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Melbourne Facilities Terms & Conditions
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  1. Introduction 
    The following terms and conditions apply to the Victorian Training Centre room reservations.  
     
    Any queries should be directed to the Institute’s Function Co-ordinator on (03) 9641 7434.
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  2. Tentative Reservations 
    Established clients with the Institute may tentatively reserve rooms for a maximum period of 5 working days. Clients who make such a tentative reservation will be given first preference to confirm their reservation within the period if another party wishes to make a firm reservation for the same space.
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  3. Confirmation of Reservations 
    Other than for established clients the Tentative Reservation policy will not apply to any other clients. Confirmed reservations are accepted upon the receipt by the Institute of the signed Reservation Terms and Conditions policy by the Client.
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  4. Payment 
    An invoice will be issued to the client within 24 hours of completion of the event and payment is expected within 14 days from the date of the invoice. 
    Any additional charges incurred during the course of the event such as catering and equipment hire will be included on the invoice. (Please note all prices are inclusive of GST).
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  5. Postponement 
    If an event is postponed the reservation must be re-scheduled to take place within three months. If the reservation does not proceed within three months the Institute’s cancellation policy will apply. A postponement for an event can only occur once after which if it does not proceed the Institute’s cancellation policy will apply. 
    If an event is postponed within five working days of the event date a 10% penalty will be invoiced of the cost of the hire. In addition, any third party irrecoverable costs will be charged to the client.
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  6. 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: 
    • Between 8 to 15 days prior to the commencement date of the event: 25% of the value of the reservation will be invoiced.
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    • Between 3-7 days prior to the commencement date: 50% of the value of the reservation will be charged
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    • Within 0-2 days prior to the commencement date: 100% of the value of the reservation fee will be charged and any irrecoverable costs.
     
     
  7. Telephone, facsimile and other charges 
    The full day room hire charge includes any telephone calls and/or facsimiles to local numbers and 30 A4 complimentary photocopies. However, clients will be charged a higher than normal rate for any calls made to and/or facsimiles sent to mobile, interstate or international numbers. Similarly, clients will incur an additional charge where a large volume of photocopying is required. Clients are not permitted to bring their own data projectors & catering. In respect to catering approximately 10% of meals are vegetarian. If extra vegetarian or meals of a special dietary nature are required early advice to the Function Co-ordinator is recommended. For a full price please contact the Function Co-ordinator.
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  8. 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 requirement.
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  9. Final attendance numbers 
    The Function Co-ordinator will contact every client 48 hours prior to the commencement of an event to ensure that all room set up, catering and equipment needs are confirmed. If the expected numbers exceed those previously advised to the Institute, additional catering will be supplied and parties will be invoiced.
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  10. Half-day bookings 
    The Institute’s half day rates are applicable to reservations between 8.00 am to 12.30 noon and 12-30 pm to 5.00 pm. If the event extends over the abovementioned periods, the Institute will apply a pro-rata charge based on the rate for the session.
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  11. Operation Hours 
    The Institute’s Training Centre operating hours are from 8.00 am to 5.00 pm, Monday to Friday. If access is required outside these hours, please advise the Function Co-ordinator at the time of the reservation. Clients should note that weekend reservations are available upon request to the Functions Co-ordinator.
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  12. 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. Limited security storage is available upon request to the Functions Co-ordinator.
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  13. 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 session at the Institute.
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  14. 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 clients usage of the Centre.