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Facilities Terms & Conditions - Sydney
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  1. Introduction  
    The following terms and conditions apply to the hiring of Sydney meeting room facilities.  
    Any queries should be directed to the Institute’s Meeting Facilities Team Leader on (02) 9290 5693.
    2.  
     
  2. Confirmation of Reservations  
    Confirmed reservations are accepted upon the receipt by the Institute of the signed booking form from the Client.
    3.  
     
  3. Payment 
    The signed booking form acts as an invoice. Payment is expected within 14 days from the date of the meeting. Any additional charges incurred during the course of the event such as extra catering or equipment hire will be included on an updated booking form. (Please note all prices are inclusive of GST).
    4.  
     
  4. Cancellation of a Reservation 
    When a reservation is cancelled it is often difficult to re-let the rooms reserved, particularly at short notice. Where a room(s) is cancelled the following policy will apply: 
    • Within 0-2 days prior to the commencement date: 25% of the value of the reservation fee will be charged and any irrecoverable costs.
      •  
    • Bookings that do not show and have not been cancelled will be charged the full room hire fee plus any irrecoverable costs.
     
     
  5. Room allocation 
    The Institute reserves the right to substitute other rooms in the event that rooms originally allocated are inappropriate owing to changes in attendance numbers or revised client requirements.
    6.  
     
  6. Final attendance numbers 
    If the expected numbers exceed those previously advised to the Institute, additional catering will be supplied if notified in writing 48 hours prior to the event and the client will be invoiced. Reductions in the amount of catering required will need to be notified in writing 48 hours prior to the event to achieve a reduction in catering costs. Clients are not permitted to supply their own catering.
    7.  
     
  7. Operation Hours 
    The Institute’s operating hours are from 8.00 am to 6.00 pm, Monday to Friday. Please note: After 6:30pm the buildings main door and elevators lock down. If it is anticipated that guests will arrive after 6:30pm then please notify the Meeting Facilities Team Leader to make alternative arrangements.
    8.  
     
  8. Insurance 
    Whilst the Institute will take all reasonable care in servicing the reservation, it is not responsible for any damage or loss to personal articles or equipment brought into the Institute by attendees at the event. Clients are asked not to leave any valuables in a room which is unattended.
    9.  
     
  9. Damage 
    Please note that clients will be responsible for any damage caused to the Institute’s property or any hire equipment during the course of their time at the Institute.
    10.  
     
  10. Noise Disruption 
    The Building Management reserves the right at all times to test the evacuation procedures for the building, which may cause slight disruption to client usage of the meeting facilities.
    11.  
     
  11. Room Hire 
    Room hire in Sydney is available to Institute members, member organisations and business partners only.
    12.  
     
  12. Building Evacuation 
    Attendees at a function are also to adhere to any instructions from Institute personnel e.g. in terms of evacuation. If there is no one from the Institute in attendance, the hirer will be responsible for the safe evacuation from the building via the fire stairs on hearing the evacuation tone and confirmation to the relevant authority that all persons are accounted for.
    13.  
     
  13. Responsible Service of Alcohol
    14.  
    If your event requires the serving of alcohol, and to ensure alcohol is consumed responsibly you must either: 
    a) supply your own RSA qualified person or  
    b) request that the Institute supply an RSA certified waiter at an additional cost.  
    You must indicate this by checking one of the boxes on the attached booking form.