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.