(The Leonard Room)

Purpose
The purpose of this document is to outline the policies and procedures that will apply to the use of the St Peter’s Toorak Parish Hall, The Leonard Room (‘the Parish Hall’) for functions.

Scope
This document applies to the use of the Parish Hall by parishioners and residents of The Benson Toorak.

Policy
The Parish Hall is a state-of-the-art facility available for hire for a variety of functions, such as morning teas, dinner functions, cocktail parties, receptions and business seminars. It may be hired separately or in conjunction with events held in the partnered parishes of St Peter’s, Toorak and Our Lady of Lourdes, Armadale. A commercial kitchen, off-street parking, ramp access to the main entrance and all-ability toilet facilities are also available.

Contact
Please contact Madeline Dimasi at the Parish Office for more information.
E: This email address is being protected from spambots. You need JavaScript enabled to view it.
T: (03) 9068 8600
A: 583 Toorak Road, Toorak 3142

Safeguarding & COVIDsafe Plan
Please click here to visit our Community page for up-to-date information on Safeguarding & COVIDsafe Plan.

Access
The Parish Hall may be accessed either through the main entrance of the Parish Centre or by means of the Parish elevator from the Lower Ground carpark.

The Parish Carpark at the front of the Parish Centre may be used for loading and unloading goods e.g. catering supplies.

Ramp access is available via the main entrance to the Parish Centre.

Capacity

Hire fees

• Hire fees are charged at the discretion of the Parish Business Manager.
  
  
• Hire fees must be paid at least 72 hours prior to the commencement of the function. Fees may be paid by credit card or direct deposit.
  
  
• Residents of The Benson Toorak are permitted to book the Parish Hall a maximum of two (2) times per calendar year at no charge for hire. For three or more bookings per calendar year, residents will be charged the hire fees outlined above.

Hire fee inclusions
The following are included in the hire fee:

• Underground parking in the Parish carpark (limited)
• Commercial kitchen for the storage, heating and service of pre-prepared meals only
• Glassware, crockery and cutlery, serving utensils, platters etc
• Cleaning supplies including commercial dishwasher, tea towels, mops and buckets
• Tables and chairs

Hire Fee exclusions
The following are excluded in the hire fee:

• Table linen can be supplied at an additional cost.
• Hirers are not permitted to use the commercial kitchen for the full preparation and cooking of meals.
• Wait staff.
• Also excluded are provisions of Flowers, decorations, chair covers etc.

Security Bond
In addition to the Parish Hall hire fee, Hirers may be required to pay a security bond of $500. The decision to levy a security bond is at the discretion of the Parish Business Manager. Security bonds will be refunded within seven (7) days after the function, subject to all invoices being paid, the conditions of hire being met and no damage to the Parish Centre having occurred.

Cleaning Fee
The Hirer agrees and acknowledges that the Parish Hall and Parish Centre are maintained in good repair and a clean and tidy state at the commencement of the hire period and must be returned in the same condition at the end of the hire period. In the event that the Parish Business Manager considers the Parish Hall or other facilities utilised by the Hirer are not in a clean and tidy state at the completion of the function an additional cleaning fee may be charged to the Hirer.

Function Coordinator
In addition to the Parish Hall hire fee, prospective Hirers may be required to pay for the services of a Function Coordinator for their function. This decision will be at the discretion of the Parish Business Manager. The Function Coordinator fee will be in addition to any Parish Hall hire fee that may apply.

The standard hourly rate for the Function Coordinator will be advised at the time of booking the function and may vary from time to time. If a Function Coordinator is required, the minimum booking period is three hours. The Function Coordinator will commence duty one hour prior to the start of the function and finish one hour after the completion of the function.

The role of the Function Coordinator is as follows:

• to assist external suppliers (e.g., caterers) with obtaining access to the Parish Hall
• to provide assistance with the setup of tables, chairs and AV equipment
• to manage the heating, cooling and lighting systems
• to provide advice on the operation of the kitchen equipment, use of the glassware, crockery and cutlery etc.
• to provide guests with access to the Parish carpark if required
• to ensure the facilities, including the kitchens, are left in a clean and tidy state
• to ensure alcohol (if any) is served in accordance with the Responsible Service of Alcohol guidelines
• to advise on security arrangements throughout the function and to ensure that the premises are appropriately secured at the end of the function
• to act as warden in the event of an evacuation for fire, flood or other emergency
• to assist with handling any spills, breakages or other damage and to ensure all incidents are reported to the Parish Business Manager as soon as possible and no later than the next business day
• to ensure all guests are QR coded and double vaccinated (if required in the future)

Function Coordinators should not be expected to prepare and serve food and drink during functions or to clean up the facilities afterwards.

Hirers
Hirers must be eighteen (18) years or older. Proof of age may be requested.

Hirers are responsible for the following:

• being present at all times during the function or ensuring that another responsible adult is present at all times and providing these details to the Parish Business Manager
• ensuring their guests behave in an appropriate manner
• ensuring children under the age of 12 are appropriately supervised at all times and are not permitted into the kitchen areas
• ensuring guests do not enter the residential areas of The Benson Toorak without authorisation
• coordinating the provision of services by external suppliers (e.g., caterers), notifying Parish Business Manager of their details, and paying them directly for their services
• arranging the cleaning the facilities to a suitable standard, including the kitchens, immediately on completion of the function
• ensuring external suppliers (e.g., caterers) provide sufficient staff to serve food and drinks
• covering the cost of any damage or breakage that is incurred during the course of the function

In addition to the above, Hirers hosting functions where a Function Coordinator is not present are responsible for the following:

• attending a briefing session with the Parish Business Manager on the use of the facilities prior to the function
• ensuring any spills or breakages are cleaned up immediately and reporting these to the Parish Business Manager no later than the following business day
• ensuring alcohol (if any) is served in a responsible manner
• providing access to the Parish carpark for their guests and ensuring they depart quietly on completion of the function
• acting as warden in the event of evacuation for fire, flood or other emergency
• ensuring the security of the facilities is not compromised in any way during the function (e.g., by propping open external doors)
• securing the facility at the end of the function and returning the keys to the Parish Business Manager the next business day.

Making a booking
To book the Parish Hall:

1. Check availability with Madeline Dimasi at the Parish Office:  T: 9086 8600    E: This email address is being protected from spambots. You need JavaScript enabled to view it.
2. Complete and submit the Parish Hall Booking Form (this will be provided by the Parish Office)
   
3. Attend a briefing session with the Parish Business Manager if required
4. Pay any fees applicable at least 72 hours prior to the function

The Parish Business Manager reserves the right to refuse functions in the Parish Hall if:

• the proposed function is inconsistent with the appropriate use of the facilities; or
• the proposed function is likely to be detrimental to the interests of the Parish;
• the proposed function will be potentially destructive to property or persons within the Parish Centre; or
• the proposed function conflicts with other planned functions within Parish Centre; or
• the proposed function is outside the designated function hours; or
• previous functions hosted by the Hirer have not been conducted in an appropriate manner consistent with the appropriate use of the facilities or The Benson Toorak by-laws.

Cancelling a booking
The Hirer may cancel a booking by written notice to the Parish. Cancellations made with less than 72 hours notice may incur a cancellation fee of 50% of the Parish Hall hire fee.

The Parish reserves the right to cancel a booking without notice in the event of an emergency.

The Parish also reserves the right to cancel a booking by prior written notice to the Hirer if:

• the Parish becomes aware that the function is inconsistent with the appropriate use of the facilities; or
• the Parish considers the proposed function will potentially be destructive to property or persons within the Parish Centre; or
• the prescribed fees have not been paid in the specified time frame; or
• repairs, alterations or additions are required to the Parish Centre.

If the Parish cancels the booking without fault of the Hirer, the Parish will refund any amounts paid by the Hirer in relation to the booking. The Parish will not be held liable for any loss or damage or loss of profit suffered as a consequence of exercising its right to cancel the booking.

Smoking
Smoking is not permitted in the Parish Centre, on the Parish Hall Terrace or in the Parish Gardens. Hirers and their guests who wish to smoke must make their way to the public footpath at the front of the Parish Centre.

Fires, candles and smoke machines
Smoke machines are not permitted in the Parish Centre or on the Parish Hall Terrace.

Birthday candles and sparklers are not permitted inside the Parish Centre. Birthday candles and sparklers may be used on the Parish Hall Terrace as long as the Terrace doors to the Parish Hall remain closed.

The Hirer will be held responsible for all costs associated with the Metropolitan Fire Brigade attending site as a result of a breach of these conditions resulting in the activation of the fire alarm.

Decorations and other materials
No adhesive tape, Blu-Tak or the equivalent is allowed to be placed on any painted or fabric surfaces. Gaffer tape is the only tape allowed to be used on the floors.

No confetti, rice or other objects may thrown inside or outside the Parish Centre.

Animals
Animals, with the exception of accredited Assistance Dogs, are prohibited from entering the Parish Centre.

Parish Offices
Hirers and their guests are prohibited from entering the Parish Offices located within the Parish Centre unless a member of staff is present.