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Skip Navigation LinksDepartment of Housing and Public Works > Facilities management > Facilities for government > Conference facilities > Booking guide > Terms and conditions

 Terms and conditions

Thank you for considering the Department of Housing and Public Works conference facilities. The terms and conditions below outline joint responsibilities when booking a conference room.

If something is not covered here, please contact us.

Licence terms and conditions

Definitions

Organisers—any person, company or other entity together with their agents booking the Department of Housing and Public Works conference facilities.

Bookings

Bookings are to be made online, except for these customers:

  • Department of Housing and Public Works
  • Retired Public Service Officers' Association
  • Public Service Commission (Masterclass only at 53 Albert St.)

Half-day bookings are from 8–12pm or from 1pm–5pm. Full day bookings are up to 8 hours.

Please note: Half-day bookings that prevent a second function being booked on the same day will be charged at the full rate.

Hours of operation are Monday to Friday 8am to 5pm. No weekends. Any functions held outside these times will incur additional charges.

For functions outside normal working hours (8am-5pm) are by special request only. Please email venues@hpw.qld.gov.au for prior approval and availability.

Payment of the booked venue is required at least 3 working days before the date of the scheduled event. Otherwise, the booking will be cancelled and the venue made available for other customers.

The conference facilities team will make every effort to support your successful event. Your cooperation to effectively make the payment before the event will be much appreciated.

Cancellations

If you cancel your function after receiving a booking confirmation, these charges apply:

  • 6 or more business days prior—no charge
  • 5 business days prior or less – 100% of room hire.

All cancellations are to be confirmed via email to venues@hpw.qld.gov.au —stating the booking number, date and location—and must be received during office hours (9am – 5pm).

Pricing policy

The prices quoted are current at the time of booking, but are subject to change.

The organiser agrees to occupy and vacate the room at the scheduled times specified by the booking form. In the event of early arrival, the organiser will be charged an hourly rate, or part thereof, for use of the facility.

If the function should run overtime and affect the following booking, additional charges will apply.

Equipment should be booked prior to the conference or workshop and is subject to availability.

Room set-up fee

An initial room set-up fee is included in the room hire. Any additional/alternative room configurations will incur an additional fee of $100.

Catering and kitchen facilities

The organiser may use caterers at their own discretion.

If caterers are used, all booking of catering services is the responsibility of the organiser. The caterer must provide all dinnerware, cutlery, glassware, napery and urns etc. required for the event.

All equipment used for catering must have a current compliance tag and be marked with the owner’s contact name and address. All persons providing catering must comply with current workplace health and safety regulations.

The organiser must ensure that all catering materials are cleared away immediately upon completion of the conference. Should the organiser fail to clear away food scraps and other catering materials, a cleaning fee of $100 will apply.

Kitchens at each venue are available for organisers’ use. If you are self catering then you will need to bring all cups, plates, tea, coffee, sugar etc. (we have urns available (—please book ahead). Make sure that the kitchen and foyer areas are left clean and tidy after use, otherwise a cleaning fee will be charged.

Please note: Urns are no longer allowed at 53 Albert Street, as they do not meet the building’s energy efficiency requirements.

Food and beverages in rooms

Catering is to be set up in the foyer areas of the conference rooms, except at 53 Albert Street, where it is to be set up in the rooms.

Food and beverages may be taken into the rooms for set ups that have tables (not applicable for theatre style settings) at the client’s discretion.

The organisers need to make sure:

  • all cups, etc and food are removed from the room
  • no spillages are left on tables or furniture
  • stains on carpets are reported to the conference room staff immediately
  • any mess left in the rooms that require outside help to clear away, or requires cleaning, will be charged to the client who booked the room.

Client responsibility

The organiser is responsible for any loss, damage or theft from the conference facility during their occupancy of the facility. Occupancy is deemed to be for the duration of the booking.

Under no circumstances are items to be screwed, glued, pinned or fixed to any door, wall, window or any other part of the conference room. Pin boards may be provided for this purpose.

Should any piece of equipment in the facility be damaged or lost, the organiser will be responsible for the cost of repairs or replacement.

Furniture at each venue may not be relocated without the approval of the conference room coordinator.

Under no circumstances will the organiser or any of their guests move or disassemble the operable wall dividing the conference rooms at 53 Albert Street or 80 Ann Street.

Security

Security of personal belongings in the conference rooms will be at the attendees' own risk.

Risk and indemnity

The organiser shall be liable for loss or damages including personal injury (whether or not resulting in death) suffered by the Queensland Government Accommodation Officer, its officers, servants or agents, arising from the willful or negligent acts or omissions of the organiser, its servants, agents, invitees or licensees.

The organiser releases and indemnifies Department of Housing and Public Works and its officers, servants and agents from and against all actions, proceedings, claims and demands which may be brought or made against any of them by any person arising from:

  1. the willful or negligent acts or omissions of the organiser or any person for whose conduct the organiser is liable
  2. any willful or negligent acts or omissions of the visitors, invitees or licensees of the organiser
  3. death, injury, loss or damage suffered by the organiser or any of its servants, agents, invitees, or licensees except where the death, injury, loss or damage is caused by the negligence or other wrongful act or omission of the Queensland Government Accommodation Office, its officers, servants or agents.

I hereby accept the aforementioned terms and conditions for and on behalf of the organiser.

More information

For more information, contact us on (07) 3008 2746 or (07) 3008 2747, or email venues@hpw.qld.gov.au.



Last updated 21 September 2017    Creative Commons Attribution 4.0 International (CC BY 4.0)


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