Victoria University provides these services through Victoria University Convention Centres (VUCC). VUCC will provide venue hire for the period specified in the event confirmation agreement (ECA) under the conditions specified below.

To make a Convention Centre booking, a client must sign an event confirmation agreement (ECA) which incorporates the following terms.

VUCC terms & conditions

1.1. Once the client has accepted the written event quotation, VUCC will email the client an ECA. To confirm the booking, the client must do the following:

a) Within 7 days of receiving the ECA, return the ECA signed by the client. VUCC will then email the client a deposit invoice prior to the event.

b) Pay VUCC a deposit equal to 10% of the total cost of the booking within 30 days of returning to VUCC the signed ECA. For weddings and private events (as defined on the ECA) a deposit of $1500 (or 10% of the total, whichever is greater) is payable. For further payment terms please see the ECA.

c) Confirm in writing all details (such as best estimated number of attendees, dietary and any other requirements of attendees, menu selections, room and access setup etc.) before the Tuesday of the week prior to the event.

d) Confirm final numbers of attendees no less than 5 working days prior to the event,

1.2. If the client does not comply with the steps specified in 1.1, then VUCC may cancel the reservation without further notice.

1.3. VUCC are able to place a tentative booking on a specified date and hold it for a 7 day period without obligation. If further time is required, please contact the relevant event coordinator, and this may be able to be arranged, at the discretion of VUCC.

1.4. Regarding fees for events which are to be calculated in accordance with the number of attendees, the client must pay the greater of:

a) the confirmed number of attendees; or

b) the actual number of attendees present at the event on the day. If the number of attendees which are present at the event on the day exceeds the number of attendees which the client previously stated would attend, VU will invoice the client, and the client must pay the applicable fee gap.

1.5. Deposits are not refundable however may be transferable to other bookings at the discretion of VUCC.

1.6. The client (including all private, large scale and new clients) must pay the invoice in full prior to the event.

2.1. VUCC reserves the right to do the following:

a) Refuse any booking application without giving reason. VUCC facilities will not be made available for activities that are in conflict with or deemed incompatible with Victoria University’s values or strategic direction.

b) Move the event to a smaller room, should numbers significantly decrease.

c) Re-locate the event to another room, on short notice, should the original room become unavailable for use.

d) Cancel the client’s event or booking at any time. If a booking or event is cancelled at VUCC’s discretion, VUCC will refund the hirer’s booking fee in full, or in the case of ongoing bookings for any unused part. No refund will be given if a booking or event is cancelled due a client’s breach of the Conditions of Hire.

e) Cancel a confirmed booking at any time if there is a force majeure, or any other event, which in the reasonable opinion of VUCC, causes the venue to be unsafe or inappropriate to hold the event. VUCC will use all reasonable efforts to relocate the event if possible, however, VUCC shall not be liable for any loss or damage to the client or any third party in consequence of the exercise of the rights referred to in this clause.

f) Prohibit or halt any activity which in its opinion is objectionable, dangerous, unlawful, infringes the intellectual property rights of third parties or which is potentially detrimental to Victoria University’s reputation.

g) Book other events in the same space up to one hour before the scheduled event commencement time, and one hour after the scheduled event finishing time.

h) Charge additional fees if the event runs over the time booked. If the client’s event has run over time and is restricting another event from taking place or is outside VUCC’s operating hours, VUCC staff will shut down the event in question.

i) Charge the client for any costs VUCC incurs returning the space to a satisfactory state.

2.2. The client agrees to the following:

a) An agenda/outline of the event activities will be provided to VUCC on request at any time.

b) The client will ensure that the number of patrons at the event will not exceed the capacity of the space hired.

c) The client will ensure that the space will only be used for the purpose stated in the ECA.

d) The client will only access the premises during the times specified on the ECA, unless written confirmation has been received from VUCC to indicate otherwise.

e) Under no circumstances shall the client sublease or allow any other organisation or individual to use the space for the period for which the client has booked the space.

f) The space will be vacated at the time set out in the ECA (as approved by VUCC).

g) All of the client’s property must be removed at the conclusion of the event. Any uncollected items will be become property of VUCC.

h) The client will reimburse VUCC upon demand, all expenses incurred by VUCC for, or in connection with, any damage to the space and any loss or damage to property or equipment belonging to VUCC, Victoria University or any employee or agent of Victoria University.

i) At all times whilst on VUCC premises, the client and its employees, agents and attendees will comply with any lawful direction issued by VUCC staff, Victoria University staff and all relevant laws.

j) The client shall be responsible for arranging any copyright licences or clearances that may be required in respect of materials used, communicated or displayed at the event (whether in print or electronic form).

2.3. VUCC may be able to assist in the storage of any items arriving in advance of an event. This must be requested by the client and approved in writing by VUCC. If VUCC approve storage of items in advance:

a) VUCC will confirm availability and email the client any relevant delivery instructions.

b) All deliveries must clearly state the client’s name, the name of the event and the date of the event.

c) VUCC will not provide staff to assist with the handling of deliveries and collections.

d) Reasonable care will be taken with the items, however, VUCC takes no responsibility for lost or damaged items.

3.1. VUCC are a registered food business and operate under the Food Act 1984. Clients are not permitted to provide their own catering at the VUCC. This does not include celebration cakes for private events.

3.2. Once requested by the client, catering orders are not confirmed unless the client has received written confirmation from VUCC.

3.3. All catering booked as part of an in house event can only be consumed on the premises (not taken away for consumption).

3.4. Catering services have minimum numbers. Should original or final numbers not reach the minimum requirement the client agrees to pay the full amount as if the minimum were reached.

3.5. Should the client reduce the catering numbers prior to the event, VUCC reserve the right to recalculate the catering costs, and charge the client accordingly.

3.6. Catering requests placed less than 48 hours before an event must be made over the phone and then will be confirmed in writing if they can be fulfilled in the time frame. Supply of late catering orders is at the discretion of VUCC. If VUCC is able to fulfil these orders they will incur an additional surcharge (as specified in the ECA).

3.7. If catering equipment is provided for your event (e.g. cutlery, crockery, serving utensils etc.), it is the client’s responsibility to ensure it is looked after. Any lost or damaged equipment will incur a replacement fee.

3.8. VUCC is a fully licensed venue and is licenced until 12.30 am. At no time are clients or attendees permitted to bring their own alcohol onto the premises. Attendees are not permitted to leave the premises at any time with alcohol.

3.9. In line with Liquor Licensing requirements, all staff are RSA (Responsible Service of Alcohol) trained. VUCC staff reserve the right to refuse service and/or eject an intoxicated guest if required.

4.1. VUCC can provide the client with wait staff, kitchen staff and security staff (at additional charges) on request.

4.2. Security staff are mandatory for events serving alcoholic beverages at an additional cost to the client (as specified in the ECA).

4.3.Spaces hired on weekends, public holidays or during any period of Victoria University closure may have minimum spend requirements and be subject to additional staffing and security charges (as specified in the ECA).

4.4.VUCC may access any spaces hired at any time if there is reason to believe:

a) the space is being used for a purpose other than what is stated in the ECA;

b) the capacity specified appears to have been exceeded;

c) the client, or any guest or invitee of the client, is engaging in conduct that is a nuisance or compromises the safety or security of the premises, or any person on the premises;

d) there is an actual or suspected emergency that warrants evacuation of the hired premises; or

e) the Conditions of Hire, as well as any terms specified on the relevant ECA, are not being complied with. If these Conditions of Hire, or any terms specified on the relevant ECA, are not being complied with, VUCC reserves the right to cancel the hirer’s booking, effective immediately.

4.5. If the fire brigade responds to an alarm due to any breach of these Conditions of Hire, or any terms specified on the relevant ECA, or through an attendees wilful misconduct at an event, the client will be liable for all costs incurred.

The client may cancel or amend the booking at any time before the event, however the following fees will apply:

5.1.Cancellation of booking:

a) For events held January-August the below applies:

(i) More than30 daysprior–no charge will apply

(ii) 14-30 days prior–50% of total booking will apply

(iii) Less than 14 days prior-100% of total booking will apply

b) For events held peak season September-December the below applies:

(i) If the event is cancelled less than60 daysprior, 100% of the total bookingwill apply

5.2.Reduction in number of rooms booked:

a) For events held January-August the below applies:

(i) More than 30 days prior – no charge will apply

(ii) 14-30 days prior – 50% of room hire will apply

(iii) Less than 14 days prior-100% of room hire will apply

b) For events held peak season September-December the below applies:

(i) If the client wishes to release rooms less than 60 days prior to the event 25% of the room hire fee for those release room/s applies

(ii) If the client wishes to release rooms less than 30 days prior to the event 50% of the room hire fee for those released room/s applies

(iii) If the client wishes to release rooms less than 14 days prior to the event 100% of the room hire fee for those released room/s applies

5.3.Reduction in attendee numbers

a) For events held January-August the below applies:

(i) More than 7 days prior – VUCC reserve the right to re-quote

(ii) Less than 7 days prior – Client will be charged according to the confirmed amount of attendees stated on the most recent approved ECA.

b) For events held peak season September-December the below applies:

(i) More than 14 days prior – VUCC reserve the right to re-quote.

(ii) Less than 14 days prior – Client will be charged according to the confirmed amount of attendees stated on the most recent approved ECA

6.1. VUCC are able to digitally record the client’s event as an MP4 file as the client’s agent. Once recorded, the file(s) will be available on a USB for the client to collect from the relevant VUCC location. The USB of the client’s recording must be collected within 48 hours of the completion of the client’s event.

6.2. Clients utilising this service warrant that they will obtain all necessary consents (including any relevant release forms) from event participants for VUCC to make the recordings on the client’s behalf, and will comply by all applicable legislation (including the relevant privacy legislation) when authorising VUCC to collect, use and provide the recordings to the client. The client will at all times indemnify Victoria University, its officers and employees in respect of any liability, claim or proceedings arising from the making, use and disclosure of any event recordings.

6.3. Please note that the recordings are deleted 72 hours after the completion of the client’s event.

7.1. The client shall at all times indemnify Victoria University, its officers and employees in respect of any liability, claim or proceeding arising in respect of personal injury to or the death of any person, or arising in respect of any loss of property or loss of use of property, or financial loss in any way relating to the event or relating to the persons attending the event except to the extent of the contribution of any negligent act or omission of Victoria University.

7.2. The client is solely responsible and liable for, and VUCC does not accept responsibility or liability for, any loss, theft or damage to the equipment and/or property of the hirer or any guest or invitee of the client whilst on VUCCpremises.

8.1. Confetti, glitter, sparklers, candles and wedding rice cannot be used, either inside or outside the premises.

8.2. Special effects suchas smoke and bubble machines cannot be used unless approved in writing by VUCC.

8.3. Signs and posters are not to be displayed on the premises without the written permission of VUCC.

a) If permission is granted, no nails, screws or double sided tape are to be used.

b) Signs and posters must be removed at the conclusion of the event, otherwise they will be discarded.

8.4. Outside contractors may only be brought in with the written permission of VUCC. If any VUCC equipment is damaged as a result of the client’s outside contractor(s), the client must repair or replace the equipment at their own cost.

8.5. There are designated smoking a reason the premises. Clients must ensure attendees do not smoke outside these areas and keep the outdoor areas clean by using the ashtrays/receptacles provided.

8.6. No Blu-tack (or similar product) may be used near carpeted areas.

8.7. VUCC (City premises only) has a baby grand piano that can be hired for events (at additional cost). The piano must be tuned before use, and the cost of hire does not include the tuning of the piano. Any piano tuner engaged by the hirer must be approved by VUCC prior to tuning the piano.

8.8. The client will return any audio visual equipment belonging to VUCC that is used during the event to the same location that it was found in prior to the event and will ensure that during the event audio visual equipment is used in a way that does not pose a health and safety risk.

8.9. VUCC may vary these Conditions of Hire at anytime without notice. If a variation results in a material change, the client may cancel their booking at no charge.