VENUE HIRE INFORMATION

The following guidelines are designed to assist in the birthday party booking process of the Kids Sports on the Beaches (KSOTB) Party Room located in Pittwater Sports Centre (PSC). They have been developed to make your booking/event run smoothly and highlight the most effective way to utilise the venue.

 

General Booking Information (Applicable to all bookings)

All persons entering PSC must abide by the conditions of entry of PSC, which are located at the front entrance and are accessible on the PSC website. Any persons not abiding by these conditions may be asked to leave by the centre with no refund provided.

 

Conditions of entry

Your entry is conditional on acceptance of the following conditions:

• You (or your child/children) do not have any symptoms of fever, sore throat, temperature/fever, illness, fatigue or shortness of breath.
  You abide by social distancing requirements
• Footwear must be worn when entering and exiting the facility
• You and any dependants under your care must comply with all codes of conduct and follow any directions given to you by KSOTB staff. Please familiarise yourself with the signs, warnings, rules and instructions placed around PSC and the KSOTB gymnastics hall.
• All members and guests must respect PSC and KSOTB property, staff and others in the facility.
• Drugs and alcohol are prohibited on PSC premises (including in the carpark). Anyone suspected to be under the influence of drugs or alcohol may be refused entry or asked to leave the facility.
• No pets or animals can be brought into the facility except for guide dogs or assistance dogs.
• KSOTB accepts no responsibility for lost or stolen property.
• KSOTB welcomes the capturing of your magic moments on camera and video however the privacy of others must be respected. The use of camera and video recording is conditional based on the following:
  • It must be in accordance with the KSOTB social media policy
  • You must obtain express permission from an individual (or their parent/guardian) to take or use a direct, clearly identifiable image of that person
  • You must remove photos of other persons if you have been asked to do so.
  • Under no circumstances are cameras or mobile phones to be used in change rooms or bathrooms: and
  • KSOTB staff reserve the right to check photography and videography.
  • Smoking whilst on PSC premises (including the carpark) is prohibited.
  • The facility is under 24/7 security surveillance.
  • Any non-compliance with these Conditions of Entry may result in you and/or all parties involved removal from the facility.

KSOTB reserves the right to refuse any person entry to the facility or participation in any programs.

Car parking and public transport

Car parking is available for event personnel and spectators on the premises. Entry is via Pittwater Road. For anyone travelling by public transport, there is a bus stop approximately 50m down Pittwater Road.

 

Equipment

KSOTB is committed to providing a safe and clean environment for all of our members and visitors. The party room is equipped with tables, chairs, sink and a serving bench located on the PSC balcony. As the party host/ hirer, you are welcome to set up the party room appropriately for your party booking, however, please note the following items are prohibited on the PSC premises.

• Pinata’s
• Silly String
• Foam or Smoke machines

Any adjustment requests of the party room must be made to the party coordinator prior to the event to which will require an approval.

Duration

The party room is exclusively for your party booking for 30 minutes and must not exceed the booking duration. Party host/ hirer are welcome to enter the party room 30 minutes prior to the schedule room booking. The party room is accessible for the children to enter after the gymnastics component has concluded; children will not be permitted to consume any party food during the gymnastics component of the booking due to the risk of food damage to our equipment and the wellbeing of the participants. Damage to the gymnastics equipment and may result in a cleaning/ damage fee that will be handed to the party host/ hirer.

If you exceed the booking duration confirmed with KSOTB staff and Party Coordinator prior to the event date, the party host/ hirer will incur a fee of $50 per 30 minutes.

Please note that we cannot extend the duration of the party room booking on the day due to the set roster of staff and other party bookings.

 

Catering Policies.

By hiring the party room, you will need to BYO food and drink for your guests in the party booking. As PSC and KSOTB is a nut free zone we kindly ask that you do not provide any nut products to your guests for the safety of them and others around who may have a nut allergy. You are responsible for catering to your guests’ allergies and dietary requirements as well as any medication that the guests may require to bring on site with them. KSOTB will have staff on site for support in case of an emergency (allergic reaction), however, will not be held responsible for any risks or reactions that may incur due to a breach of the participants dietary requirement.

KSOTB currently do not have access to a fridge, sink, oven or microwave within the party room, however, you will have exclusive use of the party room, seating, tables and tablecloths for the serving tables. KSOTB will require the party host/ hirer to bring their own decorations, cutlery, plates, cups, napkins, matches, candles etc.

 

Smoking

There is strictly no smoking on Pittwater Sports Centre premises as it is department of education land. This includes the carpark.

 

Emergency Evacuation Procedures

If the alarm sounds, please evacuate immediately via the nearest exit. Upon exiting the Centre, spectators and members should follow the instructions of KSOTB staff who will direct them to an assembly area.

 

First Aid Provisions

First Aid provision is normally provided by KSOTB staff unless you specifically engage the services of an external provider. In all circumstances, any serious injuries requiring ambulance to be called must be coordinated through KSOTB staff.

If you know of any serious medical ailments of participants before your event, you must communicate this information to KSOTB staff before your event.

 

Cleaning

KSOTB will supply the table and chairs to which you are welcome to use/ decorate within your booking. You have exclusive access to the Party Room for 30 minutes after the gymnastics component has concluded. Once the 30 minutes has finished, you will be required to clean up additional items that you may have bought to the booking eg; table clothes, food scraps, plates, cups, balloons, streamers etc. We kindly ask that the cleaning does no exceed 10 minutes after the booking so KSOTB staff can prep the room appropriately for the next party booking/ close of day. This additional 10 minutes will not incur an overtime fee.

KSOTB will inspect the party room once the booking duration is up, if the party room is left in a manner that is deemed not satisfactory, the party host/ hirer will incur an additional cleaning fee.

If you have any further questions regarding the cleaning requirements or require some assistance on the day, please don’t hesitate to reach out to our friendly staff.

 

Damage

The hirer will be responsible for any damage that is incurred because if the booking/event. After the event, the venue will be inspected, and a report will be prepared for any damage. You are welcome to join the KSOTB staff on this inspection.

 

Crowd Behaviour and Control

As the organiser of your event, you are responsible for the behaviour of the people attending and participating in the event. If KSOTB staff observe a person behaving dangerously or irresponsibly, they may be asked to take no further participation in the event or be requested to leave the venue.

 

Supervision

The children participating in your booking/event must be supervised at all times. It is the hirer's responsibility to ensure they have a list of the children who are onsite for the booking and are responsible to ensure the children are dropped off and picked up from the booking appropriately. 

 

Set up and Display of Material or Information

Please speak with our staff before your event if you have any specific requirements related to set up and/or wish to display any materials or information. It is the responsibility of the hirer to remove any displayed material or information after the event. At no times is any KSOTB or safety signage to be covered or removed.

 

Risk Assessments and Safety

KSOTB conducts an individual, internal risk assessment for each booking, however, we strongly recommend that all groups wishing to book our facility conduct their own independent risk assessment. KSOTB staff members are available to assist you in this process upon request.

When reviewing potential risk, we consider the number, age, maturity and ability of participants, the activities to be conducted, the number of accompanying staffs, and the unique features of our facility. The risk is then considered and appropriate control measures are put in place. 

 

COVID-19 Requirements (Updated as of February 1st, 2022)

That no individual who has symptoms of fever, sore throat, temperature or illness, fatigue or shortness of breath come on site to Pittwater Sports Centre.
That you not been in the company of anyone exhibiting any of the above symptoms.
You accept that you will abide by social distancing requirements.
Any non-compliance of these conditions or with a direction to move, relocate or leave the venue from. Non-compliance may result in your details being passed to the authorities.
 

 VENUE HIRE TERMS AND CONDITIONS

1. Booking and Payment

KSOTB Party Room Hire Pack Documentation must be completed and submitted prior to the hire date.
Confirmation of booking will be summarised from the KSOTB party coordinator. 
The organisation/hirer must pay the booking fee in FULL to confirm the booking once the availability of the venue has been advised.
Payment must be made via EFT Transfer (refer to Booking Summary form for Bank Details)
Any cancellation refund will follow KSOTB refund policy found on the website.
It is the party host/hirer’s responsibility to ensure that all bookings finish on time. If the facility is used longer than the booking hire period, the organisation/hirer will be required to pay an additional fee calculated on a pro-rata basis for the additional time used.
With all Private Use/Event Bookings KSOTB reserve the right to allow bookings to schedule back to back sessions, thus the duration time must not excel the confirmed time with the party host/ hirer and KSOTB Party Coordinator.  
 

2. Hirer’s Responsibilities

The Hirer is responsible for:

• Organising and running the Private Use/Event conducted during the booked period in consultation with KSOTB Management.
• The party room must be returned to its original position before the end of the booking period. Eg. Any tables or chairs moved must be arranged back into the original position that it was found in.
• Leaving the party room in a reasonably clean state. If the party room is left in a state that requires extensive cleaning, the Hirer will be liable to pay any additional cleaning fees.
• Reporting any accident or injury occurring at the party room during the period of hire. The hirer must inform KSOTB staff in completing any documentation required.
• Supervision and control of participants and restriction of spectators to designated areas.
• Ensuring the party room is not used for anything other than that specified on the Venue Booking Form.
• Notifying KSOTB within 10 days of the date of the relevant invoice/statement if you disagree with any of the details.

3. Cancellation

• KSOTB Management may close the Facility at any time at their absolute discretion. KSOTB will not be responsible for any loss or damage, direct or indirect that may be incurred by the Hirer as a result of any such closure.
• KSOTB Management may at any time cancel a booking in the event of any breach of these Conditions of Venue Hire by the Hirer or their invites. In such circumstances, the Hirer will not be entitled to a refund of the booking charge or any part thereof and neither KSOTB will not be responsible for any loss or damage, direct or indirect that may be incurred by the Hirer as a result of any such cancellation.
• KSOTB reserves the right to cancel any booking made following these Conditions of Hire, at any time, due to COVID-19 related restrictions imposed by the NSW Government and NSW Health. Every effort will be made to re-schedule the booking once the COVID-19 restrictions have been lifted. In the event, any booking fee paid by the Hirer will be refunded however KSOTB will be required to maintain a service fee of 10%.

4. Admission

• KSOTB Management, at their absolute discretion, refuse admission to the Facility to any person.
• The Hirer shall not permit any person to enter the Facility to whom admission has been refused by KSOTB Management.
• KSOTB Management may at their discretion direct any person to leave the Facility.
• KSOTB Management shall at all times be entitles to fee and unrestricted access to any part of the Facility.
  
  

5. Parking 

The Organisation/Hirer shall be responsible for notifying anyone attending KSOTB Venue Bookings of the parking available on premises. 

6. Use of the Facility

•  The Hirer must abide by the Kids Sports on the Beaches terms and conditions outlined on the KSOTB website –  www.kidssportsonthebeaches.com.au
• The Hirer must abide by the Pittwater Sports Centre terms and conditions - outlined on the PSC website www.pittwatersports.com.au).
• Any breach to the terms and conditions upon entry to PSC and the KSOTB Gymnastics Facility may lead to termination of the Venue Booking at the discretion of KSOTB Management.
• All additional requirements and needs for the Venue Booking must be made in writing and confirmed with KSOTB management.