Venue (Room) Hire Terms and Conditions

The following terms and conditions apply to all events and bookings held at the Launceston Conference Centre (LCC).

1. ACCESS

1.1 LCC reserves the right to restrict access to any part of the facility. Any barriers or signage must be complied with.

2. ALCOHOL

2.1 LCC prohibits the sale, distribution and/or consumption of alcohol throughout the entire facility (internally and externally).
2.2 Failure to comply with these terms may result in patrons being removed from the premises.

3. BOOKINGS

3.1 Where practical, all communication on behalf of the Client should be conducted through a single Designated Contact Person.
3.2 Tentative bookings will be held for 14 days, then released, unless advised otherwise.
3.3 The Client is required to provide adequate contact details as requested by LCC.
3.4 LCC may request a detailed description of all activities to be conducted, including proof of safe and compliant practices within industry standards.
3.5 LCC reserves the right to rebook rooms if these conditions are not satisfied.

4. BOOKING CHANGES

4.1 Changes may be made or modified up to 24 hours prior to the event for small events or meetings.
4.2 Changes may be made or modified up to 7 days prior to the event for large* events.

5. BOOKING CONFIRMATION

5.1 To confirm your event, please sign and return the booking proposal and/or contract within 14 days of date of issue.
5.2 By confirming your event you agree to our Venue Hire Terms and Conditions and our Payment Terms (see 16).
5.3 Final details, including menu choice, confirmed numbers and seating plans are required 48 business hours prior to the event date, unless by prior arrangement with the event coordinator. Outside of this window your catering options may not be accommodated and/or may incur additional fees.
5.4 A 20% deposit is required within 14 days of booking confirmation for large events.

6. BOOKING CANCELLATIONS

6.1 Cancellations must be communicated in writing.
6.2 If there is no communication regarding changes to booking and the Client does not attend for their event, they are liable for ALL event costs.
6.3 Cancellation Fees:

Small Events
- Outside of 7 days, no cancellation fee.
- 24hrs to 7 days prior - 50% room hire fee*
- Less than 24 hrs - 100% room hire fee*

Large Events
- Outside of 30 days, no cancellation fee.
- 7 to 30 days prior - lose deposit
- Less than 7 days - 100% room hire fee*
*catering costs will be charged in full if your event is cancelled within 48hrs.

7. BUMP IN/BUMP OUT

7.1 Bump in/Bump out time is included in your event quote and therefore appropriate time allowances need to be allocated. Access cannot be guaranteed earlier than your specified arrival time.
7.2 Bump in time and date must be organised in advance with LCC. Any last-minute changes to the agreed bump in schedule may not be accommodated due to other venue use and staff availability.
7.3 Bump out should commence immediately following the event and conclude that day/evening unless previously arranged with LCC.

8. CATERING

8.1 LCC has a list of preferred caterers, and we are happy to discuss available options with you. Should you wish to organise your own catering (including food vans), consent from LCC is required.

9. CLEANING

9.1 If excessive cleaning is required, the client is liable for any additional costs incurred.

10. CLIENT SITE FAMILIARISATION

10.1 Prior to the start of your event or the beginning of bump in, the Designated Contact Person should report to LCC staff for a site familiarisation. A different time may be appointed by prior arrangement.

11. ELECTRICAL APPLIANCES

11.1 All electrical equipment, excluding laptop chargers, is required to have a current Test and Tag label.

12. FACILITY USE POLICY

12.1 LCC is owned by Door of Hope Christian Church, and all clients must abide by the following terms of the DOHCC Facility Use Policy.
12.2 Individuals can talk about other faiths or belief systems in the context of general awareness. However, it is incompatible with, and contrary to, our values to promote or teach other faiths, belief systems or personal lifestyle practices that are contrary to our Biblical Worldview.
12.3 Merchandise and services representing and/or promoting any of the following MUST NOT be offered or sold on our site, including, but not limited to:

• Alternative faiths or contradictory beliefs (future-telling, tarot-reading cards, astrology).
• Cults or Cult-based themes (witches and wizards, Halloween).
• Sexualisation (sex-based products and services, child or adult exploitation, sexualised artwork or photography, pornographic material).
• Alcohol or drug-taking (alcoholic drinks, tobacco-based products and vaping products).
• Offensive language or images.
• Racist products.
• Illegal products or merchandise.

13. First Aid

13.1 LCC has first aid equipment (including a defibrillator) and trained staff available if required.
13.2 All first aid incidents must be reported to LCC staff immediately and an incident report completed for our records.
13.3 The First Aid Room onsite may be accessed for emergencies.

14. GST (GOODS AND SERVICES TAX)

14.1 The quoted cost is inclusive of GST, unless noted otherwise.

15. LIABILITY

15.1 LCC does not accept liability for any damage to, or loss of any client’s or attendee’s property left on the premises, prior to, during or after the event.
15.2 Function organisers are strongly encouraged to carry their own Public Liability Insurance (PLI), and for some clients this may be deemed compulsory by LCC.
15.3 LCC may request proof of a current PLI certificate and to keep a copy of this on file.
15.4 If the client is unable to provide proof of current PLI, LCC reserves the right to refuse access to facilities.

16. NOISE

16.1 In consideration of its neighbours, LCC endeavours to maintain sound levels which do not create excessive sound pollution.
16.2 Rehearsals must be conducted without the use of the full PA volume level and within allocated times.

17. PARKING

17.1 Over 250 free car parking spaces are available to your guests on a first come first served basis. An additional 95 free street spaces (time limits apply) are also available.
17.2 Large events may require additional carpark management and oversight to facilitate a safe parking experience. If required, these charges will be included in your quote.
17.3 Vehicles should only be in designated parking areas and STRICTLY not on any grass or planted areas, unless otherwise advised by LCC staff.
17.4 Parking restrictions apply in the undercover carpark, for 15 minutes pick up and drop off for parents with children attending childcare, parents with prams, people with mobility issues and for the disabled.

18. PAYMENT

18.1 The balance of your account must be paid within 14 days of the invoice being sent.
18.2 Any reasonable costs incurred in the collection of late or unpaid monies are to be paid by the client.
18.3 Failure to settle an account within 60 days will result in cancellation of all future bookings. Existing/Future bookings will be forfeited until unpaid monies are settled in full.

19. PHOTOGRAPHY

19.1 LCC reserves the right to take and use photos for promotional purposes. This includes, but is not limited to, our website, social media and/or promotional materials.

20. PROPERTY DAMAGE AND LOSS

20.1 Any damage to LCC property or loss of LCC equipment caused by the Client or their guests will be the responsibility of the Client and any costs will be charged accordingly.

21. PUBLICITY

21.1 The Client shall not make any statement which directly or indirectly falsely implies that the event is being conducted or promoted by LCC or Door of Hope Christian Church.
21.2 The Client shall not display any poster or advertisement in any part of the facility without prior approval from management.
21.3 Any promotion of your event must only refer to Launceston Conference Centre as the venue. If you wish to refer to our location, please refer to Launceston Conference Centre located at the Door of Hope Complex.
21.4 The Client must use appropriate logos on any promotion for LCC and Door of Hope Christian Church, without manipulation.

22. REFERENCING

22.1 The Client shall not make any statement which directly or indirectly falsely implies that the event is being conducted or promoted by LCC or Door of Hope Christian Church.
22.2 The Client shall not display any poster or advertisement in any part of the facility without prior approval from management.
22.3 Any promotion of your event must only refer to Launceston Conference Centre as the venue. If you wish to refer to our location, please refer to Launceston Conference Centre located at the Door of Hope Complex.
22.4 The Client must use appropriate logos on any promotion for LCC and Door of Hope Christian Church, without manipulation.

23. ROOM ASSIGNMENT

23.1 If the room specified for an event cannot be made available for any reason, LCC management reserves the right to substitute a similar or comparable space.
23.2 LCC reserves the right to change the room specified for an event if there is a change in event numbers. This applies to all meeting rooms, auditoriums, and other spaces.

24. SAFETY

24.1 All fire exits are to be kept clear of obstruction.
24.2 In the event of a fire alarm or other emergency evacuation, all patrons must follow the instructions of the Chief Fire Warden and other official wardens at the time.
24.3 Only authorised personnel have access to ladders and the lighting bridge above the auditorium.
24.4 The Client agrees to use the facility in a way that does not cause a risk to the health and safety of others.
24.5 The Client shall not admit patrons to the premises in excess of the maximum occupancy of the room/facility.

25. SECURITY

25.1 Any security concerns around an event, prior to or during the event, must be reported to LCC management in order that a risk assessment may be made.
25.2 Should any security staff be planned for an event, the reason for security staffing and the name of the security organisation you desire to use must be reported to LCC in writing 7 business days prior to the event.
25.3 In the case that a security concern arises within the 7 days prior to the event, it will need to be brought to the attention of LCC immediately.
25.4 If LCC deems your event could pose a security risk the Client will be required to provide security staff for the event at their own cost.
25.5 LCC may direct that a security organisation of LCC’s choosing be used for an event.

26. SMOKING

26.1 The LCC facility and all outdoor areas, including the carpark, courtyard and playground, is a non-smoking venue.

27. STAFFING

27.1 LCC will employ, at the expense of the Client, staff such as technical oversight, parking attendants, emergency wardens, and other staff deemed necessary for the event. These costs will be included in the overall venue hire price.
27.2 In the event that extra staff are required during an event, due to additional requests/requirements from the client, costs for these staff will be added to the final invoice for the event.
27.3 No setting up or dismantling of equipment or lighting shall be carried out without the presence of a member of LCC staff to supervise such activities.

28. STORAGE FACILITIES

28.1 Short-term storage can be arranged with management (usually at no cost).
28.2 Long-term storage can be arranged with management. Fees will be charged on a case-by-case basis.

29. SUITABILITY OF PROPOSED EVENT

29.1 LCC is a subsidiary of Door of Hope Christian Church and reserves the right to determine if events are suitable to host (refer to 12).

30. TECHNICAL SUPPORT

30.1 Any use of technical equipment in the Main Auditorium requires trained and approved technical staff, with a minimum of one LCC staff member for oversight. This will be arranged at the time of the booking and related costs will be included in the quote.
30.2 If any additional equipment is brought in, including speaker arrays, lighting or scaffolding, it must be rigged or installed in a safe and appropriate manner by a professional with required qualifications and approved by LCC management.

31. USE OF THE VENUE

31.1 If any additional equipment is brought in, including speaker arrays, lighting or scaffolding, it must be rigged or installed in a safe and appropriate manner by a professional with required qualifications and approved by LCC management.

32. WORKING WITH VULNERABLE PEOPLE

32.1 If an individual is providing services to the general public, it is assumed that they have a current WWVP card.
32.2 LCC reserves the right to request proof of current WWVP status and keep a copy of this.
32.3 Failure to provide a current WWVP card may result in LCC declining bookings.

**Large Event refers to:

• Any event held in the Main Auditorium or Exhibition Centre
• Conferences
• Expos, Exhibitions or Markets
• Concerts
• School events
• Dance events
• Any event with more than 150 people.
• Any event requiring some form of traffic or parking management (This is determined by LCC)

The above event types involve another level of management by LCC staff as they generally include another level of complexity over our regular day-to-day bookings.