Venue hire terms and conditions

Purpose

These Conditions of Use apply to all Academy venue hire bookings and are provided to clients at the time of enquiry. They set out the Academy’s general expectations of hirers, including where facility hire is fully subsidised. A formal Venue and Licence Hire Agreement incorporating these conditions will be issued prior to confirmation of any booking.

Context

The Victorian Academy of Teaching and Leadership (the Academy) is a body corporate and statutory authority established under the Education and Training Reform Act 2006 (Vic). Amongst other things, the Academy seeks to enhance student outcomes across Victorian schools through specialised professional learning for teachers and educational leaders.

Academy facilities are used primarily for professional learning programs. When venues are not required for this purpose, they may be made available for hire by individuals or external organisations. Facility hire is subject to the Academy's operational requirements and availability, and approval of all hire requests remain at the Academy’s discretion. 

Client Responsibilities

The Client is expected to understand and comply with these Conditions of Use for the full duration of the hire period. Prior to the event, the Client must nominate an Event Manager who will be accountable to the Academy for all aspects of the hire event, including the conduct of all guests.

Responsible Self-Management

Unless event management services have been expressly confirmed in writing by the Academy at the time of booking, the Client assumes full responsibility for all aspects of event management. This includes, but is not limited to, guest reception and check-in, operation of audiovisual equipment and technologies, and the overall conduct and management of the event. The Client’s nominated Event Manager must be present for the full duration of the hire period.

Self-Service Obligations

Unless otherwise agreed in writing with the Academy prior to the event, the Client is solely responsible for:

• set-up and pack-down of the event space, including return of all furniture to the standard room configuration prior to the conclusion of the booked period.
• guest management, including welcoming, registration, and ensuring all guests have departed before the booked period concludes.
• speaker, facilitator and presenter coordination, including greeting, scheduling, and provision of technology support.
• facility cleanliness on departure, including removal of rubbish, disposal or collection of catering leftovers, and clearance of all other waste.
• compliance with all conditions of hire for the duration of the booked period.

Full Disclosure

The Client is required to provide full and accurate disclosure of the nature and activities of the proposed event, and of all involved organisations and individuals, to enable the Academy to make an informed decision regarding the hire request. Any material changes to the nature of the event following approval must be disclosed to the Academy promptly.

Safety and Risk Management

The Client and all guests must comply with all reasonable directions from the Academy regarding safety management. Any unsafe conditions or potential safety risks must be reported to the Academy immediately upon observation.

Appropriateness of Activities

Activities that would be unsuitable for a professional learning environment are prohibited. This includes any activity that would unreasonably disturb other building users, including through excessive visual, auditory, olfactory or other disturbance.

Non-Exclusive Use of Facilities

Other events may be occurring at the same time within the facility. Clients and their guests must respect participants in other events, and nearby residents and businesses, including on arrival and departure.

Academy Services

Site Induction

An Academy representative will be available to welcome the nominated Event Manager and provide a site induction, including connectivity and technology induction, at the agreed time. As the Academy may run multiple events simultaneously, staff availability at alternate times cannot be guaranteed.

Safety Management

The Academy strives to maintain a safe environment for Clients and guests and retains authority over building safety, including evacuation procedures.

Additional Support Services

Specialised support services, including IT/AV support and reception services, may be available by prior arrangement and will incur additional fees as set out in the Academy Facility Hire Service Schedule. Additional services not requested and confirmed in advance may not be available on the day of the event.

Conditions of Hire

Facility Access

Access to Academy sites is available only during the hours advised to Clients at the time of enquiry and confirmed at booking. Out-of-hours access must be agreed in advance and will incur additional fees. The Academy does not issue access passes or keys, and unattended out-of-hours access cannot be facilitated.

Additional Access Requirements – East Melbourne

The Academy’s East Melbourne location operates with controlled external access. Identification guest passes (which do not provide self-serve access) must be issued by the Event Manager to all guests and returned at the conclusion of the event. The Event Manager must ensure that reception is staffed by event personnel for the entire period of guest arrival.

Condition of Facilities

Academy facilities are of high quality and are subject to regular maintenance and cleaning. Clients are not required to perform general cleaning such as sweeping or vacuuming; however, Clients must place rubbish in the provided receptacles and place used dishes in the provided dishwashers. Clients must ensure that facilities are not damaged or spoiled through deliberate or negligent acts by the Client or its guests. Excessive cleaning requirements or damage resulting from the hire event will incur additional fees.

Reporting Damage

Any damage to Academy facilities must be reported immediately. Damage caused through the wilful or negligent acts of the Client or its guests will incur a make-good charge and administrative fees as set out in the Academy Facility Hire Service Schedule.

IT and Audiovisual Equipment

Academy facilities are equipped with high-quality IT and audiovisual infrastructure, details of which are set out in site documentation. The connection and functional operation of client-supplied devices (BYOD) is the Client’s responsibility. Clients are advised to test the compatibility of their equipment with Academy IT/AV infrastructure in advance of the event. The Academy does not guarantee compatibility with all client-supplied devices or operating systems.

Capacity Limits

The Client must advise approximate participant numbers at the time of booking and confirm final numbers as instructed by the Academy, to ensure building occupancy remains within permissible limits.

Alcohol

The sale, consumption or promotion of alcohol on Academy premises is prohibited unless prior written approval has been obtained from the Academy. Clients seeking approval must advise the Academy of this requirement at the time of enquiry.

Catering

Clients intending to arrange external catering must advise the Academy at the time of booking. Any catering brought onto Academy premises must comply with applicable food safety requirements. The Client assumes full responsibility for the safe handling, service and disposal of all food and beverages.

Insurance

The Client is required to hold current public liability insurance with a minimum coverage of $10 million. A certificate of currency may be requested by the Academy prior to confirmation of the booking. The Academy reserves the right to decline or cancel a booking where evidence of appropriate insurance has not been provided.

Parking and Accessibility

The Client is responsible for fulfilling all parking requirements for its event and guests. All Academy sites are accessible to persons with a mobility impairment. Clients with specific accessibility requirements are encouraged to raise these with the Academy at the time of enquiry.

Fees and Booking

Additional Fees

Fees for additional services, excessive cleaning, damage make-good, and out-of-hours access are available upon request. 

Variations and Additional Requests

The Academy will not provide services beyond those expressly confirmed in writing at the time of booking. Any additional services required by the Client must be requested and agreed to by the Academy prior to the event. Requests for additional services made on the day of the event cannot be accommodated.

Enquiries

For all venue hire enquiries, please contact the Academy’s Events Coordination and Venue Hire team:

Email: academy.events@education.vic.gov.au

Phone: 03 8199 2900