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Terms and conditions for room hire

These terms and conditions outline your—and our—responsibilities when booking a conference, training, or meeting room.

If something is not covered here, please contact us.

Bookings

After making your tentative web booking, a member of the conference room team will review your request to ensure all details are correct. If there are any issues we will contact you. If all ok, you will receive an email that confirms your booking. Please check this carefully.

Half-day bookings are up to 4 hours in the following time allocations (8 to 12pm or 1pm to 5pm). Full day bookings are up to 8 hours.

Rooms are available Monday to Friday, 8am to 5pm. We’re closed on weekends and public holidays. Functions held outside these times may be possible by special arrangement, but extra fees will apply. Please discuss your needs with a conference room coordinator.

Payments

You need to pay invoices at least 4 working days before the date of the scheduled event via credit card. If payment is not received, the booking will be cancelled, and the venue made available for other customers.

Cancellations

After receiving a booking confirmation, you can still choose to cancel at no cost, providing you give at least 6 business days notice. If you cancel less than 6 business days before your booking date, you will be charged the full fee.

All cancellations must be confirmed in writing—stating the booking number, date and location—and must be received during office hours (9am–5pm).

Pricing policy

The prices quoted are current at the time of booking, but subject to change.

You must arrive and vacate the room at the times specified on the confirmation form. If you arrive early—or your function runs overtime and affects the following booking—you will be charged an hourly rate for use of the room(s).

Room set-up and equipment

The first room set-up is included in the room hire. If you want to change the set-up during the day, there will be an extra fee of $100 per change over.

Please book any special equipment—such as hot water urns or internet connections— at the time of making your online booking. Special equipment is limited, so it’s first in first served!

Due to building regulations and workplace health and safety standards, maximum seating capacities cannot be exceeded.

Catering and kitchen facilities

You are welcome to organise catering through a private business—however, this is entirely your responsibility. Alcohol is not permitted in any of our rooms. 

You and the caterer will need to ensure that:

  • the caterer provides all dinnerware and cutlery as needed for the event
  • all catering equipment has a current compliance tag and is marked with the owner’s contact name and address
  • all people providing catering comply with current workplace health and safety regulations
  • at the end of the event, food and catering materials are cleared away immediately, so that all areas are left clean and tidy—if not, a cleaning fee of $100 will apply
  • stains on carpet are to be reported to conference room staff immediately
  • no spills are left on tables or furniture.

You can use the kitchens at 63 and 111 George Street. If you are self-catering, you will need to bring all cups, plates, tea, coffee, sugar, etc. as needed.

We have hot water urns available at our George St rooms only —but you need to book ahead!

Catering tables should be set up in the foyer areas of the conference rooms. 

Food and beverages may be taken into rooms set up with tables (not for theatre style settings), at your discretion.

Client responsibility—damages, loss and security

You are responsible for any loss, damage or theft from the conference facility for the duration of your booking.

If equipment is damaged or lost, you will have to pay for the repair or replacement.

Attendees are responsible for the security of their personal belongings.

You must not:

  • affix any item to any part of the conference room—other than to pin boards, which are provided in some rooms
  • move any furniture without the approval of the conference room coordinator
  • move any dividing walls
  • use blutac, sticky tape, Velcro, or sticky dots - ‘Post It’ flip chart paper is ok.

Risk and indemnity

The organiser (i.e. any person, or other entity together with their agents booking the Department of Housing and Public Works conference facilities) shall be liable for loss or damages, including personal injury (whether or not resulting in death), suffered by the Queensland Government Accommodation Office, its officers, servants or agents, arising from the wilful or negligent acts or omissions of the organiser, its servants, agents, invitees or licensees.

The organiser releases and indemnifies the Department of Housing and Public Works and its officers, servants and agents from and against all actions which may be brought against any of them by any person arising from:

  • the wilful or negligent acts or omissions of the organiser or any person for whose conduct the organiser is liable
  • any wilful or negligent acts or omissions of the visitors, invitees or licensees of the organiser
  • death, injury, loss or damage suffered by the organiser or any of its servants, agents, invitees, or licensees except where the death, injury, loss or damage is caused by the negligence or other wrongful act or omission of the Queensland Government Accommodation Office, its officers, servants or agents.