Terms and conditions - The Precinct

As these terms and conditions may have changed since your previous booking, please ensure you review the information in this form carefully.

COVID-19

All events must adhere to the Industry Framework for COVID Safe Events in Queensland. As the event organiser you will be required to follow the COVID Safe Event Checklist and display a signed Statement of Compliance.

Please ensure that attendees, who are feeling unwell, stay home on the day of the event.

Bookings

Bookings must be made by completing an Event Request Form (submitted at least 5 working days prior to your event date). The person completing the request form and whose signature appears on the form is responsible for ensuring all the conditions of hire are complied with and must be over 18 years of age.

Event space hours

The Precinct event spaces may be booked between the hours of 8.00am – 9.00pm. As such, all events must finish by 9.00pm with all guests vacating the building by 9.30pm. Pack down, clean up and AV bump out may be undertaken outside of these hours however the approved Event Representative (in this form) must be onsite to manage the supplier/s. If you intend to hold an event outside of these hours, prior written approval must be sought by emailing The Precinct Workplace Manager.

Audio visual requirements

The Precinct Workplace Manager can provide an overview of the AV system in the Stair Stadium and Seminar Room event space. The support provided is usually adequate for most users to operate the equipment themselves. However, if you feel that you may need professional assistance, then you may contact the services of an audio-visual technician to be available during the period of your event hire. Please ensure you are familiar with the AV set up prior to your event day by booking a site visit and overview with The Precinct Workplace Manager.

Catering and service of alcohol

The Precinct does not provide catering. If you are using a catering company it is your responsibility to ensure that they have a valid food safety certificate and provide their own glassware, crockery and cutlery.

For events with 60 or less attendees:

  • self-service alcohol is permitted – in line with COVID requirements, alcohol must be consumed whilst seated

  • after hours events will require at least one person to hold a valid Responsible Service of Alcohol (RSA) certificate

  • all of the above is subject to the organiser enforcing limitation of consumption, checking ID, and agreeing to accept any liability relating to alcohol consumption and infringement notices.

For events with expected attendance greater than 60, alcohol service requires a provider with an off-site catering license and servers must hold RSA certificates.

Alcohol must not be sold and no person is to benefit from the sale or supply. The hirer must comply with all requirements for Responsible Service of Alcohol under the Liquor Act 2007 (Qld).

Deliveries

If you are arranging deliveries of equipment and materials via couriers for your event, please provide written advice to the Precinct Workplace Manager with a list of items and delivery date. Items may only be delivered one day prior to an event and must be collected the day after the event. There is limited storage space at The Precinct and we cannot guarantee that this is possible.

Loading dock access

If you require loading dock access, arrangements must be made at least 2 working days in advance to ensure access will be available. Due to the nature of the venue, loading dock access is subject to approval by building management and available only if absolutely necessary

Building access

Please liaise with The Precinct Workplace Manager regarding building access for event participants closer to your event date. This is especially important for out of office hours events to arrange access to lifts, security etc. All costs incurred by the venue, as a result of the hirer’s failure to secure the venue, will be recovered from the hirer.

Signage

Building management do not permit event posters or directional notices to be put up anywhere on the walls, in lifts or foyer areas. Small A-frames and pull-up signage are permitted prior to events and should be positioned safely to the side not causing a trip hazard. All visitors need to be provided with detailed directions to your event space and a mobile number of your event organiser.

Accessibility requirements

We encourage hirers to consider accessibility requirements for your event (this may include Auslan interpretation, wheelchair access, and alternative formats for printed materials). The event spaces are wheelchair accessible. Wheelchair and disabled access toilets are available on both Levels 2 and 3. For any specific accessibility requirements you may have for your event, please email the Workplace Manager at WorkplaceMgr@ditid.qld.gov.au.

Cancellations by the hirer

The Precinct makes this event space available to support and grow the Queensland Startup and Innovation community. A no-show or last-minute cancellation means others will not be able to access this event space and limits the availability of the venue. Please provide notification of a cancellation as early as possible. Repeated late cancellations and no-shows will limit your ability to hire the venue in the future.

Cancellations by the venue

The Precinct may cancel a booking by email notice to the hirer if:

  • The Precinct becomes aware that the event, goods or services proposed to be held, or provided by the hirer are objectionable, dangerous, infringes any copyright, is prohibited by law, or would be detrimental to The Precinct or the Queensland Startup and Innovation community.

  • Repairs or alterations to the venue are required.

  • The relevant fees have not been paid on time.

  • In the event of any emergency The Precinct may cancel an event booking without notice.

The hirer agrees under the conditions of hire to accept cancellations as outlined above, and waives the right to make any claim by law or in equity for loss or damage in consequence thereof.

If the venue cancels a booking without fault of the hirer, then the venue may refund fees paid by the hirer.

Child protection requirements

Hirers whose activities include children less than 18 years of age must comply with current legislation regarding Working with Children, including blue card requirements and risk assessments, unless the child’s parents are on the premises.

Refer to https://www.csyw.qld.gov.au for further information.

Damage

All damage is to be reported immediately to WorkplaceMgr@ditid.qld.gov.au

Fees

The venue will recover, from the hirer, all costs incurred as a result of damages caused by hirer or associates.

After hours cleaning and air conditioning may be charged. Fees will be confirmed at the time of booking.

Liability

The hirer shall be liable for and will indemnify the venue for any claims, loss, damage or injury to any person or property arising from the use of the venue.

Safety and responsibility

  • All emergency services, management representatives and venue employees have the right to access any or all parts of the venue at any time.

  • The signing of the venue booking form is on the basis that the hirer accepts full responsibility for activities undertaken at the event, and for ensuring acceptable risk management assessments and good practices are carried out.

  • At all times, the hirer is to observe and practice general safety, so as not to cause injury/damage to guests, attendees or workers.

  • At no time does the venue accept any responsibility for security/control or safety of the hirers’ property. Hirers are encouraged to consider hiring security personnel for after-hours events and must secure their own property to all foreseeable risks. This includes damage and loss of their property.

  • The hirer will comply in every respect with the regulations relating to public buildings and overcrowding, and obstruction of passages, corridors and emergency entry/exit points. Any person causing an offence against such regulations shall be at risk of being removed from the venue.

Evacuation plans
 

  • Evacuation plans can be found at each main entry to the venue.

  • Hirers are responsible for familiarising themselves with the evacuation plans and procedures and identifying them to participants.

  • Hirers are responsible for familiarising themselves with the location of the firefighting equipment and identifying them to participants.

Smoking

Smoking is prohibited in the venue. The hirer must ensure that all participants at the venue comply with this condition. Hirers may want to communicate to participants that smoking is banned in the Fortitude Valley mall areas shown in black below:

Use of the venue

Booking approvals remain at the discretion of the Department of State Development, Tourism and Innovation (DSDTI) and its representatives. DSDTI reserves the right to refuse hire of the venue or any portion thereof without explanation.

The Precinct shall not be used for any illegal or immoral purpose.

All animals, except bona fide assistance dogs, are prohibited from entering The Precinct.

A representative or agent from DSDTI shall at all times have the right to access The Precinct for the purpose of ensuring compliance with the conditions of hire.

 

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