Function Room
Club Rathdowne Multi-Purpose Room Rules of Use
Club Rathdowne strives to be a place for the community to connect, meet, relax with friends, family and neighbours, use of the Club's Function Room must be consistent with that vision. Club Rathdowne reserves the right to accept or refuse individual bookings, based on the information provided, or set additional non-negotiable requirements and limitations to facilitate approval. Club Rathdowne does not accept any responsibility for injuries sustained by Members or Guests.
The Multipurpose Room can be booked for your next function. The room has audio & visual equipment, tables and chairs to cater for up to 100 guests.
Function Times
Sunday – Thursday: 9:00am until 10.00pm (Conditions apply)
Friday – Saturday: 9:00am until 11.00pm (Conditions apply)
Must be concluded, packed up and vacated by 11pm
NOTICE: Only inducted Rathdowne residents or Lot Owners are permitted to book the Function Room. People who are not residents or lot owners will not be permitted to book the function room under any circumstances.
Payments
All payments are inclusive of GST
| Type | Amount | Notes |
|---|---|---|
| Bond | $250 (GST not applicable) | *Fully refundable bond is required when making a booking and must be paid within 7 days to secure the booking. |
| Cleaning Fee | $131 | All Functions will be charged a cleaning fee. |
| Security** | No of Guards | Monday - Saturday 4 hrs | Sunday 4 hrs | Public Holidays 4 hrs |
|---|---|---|---|---|
| Up to 50 guests - no alcohol | Security not required | N/A | N/A | N/A |
| Up to 50 guests - serving alcohol | 1 guard | $220 | $258.50 | $363 |
| 51-100 guests - with or without alcohol | 2 guards | $440 | $517 | $726 |
Functions that are serving Alcohol will require 1 x Security Guard per 50 guests to be in attendance. Functions without Alcohol but with more than 50 guests will require security to be in attendance. This will be charged accordingly.
*If damage costs exceed your bond payment, the Hirer will be invoiced for any additional work required.
**Additional security/cleaning charges may be incurred for functions that run overtime and/or cancellation of services.
Terms & Conditions
The Hirer must be a financial, registered Lot Owner or an authorised representative e.g. a rental Tenant with written authorisation from the Lot Owner. Each Lot is entitled to 2 x bookings per financial year.
Bookings are made on a first come, first served basis
The maximum capacity of the Function Room is 100 people. This number is inclusive of all invitees including children. This figure is also inclusive of all third-party companies including catering staff for the function, security guards and entertainers.
Non-Compliance of occupancy regulation (maximum numbers) will result in the request to close the function and to vacate the premises. Any security costs incurred as a result of this action will be Hirer’s responsibility.
The hirer must be in attendance at all times during the function and is responsible for all the guests, contractors and any other such persons in attendance that are directly engaged to the function and their behaviour. This includes setting up and packing up times. External Contractors must not be onsite if the Hirer is not present.
Invitees and any third parties are only permitted to use the function room area as defined in the definitions and allocated rest room areas. Under no circumstances must they enter any other part of the facility aside from common walkways to get to and from the abovementioned areas.
14 days’ notice in advance is requested for any function.
Function room handover will be provided a day before or on the day of the function. The member will be required to present for handover.
Residents will be able to book the Function Centre during the week and on weekends.
Guests may not congregate in, or use, the Club Foyer and or other Club Facilities.
When hiring the Club Rathdowne Multipurpose Room, the Hirer may not charge admission to, or sell tickets for, the event for which the Function Room has been hired.
Please note payments for cleaning and security services provided at Club Rathdowne functions are subject to CPI increases.
Copies of valid Public Liability insurance for any external companies hired for your function that will be onsite at any time must be provided to the Owners Corporation and approved by the Owners Corporations insurer. The Owners Corporation must receive the Certificate of Currency with details of the name & nature of the business along with a minimum coverage of $20,000,000 for Public Liability insurance no later than 14 days prior to the function.
Electrical equipment that is not supplied by a company with Public Liability insurance cannot be used unless approved by the Owners Corporation Committee a minimum of 14 days beforehand. Gas appliances of any sort cannot be used. This includes the use of any type of BBQ’s, fuelled by gas or coals and spit roasts unless Public Liability Insurance & approval is obtained.
Due to compliance with the Victorian Electrical Safety Regulations, all electrical items at Club Rathdowne must have a current certification of compliance awarded by an authorised Club Rathdowne Contractor. **conditions apply
Catering
For Catered functions the Hirer must supply detail of an ABN and public liability insurance to gain approval.
Food may be served in the function room (self-catered or otherwise) providing it is handled and served in a hygienic and safe manner.
The hirer will have full use of the ‘heat and serve’ kitchen during the hours of their allotted booking.
Self-Catered Functions
The use of paper or plastic plates, cups and containers is recommended.
The following electrical items are not permitted in the Function Room:
• Hot water urns
• Coffee urns
• Electric frypans
• Electric bain-marie
• Air fryers
• Any other kitchen appliance with heating element.
Decorations
Decorations of any kind must not be erected or affixed to the walls, doors, fittings (including light fittings), and furniture. Blu-tack can be used on windows only, however, sticky tape and pins cannot be used on any surface.
Decorations must be free standing and not cause damage to Common Property.
All decorations must be removed at the end of a function including helium balloons. Helium balloons must not be left on the ceiling following your function.
The Function room will be required to be restored to its original layout upon departure
Consumption of Alcohol
The responsible drinking of BYO alcohol is permitted but must be consumed in the Function Room only and cannot be removed from the Function Room. Strict compliance must apply and is non-negotiable. The sale of alcoholic beverages is illegal at Club Rathdowne.
Cleaning
All items including furniture, floor coverings, and any other facilities utilised during hire must be left clean and in good order. Tables and chairs are to be wiped down after the function and placed back in the cupboard after use. The floor is to be left in a condition where it is ready to be vacuumed by the cleaner.
A 120L bin will be provided for your use. Any rubbish that does not fit into this bin must be removed by hirer. It is recommended that for hygiene purposes, any food scraps are to be placed in the 120L bin as priority. Your cleaner’s will remove this bin after your function.
Anti-Social Behaviour & Violence
Any acts of anti-social or violent behaviour by a member or guest during the course of a function will not be tolerated and will result in the instigator(s) being asked to leave the premises.
Adult entertainment is not consistent with the Club’s vision and is STRICTLY PROHIBITED.
Functions are to remain invitation only and no functions are to be advertised on public social media pages, closed group invitations are acceptable.
All incidents reported will be reviewed by Club Rathdowne Staff and may result in further action against the lot owner.
Furniture Use & Damage to Property
Tables and chairs are available at no additional cost. Tables are to be cleaned and returned to the store room. All parties are advised to read the safety, cautionary signage on the tables.
The Hirer is required to notify the Centre Management Team of any damages caused, during the allotted time booked for the function. Should any damage be caused to the function area during the period of the function booking, the bond will be retained until any damage caused is repaired.
The cost of the repair of the damage will be deducted from the bond. The hirer shall be responsible for and agrees to pay any costs more than the bond amount for repairs of any damage caused during the function room booking time. Repairs will be organised by the Centre Management Team by our regular Maintenance Team. We will notify you in advance of the cost associated with the repair. Residents do not have the option of organising their own repairs.
Deductions from the Hirers bond for cleaning cost will be charged at standard rates
If damage costs exceed your bond payment, the Hirer will be invoiced for any additional work required.
Occupational Health & Safety
The Hirer must adhere to all Occupational Health and Safety requirements including those relating to exposure to noise, working at heights, manual handling and safe operation of equipment.
The Hirer shall comply in every respect with regulations under the Health Act1958 and the Building Code of Australia with regards to public buildings for the prevention of overcrowding and obstruction of doorways, passages, corridors or any other part of the building to ensure the safe exiting from the building in case of an emergency.
• Smoking is not permitted anywhere in the facility including toilets, and car park or within five metres of an entry and or eatery.
• Illicit drug use is also strictly prohibited.
• No animals, birds or reptiles are allowed in any part of the building or rooms.
• Dogs must not be tied up and left on leads outside front or rear of building.
• Dangerous goods or gas cylinders are not allowed in the building or on common property.
• No additional lighting is to be installed in the function room without prior approval.
• Public Liability is required for any external parties engaged by the hirer.
• No open flames including candles (excluding candles on a cake) are to be used without prior approval of the Owners Corporation.
Statement
I agree to comply with the Club Rathdowne Multipurpose Room “Rules of Use”. The Owners Corporation reserves the right to restrict my use of the facility in accordance with Occupational Health and Safety, Australia Standards, Owners Corporations Act 2006 and Owners Corporation Regulations 2007 and the facility “Rules of Use” displayed throughout the facility.
The Owners Corporation reserves the right to recover any costs incurred as a result of misuse or breach of the facility rules.
Management reserve the right to change or cancel bookings. Management or an appointed agent of management may enter meeting rooms at any time without prior notification.
I/We understand and agree to all said in this document and agree that all details relevant to the function that I the hirer have stated are truthful.