Delegate Packages and Space hire costs are indicative.

7. Event Times

7.1 Events may be held on weekdays, evenings and weekends subject to availability.

7.2 The Association House reserves the right to end or extend functions at its discretion.

7.3 As the Association’s facilities include also a residential college, Events must be concluded on Fridays and Saturdays by 11:00PM AEST and on all other days by 10:00PM.

8. Cancellation

8.1 Written Notice of Cancellation is required to cancel an Event.

8.2 Clients with a Confirmed Booking for an Event that is cancelled with a Written Notice of Cancellation received by the Association:
(a) fourteen (14) days or more prior to the Event, will not be charged a cancellation fee;
(b) less than fourteen (14) days and more than 72 hours prior to the Event, will be charged a cancellation fee of $250; and
(c) 72 hours or less, will be charged a cancellation fee of the total value of the Event plus administration fees.

8.3 Clients with a Confirmed Booking for an Event that is cancelled without a Written Notice of Cancellation will be charged a cancellation fee of the total value of the Event, as well as administration fees.

9. Damages

9.1 All Delegates attending an Event at the facilities of the Association are required to comply with the Rules and Regulations of the Association (available on the Association’s website under the About Us tab) and all instructions from the Association’s staff.

9.2 The Association reserves the right to require that Delegates who fail to comply with the Rules, Regulations and staff instructions leave the premises.

9.3 The Client is responsible for the conduct and behaviour of all Delegates and other personnel, including but not limited to the presenters for the Event, staff/volunteers/contractors of the Client and guests who accompany Delegates or any other person who attends the Event (e.g., children or other relatives) and is liable to the Association for any loss or damage incurred in relation to the Event and to the conduct of all Delegates and other personnel in relation to the Event.

9.4 The Client must reimburse the Association the full cost to replace the loss and/or to repair any damage to the property, contents or grounds of the Association that has been caused by the Client, Delegates or any other person attending the Event or using the facilities of the Association in relation to the Event (e.g., to set up in advance; after the event) and any other personnel related to the activities of the Event. This may include the cost of specialist cleaning.

10. Further Agreement

10.1 The Client and Delegates release and indemnify the Association and the Association’s responsible persons, management, volunteers, contractors and agents from and against any liability or damage, including any negligent act or omission of any act arising from or associated with an Event.

10.2 Acceptance of a booking and the securement of a Confirmed Booking is made solely with the Client and the Booking (Tentative or Confirmed) may not be transferred to an agent or third party without the written and signed agreement of the Association.

10.3 The Association will give best endeavour and take all reasonable steps to ensure necessary care but does not accept responsibility for the damage or loss of goods, including any film, video or audio-visual material or vehicles, that are on the premises of the Association prior to, during or after the Event.

10.4 The facilities of the Association are not to be used for any illegal purpose or in such a manner as to bring the Association or the premises into disrepute, and, in particular, must not be used to commit a criminal offence in or in the vicinity of the Association’s facilities.
10.5 All Delegates must arrive at and depart from the facilities of the Association quietly at all times, particularly as the facilities include also a graduate residential college.

10.6 The Client and Event organiser are responsible for informing and ensuring that all Delegates, personnel, volunteers, outside contractors, and all persons involved in the organisation of, participation in and attendance at the Event have read, understood and agree to comply with these Terms and Conditions and with the values of the Association.

11. Filming and Photography

11.1 The Association reserves the right to take photographs or videos of Events to use for marketing, illustrations, advertising and publications in electronic or print form.

11.2 Notices are displayed in the facilities of the Association regarding the Notice of Filming and Photography.

11.3 The Client, and any Delegate or other person involved with or attending the Event has the right to not give their consent to the use of their photograph or video for this purpose and to inform the Hospitality Manager.

12. Responsible Service of Alcohol

12.1 The Association follows the Liquor Licensing Commission’s guidelines on the Responsible Service of Alcohol, and serves alcohol only between the hours of 11:00AM to 11:00PM AEST Monday to Sunday and with restrictions on public holidays.

12.2 The staff of the Association are trained and obliged legally not to serve alcohol to Delegates under the age of 18 years, or to Delegates in a state of intoxication, the latter of whom will be required to leave the facilities of the Association.

12.3 The policy of this Association is to serve Delegates and other persons in a responsible, friendly and professional manner.

12.4 The Association reserves the right to discontinue serving alcohol to any Delegate, group/organisation, Client or other person associated with the Event.

13. Smoking

13.1 Smoking is prohibited in the facilities of the Association and in the external areas, including but not limited to the entrances/exits to the buildings from the surrounding streets, in the courtyard, on any balconies or roof tops, in and immediately outside of the loading bay and car park and in the laneways around Graduate House.

13.2 Smoking may be permitted at a minimum distance of five (5) metres from the facilities of the Association subject to restrictions by The University of Melbourne and Melbourne City Council.

13.3 The Association does not allow any tobacco advertising, promotion, selling or sponsorship in its facilities and media (print and web-based) and does not sell tobacco products.

13.4 The University of Melbourne has campus-wide non-smoking policies and procedures.

14. Outside Contractors

14.1 All exhibitions, stages or equipment set up by the Client, or by personnel, volunteers, casual staff or outside contractors engaged by the Client must be approved in writing by the Association.

14.2 Personnel, volunteers, casual staff or any contractors engaged by the Client to support the activities of the Event must report to the reception at 220 Leicester Street, Carlton to be issued with a security pass that must be worn at all times while in the facility and that must be returned to reception once all Event-related activities have been concluded.

14.3 The Client must liaise with the Association with regard to all matters of delivery, set-up and departure/clean up, including with respect to the names and contact details of any personnel, volunteers, casual staff or outside contractors engaged by the Client to support the activities of the Event.

15. Entertainment

15.1 All entertainers and the equipment, schedules, design of the entertainment required and engaged by the Client, must be approved in writing by the Association.

15.2 Entertainers engaged by the Client to support the activities of the Event must report to the reception at 220 Leicester Street, Carlton to be issued with a security pass that must be worn at all times while in the facility and that must be returned to reception once all Event-related activities have been concluded.

15.3 All entertainers are required to view the space reserved for their performance at least one hour prior to the Event and to perform sound and equipment checks as required and as agreed by the Association.

15.4 The Association reserves the right to terminate any entertainment that is regarded as inappropriate or not of the nature advised and agreed with the Client prior to the event.

15.5 All entertainment must cease by 10.45PM (Friday and Saturday) and by 9.45PM AEST on all other days.

16. External Catering

16.1 Only the Catering prepared or organised by the Association is to be served in the facilities of the Association.

16.2 The Client, Event organisers, Delegates and any other persons attending and contributing to the Event (contractors, entertainers, volunteers, casual staff, etc.) are not permitted to bring food into the premises in relation to the Event unless this has been approved at least fourteen (14 days) in advance by the Association.

16.3 Catering served for the purposes of the Event is not to be taken from the facilities of the Association.

16.4 Catering for an Event is limited to the Delegates for that Event.

16.5 Delegates attending an Event in the facilities of the Association are not permitted to eat or drink the Catering provided for another event in the facilities of the Association.

17. Delivery and Collection of Goods

17.1 The delivery of goods for all Events, including but not limited to handouts, Delegate materials, materials for display and/or sale, must be agreed with the Association in advance and advised to the Hospitality Manager prior to delivery.

17.2 The Association will give best endeavour to take safe delivery of Event-related goods at a mutually suitable and convenient time.

17.3 The Association takes no responsibility for the security and condition of Event-related goods delivered in advance of the Event and used during the Event.

17.4 Event-related goods to be received by the Association are to be securely and safely contained, and labelled clearly with the contact name, the name and date of the Event and (as applicable) the Client’s name.

18. Displays and Signage

18.1 No items are to be attached or inserted into the walls or any other surfaces in the facilities of the Association without prior and written agreement/permission from the Association (Hospitality Manager).

18.2 The dimensions and positioning of stand-alone signs, containers, promotional tables and any other Event-related item is to be advised in advance to the Association and agreed in consultation with the Hospitality Manager to ensure safety, particularly with regards to trip hazards and safe entry/exit, and appropriateness, particularly with regards to other Clients and Events.

18.3 The correct markers are to be used on the Graduate House whiteboards and the Association reserves the right to charge for cleaning materials to remove markings made by incorrect markers and/or to replace damaged whiteboards.

18.4 Graduate House reserves the right to remove any displays, signage, advertising flyers, brochures and any other material brought in by the Client or Event organiser.

19. Emergency Procedures

19.1 Fire escape signage and firefighting apparatus must not be tampered with or covered in any way.

19.2 Emergency exits must be kept clear at all times.

19.3 Exits must not be blocked with equipment, signage, furniture or personal belongings (e.g., Delegate bags).

19.4 Equipment, signage, furniture, personal belongings and any other item blocking an exit will be impounded and a fee will be charged to release this item to the Client, Delegate or owner of the item.

19.5 In the event of an emergency, an alarm bell will sound continuously, and Delegates are required to evacuate the facilities of the Association using the emergency exits indicated by the green ‘running man’ signs. An announcement of the need to evacuate using the emergency exits will also be made. The fire assembly areas are highlighted by signage in each Space of the Association’s facilities, as are the procedures for evacuation.

19.6 The Event organiser is responsible for familiarising themselves and for informing all Delegates and any other person involved in the Event activities of the emergency exits and procedures.

20. Force Majeure

20.1 The Association is released from further obligations under the agreement in the event of force majeure — that is, an event beyond the control of the Association and the Client, which prevents the Association complying with any of its obligations under this agreement.

Please contact the Hospitality Manager if you have any enquiries about these Terms and Conditions:
Phone: +61 3 9347 3428
Email: meetingservices@graduatehouse.com.au