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Amend or Cancel Club Booking

To amend or cancel your club booking, please fill in the details below.

Note that all bookings between your 'Original booking start date and time' and 'Original booking end date and time' will be cancelled or amended as per your updated booking start date and time. If you wish to cancel or amend one booking only, please enter the same start and end date for the original booking details.

Details of Original Booking Request

Start Date and Time *
End Date and Time *
Venue *

Requested Booking Changes or Cancellation

Amended Start Date and Time
Amended End Date and Time
Terms and Conditions *

1. Conditions and Agreement

The term Hirer will include the applicant/user’s organisation. The Unigym agrees to hire to the Hirer the Venue/s and Facilities in accordance 2014 Unigym Booking

Guidelines Document and any attached additional documents. The Hirer agrees to be bound by the Terms and Conditions of Hire and by any additional conditions which the Unigym may notify to the Hirer prior to the commencement of hire, including those stated in the Booking Guidelines document.

2. Responsible Officer

Unless agreed to the contrary in writing, the Hirer must nominate an attendant(s) aged 18 years or more who will be present for the duration of the hire and who will take responsibility to ensure compliance with statutory safety requirements and the Terms and Conditions of Hire and be familiar with the Booking Guidelines document.

3. Charges and Deposits

Charges payable by the Hirer shall be set by the Unigym and shall be advised in writing prior to finalisation of the Contract. At the discretion of the Unigym, and where total costs exceed $1000, the Hirer may be required to pay a deposit of ten per cent (10%) of total costs. A receipt will be issued for the deposit paid. All TUU affiliated clubs, UTAS Faculties/ students and external groups will be charged an annual Club Facility Fee which is valid for 12 months from the date of the first booking. This will be invoiced to your club.

4. Cancellations/Duration changes

To avoid the Unigym incurring potential losses, the Hirer shall provide the Unigym with a Booking Cancellation Form within 48 hours after the booking was due to take place. The full hire fee plus any reasonable additional expenses incurred may be charged if the Hirer fails to provide a Booking Cancellation Form within 48 hours the following day. Should the duration of the booking change (i.e. less or more than originally booked), the Hirer shall provide Unigym with a Booking Amendment form within 48 hours after the booking took

place to ensure invoices are adjusted accordingly.

5a. Indemnity

The Hirer shall indemnify and keep indemnified the Unigym against all losses, expenses, liabilities, claims & damages incurred as a result of, or arising out of, the hire of the premises, whether caused by an act or omission of the Hirer, its servant’s agents or invitees, or any other person.

5b. Public Liability Insurance Requirement

Hirers other than University of Tasmania Budget Centres, TUU (Inc.) and Club & Societies officially affiliated with the University of Tasmania must provide evidence of current Public

Liability Insurance for an amount not less than $10 million. This evidence must be provided to Unigym before the date for which the venue is hired.

6. Duties of Care

The Hirer is responsible for adherence to general workplace health and safety standards. The Hirer must ensure spillage of beverages or other liquid is immediately cleaned up and

take any action required to avoid injury by slipping. The Hirer must ensure adequate cleaning implements are on hand for potential hazards. Areas that cannot be cleaned immediately must be cordoned off. The Hirer must leave the premises clean and tidy at the conclusion of the period of hire. The Unigym may carry out at the Hirer’s expense such cleaning or other work as may be required to restore the premises to satisfactory condition. Excepting fair wear and tear, The Hirer shall be liable for damage to premises and/or to fittings, equipment, furniture, carpets or other property therein, which occurs during the period of hire at any time. The Hirer must immediately notify University Security of any damage or loss (Hobart (03) 6226 7600, Launceston (03) 6324 3336), and must also inform the Unigym Bookings Officer in writing within 24 hours of the damage or loss occurring.

7. Good Order

The Hirer shall be responsible for the maintenance of good order in and around the premises during the period of hire of the premises. The Hirer shall comply with any instruction by a

University Security Officer or any officer of the Unigym relating to the maintenance of good order and compliance with these Terms and Conditions of Hire in and around the premises.

8. Disputes

Any dispute between the Hirer and the Unigym arising from, or in relation to, any hiring of the premises or from the Terms and Conditions of Hire shall be submitted to arbitration by a person appointed by the Vice-Chancellor of the University, and the decision of the arbitrator shall be binding on the Hirer and the Unigym.

9. Relocation

The Unigym reserves the right to relocate an event to a suitable alternative venue if circumstances arise beyond the Unigym’s control. In such circumstances, the

Unigym will provide the Hirer with as much notice as is possible and may also consider a reduction in the Hire Fee if appropriate.

10. Personal Belongings

The Unigym holds no responsibility for personal belongings and valuables taken into the Unigym, including belongings and valuables left in the lockers provided.

11. Mobile Phones and Cameras

For privacy reasons, Mobile Phones and Cameras are not permitted in theWeights, Cardio, Aerobics or Change Rooms of the Unigym at any time.

12. Towels and Footwear

Towels and closed toe shoes are compulsory when using the Unigym facilities and services (i.e. gym floor, group fitness room and sports hall).

13. Annual Fees

Each club, society or group that wishes to book Unigym facilities will be charge an annual club facility fee. The annual fee is $50 for TUU Affiliated clubs & UTAS Faculties/Students and $60 for all other clubs and groups.

15. Club Inductions

A key representative or representatives from the club, group, team or society will be required to undertake a comprehensive induction with a Unigym staff member prior to accessing the ground or facility they intend to use. The induction will outline safety information, emergency evacuation procedures, an overview of facility use and other related booking information. It will also provide club representatives the opportunity to ask any questions they may have in relation to processes in 2014. The key representative(s) will also be issued with a Health Summary form to complete which outlines any medical conditions Unigym staff need to be aware of for the group/team etc. Such conditions would include: asthma, diabetes, heart or lung conditions, serious spinal injuries etc.

16. Storage Space

If a club or group would like to access any area or space for storage in 2014, this must be indicated on the booking request form and a monthly fee will be charged and included in the invoice.

17. Advanced Bookings

Unigym is aware that not all bookings (for affiliated clubs) are known fully until the season proper. In this event, the booking will be entered tentatively and final confirmation of the booking time/date must be communicated to the Unigym Bookings Officer two weeks prior to the event. If written confirmation is not received by Unigym, the booking will be forfeited and Unigym will assume the booking is no longer required and may re-book the facility/ground.

18. Additional Notes

TUU-affiliated sports clubs must liaise with the TUU for any issues other than booking requests, booking cancellations and booking amendments. TUU representatives will notify

Unigym of any disputes or issues that may arise from your liaison.