TERMS AND CONDITIONS OF HIRE
The following are the Terms & Conditions pertaining to the hire of our function room and is a binding contract between us, RSL on BELL (West Heidelberg RSL Sub-Branch) and the client hosting the function. These Terms and Conditions cannot be changed unless agreed to by General Manager and Client in writing.
Our function room is for hire by members only. For any non-member, a membership application form must be completed and the appropriate membership fee paid. All RSL on Bell Club membership expires on the 31st December of each year. As a full Club member you are entitled to all Club membership benefits. Membership benefits can be advised to you separately.
It is the policy of RSL on Bell that our function room is not available for 18th birthday parties or other under age events.
Room Hire
A room hire fee is payable for all functions. The room hire fee usually includes labour service, setup, expendable supplies, and opportunity cost for closing areas of the venue. The charges are as follows:
$200 Function room (up to 120ppl or 90 sit-down)
$50 Meetings/Private Dining Area. (For dining bookings of up to 20ppl, ordering from the regular menu. Unstaffed)
$100 Private Dining of up to 20 – 50ppl (with a staff member for 3hrs)
A security bond is required for all functions within our club. This bond will be refunded to you by cheque within 7 days from the conclusion of your function provided that no damage is made to the Club premises (inside or outside) within the duration of your function. Refer to clause ‘Club Property Damage’ for further information. Bonds are set at $500.
Sundays & Public Holidays - Any functions held on these days will incur a 20% surcharge on your food and beverage costs.
Optional Charges
RSL on Bell offers a number of additional options to help with your function.
White Table Cloths: $25
Black Chairs covers: $50
Big Screen Projector: $50
Party Maker: $50
A speaker & microphone equipment that is compatible with ipod, laptop and mp3 players.
Tentative Bookings
All tentative bookings will be held for 14 days. If the booking is not confirmed after 14 days then RSL on BELL reserves the right to cancel the tentative booking without notice. To secure your booking, we require the signed acceptance form as well the payment of room hire in full.
Confirmation
Confirmation of your menu choices is required 2 weeks prior to your function. Confirmation of numbers for catering is required the week before your function with food payment in full.
Payment
Total food amount, as well as the bond, are to be paid no later than one week prior to function. Outstanding balance to be paid in full at the conclusion of the function.
Please note that failure to pay for food & bonds prior to function could result in cancellation of function.
Bar Tabs
There are many options available including an open bar, pay as you go or for the organiser to impose a dollar limit and select a limited bar service.
Where beverages are charged on consumption, your beverage account is to be paid in full prior to the function ending.
All drinks sold are at our members’ price level. Minimum Bar Tabs may be imposed on certain functions.
Cancellations
In the event of a cancellation the following will apply:
4 weeks prior to the event – Full deposit refunded
Within 14 days of the event – 50% of the deposit is refunded*
Less than 7 days of the event – No refund of deposit*
* The full deposit will be refunded if we are able to re-book the venue for that date
Decorations
You are free to decorate the Function Room as you please. The use of tape or pins on the walls is prohibited. Blue tack is fine. Confetti, rice and DJ’s smoke machines are not permitted.
A suitable time is to be arranged between the client and the Manager to decorate the room and it is the clients’ responsibility to remove all decorations, music and gifts immediately at the conclusion of your function.
Dress Codes
RSL on BELL has dress code by-laws in place and these are to be strictly adhered to. Function guests will be refused entry if their dress is deemed inappropriate or unacceptable. Fancy dress functions are at the discretion of the Manager, and are limited to the function room.
Smoking
Smoking is strictly prohibited inside. Please note, there is no designated smoking area anywhere on the first floor. Guests who smoke will need to use the designated area on the ground level.
Time Frames
The function room is hired out in five (5) hour blocks. If you require the room for longer there will be a $50 surcharge per hour and will be at the discretion of the Manager.
Music/Entertainment
Juke Boxes and DJs are permitted, however, the venue must be advised of all deliveries and collections made on behalf of the client. Payment for deliveries of goods must be made by the client in advance. Assistance for moving in or out of equipment will only be possible if staff is available.
Outside Catering
No food or beverages of any type may be brought onto premises of RSL on BELL with the exception of celebratory cakes. Under Food Safety Laws, a simple form will be handed to you to read and sign. Please advise the Club if and when you will be bringing your cake in. We are happy to refrigerate it until required. Lolly buffets and potato chips are also permitted.
Security
Security is mandatory at 21st birthday celebrations and sporting club events. In the event you are required to have security, we will provide this for you, at a cost to you of $180. Other types of functions may be required to pay for security, and will be at the discretion of the Club.
Responsibilities, Indemnity & Damages
The client will acknowledge responsibility for the conduct of guests and agree to indemnify RSL on BELL for any loss or damage to property during the event in addition to loss of merchandise or articles left in the club. RSL on BELL accepts no responsibility for any loss or damaged equipment. You are also responsible for any loss or damage to equipment hired on your behalf.
All clients are reminded that they must vacate the premises within half an hour of the specified finishing time. General and normal cleaning is included in the cost of the room hire charge, but additional charges may be payable if the function has created cleaning needs above and beyond normal cleaning.
The client is responsible to conduct the function in an orderly manner and in full compliance with the rules and House Policy of the venue management and all applicable laws. We reserve the right to intervene if function activities are considered illegal, noisy or offensive.
The venue reserves the right to refuse the service of alcohol to any guests it considers to be under age, intoxicated or behaving in an offensive manner.
Any costs incurred will be taken from your bond with the balance refunded to you. If the cost of repair or replacement is greater than the bond amount the client hosting the function will be responsible for reimbursing RSL on BELL the financial difference
Fire & Safety
Exit doors must be free of blockages, such as display stands and screens. Exit doors must not be locked, and exit signs must be clearly visible. Highly flammable materials are not permitted. The use of open flames, heaters, lamps etc is not permitted. No smoke generating devices are to be utilized during any function due to the presence of smoke detectors. Failure to comply with this condition will result in the hirer paying a callout fee to the Metropolitan Fire Brigade to cover the cost of staff to rectify and reset alarms.
Licencing Requirements
All guests must sign into the club upon arrival at Reception (unless they are current members). All guests must comply with Registered Clubs Association Act governing the club’s licensing conditions. No persons under the age of eighteen years of age are permitted in licensed areas without the supervision of a parent or legal guardian. No persons under eighteen years of age are permitted in gaming area at any time.
Responsible Service of Alcohol
RSL on BELL promotes and practices a Responsible Serving of Alcohol. Our policy prohibits us to supply alcohol to intoxicated patrons. Service of Alcohol is at the discretion of the bar attendants, management and security. It is the policy of this venue not to allow intoxication, underage drinking or violent or quarrelsome behaviour. RSL on BELL does not allow yard glasses or shots at celebration parties.We seek the co-operation of patrons to assist us in achieving our aim to provide the best possible experience for you and your guests. We reserve the right to limit the quantity of alcohol consumed by any particular guest. We reserve the right to stop the supply of alcohol to the function guests, or any particular guests if it becomes apparent at any time (even prior to the scheduled finish) that the guests are intoxicated. We reserve the right to close down the function if the behavior of the guests becomes unacceptable. Guests who are intoxicated will not be served any alcohol and will be required to leave the premises.
Price Variation
Every endeavour is made to maintain the original prices quoted, however these may be subject to change. This will be done in full consultation with relevant prices. Please allow for a price increase of 10% if quoted more than 12 months prior to function date.
Club Management are more than happy to assist you with any enquires you may have. Please do not hesitate to call us.