HIRE TERMS AND CONDITIONS

The following terms and conditions apply to the hire of the Moresby Arts Theatre venue and/orfacilities. Please read through these terms and conditions carefully before submitting your application:

GENERAL CONDITIONS

When booking MAT facilities, please keep the following details in mind:GST will be included in final invoicing.Half-day bookings.

Half Day Hire

Duration : 4 hours
Exceeding 4 hours will result in billing of a Full Day hire fee.
Set-up and bump-out timings are included in the hire duration and rates.
Rates for Half Day are 60% of Full-Day rates.
60% charge applicable to main facilities only.
Other facilities, services, and equipment and outcostumes hire rates remain fixed and charged accordingly.
Each facility has a specified capacity, refer hire form.

Full Day Hire

Duration: 8 hours
Set-up and bump-out timings are included in the hire duration and rates.
Additional time beyond the booking duration will be charged at K150 per hour.
Applicable to main facilities only i.e. Auditorium, Foyer & Courtyeard
Other facilities, services, and equipment and costumes hire rates remain fixed andcharged accordingly.
Each facility has a specified capacity.

Bond Fee

A Bond Fee of K150 per day is added to each day of hire and refundable post-event, subject to Bond Fee Refund Policy.

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HIRE PROCESS

1. Inquiry

Contact Moresby Arts Theatre (MAT) via email, phone, or in person to enquire.

2. Application

Complete the venue hire application form, providing event details, preferred dates and times, desired facilities, expected number of attendees, and additional services orequipment required.

3. Quotation

The MAT office will provide a quote based on the selected options in the hire form, once the application is reviewed and finalised.

4. Confirmation

The MAT office will confirm the booking within seven (7) working days via email, including the quotation.

5. Discounts

MAT members receive a 15% discount on venue hire bookings, not transferrable toorganisations they represent. To receive the discount, members must provide valid membershipproof during the booking process.

6. Payment

Secure the booking by making full payment according to the fees and prices outlinedincluding applicable discounts in the confirmation agreement. An invoice will be provided onceconfirmation is finalised for payment. Full payment is due within seven (7) days after thebooking is confirmed or seven (7) days prior to the event date.

7. Security Deposit

Pay a fixed bond fee of K150 per day as a refundable security deposit forall event/venue hires, subject to terms and conditions. The security deposit will be added to the invoice.

8. Pre-Event Planning

Communicate with the MAT office to finalise event logistics, discuss setup requirements, technical specifications, and other relevant details.

9. Venue Inspection

Schedule a venue inspection appointment on Tuesdays and Thursdays from10am to 2pm to assess facilities and discuss any necessary modifications. Additional inspections canbe scheduled prior to completing the form and subsequently after, by appointment.

10. Technical Troubleshooting

Receive one hour of technical troubleshooting from MAT the day before the event to ensure proper functioning of lighting, sound, and other technical aspects.

11. Rehearsals

Schedule rehearsal sessions based on availability and coordination with the MAT office, subject to additional charges as specified in the published rates.

12. Early Entry & Late Stay

Notify the MAT office in advance for early access or extended stay, with additional fees applicable for early set-up or late stays.

13. Cancellation & Postponement

If the hirer wishes to cancel the booking for any reason other than MAT's default, any expenses and fees incurred by MAT will be chargeable. Pleaseensure to communicate any cancellations or postponements with the MAT office as soon aspossible to discuss any applicable fees and potential rescheduling options.

14. Event Execution

Arrive at the venue on the event day and manage setup and execution. Set-up and bump-out timings are included in the hire duration and rates. Additional time exceeding thespecified booking duration will incur an additional charge.

15. Post Event Evaluation

Provide feedback on the overall experience upon request from the MAT office.

16. Security Deposit Refund

After a thorough inspection of the premises for any damage or breaches of terms and conditions, the security deposit will be refunded within a specified time frame, with deductions made for applicable charges or penalties per Bond Return Policy

MAT's OBLIGATIONS

Venue & Equipment Access

Access to the venue facilities and equipment will be granted upon signing the confirmation of agreement or submitting the completed venue hire application form.
The duration of access will be based on the start and finish times specified in the confirmation agreement.

Presence of MAT Staff

MAT staff and/or management personnel will be present throughout the hire period to ensure a smooth event.
Oversee the event, assist with venue setup, and provide support and guidance as needed.

Technical Assistance

Responsible for overseeing hires of the auditorium that require technical aspects like lights and sound.
Essential presence to ensure proper operation and optimal use of the auditorium's technical equipment.
Assists with setting up and operating lighting and sound systems as requested.
Provides guidance on technical specifications for a smooth event experience.
Conducts one hour of technical troubleshooting the day before the event to ensure everything functions correctly.
Available to support the hirer and MAT and to ensure a successful event.

HIRER's OBLIGATIONS

Guests Behaviour & Safety

The hirer is responsible for the behaviour and safety of their guests throughout the hire period.

Care of Venue & Equipment

The hirer must ensure that MAT's venue facilities and equipment
are not abused or left in a damaged state. Any damage incurred during the hire period is at the hirer's expense.

Flyer Submission

The hirer may provide a copy of the flyer for marketing and promotions of public events.

HEALTH AND SAFETY

Liaison and Induction

An organising representative of the hirer must frequently liaise with the MAT throughout the hire period. A housekeeping induction brief may be requested by MAT beforethe event.

Responsibility for Health and Safety

The organising head is responsible for ensuring full understanding and compliance with health and safety regulations, hazards, andevacuation processes before the event.

OTHER

Alcohol Allowance

Guests heavily under the influence of alcohol are not permitted on the MATpremises. If alcohol is included in the hire, prior arrangements must be made with the MAT andspecified in the confirmation agreement.

Betelnut Policy

Betelnut chewing is strictly prohibited on the MAT premises for cleanliness andsafety reasons. Violators may be asked to leave, and the group or individual hiring the premises isresponsible for any property damage caused by betelnut chewing.

Membership Discounts

MAT members receive a 15% discount on venue hire bookings.

Set Terms and Conditions

These terms and conditions are fixed and may only be changed by the Management Committee of the MAT as deemed necessary.

POST EVENT INSPECTION

Bond Fee Return Policy

The event check is a standard procedure to ensure the proper use and maintenance of the venue.

Following the conclusion of the event or within 24 hours, MAT staff will conduct a thorough check of premises.
The purpose of the check is to ensure that all terms and conditions outlined in the agreement have been adhered to.
If any of the terms and conditions have been breached, the bond fee will be forfeited.
The staff will assess the condition of the venue and equipment, taking note of any damages or violations.
If no breaches or damages are found, the bond fee will be returned to the hirer within 5 working days, unless otherwise stipulated by both MAT and the hirer.
In the event of any breaches or damages, MAT will communicate with the hirer to discuss the appropriate resolution, which may include deducting charges from the bond fee.
MAT will provide a copy of the completed inspection form and report including photos to the hirer regarding the outcome of the post-event check and the status of the bond fee.

DECLARATION

Declaration & Acknowledgement

By filling out and submitting the Event Hire Form either the physcial or online form, you hereby agree to the Hire terms and conditions.