Historic Hall
Terms & Conditions of Hire
(1) Where potential hirers intend to provide hospitality for guests and/or engage a caterer for a function, they are advised to visit the BMI (and to arrange for the caterer to view rooms) to obtain a clear prior understanding of spaces, items and facilities available and what the hirer or caterer may need to provide.
(2) If a liquor licence is required for a function, the hirer is responsible for obtaining the appropriate licence.
(3) A day is regarded as 8 -12 hours hire within the one 24 hour calendar day. Rates of hire for periods longer than a day and allowance for pre-function preparation and post-function clean-up are subject to negotiation. The BMI reserves the right to vary quoted rates to address particular hirer needs or multiple bookings.
(4) As the BMI is a restored heritage building, the Board reserves the right not to hire spaces where it deems the proposed activity is inappropriate or constitutes too much risk to the building.
(5) Hirers will be issued with a Tax Invoice for payment. Full payment, including any bond applicable, is required at least one week before the first day of hire. Where cleared, bonds will be returned within 10 working days.
(6) Hirers will be required to pay upon confirmation of the booking or, at the latest, when the key is collected. Use of the room cannot commence until payment is received.
(7) Hirers are responsible for providing their own consumable items, e.g. tea, coffee, milk.
(8) Agreement to pay cost of repairs for any damage to paintwork, floor coverings, plant, fittings or facilities in the building.
(9) Evidence of satisfactory building security arrangements made by the hirer may be required, particularly for after normal business hour hiring.The following requirements assume assurances acceptable to the Institute from the hirer for evening functions (beginning or continuing after 4.30 p.m.), nominated security arrangements acceptable to BMI for the duration of the function to:
- (a) ensure that no unauthorised persons have access to the building monitor access to the toilets and security of the building;
- (b) ensure that no persons enter parts of the building other than the space(s) hired and toilet areas, that lift and stairways are used safely and sensibly, especially if children are present;
- (c) ensure that all persons have left the building, that all lights, heating and appliances used are switched off when the function concludes.
Access arrangements
A key will be provided giving access to front entrance door and hired spaces. The key can be collected the business day prior to the hire.
Booking Procedures
The online Room Hire Application Form can be viewed here.
For any queries ring the Librarian at 5331 3042 or email bmilibrary@ncable.net.au.Bookings will normally be confirmed, subject to deposit, within five business days after receipt of the booking request form.
Security and protection of BMI building
(1) The hirer will ensure adult supervision at all times of groups including children aged 16 years or younger.
(2) Stairways and lift are to be used only for necessary access to hired room(s) and toilets with no running or games on stairways or children’s unsupervised use of lift.
(3) At the end of a hire period outside normal BMI business hours, the hirer or hirer’s nominated security person will be responsible for ensuring that all people connected with the booking have left the building, that all lights other than security lights and all heating appliances are turned off and that all lockable internal and external doors are locked.
(4) No alcohol will be served or permitted for consumption on BMI premises during the period of the hire without the prior approval of the BMI. For the preparation and serving of food and/or drinks, the hirer will use only areas and appliances agreed in advance with the BMI. If a liquor licence is required for a hire function, it is the responsibility of the hirer to obtain the appropriate licence.
(5) When leaving the building hirers are rquired to ensure that all doors and windows are locked, lights, air-conditioning, urns and other electrical appliances are turned off.
(6) Before leaving the building after the function or returning key as arranged, the hirer will ensure that all spaces used are cleared of rubbish and that all food/drink areas used are clean and that the room is restored to its original condition before leaving.
Public and Property Liability
(1) The hirer acknowledges that he/shedeems the space hired to be safe and suitable for the purposes of the hire. The hirer accepts responsibility for any claim for damages arising out of the activities organised by the hirer.
(2) The hirer undertakes to pay the costs of repair of any damage to any property of the BMI arising from actions of anyone associated with the hire.
(3) The hirer has read and will take all reasonable steps to observe requirements of the statement of Fire Services and Emergency Evacuation Procedures, operation of the automatic fire sensor system in the BMI building and responsibilities of hirers.
Fire Services and Emergency Evacuation Procedures
(1) All interiors of the BMI are strictly NO SMOKINGareas.
(2) No naked flames or smoke machines are to be used in hired spaces at the BMI.
(3) Smoke /fume sensors: All interior spaces are fitted with smoke and fume detecting sensors. When
activated, these sensors automatically trigger a call to the Fire Brigade which despatches fire vehicles(s) to the BMI buildings to identify and deal with the problem triggering the call-out. Costs of the call-out are payable to the Fire Brigade.
Responsibilities of hirers
(1) The presence of smoke/fume sensors and consequence of triggering them are drawn to the attention of all hirers of space in the BMI. Hirers are expected to take reasonable care to ensure that the no-smoking rule and prohibitions listed above are strictly observed.
(2) Heating appliances including urns, coffee-machines, electric heaters and any equipment introduced by hirers or their agents and the proposed locations of use of such appliances are approved in advance by BMI management.
(3) Where fire services costs are incurred by the BMI because of what it reasonably believes to have been caused by the negligence of a hirer or contractor or failure to observe the restrictions itemised above, the BMI will seek reimbursement of these costs.
BUILDING EVACUATION PROCEDURES
All interiors of the BMI are signed with permanently lit EXIT signs. The fire sensor system is linked to a whole of building public address system which is programmed in case of emergency to direct everyone immediately to evacuate the building. Persons in Minerva Space, Humffray Room, Sutton Room and Williamson Foyer should leave through the nearest EXIT signed doorand proceed out of the building.
The LIFT must NOT be used in emergency evacuations of the building.
