• Hire of Scout Premises (Form P2)

    Hire of Scout Premises (Form P2)

    One-off Use

  • 2nd Baulkham Hills Scout Group
    25 Jasper Rd,
    Baulkham Hills Rd, Baulkham Hills, NSW 2153

    P.O. Box 327
    Baulkham Hills, NSW 1755

    http://www.2bhillsscoutgroup.com/
    HallHire@2bhillsscoutgroup.com

  • This form is used when a one-off use of Scout premises is to be arranged with a non-Scout organisation.
    In all other cases (users     on a regular basis, eg. Playgroups, Karate classes etc) permission needs to be applied for by filling out a P3 Form (Hire of Scout Premises Regular Use).
     Guidelines are in the NSW Organisation and Information Handbook and should be studied before any decision on hiring is made by the Committee concerned.

    • Property Details 

    • Property Details

    • Hall Availability 

    • [Click here] to open the calender in a full-screen window

    • Information & Pricing 

    • Casual hire rates

      • $200 per day or part of day for one-off or casual hire
      • $200 refundable damage deposit
      • No guarantee of availability prior to booking
      • Hire cost paid in advance
      • Keys must be collected & returned each booking

    • Our Hall Hire Manager will review your request and be in touch by email to confirm acceptance.

      IMPORTANT

      We will reserve your booking in our calendar, however your booking is NOT confirmed until:

      • You receive confirmation from our hall hire manager
      • Payment has been received in full 

      During confirmation, we will:

      • Confirm your hire meets our suitability requirements
      • take payment by Cash (an invoice is available on request)
      • give key for hall access

      Key Collection

      Following payment, you will receive key and return procedures.

    • Required Hire Date 

    • Hire Information

      When would you like to hire?

    • Hire times must include setup and cleanup time in your booking.

      Booking is on a daily basis or part of day

    • Hire Start - Date & Time*
       / /
       :
    • Hire Finish - Date & Time*
       / /
       :

    • ERROR: Finish date/time must be after Start date/time

    • Optional Equipment

      Please let us know if you would like to request any of the equipment below.
    • Equipment Available

    • Please note:
      White tables are shared with other users of the hall and may not be available on your selected booking date.
      Availability will be confirmed during your booking confirmation.

    • Hirer Contact Details 

    • Hirer Contact Details

    • Thanks!

      To help support the wonderful community work you do, you may qualify for our NFP/Community pricing of $25/hr.

      Please upload evidence of your NFP status to unlock this pricing.

    • Upload Photo
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    • Photo ID

      You may supply Photo ID later, however your ID is required prior to being issued with keys to the hall.
    • Upload Photo
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    • Hire Agreement 

    • AGREEMENT

    • On behalf of THE SCOUT ASSOCIATION OF AUSTRALIA, NEW SOUTH WALES (herein called the Scout Association) we hereby agree to hire the premises to the Hirer on the date and between the hours set out above, on the following conditions :-

      1. The Hirer will not use the premises for any purpose other than the purpose set out above.
      2. The Hirer will pay to us the hiring fee and security deposit set out above at least seven days prior to the date of hiring.
      3. If the Hirer is a registered organisation they agree to accept full responsibility for the safety of the Hirer and his Associates and invitees during the Hirer's occupation of the same and will indemnify and keep the Scout Association indemnified against all claims arising from the death of or injury to any person or damage to any property which may occur or be sustained on or near the premises during the Hirer's occupation of the premises and against all actions demands and costs which may be incurred by the Scout Association in respect thereof.
      4. The Hirer will make good any damage to the premises and its contents which arise out of the Hirer's use of the premises and will leave the premises in a clean and tidy condition and securely locked up and will promptly return to us any keys made available to the Hirer.
      5. The Hirer will not do or permit to be done on or near the premises anything which might be a nuisance or annoyance to nearby occupiers or which might damage the reputation or goodwill of the Scouting Movement.
      6. The hiring is personal to the Hirer and is not assignable.
      7. We have the right to use the security deposit to reimburse us for any damage or loss we may incur or suffer as a result of a breach by the Hirer of these conditions but subject to this right the security deposit will be refunded to the Hirer after the expiration of the hiring.

      SIGNED on behalf of The Scout Association of Australia, NSW Branch.

    • DATE
       / /

    • Scouts Australia NSW
      Level 1, Quad 3 102 Bennelong Parkway
      Sydney Olympic Park NSW 2127

      P.O. Box 125
      Lidcombe, NSW 1825

      Ph: 02 9735 9000 Fax: 02 9735 9001
      E-mail: info@nsw.scouts.com.au

    • COVID-Safe Requirements

    • Our obligations

      We are a fully compliant COVID-Safe location, however you are responsible for your own COVID-Safe plan.

      For your own records, please find the Scouts NSW COVID-Safe Plan available here.

      Your obligations

      You are responsible for your own COVID-Safe plan.

      We have created a Guideline for Hall Hires which outlines your hall hire obligations and COVID-Safe requirements.

      These requirements are in addition to your current lease agreement.

      Download: Scouts NSW Guidelines for Hall Hires


      Hall capacity must not exceed 19 people - one person per 4 square metres

      Prior to commencing, hirers must adhere and agree to the following:

      • Agree to check and follow current Public Health Orders
      • Hall capacity must not exceed one person per 4 square metres including staff members
      • Hall capacity must not exceed 19 people total
      • Irrespective of room capacity, classes or organised events must not have more than 19 participants, not including the persons conducting or assisting the class or event, or parents, guardians and carers of participants
      • Each hirer must have an approved COVID-19 Safety Plan.

    • After-Hire Cleaning

    • Hire times for bookings must include setup and cleanup time in your booking.

      Please find below a Hall Hire Cleaning Checklist with the cleaning tasks that must be completed after your hall hire is complete.

      You are also welcome to perform an additional clean before you start to ensure the protection of your guests.

      Download: Hall Hire Cleaning Checklist

      This checklist is also posted to the wall near the main door.

      Please:
      - supply your own hand-sanitizer to reduce cross-contamination and ensure availability for your guests
      - feel free to use any of the cleaning equipment available in the hall
      - sign the cleaning log on the wall before you leave

    • ACCEPTED BY THE HIRER/S

    • Date
       / /

    • ADDITIONAL INFORMATION:

    • For additional information on organising a party please refer to the following website which is a NSW Police Force initiative:  http://www.mynite.com.au

    • INSTRUCTIONS FOR USE:

    • THIS FORM TO BE COMPLETED IN TRIPLICATE (one copy to Hirer, one copy to State Office with a Public Liability Certificate (minimum $10M cover) if applicable, and one to be retained by Formation)

    • (1) The 'premises' must be adequately and properly described in the agreement eg: 'The Scout Clubroom, 20 Jones Road, Plainsville'.

      (2) The 'hirer' must be properly described. If the 'hirer' is not a registered organisation then the responsible office bearers or the person in charge becomes the 'hirer' and the full name or names and address or addresses and office/s held (if any) must appear in this section.

      (3) In the event of a security deposit not being required the word 'NIL' should be completed in the 'schedule' to the agreement.

      (4) Do not delete any clauses from the agreement even though they may not be appropriate to the particular hiring eg: the reference to return of keys. Remember the agreement has been designed to protect the Association and its member formations and must only be used in the form here given.

    • Hire Summary 

    • Hire Summary

    •  Hirer Details {businessorganisationName} {abnif54}
        {contactName}
        {typeA159}
        {email}
        {phoneNumber91}
      Hire Date/Time:

      Arrive: {hireStart}
      Depart: {hireFinish}
      Hire Fees: ${hireFee121}
      Refundable Security Bond: ${Cost_SecurityDeposit}
         
      Total Hire Cost ${totalCost}

       

    • Payment & Next Steps

    • Casual hire rates

      • $200 per day or part of day for one-off or casual hire
      • $200 refundable damage deposit
      • No guarantee of availability prior to booking
      • Hire cost paid in advance
      • Keys must be collected & returned each booking

    • Our Hall Hire Manager will review your request and be in touch by email to confirm acceptance.

      IMPORTANT

      We will reserve your booking in our calendar, however your booking is NOT confirmed until:

      • You receive written confirmation from our hall hire manager
      • Payment has been received in full

      During confirmation, we will:

      • Confirm your hire meets our suitability requirements
      • take payment by Cash (an invoice is available on request)
      • give key for hall access

      Key Collection

      Following payment, you will receive key and return procedures.

      PLEASE SUBMIT TO CONFIRM YOUR REQUEST

    • ERROR: Unable to submit. Hire Times incorrect.
      Finish date/time must be after Start date/time

    • Should be Empty: