1. Hire of Event Room(s)
Space I max hire out the seminar rooms, classrooms, lab facilities listed on the website on the Terms and Conditions set out below.
2. Confirmation
All the confirmation of the booking are through the Space I max website. An email confirmation would be sent out to your inbox.
You may make a tentative booking at any time by calling us and you will not incur any obligation until confirmation is formalised, as set out below.
All Events are booked for a 4-hour duration and charges apply for any early start or late finish at our applicable rates (normally not less than $30 per half hour or part thereof or $10 x per the number booked – whichever is the greater)
Please check with us before the event to avoid any misunderstanding.
3. Payments
Payment is accepted through website at the time of booking.
Any additional services have to be paid for separately against the invoice from Space I max.
4. Non-Payment
If any payment is not successful or cleared, Space I Max reserves the right to cancel the booking without Space I max having any liability or consequence and without derogating from any rights of Space I max.
5. Cancellation
5.1 Subject to 5.2, if an Event is cancelled for any reason, the following terms are applicable, unless otherwise agreed in writing with Space I max.
More than 3 months’ notice: the cancellation fee will be equivalent to the Initial Deposit 1 to 3 months’ notice: the cancellation fee will be equivalent to the Deposit plus any additional costs or expenses incurred by Space I max.
Less than 1 months’ notice: the cancellation fee will be equivalent to the Deposit plus any additional costs expenses or losses incurred by Space I max, to which a loading of 25% will apply for administrative overheads as agreed.
5.2 If Space I max is able to find a replacement booking it will negotiate in good faith over any reduction in the agreed cancellation fees.
6.Postponement
6.1 If an Event is postponed, the following terms are applicable, unless otherwise agreed in writing with Space I max.
More than 3 month’s notice: the postponement fee will be equivalent to the Initial Deposit.
1 to 3 month’s notice: the postponement fee will be equivalent to the Deposit plus any additional costs or expenses incurred by Space I max.
Less than 1 months’ notice: the postponement fee will be will be equivalent to the Deposit plus any additional costs expenses or losses incurred by Space I max to which a loading of 25% will apply for administrative overheads as agreed.
6.2 If Space I max is able to find a replacement booking it will negotiate in good faith over any reduction in the agreed postponement fees.
6.3 If the booking subsequently proceeds at an agreed new time, Space I max it will negotiate in good faith over any reduction in the agreed postponement fees.
6.4 You and the Card Holder agree that the applicable cancellation fees/postponement fees are reasonable and agree to these as liquidated and agreed damages to compensate Space I max for administrative time involved and lost opportunity.
6.5 Space I max reserve the right to cancel or postpone any confirmed booking if
6.5.1 any payments are not made as and when requested;
6.5.2 the Event alters in any substantial way from what was booked and confirmed;
6.5.3 undue personal difficulties arise with you, the Card Holder or anyone else, over the Event;
6.5.4 you or the Card Holder do not observe any time requirements set out in these Terms and Conditions or in any communication with Space I max;
6.5.5 any arrangement or proposal for the Event is unacceptable to Space I max; or
6.5.6 there is any double booking.
6.6 If Space I max cancels or postpones any confirmed booking under 6.5.6, it will use all reasonable endeavours to make satisfactory alternative arrangements, including arranging an alternative suitable venue and/or nominating an alternative suitable date. If suitable alternative arrangements cannot be agreed, Space I max will refund all monies paid but will not be liable in any way for any other claim, demand or compensation by or through any party.
7. Maximum Numbers
The maximum number of people occupying the venue should not exceed the maximum occupancy mentioned for each venue.
We will try to act reasonably in agreeing to any variation of the above that you request in advance of the Event.
8. Function Details
8.1 A Space I max Event Manager will be appointed upon booking of the venue and payment of the full deposit. You must ring to confirm the Space I max Event Manager’s name and contact details at least 10 working days prior to the Event.
8.2 Details of all Event arrangements must be advised in writing to the Space I max Event Manager as soon as possible and at least 7 working days prior to the Event, failing which, Space I max reserves the right to cancel the booking without any liability or consequence.
9. External Event Co-Ordinator
9.1 If you propose to engage an external Event Co-Ordinator to assist in preparation for your Event (whether including presentation of the venue, erection of fittings or displays etc or otherwise), the External Event Co-Ordinator’s name and all contact details must be advised in writing prior to your event. Space I max reserves the right to refuse the involvement of any event Co-ordinator at its discretion at any time without Space I max having any liability or consequence.
9.2 Space I max reserves the right to refuse or require modification to any plans of any external Event Co-Ordinator without Space I max having any liability or consequence.
9.3 Space I max does not accept responsibility for any injury, loss or damage incurred by or as a result of anything done or arranged by any external Event Co-Ordinator (including any alterations made to the venue premises by installation, erection or placement of fittings, fixtures, decorations or other material supplied by or at the direction of your external Event Co-Ordinator or performed by outside contractors) prior to, during or after the Event.
10. Venue Access/Availability Evening Events
10.1 Access to the venue will be granted only within the booked timing. Please contact us before booking for any access requirement prior to the event.
10.2 Space I max (if requested) will make access available to the venue 2 hours prior to the commencement of the 4 hour Event and 1 hour after subject to availability and prior arrangement.
10.3 Access to the venue may be available on request between 9.00am and 6.00pm on the day of the Event, provided we do not have another function, requirement or use. We will try to meet your needs, if we can and if time and staffing permit, provided we have agreed with you any extra cost and it has been paid.
10.4 Any access to the venue that is required outside of the hours stated in 13.2 will incur a minimum $45.00 per hour fee. Please check with us before the Event to avoid any misunderstandings.
10.5 It is the responsibility of you to advise Space I max of any additional access requirements in writing prior to the Event and Space I max reserves the right to refuse such access at its complete discretion, without Space I max having any liability or consequence.
10.6 Space I max reserves the right to book day or evening functions on the day of your Event and at any time the following day and you and the Card Holder will indemnify Space I max if any day function is disrupted by your Event or anything arising from it and Space I max or any of its staff, contractors or customers etc suffer any loss or claim as a result.
11. Deliveries
11.1 All deliveries to Space I max must be agreed with the Space I max Event Manager prior to the delivery and must be delivered to the venue on the dates and times agreed and clearly and properly marked with the name and date of the Event. Space I max reserves the right to refuse any delivery made or attempted at any other dates or times, at its complete discretion, without Space I max having any liability or consequence.
11.2 All equipment and property brought to the Venue must be removed immediately following an Event unless previously arranged in writing with Space I max. Any equipment or property not removed, may be removed and/or discarded by Space I max at its complete discretion, without any liability or consequence and any cost, damage, claim or loss relating to the exercise of this discretion will be the responsibility of you and the Card Holder.
12. Quotes and Prices
12.1 All prices are current at the time of quotation and are subject to revision prior to final number confirmation per clause 9, unless otherwise agreed. Revision will be to take into account any genuine “rise & fall” in costings, between the date of confirmation of booking and final number confirmation date.
12.2 Subject to clause 15.1 all written quotes are valid for 10 working days from the date of quotation for tentative bookings unless withdrawn by Space I max prior to receipt of both a properly completed, signed Booking Form and the required deposit in cleared funds.
13.Responsibility
13.1 Space I max does not accept responsibility for damage to or loss of any property brought to or left in the premises prior to, during or after an Event, whether by you, the Card Holder, any guest, outside contractors or any invitees of you or any of them.
13.2 You and the Card Holder are responsible for any costs associated with any damage or loss incurred to any fittings, property or equipment on or about the premises which is caused or contributed to by you, the Card Holder or any guest, outside contractor or any invitees of you or any of them, prior to, during or after the Event. The cost of any such damage is agreed to be determined by the lower of two quotes Space I max obtains, provided Space I max has time to obtain 2 quotes. If there is insufficient time to obtain quotes you and the Cardholder will pay actual damages and/or costs of repairs/replacements.
13.3 A bond may be required depending upon the details of the Event (i.e., to cover any alterations to the Venue, hiring of Space I max property, type of function or guests etc). This must be paid at least 7 working days before the Event, failing which Space I max reserves the right to cancel the booking or refuse to allow the details for which the bond was to relate, without Space I max having any liability or consequence.
13.4 You is responsible for the conduct of you, the Card Holder, any guest, outside contractors or any invitees of you and authorises Space I max, without Space I max having any liability or consequence, to remove or have removed (with such force as necessary) you, the Card Holder, any guest, outside contractors or any invitees of you whose conduct is unsatisfactory or causes any distress, discomfort or harm to anyone at or near the venue.
13.5 You and the Card Holder are responsible for any death, injury, damage or loss suffered to property or persons by anyone at the venue and whether arising prior to, during or after the Event.
14. Public Holiday Surcharge
A surcharge is applicable on public holidays. Please check with us before sending in your Booking Form.
Our standard surcharge for your selected venue will apply unless we have agreed otherwise with you in writing in advance. Please check with us before the Event to avoid any misunderstandings.
15. Signage
15.1 You may not cover, alter or obscure any part of any Space I max signage without the prior written consent of the Space I max Event Manager.
15.2 You may not install or display any signage or thing at the venue without the prior written consent of the Space I max Event Manager.
16 Force Majeure
Should Space I max be prevented or substantially impeded from implementing and/or providing any services contemplated or confirmed, due to circumstances beyond its control (such as power failures, Government intervention, (direct or indirect) Government or other development or redevelopment (direct or indirect) of the venue or any adjoining site, fire, flooding, natural disasters, strikes, lock-out, war, terrorism, sabotage or acts of God) you will make no claim for loss or damage against Space I max or any related entity or person and will not permit any party to make any claim through you.
17. Indemnity, Limitation of Liability, Release and Insurance
17.1 To the fullest extent legally possible, you and the Card Holder indemnify Space I max and any related entity or person, their servants or agents, against any claim, cost, loss, damage or liability howsoever arising which relates in any way to the Event, any related thing arising prior to, during or after the Event, these Terms and Conditions and anything governed by them or any part of the services contemplated (“Services”), including any liability which Space I max cannot or has not excluded under these Terms and Conditions.
17.2 To the fullest extent legally possible, Space I max and any related entity or person, their servants or agents will not be liable and no claim shall be made by or through you, the Card Holder, any guest, outside contractor or any invitees of you or by any other person who has or may hereafter have any interest in any part of any Services or otherwise, against Space I max or any related entity or person, their servants or agents which imposes or attempts to impose any liability whatsoever in connection with any part of the Services or otherwise, including any claim in tort or contract and whether for trespass, negligence, misfeasance, wilful act or omission, default or otherwise and whether claiming for contingent, consequential, direct, indirect, special or punitive damages or otherwise.
17.3 For the avoidance of doubt, any liability under the Trade Practices Act or otherwise, which cannot be legally avoided will be limited to the cost of supply of the Services or the supply of the Services again.
17.4 You and the card holder release Space I max from any liability.
17.5 If requested by Space I max, you must take out all appropriate insurance reasonably required by Space I max for the Event, failing which Space I max reserves the right to cancel the booking without any liability or consequence.
18. Outside catering In the case of events requiring outside catering, these will be governed by further separate terms and conditions which will operate in addition to these Terms and Conditions. Please contact Space I max before the event to avoid any misunderstandings.
19. Guarantors
You and the Card Holder agree to procure the personal guarantee of the Guarantor(s) (if any) named in the Booking Form, in the standard form of Agreement to Guarantee and Indemnify used by Space I max and to deliver same to the Event Manager not less than 10 working days prior to the Event, failing which Space I max reserves the right to cancel the booking, without any liability or consequence
20. Credit Cards
Acceptable credit card details are required upon making a booking and the Booking Form.
20.1 All payments made by credit card will incur a surcharge.
20.2 the Booking Form must be signed by the Card Holder.
20.3 Any payment or claim that is outstanding after 7 days (whether relating to the Event, any cancellation or postponement or otherwise) will be charged to this credit card with the credit card surcharge.
20.4 By signing the Booking Form and the Credit Card authority the Card Holder and you agree to this arrangement and authorise Space I max to use the credit card for this purpose.
20.5 The Booking Form signatory, you and any Credit Card signatory are jointly and severally liable for payment of all fees, charges, losses or damage of Space I max (whether relating to the Event, any cancellation or postponement or otherwise) together with interest at 15% on any late payments.
21. Prohibitions
Space I max prohibits the following:
21.1 Throwing confetti, glitter, poppers, streamers or rice anywhere in or about the premises without prior consent of Space I max
21.2 Smoking anywhere on or about the Venue.
21.3 Excessive noise during any Event. Space I max reserves the right to control the volume of music being played inside the venue (a maximum of 85DB). Noise-limiting devices will be in place at all times
21.5 Discrimination of any sort and any belligerent or offensive behaviour on or about the Venue;
21.6 Any waste materials left on or about the Venue;
21.7 Bringing or allowing any illegal, obnoxious or offensive item on or about the Venue;
21.8 You are responsible to Space I max for any breach of these prohibitions and must indemnify Space I max for any consequences of any breach.
22. Waiver
A waiver by any part of breach of any provision in this deed or any rights arising under it is not effective unless that waiver is in writing and is signed by the party granting the waiver. No waiver will vitiate the remainder of this deed, which will continue to apply with full force and effect, nor will it prevent the exercise of any other provision or part of this deed or any other right arising under it.
23. Sole Terms and Conditions
These Terms and Conditions and anything expressly incorporated by reference herein, are the entirety of the Terms and Conditions of any engagement of Space I max and form the basis of all understandings and agreements between you, the Card Holder and Space I max. No other term, condition, agreement, warranty, representation or understanding whether express or implied, extending to or relating to or binding upon Space I max is made or given.
24. Definitions
“Space I max” Level 2, Turnham Avenue, Rosanna, Victoria 3084 and (as applicable) its related entities, its staff, servants, contractors or agents.
“You” means the parties referred to in the Booking Form.
“Card Holder” means the party whose Credit Card Details and signature appear on the Booking Form.
“Guarantor” means the Guarantor(s) referred to in the Booking Form.
“Venue/Premises” means the place(s)/room(s) at which your Event is held.
“Event” means the program or the purpose for which the place is being hired for.
