Terms and Conditions

Confirmation of Booking
Bookings are only confirmed on receipt of a prepayment for deposit and the signed confirmation agreement by the agreed date contained in the quotation. Without these, Hemisphere has the right to re-book the reserved space.

Terms of Payment
After receipt of the prepayment for deposit, the balance of the client's account will be invoiced at completion of the function. Payment is strictly required within 7 days of receipt of invoice.

Catering
Menu selections are to be confirmed 10 days prior to the function. Final numbers are to be confirmed 48 working hours prior to the function and the number confirmed at this time will be the minimum appearing on the final tax invoice. Hemisphere is licensed to provide all food and beverage consumed by the client and their guests attending functions at Hemisphere. The licence does not permit for clients to provide their own food and beverages.

Accommodation
Accommodation reservations are to be confirmed 10 days prior to the check-in date including: rooming list, number of delegates, and the accommodation charge checklist. Accommodation reservations confirmed at this time will be the minimum appearing on the final tax invoice.

Block bookings for accommodation are to be confirmed 1 month prior to the check in date. In the event of another client enquiring about the accommodation space blocked by your reservation, Hemisphere staff will contact you immediately to confirm your reservation for accommodation. Accommodation reservations confirmed at this time will be the minimum appearing on the final tax invoice.

Weekend Bookings
In the event of Hemisphere being open for a single client, the following minimum requirements apply:
> Room hire booking only - a minimum charge of a full day rate will apply to the main/plenary room.
> Catering (if required) - minimum of $550.00 applies based on maximum of 8 hours duration
> Accommodation bookings - minimum numbers apply on the following nights:
Fri - 3 rooms (min), Sat - 6 rooms (min), Sun - 3 rooms (min)

Audio Visual Equipment
To manage the quality of the audio visual service, Hemisphere equipment should be used for all bookings. In the event that it is agreed for "special circumstances" that the client may supply their own audio visual equipment, the following conditions apply. The client accepts responsibility for set up, instruction and troubleshooting of their own equipment. Audio visual support for audio visual equipment is available and must be booked in advance and priced on application.

Relocation of Areas
Hemisphere makes every effort to provide rooms as reserved, however, in the event of significant changes in requirements or unforeseen circumstances, Hemisphere reserves the right to relocate areas based on these changes. Any relocation will be in consultation with the client.

Filling and Vacating of Rooms
All rooms are required to be vacated by the time agreed with the Account Executive. Allowances for set up and break down times should be allocated. Should the client require to store goods or equipment at Hemisphere, prior notice is required.

Room Set Prior to Function
In the event of the client requesting a room to be set on the day prior to a function, an additional room hire charge will apply.

Room Set up Change
Room set up to be confirmed 48 hours prior to the function. In the event of the client requesting a change to the room set up from what was agreed to at this time (including room turnarounds) a labour charge will be applicable, per room.

Deliveries
Equipment delivered for the client's function must be marked to the attention of the Account Executive, with the function name and function date clearly marked on the outside of the package. Equipment delivered prior to a function can be stored only if arrangements have been made with the Account Executive. Hemisphere will not accept responsibility for delivered items.

Cancellation of Booking
Hemisphere, in good faith, undertakes to reserve the space detailed in the quotation. In the event that the client needs to cancel their booking, a fee applies as follows:
> Cancellation less than 2 months prior - 25% of the prepayment for deposit is forfeited.
> Cancellation less than 1 month prior - 75% of the prepayment for deposit is forfeited
> Cancellation within 14 days of the function - 100% of the prepayment for deposit is forfeited
> Cancellation within 48 hours of the function - 100% of the total booking cost will be invoiced

Cancellation of Function Rooms
In the event of a reserved room being cancelled, and the function continuing, the following cancellation rates apply if another party does not hire the room:
> Cancellation less than 2 months prior - 25% of room rate
> Cancellation less than 1 month prior - 50% of room rate
> Cancellation within 14 days of the function - 100% of room rate

In the event of another client enquiring about the space reserved in the quotation, Hemisphere staff will contact the client to confirm this reserved space. In the event of this confirmed space being cancelled, 100% of the room rate will be invoiced.

Cancellation of Audio Visual Equipment
In the event of audio visual equipment being cancelled, and the function continuing, the following cancellation rates apply as per suppliers conditions:
> Cancellation less than 48 hours prior - 100% of audio visual equipment rate

Rescheduling Fee
In the event of a confirmed booking not proceeding as planned, we offer the opportunity to reschedule the booking based on 14 days prior notice to the event date. Notice of the rescheduled booking must be provided within 5 working days of the cancellation, and the event must occur within 2 months of the cancellation. A reschedule fee of $55.00 is applicable for rescheduled bookings. If the rescheduled booking does not proceed, the above cancellation charges are applicable.

Display Materials
Hemisphere can provide materials for display purposes. No nails, staples, screws, blu tac or other materials are to be attached to walls, doors or other parts of the building without prior consultation with the Account Executive.

Damage
The client accepts responsibility for costs for any equipment, furniture, fittings or parts of the building damaged by their delegates and guests.

Function Conduct
The client agrees to conduct any function in an orderly manner, respecting the rights of other clients and guests of Hemisphere. All conduct must be in full compliance with all applicable laws.

Safety
No ignitable gases or liquids shall be brought onto the premises for any purpose. In the event of an emergency, clients must follow the directions of Centre staff.

Security
On-site security operates at Hemisphere.

Insurance
Hemisphere operates under the auspices of Holmesglen Institute of TAFE and as such is defined as a Government institution covered by the Victorian Education and Training Act. The Act includes catastrophe insurance and public liability insurance. Hemisphere will not accept any responsibility for damage or loss of client merchandise pre, during or post event. Clients are responsible for contents insurance and all client merchandise must be removed from the premises at the conclusion of the event.

Smoking
In compliance with Government regulations, Hemisphere is a smoke free environment. Smoking areas are designated outside Hemisphere.

Unforeseen Circumstances
In the event of inability to comply with any of the provisions of agreed services by virtue of any cessation or interruption of electricity, gas, water supplies, industrial dispute or equipment failure, unforeseen contingency or accidents, Hemisphere reserves the right to cancel any booking and refund any prepayment for deposit without notice at any time.

Vehicle Access
Vehicles forming displays within View Space or Centera must be driven by the client or owner of the car; and can only enter and exit at pre-arranged times.