Hire of the Grapevine Community Art Space

Terms and Conditions of Hire

Glossary of terms

The Venue refers to the Grapevine Community Art Space, 1 Arrowsmith Avenue, Ellenbrook.

The Hirer refers to the individual responsible for the booking.

The Booking Form refers to that document.

The Hire Agreement refers to that document and is a binding agreement between the Hirer and Ellenbrook Arts.

How to hire the Grapevine Community Art Space

Complete the Booking Form via the button below.

Once the Booking Form is assessed, the team at Ellenbrook Arts will contact you for a site induction and to complete the Hire Agreement.

A booking is not confirmed until the Hire Agreement Form has been completed and the apopro9priate Fees and Bonds have been paid.

If you wish to discuss bookings in person, please note that the Ellenbrook Arts office is located at 34 Main Street, Ellenbrook and open from Tuesday to Friday, 10am - 5pm.

Fee structure

All Hire Fees are inclusive of GST and a $250 refundable bond after inspection of the venue.

  • Community Groups - $25 per hour

  • Private Hire - $35 per hour

  • Commercial Hire - $45 per hour

Event Capacity

Must not exceed 50 attendees.

General information

Hirers must ensure that adequate time has been booked to allow for set up and pack down time as this is included in the booking time; back to back bookings at the Venue do occur and the Hirer must not infringe on another Hirer’s booking.

The Venue is hired on an ‘as is’ basis. The Hirer must provide any additional equipment required during the hire. Additional equipment must be removed following hire period.

There is no storage space available at the Venue.

Hire is limited to the building itself and does not include any outdoor space; Hirer must not rope off any area outside the Venue.

Equipment

Chairs and tables are available for use during hire.

Refrigerator, kettle, microwave, electric oven, some cutlery and crockery is available for use.

Air conditioning / heating

Air conditioning / heating is available for use. The unit works best when set at 22 degrees Celsius for air conditioning and 25 degrees Celsius for heating. Any lower setting for air conditioning may cause the unit to freeze up and stop working.

Cancellation & termination policy

Cancellation of bookings must be sent in writing to info@ellenbrookarts.com.au

Cancellation with four weeks’ notice will result in a full refund of the hire fees.

Cancellation with two weeks’ notice will forfeit 50% of the hire fee.

Cancellation with less than two weeks’ notice will forfeit 100% of the hire fee.

Ellenbrook Arts reserves the right to refuse, cancel or terminate a booking at any time should the terms and conditions and/or hire agreement be breached.

Please note that Ellenbrook Arts does not provide service staff to events.

If your event is held during Ellenbrook Arts opening hours, the team will be available to answer any queries you may have or troubleshoot any last minute logistics.

Cleaning

The Venue must be left in a clean, tidy condition and secure following hire.

  • Floors swept and mopped

  • Surfaces wiped down

  • Bins emptied

  • Toilets cleaned

  • Any equipment used is to be cleaned and returned to its space

  • All lights, air conditioning and fans turned off

  • Close all blinds

  • Ensure all doors and windows are locked.

  • A cleaning fee of $100 will be deducted from bond if the Venue is not left in a neat and tidy condition.

Incident reporting

Loss or damage of any surrounds or contents of the Venue that belong to Ellenbrook Arts will be invoiced in full at replacement value to the Hirer responsible for Venue hire at the time that damage occurred.

The Hirer must notify Ellenbrook Arts team

immediately if an event occurs that:

  • Causes damage to the Venue

  • Causes injury to a person using the Venue

  • Is likely to be a danger to the Venue or any person who uses the Venue

The Hirer is responsible for maintaining a safe and secure environment at all times and for participating in the general health and wellbeing of other users and visitors.

Food and drink services

Food and drink supplied by the Hirer must meet local government public health standards.

Alcohol may served at private functions. Under no circumstances may alcohol be sold from the Venue.

Attendees must remain on the premises when consuming alcohol. The area outside the building is a strict alcohol-free zone.

Ellenbrook Arts is indemnified and accepts no responsibility for catering or the service of alcohol provided by the Hirer.

Smoking

Smoking is prohibited in and around the venue.

Event conduct

Be mindful of noise levels and avoid disturbing others as the Venue is located in a residential area.

The Hirer must manage the responsible service of alcohol and the risk of public intoxication of attendees.

The Hirer must consider event activities that could be viewed as a public nuisance, such as littering or causing damage to public property as a result of the Hirer’s event.

Ellenbrook Arts is indemnified against any of the above should consequences follow an event by the Hirer and attendee(s).

Public liability insurance

Hirer must provide proof of currency for a public liability insurance policy before hiring the Venue.

Indemnity clause

The Hirer agrees to indemnify and hold harmless Ellenbrook Arts, its employees and representatives from any claims, damages or liabilities arising from the Hirer’s or attendee(s) actions, omissions or work performed during the contract period.

Ellenbrook Arts is indemnified against liability or loss arising from and any costs, charges and expenses incurred in connection with:

  • any damage to the Venue, or any loss to damage to anything within it; and

  • any injury subsequent to any use of the Venue

Ellenbrook Arts will not be liable for loss, damage or injury to any person or property in or around the Venue, however occurring, due to the negligence of the Hirer or attendee(s).

Personal conduct and indemnity

The Hirer and attendee(s) must not engage in any behaviour, whether during or outside the event that could bring Ellenbrook Arts into disrepute, including but not limited to:

  • Criminal activity

  • Harassment, discrimination or offensive conduct

  • Slander, defamation or making disparaging or false remarks about Ellenbrook Arts, its staff, participants, partners or programs to any third party including through the use of social media or other online platforms

Ellenbrook Arts may terminate the agreement immediately if the Hirer or attendee(s) engages in any of the above behaviours.

Statutes

The Hirer shall conform to the requirements of the Health Act, Local Government Act, Working with Children Act of 2006, and all other statutes of the Commonwealth of Australia and state of Western Australia and shall be liable for any breach of such acts, bylaws or regulations.

The Hirer shall be responsible for any infringement of copyright in connection with the performance of any musical, literary or dramatic works in the Venue.

Permission to consume liquor in the Venue must comply with the Terms and Conditions of Hire.

Permission to prepare and consume food within the Venue must comply with the Terms and Conditions of Hire.

Grapevine Booking Form