Stanwell Park Surf Club - Venue Hire Terms and Conditions

Overview
The Surf Club Premises located at 1 Beach Road, Stanwell Park NSW 2508 (“the Premises”) are available for hire for private functions, community events and business conferences. Facilities include the main hall on the 1st floor level with extensive views of the beach and ocean, fully licensed bar service, tea and coffee making facilities, use of the kitchen for limited food preparation and serving, video and sound equipment, parquetry dance floor, and male and female amenities.

Please be aware the Venue has not yet been upgraded to accessible standards, and access to the function area is by stairs from ground level. Bathrooms likewise have not been upgraded to accessible standards.

Up to 80 guests seated at tables can be accommodated comfortably, with a maximum of 120 guests permitted at any function with bar service. A maximum of 150 guests is permitted at a function with no bar service (tea and coffee only), and for business and community meetings, a maximum of 200 persons.

All alcoholic and non-alcoholic beverages are supplied by the Surf Club and served by Club staff – BYO alcohol is not permitted. Bar service is generally limited to five hours (absolute maximum six hours) and it is the responsibility of the Hirer to provide food for guests at the function.

Applications to hire are accepted on the understanding they contain factual and truthful information, and may be declined if it is later found false information has been provided. The Surf Club encourages all applicants to read these Terms and Conditions, and seek further advice on any matter they do not fully understand, prior to submitting an application and accepting the Terms and Conditions.

Restrictions
The Venue cannot be hired for birthday parties for ages 16 years to 21 years, school formals, or functions where the age demographic of guests is primarily between 16 and 25 years. The Surf Club reserves the right to decline any application to hire and is not required to give a reason for its decision.

Liquor Licence conditions: evening functions will end no later than 12 midnight on Fridays and Saturdays (bar sales cease at 11.45pm) and 10pm on other days (bar sales cease at 9.45pm). All guests must vacate the premises within 15 minutes of the function end time.

The Premises are fully licensed, with sale and consumption of all beverages restricted to the main hall and Eastern balcony on the 1st floor level. Please ensure guests are aware that BYO drinks will be confiscated, and that bar service may be withdrawn if guests take drinks downstairs to the grassed area, recreation areas, car park or beach.

Smoking is not permitted anywhere within the building, or outside within four metres of the building entrance.

The grassed area immediately outside the Surf Club building, the beach, and recreation/picnic areas to the south and north of the Surf Club are under the control of Wollongong City Council. If you wish to hold a wedding ceremony or other activity in any of these areas, please apply direct to Council for approval by using this link:
https://www.wollongong.nsw.gov.au/book-and-apply/book-a-space/park-and-beach-hire

Please note the Surf Club is unable to provide or assist with refreshment services outside the Club building.

Entertainment
Hirers may arrange entertainment such as a band, DJ or disco; please advise details when completing the Hire Application. Entertainers will need to hold their own Public Liability Insurance, electrical equipment will require a current Test and Tag certification, and sound levels must be controlled to avoid complaints from neighbours. All entertainment must cease by 11.30pm Fridays and Saturdays and 9.30pm on other days.

Catering
Hirers may arrange their own catering, or arrange for a catering service to provide food. Our Events Manager on request will provide contact details of some local caterers and other service providers, but the Surf Club is not able to make recommendations as to individual caterers.

Cooking and food preparation facilities are limited and the Hirer and/or their caterer should inspect the facilities to determine suitability prior to finalising a booking.

The Hirer is responsible (even if a caterer is engaged) for ensuring the kitchen area is fully cleaned at the end of the function, including cleaning and storing all cutlery, crockery and utensils, and removal or rubbish. Bags containing limited amounts of food scraps and general rubbish will be disposed of by the Surf Club, but empty food cartons and crates must be disposed of by the Hirer/Caterer.

Catering services are required to hold their own Public Liability Insurance and must produce evidence of this prior to the function.

Cleaning, decorations, setting up and dismantling
The function area, kitchen and amenities are cleaned prior to each function. Please be aware that the Premises are in continual use for surf life saving activities, and on occasions an emergency incident or unscheduled training activity may limit our ability to complete a full clean prior to a booking.

Please respect the Surf Club’s history by not attaching decorations or interfering with photographs or other memorabilia, and instead use the installed ceiling hooks to attach decorations. Fairy lights are installed and available for use.

The Hirer is responsible for repair and rectification of any damage or loss caused to the Premises, including the parquetry dance floor, walls, doors, and furniture and fittings. Any furniture, props, musical equipment brought into the Premises must be in good condition and pose no safety risk, and all electrical equipment must have a current Test and Tag certification attached.

Doorways and passageways must not be obstructed so as to allow free movement of Club staff and guests around the hall, and free flow of guests and staff in case of an emergency.
Emergency exits and access to fire extinguishers must not be obstructed, and decorations must not obstruct visibility of any regulatory or warning signage.

Bluetac, adhesive tape, nails or drawing pins must not be used on walls or ceiling or any painted surface. Confetti, fireworks, or lit candles, or additional fairy lights are not permitted.

Domestic pets are not permitted inside the building, so as not to breach health regulations applicable for areas used for preparation, service and consumption of food and refreshments.

Time required for set up and dismantling should be included at the time of booking. This will allow the Hirer and a limited number of people to be in the Venue prior to the start of the function and to clean up afterwards.

Alcoholic beverages will not be available during set up/clean up times, and BYO alcoholic beverages are not permitted.

At the end of the function, all food scraps and other rubbish is to be bagged ready for disposal, the kitchen left in a clean and tidy condition, chairs stacked and floors swept, and all entertainment equipment, decorations and other items brought into the Venue removed. Failure to do so will result in a cleaning fee of $250 being charged to the Hirer.

Depending on planned Surf Club activities the next day, consideration will be given to any request for temporary overnight storage and removal of equipment (including band/music equipment) the following morning, on the understanding that the Surf Club accepts no responsibility for any loss or damage whilst stored within the Premises.

Bar service
All bar service and alcohol sales will be provided by trained and RSA accredited Surf Club staff from Surf Club stock, and will be strictly managed in accordance with our Liquor Licence and Responsible Service of Alcohol protocols. BYO alcohol or other drinks is not permitted, and alcohol is not available for take-away sales.

The Hirer is required to ensure food is available for guests whilst alcohol is being served.

A reasonable range of alcoholic and non-alcoholic products are available. Our Events Manager will on requestat the time of booking, consider stocking special wine or champagne products on the understanding that unused stock is later purchased by the Hirer.

The Hirer may request a bar tab operate for all alcoholic and non-alcoholic products, or only for limited products, or for a specific period of time or dollar amount, and will pay the amount owing as recorded by the Surf Club’s Point-of-Sale system by either Eftpos or cash during or at the end of the function. Depending on the amount involved, the Hirer may be required to pay all or a proportion of the proposed bar tab amount prior to the start of the function.

Bar staff are required by NSW Liquor Regulations to decline service of alcoholic beverages to guests if they become intoxicated or are rowdy or aggressive, and must request them to leave the Surf Club Premises. Unruly or offensive behaviour by a guest or group of guests, may result in the Function being terminated early,
with total forfeiture of bond and no refunds.

Minors (persons under 18 years of age) will not be served alcoholic beverages, and if found to be consuming alcohol will be immediately requested to leave the Surf Club Premises. Likewise the Hirer or any guest who has or may have obtained or supplied alcohol to a minor will be requested to immediately leave the Premises.

Please be aware that if the Hirer and/or a guest fails to vacate the Premises when requested by a Club staff member, NSW Police will be immediately contacted for assistance.

Hire charges
The estimated hire charge can be obtained from the Surf Club’s on line booking system, and includes use of facilities requested, set up and dismantling time, an hourly rate for the function hire including (if applicable) bar or other staff based on the number of guests attending, and up to 30 minutes pre-function discussion on arrangements with our Events Manager.

The estimated charge may increase if discussions with the Events Manager confirm additional services or Surf Club staff are required.
Security Bond

A cash bond (or debit / credit card transaction) of $500 is payable to the Surf Club 48 hours prior to the function date, and will be refunded in full within 72 hours if there have been no behavioural incidents or damage to Surf Club property.

The Surf Club retains the right, if required, to deduct prior to refunding the Bond, the following:

• $30 per hour for each Surf Club staff member required to remain on duty beyond the agreed finish time if the Premises are not vacated on time by the Hirer and/or guests,
• a fee of $250 if the Premises have not been satisfactorily cleaned, rubbish removed, chairs stacked, etc. by the Hirer prior to vacating the Premises,
• the cost to repair any damage to the building, furniture or fixtures, or repair or replacement of any Surf Club furniture or other equipment damaged or lost during the Hire Period.

Further if the Bond does not cover all such amounts, the balance will be a debt due and payable by the Hirer.

The Bond may be forfeited entirely if the Hirer and/or a guest or guests do not follow all reasonable directions of Surf Club staff members in regard to safety issues, if unacceptable behaviour occurs, or the Hirer and/or a guest or guests breach the conditions of the Surf Club Liquor Licence or these Terms and Conditions.

Applications
Please use the Surf Club On-line booking system to complete and submit your application, at least four weeks prior to the function date. The Surf Club offers its function facilities for hire on an “as is” basis and makes no warranty as to suitability or otherwise for the proposed hire.

Applications are only accepted from individuals over 21 years of age, or a person with authority to apply on behalf of a business or organisation.

Approval to hire
Within seven days of receipt of an application, the Surf Club Events Manager will notify the applicant of approval (or otherwise), and the amount of deposit required to secure the booking, generally 25% of the estimated hire charge. The booking is not confirmed until the deposit is received by the Surf Club, and if not received within seven days the booking may lapse. The remaining balance is payable prior to the date of the function, and must be received in the Surf Club bank account at least 48 hours prior to the function date.

Receipt of a deposit by the Surf Club is regarded as evidence that the applicant has read and understands the extent of the Terms and Conditions in this document, and without reservation, accepts these Terms and Conditions, and/or any special conditions notified by the Events Manager at the time of approval.

Cancellation and/or alterations to a booking.
Cancellation: 15 days or more notice – full refund of deposit; 8 to 14 days notice – 50% refund of deposit; 7 days or less notice – total loss of deposit.

Alterations to an approved booking: a minimum of 14 days notice is required to increase the number of guests, to change start and finish times, or make other changes. Hire charges may be adjusted as required.

Surf Club Responsibilities
The Surf Club will use its best endeavours to meet the requirements of the Hirer but will not accept liability for any loss or damage or consequential expenses incurred by the Hirer, a guest or a service provider as a result of circumstances or events beyond the Club’s control that disrupt or result in alterations to or cancellation of a Function. Further the Club will not accept any responsibility for loss or damage to any personal property of the Hirer, a guest or a service provider.

Hirer’s Responsibilities
Hire of the Surf Club Premises is at the Hirer’s risk. The Hirer is required to be in attendance throughout the Function and is responsible for any loss or damage to the Surf Club building, furniture and fixtures and other equipment, guest behaviour and payment of all charges due to the Surf Club.

The Surf Club does not offer or provide any insurance coverage whatsoever to the Hirer, and it is recommended the Hirer seek their own insurance to cover such contingencies.
Indemnity

The Surf Club has arranged its own Public Liability Insurance to cover loss and damage to property and injuries to persons using the Premises that could occur as a result of negligence or omission by the Surf Club, its officers, members and agents.

The Hirer agrees to indemnify the Surf Club, its officers, members and agents against all costs and expenses including compensation for liability arising from personal injury (including death), loss or damage to real or personal property, or any other event arising from occupation and use of Premises by the Hirer, a Guest whether invited or not, or a Service Provider, except to the extent that the Surf Club contributed to or caused the liability.

This Indemnity survives the conclusion of the Function.

Updated 27/04/2022

Issued 15/12/2010