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The BioSA Incubator Conference Centre - Terms and Conditions of Hire

Please read the Terms and Conditions carefully. When you book a function, you are agreeing to these terms.

These terms and conditions may be varied from time to time by BioSA and the latest version will be on this website.

 

Booking & Deposit

  • Tentative bookings will be held for no longer than 10 working days unless agreed otherwise by BioSA.
  • The Hirer’s Credit Card details must be provided on the Booking Form as security for the booking, unless the function is fully paid in advance. Invoices will be issued for cancellations and post-function costs, and the Credit Card will be charged if these invoices are not paid within 14 days.
  • All prices are as quoted by BioSA and are inclusive of Goods and Services Tax (GST). Prices may be subject to change without notice. Quoted costs are provided in the Hirer’s Booking Form, but final post-function costs may vary if additional charges apply.

Confirmation

  • A booking is confirmed only upon receipt of a completed Booking Form. By providing BioSA a completed Booking Form, you are agreeing to these Terms and Conditions.
  • BioSA reserves the right to cancel any function which is not confirmed.

Post-function Payment / Prices

  • Invoices will be issued for cancellations and post-function costs, and the Credit Card will be charge if these invoices are not paid within 14 days.
  • If the Hirer has requested payment be processed by Credit Card, this will be done automatically after the function, unless the post-function costs vary from the original quote. A tax invoice marked PAID will be supplied with the Credit Card receipt,
  • BioSA accepts payment by Credit Card (VISA, MasterCard), cheque or direct deposit via EFT to our nominated bank account as specified on all tax invoices.

Cancellations

  • In the event of a cancellation the following amounts will remain payable by the Hirer:
    • If the function is cancelled less than 7 days before the function, 100% of the total projected costs of the function plus irrevocable costs incurred by BioSA.
    • If the function is cancelled between 8 and 14 days before the function, 50% of the total projected costs of the function plus irrevocable costs incurred by BioSA.
    • If the function is cancelled between 15 and 30 days before the function, 25% of the total projected costs of the function plus irrevocable costs incurred by BioSA.
  • Cancellations and change of dates must be advised in writing and be confirmed by BioSA.
  • Change of dates must be negotiated with BioSA. BioSA will not be held responsible for cancellation of a function if an alternative date cannot be negotiated. Any costs incurred by BioSA due to a change of date will be at the cost of the Hirer.
  • In the event where any equipment or item booked through a supplier is cancelled by the Hirer, all charges associated with the cancellation will be paid in full by the Hirer to the supplier.

Room Hire

  • Hire charges are based on the quote provided at time of booking,  but final post-function costs may vary if additional charges apply. 
  • Available access times to the facility are specified within the quote. The Hirer may be charged additional room hire costs and/or staff costs for any function continuing beyond the confirmed conclusion time.
  • Additional charges will apply for functions held after hours or on weekends.
  • The Hirer is required to leave the area in a clean and tidy condition after the function. If additional staffing or cleaning is required to return the area to an acceptable condition additional charges will apply.

Staffing

  • After hours or weekend functions will incur additional charges of $50.00 per hour for the duration of the function.
  • The Hirer is responsible for any additional staffing or security costs incurred by BioSA by reason of the Hirer’s actions, or the actions of an attendee, which cause the staff or security to remain at BioSA after the scheduled finishing time of the function, or to provide a service that is not part of their standard contract.

Attendees

  • Final attendee numbers are required no later than 48 hours prior to the function. 
  • The Hirer is responsible for ensuring attendees are clearly identified.
  • It is the responsibility of the Hirer to ensure all attendees remain in the room(s) hired, and common access areas on the ground floor.

Catering

  • BioSA does not organise catering for functions. Our contact for the in-house incubar café is Sarah Hancox, 0416 365 898.
  • It is the responsibility of the Hirer to engage and liaise with a caterer if needed for the function.
  • Any external caterer engaged for the function will not have access to the kitchen facilities or additional storage areas and must remain within the hired room(s) or common areas. External caterers must remove all equipment and rubbish during function. BioSA does not supply catering equipment for external caterers.
  • The Hirer will be responsible for ensuring that the caterer complies with these terms and will be responsible for any additional cleaning, loss or damage costs incurred by BioSA by reason of the caterer’s actions.

Liquor Service

  • It is solely the responsibility of the Hirer to ensure that all requirements under the Liquor Licensing Act 1997 (SA) (“the Liquor Act”) are complied with when holding a function at the BioSA Incubator and BioSA may cancel any function for non-compliance. Should BioSA cancel a function for this reason, the Hirer may be liable to pay the full cost of the function plus irrevocable costs incurred by BioSA.

Equipment Hire & Furniture

  • All hired equipment and furniture must not be removed from the specified hire area. BioSA staff will set up hired equipment before the function, and will be available for assistance with operating equipment where requested prior to the function. Any additional staffing costs incurred by BioSA will be on-charged to the Hirer.
  • The Hirer will be held responsible for any missing items or repair costs for any damages incurred to equipment, furniture, facilities or other goods or property.
  • BioSA accepts no responsibility for injury to the Hirer, the Hirer’s representatives, or attendees incurred while lifting furniture.

Electrical Equipment

  • It is assumed that the Hirer’s electrical equipment has been tested by an approved external tester before it is used on site.
  • All such items of equipment must bear the appropriate tagging verifying current testing.

Security, Damage & Loss of Property

  • Security of the rooms and all attendee’s belongings or Hirer’s equipment prior, during and after functions is the responsibility of the Hirer. BioSA does not accept any responsibility for any items placed into its care by the Hirer or attendees.
  • BioSA, its employees, agents or servants reserves the right, without liability, at BioSA’s discretion, to remove or manage attendees who breach these terms and conditions, or any policies or laws or regulations whilst on BioSA’s property.
  • BioSA will have after-hours security on the site. In consultation with the Hirer, BioSA reserves the right to hire security above and beyond this security for a function. The Hirer is responsible for the cost of any additional security.

Storage & Waste Removal

  • All deliveries to BioSA are to be advised in advance and are to be marked clearly with the date and name of the function. BioSA will not accept responsibility for the damage or loss of such goods. Goods left without prior arrangement will be deemed abandoned.
  • The return of any goods (including hired goods) at the conclusion of the function is the responsibility of the Hirer.
  • The Hirer is responsible for additional waste removal charges which are incurred by BioSA by reason of a Hirer’s actions, or the actions of an attendee, which require waste removal above and beyond what would normally be required.

Cleaning

  • The Hirer is responsible for additional cleaning charges which are incurred by BioSA where the Hirer’s function has caused cleaning to be above and beyond normal general cleaning.

Workplace Health & Safety / Fire Precautions

  • Smoking is strictly not permitted in the BioSA Incubator, external deck areas and undercroft parking areas.
  • Should emergency services personnel need to attend the building as a result of the actions of the Hirer or attendee(s), the Hirer is responsible for the full cost of such an attendance and any other associated costs.
  • All emergency exit doors must be left unlocked and unobstructed, and fire fighting equipment must not be touched.

Insurance

  • The Hirer must have in effect their own public liability and property insurance to cover any personal injury, or death, arising by accident to any person whomsoever and to cover any injury, loss or damage whatsoever arising by accident to property belonging to BioSA. This cover is to include the full period of the booking including setting-up and dismantling times and is to remain current until the building and grounds have been fully vacated.
  • The Hirer’s responsibility for insurance shall be limited to the extent of its liability for any act or omission that gives rise to a claim for loss or damage caused by the Hirer, its employees, agents or servants.
  • BioSA shall have a public liability insurance policy in relation to any act or omission that gives rise to a claim for loss or damage caused by BioSA, its employees, agents or servants.

Indemnity

  • The Hirer indemnifies BioSA and its employees, agents or servants against and in respect of all and any actions, claims, demands, losses, damages, costs and expenses which BioSA or any of it’s employees, agents or servants may incur arising from the death of or injury to any person whomsoever or loss or damage to BioSA or any property owned by BioSA or any other person arising from or out of any occurrence in or about the BioSA building or use of BioSA’s facilities by the Hirer except to the extent that such incident arises as a result of the negligence or omission of BioSA.

General

  • No item or signage should be placed on any door, wall or other part of the building without BioSA’s prior permission.
  • The Hirer is responsible for the cost of teleconference calls.
  • Prior permission is required to use the BioSA Incubator logo in print or Audio Visual display, or any form of media or medium, and BioSA must approve final publication.
  • Music, public address systems and noise volume will remain at an acceptable level and BioSA, its employees, agents and servants reserves the right to disable or reduce any music, systems or noise at its discretion.

Force Majeure

  • BioSA will not be liable for any non-performance of its obligations under this contract in the event of fire, storm, flood, explosion, accident, labour disputes, government regulations, or any other force majeure events.

 

If you have any queries about these Terms and Conditions, please contact the Events Co-Ordinator on +61 8 8152 9300 or via email conferencecentre@bioinnovationsa.com.au.

 

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