The University of Western Australia

Conditions of Hire

1.   Insurance and Liability

a.   The Hirer must have a current Public Liability Insurance policy to the value of not less than $20 million.  A certificate of currency (or copy) for the policy must be presented to the Venues Office prior to the event.

b.   If the Hirer is without a current Public Liability Insurance policy to the value of not less than $20 million they will not be permitted to run their event. The Hirer will still be liable for agreed charges.

c.   The Hirer indemnifies the University against claims, losses, actions, damages, costs and expenses, personal injury, death or damage to property arising from the use of the venue and any equipment used during the hiring caused directly or indirectly by any act or omission of the Hirer, or their officers, agents or employees or any other person directly or indirectly associated with the Hirer’s use of venue or by the Hirer’s failure to comply with these Conditions of Hire.

2.   Bookings and Payment of account

a.   A booking is not confirmed until the Hirer receives written confirmation from the Venues Office.

b.   The University may decline a booking request if the event is already publicly announced.

c.   The University reserves the right to refuse any application without giving reason.

d.   The Hirer will pay the labour, materials and consultancy costs of cleaning, repair and restoration of the Venue, its fittings, equipment, furniture, carpets or other property, necessary because of the Hirer's breach of the Conditions of Hire.

e.   The Hirer will pay the costs of the insurance arrangements mentioned in section 1.

f.    The Hirer will pay the interest on payments which are unpaid 7 days after invoice at the rate of 8%pa compounded.

3.   Cancellation

a.   All cancellations by the Hirer must be given in writing.

b.   If a booking is cancelled fewer than two weeks prior to the first day of the booking, the agreed room hire must be paid in full.

c.   If a booking is cancelled more than two weeks prior to the first day of the booking, but fewer than 2 months prior to the first day of the booking, 50% of the agreed room hire must be paid.

d.   If a booking is cancelled more than two months prior to the first day of the booking, 10% or $75 (whichever is highest) of the agreed room hire will not be refunded to the Hirer.

e.   The University may without liability for loss or damage to the Hirer close down a venue before or during an event if in the opinion of University staff the event is objectionable, dangerous, unlawful, infringes the intellectual property rights of third parties, is different to the event described in the booking request, is potentially detrimental to the reputation of the University or contravenes the University’s Statutes or By Laws.

f.    The University is not liable for any interference or cancellation of an event in a venue which is caused by civil disruption, industrial action, terrorism, act of god, or any circumstances beyond the direct control of the University and will not be obliged to settle any dispute or control any disruption which has been caused.

g.   If, after booking confirmation, changes to the event (including changes to participants and the goal of the event) might reasonably cause the University to reassess the booking request, the Hirer is obligated to inform the University of these changes immediately.

h.   The University reserves the right to require the Hirer to provide, at any time, a satisfactory risk management plan for their event. Failure to provide a plan, or a plan which the University deems insufficient, may lead to a booking request being cancelled or a booking being cancelled under the terms of clause 3e.

4.   Facilities Services

a.   Hire of UWA venues includes the use of permanently-installed audio visual equipment.

b.   The hire of additional audio visual kit or additional equipment may be requested through the Venues Office. Two working days’ notice is required.

c.   UWA wi-fi is not available.

5.   Signage

a.   Advertisements made by the Hirer are not to represent expressly or by implication that the University is associated with the event other than in the capacity of providing the venue for hire.

b.   The Hirer agrees that, if required by UWA, all materials, advertisements and handouts used at an event for which a venue is hired will contain the disclaimer: “This event is sponsored by {name of Hirer} and any views expressed at the event do not necessarily reflect the views of The University of Western Australia.”

c.   The University logo, name or photographs of the campus must not be used in any advertisement or promotional material for any event for which a venue is hired without UWA’s written permission.

d.   Directional signs and stand-alone signs may be erected on the University campus but must be removed immediately after the event and limited to within 100 metres of the event. 

e.   No posters or brochures may be attached to any infrastructure (including walls, lamp posts, pillars and pavements) on the University Grounds in any way. Freestanding A3 signage frames may be hired from University Theatres (tel: 6488 2691).

6.   Furniture, equipment and cleaning of venue

a.   Access to exit doors must not be blocked, such as by furniture, equipment or the Hirer’s belongings.

b.   Furniture and equipment may only be moved within a room provided it can be moved safely and is returned to the same position as before the event. The Hirer will bear any charges incurred if a venue needs to be reconfigured after the event.

c.   Furniture and equipment may not be moved outside the venue. The hirer will bear any repair or replacement costs if furniture or equipment is damaged during an event.

d.   Venues are cleaned by University cleaners only once a day Monday-Friday (early morning).  Hirers are responsible for leaving the venue clean and tidy after their event. The Hirer will incur additional cleaning costs if a venue is not left tidy at the end of an event. Additional cleaning is available for a charge through the Venues Office.

7.   Security and damage to property

a.   The Hirer must comply with:

i.     University Lands By-Laws, Statutes and University regulations.

ii.    Directions of UWA Officers regarding conduct, use of equipment, facilities, parking, access and security.

b.   Where a large number of people are to attend an event and alcohol is to be consumed, additional security staff must be arranged by the Hirer. The quantity of security staff is by agreement with UWA.

c.   Hirers must maintain good order in the vicinity of a hired venue and ensure property in and around the venue is not damaged.

d.   Where these Conditions have been breached, the Hirer will pay the cost of materials, cleaning, repairs and restoration of the venue and its fittings, equipment, furniture, carpets and any other property which has been removed or damaged.

8.   Consumption of food, beverages and Liquor

a.   Food, beverages and liquor may not be served or consumed inside a venue

b.   On-campus catering for functions can be arranged with UWA Guild Catering: (tel. 6488 2315)

c.   Liquor may only be served, sold or consumed  on University Grounds if a Liquor Permit has been approved by the UWA Manager for Security (tel. 6488 1205) and the Hirer must abide by the conditions of this permit at all times.  A request for a liquor permit must be submitted to the UWA Manager of Security for approval at least 21 days prior to the event. 

d.   Written authority from the University to consume liquor must be carried by the Hirer on the day of the event together with the UWA booking confirmation.

9.   Other conditions

a.   The Hirer must give advance notice of Regal or Vice-Regal visitors, Heads of State or persons representing them so that security arrangements and protocol may be observed.

b.   The Australasian Performing Right Association Limited (APRA) grants licences to users for “public performance” and “communication” to the public of musical works (live and recorded). Even if the Hirer’s event is free to the public they will still require an APRA licence to play copyrighted music. APRA’s licences cover the music created by both Australian and overseas creators. For further information, please refer to APRA.

c.   All venues have a maximum capacity clearly displayed. The Hirer will not allow more people to enter the venue than the displayed capacity.

d.   Any authorised representative of the University shall at any time be permitted free access and shall be given every authority for the enforcing of these conditions.


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Last updated:
Monday, 11 February, 2019 12:25 PM