Venue Hire - Terms and Conditions

These are the terms and conditions that apply to all venue hire bookings at Broulee Surfers Surf Life Saving Club. Please read them carefully before completing your booking.

Facilities

The Broulee Surfers Surf Life Saving Club clubhouse is a community facility and function venue available for hire to support the Club’s lifesaving activities. Two areas are available: the Function Room on the first floor (accessible by stairs or lift) and the Meeting Room on the ground floor.

These terms and conditions form a legally binding contract between the Hirer and Broulee Surfers Surf Life Saving Club. The Club reserves the right to reject any hire application without providing a reason.

Booking Fees

Function Room — Private Functions

• Hire fee: $950 per day plus GST, including standard kitchen use and cleaning. If you’d prefer to do your own cleaning, let the House Captain know and we can adjust the fee.
• Deposit: $300 due on receipt of invoice. Your date is not confirmed until the deposit is received.
• Security bond: $500 due 21 days before your function. Refunded within 14 days after the event, subject to inspection. Any damage or additional cleaning costs beyond the bond amount will be invoiced separately.
• Balance: Full payment due 21 days before your function date.

Function Room — Commercial Use

• Hire fee: $50 per hour plus GST (suitable for yoga, dance, fitness classes and similar).
• The room must be left in the same condition as you found it, including chairs and tables returned to their original position.
• Any additional cleaning required will be charged to the hirer.

Meeting Room — Community Groups and Training

• Hire fee: $30 per hour plus GST, or $150 per day plus GST at the Club’s discretion.
• The room must be left in the same condition as you found it.
• Any cleaning costs will be charged to the hirer.

Catering

You may choose to use Under the Deck as the caterer for events, meetings, and private functions. All catering arrangements must be made directly with Under the Deck. For enquiries, contact Darren Quinn on 0405 004 538.

Cancellation

All cancellations must be provided in writing to the House Captain at bsslscbookings@gmail.com.

• More than 21 days before the function: deposit refunded less a $20 administration fee.
• Between 4 and 21 days before the function: $100 of the deposit will be forfeited.
• Less than 4 days before the function: the full deposit will be forfeited.

If the function date is restricted due to a change in government policy (for example, a pandemic), the function may be moved to a mutually agreed future date. All deposits and correspondence will be transferred to the new booking. The new date must be selected within 12 months of the original booking date.

Fire Restrictions and Smoking

• The Club is a non-smoking venue in all internal areas and adjoining areas, including the balcony.
• The Hirer is responsible for ensuring all attendees comply with the no-smoking rule. Breach of this rule will result in forfeiture of the full security bond.
• The clubhouse has an automatic fire alarm. If the fire brigade attends due to any activity at the function, the Hirer must pay any call-out fee charged.
• Smoke machines, open-flame candles (except on birthday cakes), and sparklers are not permitted inside the Club or on the decks.

Restricted Functions

• The Club must not be hired for any illegal purpose. Any costs incurred by the Club due to illegal activity must be reimbursed by the Hirer within one month.
• The Club must not be hired for any private function advertised online, including on social media. Any costs incurred as a result will be reimbursed by the Hirer within one month.
• The Club must not be hired for fundraising by external organisations without prior approval from the Club Executive Committee.
• The Club is not available for hire for 18th or 21st birthday parties.

Number of Guests

• The maximum venue capacity, including staff, is 180 people.
• The Function Room accommodates up to 90 people seated at tables. If additional seating is required, the Hirer must hire extra tables and chairs.

Duration of Functions

• All functions must have a start and finish time as stated in the booking form. All guests, musicians, caterers, and other attendees must vacate the premises by 12:00 am (midnight).
• Last drinks will be served and the bar will close at 11:30 pm, or 30 minutes before the agreed finish time, whichever is earlier.
• All music must cease by 11:30 pm.
• Hirers and guests must respect neighbouring properties and ensure people leave the premises quietly and in an orderly manner.

Cleaning and Decoration

• The Club must be left in the same condition as at the start of the hire, including tables and chairs clean and returned to their original positions. Any costs incurred to restore the venue will be deducted from the security bond.
• The Hirer is responsible for the cost of setting up the Function Room.
• Standard post-function cleaning is included in the hire fee. If additional cleaning is required, the cost will be deducted from the security bond. If additional cleaning costs exceed the bond, the Hirer must pay the balance.
• All items brought onto the premises must be removed by the end of the booked hire period, or by 10:30 am the following morning unless otherwise agreed with the House Captain. The Club is not responsible for any personal property left on the premises.
• Do not use drawing pins, sticky tape, nails, or other adhesive materials on walls. Decorations may be hung from the rafters or as otherwise advised by the House Captain.
• Confetti, rice, polystyrene balls, decorative stones, and similar items are not permitted.
• Bands and DJs must not use tape (including gaffer or duct tape) on the wooden floor. Mats are provided in the alcove near the kitchen to secure leads.
• The kitchen may be used for food preparation only and must be left clean and tidy.
• All rubbish, including bottles, food waste, and general waste, must be placed in the appropriate commercial bins using the access keys provided.
• Any damage to the Club may result in withholding of part or all of the security bond. If costs exceed the bond, the Hirer must reimburse the Club within one month.

Security

• The Hirer is responsible for the behaviour of guests and must ensure only invited guests are admitted.
• The Hirer is responsible for arranging any event security services. Security providers must be approved by the Club Executive Committee, and the provider’s contact details must be supplied to the House Captain.
• At the end of the hire, the Hirer must secure the building, set the alarm to ON, switch off all lights, and vacate by the agreed finish time. Keys must be returned to the key safe. Any lost key will be charged against the security bond.

Bar and Alcohol Service

• Only Club personnel who are trained and RSA-qualified may operate the bar and serve alcohol.
• Significant penalties may apply for serving or consuming alcohol before bar staff arrive, or for bringing spirits into the venue. The Hirer must reimburse the Club for any penalties incurred as a result.
• Bar staff remuneration: minimum $200 for up to 6 hours, then $30 per hour per staff member. Payment must be made directly to bar staff before service commences. If bar staff are required for more than 5 hours, they must be provided with a meal and a short break.
• A minimum of two bar staff must be engaged for all functions: 1–60 guests requires 2 bar staff; 61–100 guests requires 3; 101–180 guests requires 4.
• Any bar staff costs not paid on the night will be deducted from the security bond.
• Alcohol may only be consumed in the Function Room or on the adjoining decks. Alcohol and glassware must not be taken to other areas of the building, or to the beach or car park.
• Shots and doubles are not permitted.
• BYO alcohol and soft drinks are not permitted. Specific product requests should be discussed with the House Captain.
• Alcohol must not be supplied to anyone under 18 years of age. Guests may be required to show proof of age.
• Bar staff serve behind the bar only and do not provide table service. If table service is required, the Hirer must arrange wait staff.
• Under Responsible Service of Alcohol laws, bar staff may refuse service to any guest where necessary.

Hired Equipment

• Delivery and removal of all hired equipment is the Hirer’s responsibility.
• Any equipment awaiting pick-up must be left neatly in the pre-arranged location by 9:30 am following the function.
• If Club members are required to provide access for equipment delivery or pick-up, a fee of $30 per hour may be charged.

Member Discounts

Member discounts require approval by the Club Executive Committee and are only available to financial members who have maintained financial status for more than 24 months before the enquiry date and who have been actively involved in the Club during that period.

Other Areas of the Clubhouse

• The third-floor patrol tower is an operational lifesaving area and is not available for use by the Hirer at any time.
• The downstairs Meeting Room and upstairs hall area may be booked for community group meetings or training sessions. Groups must clean the room and return all furniture to its original position.
• A room charge applies for commercial organisations using the Meeting Room or hall area.

Important Notes

• The Function Room and bar services are not available on Friday nights (year-round), Saturday afternoons/evenings in January, or Sunday afternoons/evenings in summer, as the Club is open for public trading at these times.
• Once the Club confirms an event, it is locked into the calendar. It may only be displaced by an urgent Club or lifesaving event, in which case all parties must agree on an alternative date.
• Club activities take precedence over private function bookings. If a late-notice Club function occurs, the Hirer will receive a full refund of all fees paid.
• The gate at the bottom of the rear deck stairs is a designated fire exit. When the building is in use, the gate must be locked in the open position. At the end of the night, it must be locked in the closed position.
• Business and community groups using the venue must hold their own public liability insurance.