Request for Hire of Club Premises Form
Clubhouse Social and Casual Hire Guidelines  

General Use for Social Activities
  • The lounge on Level 4 is available exclusively for social use by members and their guests.
  • The BBQ Deck on Level 2 is available for activities directly related to club functions.
  • Members may invite up to four (4) non-member guests onto the premises at any given time.
Casual Hire for Members
  • The lounge is not available for private functions on Fridays (from 3 PM), Saturdays, and Sundays during the lifesaving season (October to April), as this may interfere with lifesaving activities.
  • Only financial members in good standing may hire the lounge, and the member must be present for the entire function.
  • A Request for Hire of Club Premises Form must be submitted to initiate the hire process.
  • The lounge can accommodate up to 100 people for private functions. Groups of fewer than 10 people do not require a booking.
Casual Hire for Community Groups
  • The lounge is available for hire by community groups for ad hoc meetings and gatherings, provided it does not interfere with surf club activities.
  • Access to the premises, toilets, and facilities will be provided by Administration.
  • Community groups must provide a valid Insurance Certificate of Currency.
Corporate, Media, or Production Company Hire
  • The lounge and BBQ Deck is available for casual hire by corporate entities. Access will be provided by Administration, and the hire must not interfere with surf club activities.
  • A valid Insurance Certificate of Currency is required.
  • Media or production companies must credit Whale Beach Surf Life Saving Club in their work.
Conditions of Hire

  1. Booking Process:

    • A completed Request for Hire of Club Premises Form must be submitted to the Administration Officer for review by the Management Committee.
    • Applications should be submitted at least two months prior to the event date.
    • Decisions made by the Management Committee are final and cannot be contested.

  2. Fees:

    • Refundable Bond: $600 per hired area (Lounge and/or BBQ deck).
    • Non-Refundable Hire Fees:
      • Members: $200
      • Community Groups: $350
      • Corporate or Media: $1500
    • Bond Deductions: The bond may be partially or fully withheld for reasons such as:
      1. Uncleaned glasses, crockery, or surfaces.
      2. Rubbish left behind (food, empty bottles/cans).
      3. Spills on floors or furniture.
      4. Untidy toilets or showers.
      5. Mess left outside the club premises.
    • Non-Refundable Bond: No bond refund will be provided if:
      1. Noise or unruly behavior results in complaints from residents.
      2. The premises are not cleaned properly.
      3. The function or music exceeds permitted times as per by-laws.
      4. The hirer chooses to waive their bond refund.

  3. Refund Process:

    • If approved, the bond will be refunded within one week of the function.
Special Conditions
  • Birthday celebrations: Functions for 15th to 21st birthdays will not be approved.
  • Weddings: Level 4 cannot be hired for weddings.
Function Timings and Restrictions
  • Functions must conclude by 11:00 PM. Noise and music must be kept to a considerate level, especially in relation to neighbors and events at Moby Dicks.
  • Liquor License Trading Hours:
    • BBQ Deck: 11:00 AM – 9:00 PM
    • Members Lounge: 11:00 AM – 10:00 PM
    • Alcohol sales must cease outside these hours.
  • Members and guests must vacate the premises no later than one hour after the function ends.
Breakages and Loss
  • Any damage to club premises or equipment must be reported and paid for within 21 days of the event.

Use of Facilities and Equipment
  • Members are expected to familiarize themselves with the operation of club equipment (dishwashers, stoves, refrigeration, etc.) by reviewing the Operations Manual.
  • The premises must be restored to their original condition by 9:00 AM the following day.
Catering
  • Members may hire caterers for their events. Caterers’ details, including their ABN and insurance certificate, must be provided when booking.
  • For evening events during the season, caterers and decorators may only access the club from 3:00 PM on the day of the function.
  • Caterers and decorators must not interfere with club activities, including access to essential facilities.
Email *
Member's name *
Member's email *
Address *
Phone number *
Event description *
Date of event *
MM
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DD
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YYYY
Start time *
Time
:
Finish time *
Time
:
Approximate number of guests in attendance?
 *
Approximate age of guests in attendance?
Contact person name at event *
Phone number of contact person at event
 *
Do you agree to pay the Non refundable hire fee if approval is successful?  *
Do you agree to pay the Refundable deposit if approval is successful?  *
A copy of your responses will be emailed to .
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