Cancellation / Postponement
By making a booking, you accept our cancellation policy and its related fees.
No event, group or company is exempt from paying cancellation fees. Should circumstances arise where you have to cancel your booking, this must be received in writing and the following cancellation fees will apply to all bookings and all companies regardless of the frequency or volume of business.
Cancellations fees are as follows:
a. if a booking is cancelled 14 days or less from the Event – 100% of the Room Hire Fee.
b. if a booking is cancelled between 15-30 days prior to the Event – 50% of the Room Hire Fee.
c. if a booking is cancelled 31 days or more from the Event then an Administration Fee of $150 will be charged.
d. Changes of dates for your Event are treated as a cancellation.
For 2021, it is essential to still have confidence as well as flexibility to change dates or cancel should we move backwards from Phase 4 under the WA Governments COVID 19 Roadmap.
If we move backwards from Phase 4: (i.e Phase 1, 2, or 3 or lockdown) the below policy applies:
- Over 31 days to your event – change, cancel or move dates at no cost
- 30 days to 2 business days prior to your event – change, cancel or move dates at no cost
- Under 48 hours we will hold your room hire fee and it can be applied to any other meeting within 12 months of the original event date.
Hire Of Facilities
The Hirer agrees to hire the Venue and Facilities subject to the terms and conditions as follows:
Customer To Ensure Compliance
The Hirer will observe and comply, and ensure that all associated persons observe and comply with any regulations or guidelines of Technology Park Function Centre from time to time, pertaining to the Venue and all statutes, regulations and by-laws of any government, municipal or statutory authority applying to the Venue.
Internet Usage Policy
Wireless and hard wired internet access is available to assist you as a client or visitor to our premises.
Use of our internet service (including the transmission or receiving of any material) in violation of Australian or International law is prohibited. This includes, but is not limited to, infringement of copyrighted material, and transmitting or receiving threatening or obscene material, pornographic material or material protected by trade secret.
Prices quoted are valid for 3 months from the time of booking.
a.No tentative bookings will be accepted.
b.Confirmation of Booking is indicated by submission of a signed Booking Form and Terms and Conditions and full payment of the deposit (equal to full room hire fee) which must be received within 48 hours of the initial booking request.
c.No bookings will be accepted from the Hirer if there are any outstanding invoices payable.
d. Technology Park Function Centre reserves the right to switch bookings between rooms of comparable standard if necessary. However, we will notify the client of a change of room and every effort will be made to provide space as originally booked.
The method of payment is by MasterCard, Visa, AMEX, Diners, BPay or EFT Please note credit card payments attract a surcharge in addition to the invoice amount. This is charged and collected directly by Macquarie Banks DEFT Payment System at the time of payment processing and is non-refundable.
Technology Park Function Centre may charge the Customer surcharge amounts as follows:
a.50% surcharge on the Room Hire Fee for Public Holidays;
b.$120 per hour or part thereof for any permitted extension to the duration of the Event for Seminar Rooms 1, 2 and 3 and Theatre.
c.$55 per hour or part thereof for any permitted extension to the duration of the Event for Seminar Rooms 4, 5 and 6, Executive Suite and Board Room.
d.15% surcharge on the Room Hire Fee for Saturdays and Sundays.
We hire our rooms in 3 sessions: 0800 – 1200, 1300 – 1700 and 1800 – 2200. The organiser may have access to the room 30 mins prior to the Event. You must ensure your Event is finished and the room vacated promptly at the conclusion of your session time. Extra charges will apply if you go over your allotted time.
If you require your Event start/finish time to be before 0800 or after 2200, an additional hourly room hire fee will apply to every hour or part thereof. This is in addition to your session price.
For all large bookings that only require one session, it may be necessary to book the previous session as well the allocated session so we have the ability to set the room up to your requirements as this may not be possible during the one hour changeover period between sessions.
Keeping to time is very important. If you are running over time and we have a booking in the following session, our Function Centre staff will need to enter the room at conclusion of your session booked. Unfortunately, this may appear to be an intrusion, however we often run to a very tight schedule to enable the breakdown/setup for the next Event – it is your responsibility to ensure your session finishes and your attendees have vacated the room by the conclusion of your session time.
Room And Equipment Requirements
General cleaning is included in the Room Hire Fee.
Technology Park Function Centre reserves the right to invoice the Hirer for additional cleaning should it be required at the conclusion of the Event. Examples of these instances include but are not limited to: removing marks on equipment such as whiteboards and tables, chips to paintwork, excessive mess or rubbish left in the venue or carparks.
All equipment, chair and table requirements are to be requested on the Booking Form.
All equipment requested and included in the room set up will be invoiced, regardless of whether it is used.
All equipment, chair and table requirements are provided to the best of our ability.
Equipment that is not booked but requested is subject to availability and will be added to the invoice.
Any changes to setup will be subject to availability of our setup crew and additional charges will apply as per our pricing structure.
Suitability Of Facilities
The hirer agrees that it has properly informed itself of the suitability of the Venue and Facilities for the Event and has not relied upon any representation or advice of the Technology Park Function Centre.
The Hirer shall:
a.allow the Caterer, the Technology Park Function Centre and respective employees and agents, free access to
all parts of the Venue and Facilities at all times (subject to reasonable notice).
b.not carry on or permit to be carried on, any behaviour or activity that in the opinion of the Technology Park Function Centre or the Caterer is dangerous, noxious, offensive, illegal, noisy or which constitutes a nuisance;
c.not use or allow the Venue or Facilities to be used for any purpose other than that for which they are designed;
d.vacate the Venue and Facilities at the conclusion of the Event by the clearance time set out in the Schedule;
e.remove from the Venue and Facilities, all equipment and effects brought by the Customer onto the Venue or
Facilities and at the Customer’s expense, make good any damage to the Venue and Facilities caused by the
removal of such equipment and effects;
f.obtain at its expense all requisite licenses and authorisations for copyright material and all permits or licenses
required for the conduct of the Event; and
g.comply with all lawful directions of the Caterer and the Technology Park Function Centre in connection with the use of the Venue or Facilities.
The Technology Park Function Centre is not liable to the Hirer for any loss of or damage to effects or equipment left at the Venue by the Hirer.
Duty Of Care
The Hirer is responsible for informing its event staff and associated persons of exercising a duty of care when entering the event room.
Technology Park Function Centre is a Government building and smoking is strictly prohibited inside the venue, and within 10m of any entrance. The Hirer is responsible for associated persons to adhere to the smoking prohibition.
Music And Noise Levels
There is to be no live or loud music played at the Function Centre unless management has granted approval at the time of the booking.
Music levels accompanying presentations in the venue rooms will not interfere with the other clients of the venue. If complaints are received, then the Hirer will be instructed to reduce the volume. Non-compliance will cause immediate Event termination.
The hirer shall not bring into the Venue or the Facilities anything explosive, highly flammable, radioactive or otherwise dangerous or pungent to Function Centre staff and associated persons. This includes, but is not limited to: candles, candelabras, open flames, water tanks, water features, ice sculptures, live fish, rose petals, confetti, rice, compressed confetti and streamer cans, glitter, sparklers, pyrotechnics, smoke machines, bubble machines or live soil such as potted topiary plants.
The Hirer shall not affix or hang anything from any walls, pylons, windows or other structure in or around the Venue or the Facilities without prior approval of Technology Park Function Centre.
The Hirer may bring in ‘stand-alone’ banners and displays, tethered balloons and dried or fresh flower arrangements.
The Hirer shall immediately remove anything from the Venue and Facilities when requested by the Function Centre staff of Technology Park Function Centre.
All persons attending the venue must be able to provide adequate identification or proof of age on request at any time. Acceptable identification in Western Australia is either a current passport, proof of age card or driver’s license.
The Technology Park Function Centre reserves the right to refuse entry or service to any persons considered by Function Centre staff to be intoxicated, underage or creating a disturbance. Any guest deemed to be intoxicated or creating a disturbance will be asked to leave the premises. These guidelines reflect both legal requirements and the desire of the Technology Park Function Centre to provide an enjoyable and safe venue for all patrons
Technology Park Function Centre reserves the right to book other functions in the same venue room up to one hour before the scheduled function commencement time and one hour after the scheduled function finishing time. Additionally, Technology Park Function Centre reserves the right to book other functions in adjoining rooms at any time.
The Hirer, its staff or associated persons are not to interact, solicit or engage with any other Function Centre clients or with any other patrons in the building for the purpose of promoting their own business.
Technology Park Function Centre will only accept delivery of goods one working day prior to the Event, and all goods which are to be removed must be collected within one working day after the Event. All goods are to be delivered 0900-1700 Monday – Friday.
La Mint Cafe/Dining Room Use
Whilst we endeavour to cater to all our in-house groups, La Mint Café has only 60 indoor and outdoor seats Use of the dining room for meal breaks cannot be guaranteed. Should you require a private area, with seating for all your guests for your meal breaks, please contact the function centre team for availability and a quote to book extra space within the Function Centre.
Damage And Indemnity
The Hirer shall indemnify the Technology Park Function Centre, the State of Western Australia (“the State”), and their respective officers, employees, agents and contractors in full in respect of any liability, loss, costs, expenses, damages, claim or proceeding (including legal costs) arising in respect of personal injury or sickness or death of any person or arising in respect of any injury or damage to any property, real or personal to the extent such liability, costs, expenses, damages, loss, claim or proceeding arises in any way whatsoever from the wilful or negligent acts of or omissions on the part of the Hirer or any employee, contractor, agent, licensee or invitee of the Hirer except to the extent such liability, loss, claim or proceeding arises by reason of an act or omission of the Technology Park Function Centre or the State or their respective officers, employees, agents or contractors.
Neither the Technology Park Function Centre nor the State shall be liable to the Hirer for any loss of life, personal injury or damage to or loss of property which may be suffered or sustained arising out of or by reason of the use of the Venue or Facilities or the conduct of the Function except where the death, injury, damage or loss results from a negligent act or omission of the Technology Park Function Centre or their respective employees or agents.
In no Event shall the State or the Technology Park Function Centre be liable for loss of profit or consequential damages to the Room.
The Hirer must ensure that it and its guests comply with any directions given by the Technology Park Function Centre staff relating to the rules and regulations or directions with regards to fire and safety precautions.
Damage to the building or property of the Technology Park Function Centre will be the responsibility of the client and will be charged at replacement or repair costs.
Upon request by the Technology Park Function Centre, the Hirer shall take out and keep current during the Event, public liability insurance with a reputable insurer to cover its own legal liability and noting the interest of the Technology Park Function Centre in the amount of not less than $10 million per claim and unlimited in the aggregate and provide upon request evidence of currency of insurance no less than fourteen calendar days prior to the Event.
The Customer shall also ensure that any performers or acts engaged by the Hirer shall have public liability insurance with a reputable insurer for the amount of at least $10 million to cover the performers’ or acts’ legal liability and shall, upon request, provide evidence of currency of such insurance to the Technology Park Function Centre fourteen days prior to the Event.
Technology Park Function Centre may terminate the Event and any future Events which have been booked immediately upon giving notice to the Hirer if:
a.the Hirer breaches any provision of the terms and conditions of Room Hire and cannot or does not rectify it immediately,
b.the Hirer alters the purpose of the Event without the written approval of the Technology Park Function Centre,
c.the Technology Park Function Centre becomes aware of conditions upon which the holding of the Event could jeopardise public safety or order or involve an unacceptable risk of personal injury or damage to property.
Where Technology Park Function Centre terminates the Event, the Function Centre shall not be liable to the Hirer for any loss or damage suffered by the Hirer by reason thereof.
Whilst the Hirer is in breach of the Event terms and conditions, the Technology Park Function Centre may suspend the performance of its obligations of Room Hire.
|Associated Persons||Persons invited by the hirer to attend the event.|
|Caterer||The person or organisation independent of Technology Park Function Centre that has the sole purpose of providing catering service to the hirer.|
|Event||A booked event that the hirer is managing.|
|Facilities||The equipment and services that are provided to the hirer to run the event, this excludes catering services.|
|Function Centre staff||Staff employed to administer Function Centre|
|Hirer||The person or organisation that has made a booking with the Function Centre officer.|
|Hirer’s staff||Staff employed by the hirer for the sole purpose of running the event.|
|Venue||The rooms that are available for hire at Technology Park Function Centre in Bentley.|