Venue Hire | Terms of Hire Agreement - National Trust of Australia

Venue Hire | Terms of Hire Agreement
TERMS OF HIRE
When accepting bookings for Tomago House the National Trust reserves the right to assess the suitability of the proposed
function to the buildings and its delicate environment. As a property of the National Trust of Australia (NSW) this venue is
of particular significant to the people of NSW. When hiring Tomago House, its grounds and/or the chapel, we ask you to
ensure your guests respect the heritage character, furniture and fittings, taking care not to damage the fragile architecture
or contents.
HIRING CHARGES
The Hirer will pay to the Trust all the amounts specified in the Venue Hire Booking Form (VHBF). The Hirer acknowledges
that they are aware of all hiring fees and charges for other services and facilities associated with the use of Tomago House.
All prices are subject to change without notice. Once a booking fee has been lodged prices for that function will not
change.
DURATION OF HIRE – WEDDINGS
Tomago House will be made available for set‐up on the day before the wedding for 5 hours. The access for set up is to be
arranged with the custodian. The wedding party and their guests will have access to the house for a maximum of seven
hours. The house will be opened two hours before the wedding to allow access for the caterers and the bridal party to
dress and have photographs taken. The latest time a wedding can be booked is 4.30pm as the house and grounds close at
11.30pm.
DURATION OF HIRE – OTHER FUNCTIONS
Time is to be negotiated with Management Committee of the Friends of Tomago. The hirer is responsible for setting up of
the function. Tables and chairs are to be left in the drawing and dining rooms. When the function has concluded the
caterers are responsible for leaving the kitchen clean and tidy, with floors swept and mopped. All personal belongings,
rubbish, bottles and cans to be removed by after the function
BOND
A bond as specified in the VHBF, must be paid at least two weeks before the date of hire. This will be refunded in full
during the first week following the function if no loss, damage or need for special cleaning has occurred. If loss, damage or
special cleaning has occurred an appropriate deduction will be made from the bond.
DEPOSIT
The Hirer will pay to the National Trust of Australia (NSW) a non‐refundable deposit of an agreed amount or the amount
as specified in the VHBF at the time of confirmation of the booking. The booking will not be confirmed unless the deposit
is paid.
BALANCE
The balance of the total venue hire fee (incl. GST) must be paid to the Trust no less than two weeks before the date of hire.
INDEMNITY
The Hirer, by signing the form of indemnity provided on receipt of a booking, indemnifies the National Trust of Australia
(NSW) and any of its employees representatives, committees or volunteers in relation to any of its properties against all
claims for which The National Trust may become liable in respect of loss, damage or accident or injury to property or
person caused or contributed to by the function or any act or failure to act of the Hirer, its staff or subcontractors or the
Hirer’s failure to comply with its obligation under these conditions.

INSURANCE
All events held at Tomago House are covered by the Public Liability Insurance Policy of the National Trust of Australia
(NSW) where the incident is a direct result of the venue fixtures and fittings. However, Trust staffs are not liable for:
• The responsible service of alcohol to guests
• Any anti‐social behaviour of guests who may be intoxicated or under the influence of drugs
• Faults or accidents that result from the provision, placement or operation of equipment supplied by the Hirer
CLEANING
The Hirer shall leave all areas of Tomago House which are used for the event in a clean, safe and proper condition as subject to
the conditions of hire and all rubbish, cans and bottles removed from the property at the conclusion of your event. Tables and
chairs are to be stacked ready for Caretaker to put away Bond deductions will apply if cleaning conditions are not adhered to.
DECORATIONS
The interior and exterior walls of the Tomago House or Chapel must not be used to support display materials or
decorations, unless specific approval has been given by the Management Committee of the Friends of Tomago.
CATERING
Tomago House is a self‐catering venue with an approved warming kitchen. The kitchen is equipped with cutlery, crockery,
glassware, dinning tables and chair, small table, outdoor chairs, four refrigerators and a bar. The bar must not be removed
from its location and no kegs are allowed. No table linen is supplied. The kitchen is the responsibility of the caterer and
should be left in a clean condition. The caterer is required to wash, dry and store all cutlery, crockery and glassware at the
conclusion of the function and ensure that the kitchen it floors, the bar and the refrigerators are left in a clean condition. If
the kitchen is used after the caterers have left, the hirer is responsible for leaving the area clean and tidy. Bond deductions
will apply if cleaning conditions are not adhered to.
FIRE ALARM ACTIVATION
Should a fire alarm be activated during your event, and it is deemed to be caused by the actions of any of your caterer’s,
service suppliers, or guests then you as the hirer, will be responsible for any fees and charges imposed upon the National
Trust Australia (NSW) and Tomago House and your bond may be retained to cover the full cost of those fees and charges
incurred.
SMOKING
No smoking is permitted in any buildings and guests are requested to use the ashtrays provided on the verandahs.
CONFETTI/GLITTER
Confetti, rice, streamer or glitter is not allowed in Tomago House or Chapel.
OPEN FLAME
Candles must be non‐drip and free standing candles should be in appropriate holders to protect the floors, furnishings and
walls. Under no circumstances are candles to be lit in the chandeliers.
STAFF
It is a condition of hire that the Custodian or a member of the Friends of Tomago House be onsite during a function.
SPECIAL CONDITIONS
The Trust reserves the right to impose further special conditions to the granting of the Venue Hire Agreement.