1. Introduction

These Terms and Conditions govern the hire of the 1st Caringbah Scout Hall ("the Hall") by any individual, group or organisation ("the Hirer"). By submitting a booking request and paying the required fees, the Hirer agrees to be bound by these Terms and Conditions in full.

2. Fees and Bond

• The Booking Fee and Bond are both payable in full at the time of booking confirmation, no later than 7 days before the event date.
• The Bond will be refunded in full within 7 business days of the event, provided the Hall is left clean and undamaged in accordance with Section 5 (Bond Refund Conditions).
• Where cleaning, repairs, or additional waste removal is required, the reasonable cost will be deducted from the Bond, and the Hirer will be invoiced for any amount exceeding the Bond.
• Please fill out the notes in the booking section if you have any additional requirements or contact GL.1stCaringbah@nsw.scouts.com.au

3. Booking Process and Confirmation

• A booking request must be submitted in advance via the booking portal or for specific requirements, contacting  GL.1stCaringbah@nsw.scouts.com.au , stating the intended date, times, purpose, and expected number of attendees.
• A booking is not confirmed until payment of the Booking Fee and Bond has been received and a the booking has been confirmed by the hall manager.
• The Hirer must provide accurate contact details, including a mobile phone number, for use in the event of an emergency or access issue on the day.

4. Hirer Responsibilities

The Hirer agrees to:

• Supervise the Hall and all attendees for the entire duration of the booking, including bump-in and bump-out.
• Use the Hall only for the purpose stated in the booking request.
• Ensure all attendees comply with these Terms and Conditions and any reasonable directions given by Hall management or Scout representatives.
• Report any damage, breakage, or malfunction discovered during the hire immediately to the Hall contact.
• Ensure the Hall, surrounding grounds, and car park are supervised so as not to cause a nuisance to neighbouring properties.
• Comply with all applicable laws, including noise restrictions and any local council requirements.

5. Bond Refund Conditions

The Bond will be refunded in full only where, upon post-event inspection, the Hall is left in a presentable manner, meaning:

• All floors are swept and mopped, and free of spills, food, or debris.
• Bathrooms are free of rubbish and damage
• All furniture (tables, chairs) is returned to its original layout, wiped down, and stacked/stored as instructed.
• The kitchen (if used) is left clean, with all dishes washed, dried, and put away, and all surfaces wiped down.
• All rubbish is bagged and placed in the designated bins, or removed from site if bins are full.
• All lights, heating/cooling, and appliances are switched off.
• All doors and windows are closed and locked, and keys/access devices returned as arranged.
• No damage has occurred to the building, fixtures, fittings, or grounds beyond fair wear and tear.
• Nothing has been left behind on the premises.

The Hirer will be notified in writing within 7 business days of the event as to whether the Bond is refunded in full, refunded in part, or withheld, along with an explanation of any deductions. Refunds will be made using the same payment method used for the original booking, unless otherwise agreed.

6. Cancellations and Changes

• Cancellations made more than 7 days before the event: the Booking Fee is refunded in full; the Bond, if already paid, is refunded in full.
• Cancellations made within 7 days of the event: both the Booking Fee and Bond will be refunded with a cancellation fee of $50.
• Hall management reserves the right to cancel or reschedule a booking due to circumstances beyond its control (e.g. essential maintenance, safety concerns, prior Scouting commitments), in which case the Hirer will be offered an alternative date or a full refund of fees paid.
• Requests to change the date or time of a confirmed booking will be accommodated where possible, subject to availability.

7. Liability, Insurance and Indemnity

• The Hirer assumes full responsibility for the conduct of all persons attending the event and for any loss, damage, or injury arising from the hire, to the extent permitted by law.
• The Hirer indemnifies Scouts NSW / 1st Caringbah Scout Group, its officers, and volunteers against any claim, loss, damage, cost, or expense arising from the Hirer's use of the Hall, except to the extent caused by the negligence of Scouts NSW.
• Scouts NSW / 1st Caringbah Scout Group is not liable for any personal property lost, stolen, or damaged on the premises during the hire.

8. Prohibited Activities and Conduct

The following are strictly prohibited on the premises at all times:

• Smoking or vaping anywhere inside the Hall.
• Affixing decorations to walls, ceilings, or fixtures using nails, screws, staples, or permanent adhesive tape that may cause damage.
• Naked flames, candles, fireworks, or pyrotechnics, unless expressly approved in writing in advance.
• Illegal drugs, and the supply or sale of alcohol without prior written approval and any required liquor licence/permit.
• Excessive noise outside of approved hours, or any activity likely to cause a disturbance to neighbours.
• Sub-letting or re-hiring the Hall to a third party.

9. Access, Keys and Hours

• Access to the Hall will be arranged with Hall management ahead of the event, including key/code collection and return arrangements.
• The Hirer must vacate the Hall, including bump-out and cleaning, by the agreed end time stated on the booking confirmation, unless an extension has been agreed in advance (additional fees may apply).
• Any keys issued to the Hirer remain the property of Scouts NSW / 1st Caringbah Scout Group and must be returned promptly after the event; lost keys/access devices may incur a replacement cost, deductible from the Bond.
• The Hirer must not permit access to any areas of the site not included in the booking (e.g. storage rooms, Scout equipment areas) without prior approval.

10. Acceptance

By paying the Booking Fee and Bond, the Hirer confirms they have read, understood, and agree to be bound by these Terms and Conditions.