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meeting room terms and conditions

Privacy Notification

The personal information requested on this form is being collected by Wellington Shire Council for hire purposes only. This information will be used solely by Council for that primary purpose or directly related purposes. The applicant understands that the personal information provided is for the hire of a room and that they may apply to Council for access and/or amendment of the information.


All hirers must complete a Meeting Room Booking Form.

It is the Hirer’s responsibility to check details of their booking and ensure written confirmation is received.

All Hirers’ must be over 18 years of age and are required to attend for the duration of the meeting.

The facility encourages access for all groups, however, sub-letting of rooms is not permitted.

It is the Hirer’s responsibility to determine the resources available in the room are appropriate for their meeting.

The Hirer must provide any other relevant information prior to the hire commencing.

Council reserves the right to decline/alter potential bookings to maximise best use of the meeting rooms.


Following receipt of booking confirmation, payment for hire should be made on the day of the meeting room usage. Where the Hirer is invoiced, payment is required within 14 days of the account being issued.

Additional costs

A setup fee of $50.00 will be incurred if Wellington Shire Council staff are required to change room configuration.

Additional costs may be incurred for meetings that exceed the booked time. The additional payment must be made on the day, or within 7 business days. The Hirer should advise the Facility Supervisor if the hire period is to be extended, as other bookings may be affected.

Replacement of room equipment damaged through misuse will be the responsibility of the Hirer.

The Hirer will be advised by phone and/or email within 24 hours if room is not left in a clean state and contract cleaners are required to be engaged. The Hirer will incur all costs associated with this.

Cancellation Policy and Refunds

Pre-payment of room hire fees is not required in most cases. No refunds will be given for cancellation of rooms prior to scheduled booking date.


The Hirer must ensure behaviour policies, Emergency Action plans and procedures are understood and followed. This includes, and is not limited to, facility layout, entry/exits, emergency exits, assembly areas, amenities and first aid. The Facility Supervisor will liaise with the Hirer during the period of use.

The Hirer must ensure that all reasonable directions given by Council Officers are adhered to.

The room must always be maintained in a safe condition. The Hirer must notify the Facility Supervisor of any risk, hazard or dangerous occurrence, relating to safety, be it human, environmental or physical.

The Facility Supervisor must be advised of any incident(s) requiring first aid with relevant written report lodged. Basic First aid facilities are available.

Any Hirer and or other person not complying with or enforcing the provisions of these conditions may be directed to leave by the Facility Supervisor or other authorised Council Officer.

Council takes no responsibility for any personal property nor does Council accept any responsibility for any property of any person the Hirer allows into the facility.

Set up and Cleaning of Rooms

Clean up time must be included in the booking and all activities must finish at the scheduled time.

A staff member will inspect the facility both prior to and after the hire period.

All Hirers are responsible for maintaining a clean and tidy room. This includes the removal of food and returning furniture to its original position. Staff should be notified if any special cleaning is required.

Insurance and Liability

The Hirer must have adequate Public Liability insurance cover arrangements having regard to the nature of the Hirer’s event or activity. Only casual Hirers subject to completion of this hire agreement will be covered by the Wellington Shire Council casual hirers insurance policy. (NB: all casual, ad-hoc and regular Hirers provided hire occurs no more than 52 times per annum).

Code of Behaviour

Smoking is not permitted at any Wellington Shire Council facility (including carparks).

Animals (with exception of registered guide dogs) are not to enter the facility.

Staff may refuse entry to any persons they believe to be under the influence of alcohol and/or drugs.

Any individual or group, whose behaviour limits the enjoyment of other users, will be asked to leave.

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The Port of Sale is owned and operated by Wellington Shire Council.
Wellington Shire Council acknowledges the Gunaikurnai People as the traditional owners of the land that is now Wellington Shire.

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