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 WA 6069
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 - button below
Once the Booking form has been assessed, the team from Ellenbrook Arts will contact you to complete the Hire Agreement and organise a site induction with you.
A booking is not confirmed until the Hire Agreement Form has been completed and the Fees and Bonds have been paid.
If you wish to discuss in person, please note that the Ellenbrook Arts office is located at 34 Main Street, Ellenbrook and open from Tuesday to Friday, 10am to 5pm.
Fee Structure
Minimum hire period is one hour.
All Hire Fees are inclusive of GST and a $250 refundable bond after inspection of the venue.
Community Groups $25/hr
Private Hire $35/hr
Commercial Hire $45/hr
Event Capacity must not exceed 50 attendees.
Long Term Bookings
Long Term Bookings for regular events are available. Please indicate in the comments section of the booking form what you have in mind.
Recurring bookings must be paid one month in advance.
Cancellation & Termination Policy
Cancellation of Grapevine 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 Fee and Bonds.
Hirers who cancel with less than two weeks notice will forfeit of 50% of the Hire Fee.
The full Hire Fee will be forfeited when less than two weeks notice of cancellation is given.
Ellenbrook Arts reserves the right to refuse, cancel or terminate a booking at any time should the terms and conditions of this agreement be breached.
Staff
Please note that Ellenbrook Arts does not provide service staff to events or workshops.
If your event or workshop is held during gallery opening hours, the Ellenbrook Arts Team will be available to answer any queries you may have and may be able to troubleshoot any last minute logistics.
Cleaning
The Grapevine must be left in a clean and tidy condition following Hire. Please bring your own cleaning materials.
Hirers must ensure:
Kitchen utensils are washed and packed away
Internal bins are emptied
Floor is swept and/or mopped
Toilets are left clean and tidy, and bins empty
Oven and microwave wiped and spills removed
Food is not left in freezer or fridge and appliances are wiped
Venue Bond will not be refunded if the Venue is not left in a neat and tidy state.
Damages
Loss or damage of any fixtures, fittings, equipment or furniture will be invoiced in full at replacement value to the Hirer responsible for Venue hire at the time that damage occurred.
Incident Reporting
The Hirer must notify Ellenbrook Arts immediately if an event occurs that:
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Causes damage to the Venue
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Causes injury to a person using the Venue
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Is likely to be a danger to the Venue or any person who uses the Venue
Hirers should report any incidents as soon as possible to the team at Ellenbrook Arts.
Equipment
Hirers must ensure that adequate time has been booked to allow for set up and pack down time and this is included in the time booked, as back to back bookings often occur. If any Hirer is found to be earlier or later than their booked time the Hirer will be further charged accordingly.
The Venue is hired on an ‘as is’ basis. The Hirer must provide any additional equipment required during hire. Additional equipment must be removed following hire period.
All electrical equipment used on site must be tagged and tested by a licensed electrician.
Chairs and Tables
Chairs and tables are available for use during hire. Tables must be wiped clean, folded and stacked on the table trolley, or returned to the main storeroom if applicable. Chairs must be stacked and stored neatly nearest the kitchenette.
Air Conditioning and Ceiling Fans
Air conditioning at the Venue works best at 22 degrees with windows, drapes and doors closed.
Please ensure that air conditioning is switched off at the wall unit inside upon exit.
All ceiling fans and lights must be turned off prior to exit.
Walls, Windows and Floors
No advertising, posters, artwork or any such item is to be left displayed inside or outside of the Venue unless approved by the team of Ellenbrook Arts. Anything such will be removed immediately by the team at Ellenbrook Arts.
A notice board has been provided for use by groups that hire the Venue.
Floors must be clean and spillages from water, drinks, paint etc must be mopped and dry ready for the next booking. Please inspect the floor at the end of your session and clean accordingly.
Storage
Limited space is available and is allocated at the discretion of Ellenbrook Arts staff. Stored items must be clearly labelled with Hirer/group name.
All items are stored at Hirer’s own risk. Ellenbrook Arts will in no way be held responsible for missing or damaged items.
Alcohol
Alcohol may be served at private functions.
Under no circumstances can alcohol be sold from the Venue.
Guests must remain on the premises when consuming alcohol. The area outside the building is a strict alcohol-free zone.
Smoking
Smoking is prohibited in and around the Venue.
Food / Drink Service
Food and drink supplied by the Hirer for the event or workshop must meet local government public health standards. Hirers must bring their own cutlery, crockery, food preparation and cleaning items.
Kitchen must be left clean and tidy after use.
General
Hirers must not rope off any area outside the Venue. Hire is limited to the building itself and does not include any outdoor space. The outdoor areas surrounding the Grapevine are open to the public and are the property of the City of Swan.
Public Liability Insurance
Hirers must provide proof of currency for a Public Liability Insurance Policy before hiring the Venue.
Indemnity Clause
The Hirer indemnifies Ellenbrook Arts against any liability or loss arising from and any costs, charges and expenses incurred in connection with:
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Any damage to the Venue, or any loss or damage to anything within it; and
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Any injury to any user of the Venue
Ellenbrook Arts will not be liable for loss, damage or injury to any person or property in or about the Venue however occurring due to negligence of the Hirer, or the Hirer’s invitees.
Statutes
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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.
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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.
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Permission to consume liquor in the Venue must comply with the ECF Terms and Conditions of Hire.
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Permission to prepare and consume food within the Venue must comply with the ECF Terms and Conditions of Hire.
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