1. BOOKING THE VENUE Fox Classic Car Collection (FCCC) will only proceed with an event once the client has conducted a venue inspection and discussed the event requirements. After details have been agreed and the Booking Form on pages 1 and 2 is completed, an invoice will be generated requesting a deposit. Once paid, the booking is confirmed. Please note: our venue cannot be accessed every day. Appointments are necessary. 2. COSTS There are multiple options for venue hire on our Booking Form. Extra fees will be charged for: - Longer function durations @ $500 ex GST per hour - Furniture handling fee for non-pack down of FCCC furniture @ $300 ex GST - Extra bump in/out time for large events @ $200 ex GST per hour - Any cleaning, rubbish removal or damage if applicable Please note that bookings are secured when the venue hire fees are received. Refunds will be issued in accordance with our cancellation policy. 3. CAPACITY The function area is on the first floor. FUNCTION AREA CAPACITY 120 sit down 220 cocktail 300 conference Guests and staff are to be included in these numbers. 4. CATERERS & FOOD PREPARATION AREAS To operate in the venue, caterers must provide: - Evidence of current insurance for Public Liability and Workers Compensation - Current Liquor License or Serving Alcohol Responsibly certificate - Fire blankets and safety requirements to use in kitchen emergencies. The venue does not have a preferred caterer. We can supply a list of caterers that have used the venue in the past. The kitchen area is located on the ground floor. Cooking is not permitted on the first floor where the Function Room is located. We recommend cooking by electric appliances. Extra trestles may be required. Some caterers may choose to install a catering marquee externally if using gas equipment. Amenities include: 1 x stainless steel double sink and benches 1 x 15amp power point plus 4 x 10amp power points on 2 circuits 1 x mobile stainless-steel bench A permanent fully plumbed bar in the Function Room with sink, refrigeration, ice sink plus 2 x 10amp outlets and 2 x 20amp outlets 5. INFRASTRUCTURE All infrastructure required for events is to be brought into the venue and is an added cost to be borne directly by the organisation conducting the event. Such infrastructure could include cooking equipment, lighting and furniture including tables and chairs for dinners. No naked flame is permitted in the venue. The infrastructure and catering is to be arranged directly by your events manager. You will need to liaise with us to arrange access to the venue for the set up and dismantle process to occur. FCCC requires you visit our venue along with your event organiser and additional infrastructure personnel to assess what is required and appropriate to bring into the venue, establish an understanding of where infrastructure can be installed plus a timeline to set up and dismantle to ensure your event runs smoothly. 6. FCCC FURNITURE AND EQUIPMENT The venue has some equipment and furniture which is listed below. This can be used at no extra cost. Conditions of use are: - All furniture and equipment is to be “returned” in the same condition it was provided. - All furniture and equipment is to be set up, packed down and stored by the venue hirer at their expense - Pack down and storage of furniture or equipment will be at a time advised by FCCC - Any furniture and equipment that is not packed down and stored as required will attract an additional charge of $300 ex GST which is to be paid by the venue hirer. - FCCC will not be responsible for setting up and operating the AV equipment. The venue hirer will need to supply an operator for the AV equipment set up and/or operation at their expense. AV instructions will be provided. FURNITURE AVAILABLE 6 x 1.8M round dining tables, seat 10 to 12 people 4 x 1.5M round dining tables, seat 8 to 10 people 4 x rectangle wooden tables, 1M x 1.8M seat up to 8 people 15 x wood & leather captain’s chairs, no arms 5 x wood & leather captain’s chairs, with arms 50 black fold out chairs 1 x brown leather couch and ottoman Multiple coffee and side tables 7. CLEANING AND WASTE DISPOSAL All rubbish is to be taken off site. Where practical and with agreement, catering equipment can be collected the following day. The venue must be left clean and tidy at the conclusion of each event. In instances where the venue is left dirty or rubbish left either inside or outside the premises, or damage has occurred, the venue will employ services to rectify the damage which is to be paid directly by the venue hirer. 8. LIQUOR LICENCE The venue does not hold a liquor licence. The caterer or the company conducting the event will be liable for obtaining or holding a current liquor licence where required. 9. FLOOR PLAN A PDF copy of our floor plan can be requested through FCCC Admin. A clearance area of 1.5M at our archway entrances to each gallery must be made clear to ensure safe access in cases of emergency. All fire hydrants and hoses must have clear access at all times. Traffic areas and doorways must be kept clear at all times. 10. LOCATION We recommend you provide clear location details on all invitations. Fox Classic Car Collection 1 Batmans Hill Drive Docklands VIC 3008 11. AMBULANT ACCESS Ambulant access is available in all areas of the museum. 12. NOISE LIMITS The EPA (Environment Protection Authority) requires all music and noise to cease prior to 12 midnight. 13. PARKING The concrete area directly outside the venue will park approximately 50 cars at no extra cost. FCCC will not act as traffic management for events. If you are conducting a large event we recommend a traffic management plan be implemented for pedestrian safety and to optimise space. The venue hirer indemnifies FCCC for any injury, loss or damage to the venue hirers’ employees, clients or contractors or vehicles in the car park area for the setup, duration and pack down of their event. 14. HEATING AND COOLING Air conditioning and heating is available on both floors of the museum. 15. POWER SUPPLY Our current power supply accommodates our air conditioning system, lift and general appliances. Extra lighting can be tolerated. However, for functions requiring large amounts of infrastructure we recommend securing your power supplies with a generator or utilise the 32amp, 5 pin 3 phase power point on the first floor. FCCC will not take responsibility for any interruption in power supplies. Ground floor kitchen: 1 x 15amp power point and 4 x 10amp power points on 2 circuits Function Room: 2 x 10amp and outlets and 2 x 20amp outlet First floor middle gallery: 32amp, 5 pin 3 phase power point 16. BUMP IN AND BUMP OUT Bump In and Bump Out must be discussed and agreed with the venue. For larger events requiring greater access for set up times, rehearsals and pack down times extra charges will apply. 17. ENSURING YOUR EVENT RUNS SMOOTHLY After consultation with FCCC regarding the type of event, numbers attending, what infrastructure is to be brought into the venue, caterers to be used and access times, the venue hirer must provide a running sheet to support FCCC in ensuring the event runs smoothly. Access times for set up will be negotiated with the venue hirer and will depend on other venue activities. The venue hirer must provide: - Anticipated attendance numbers 2 weeks prior to the event (to facilitate security and management arrangements) - Caterer details, their current insurances, liquor licenses & certificates, contact details and ETA 1 week prior to the event - Infrastructure supplier contact details & ETA (lighting, theming, AV, florist etc) 1 week prior to the event - Guest list on the day of the event (to be used when accounting for people in the event of an evacuation) Our lift can be used for most infrastructure equipment installations. Contractors and agents will be required to take utmost care and assist with installing and removing the lift blanket. Lift damage will be the liability of the venue hirer. FCCC reserves the right to direct infrastructure and caterers to safer options where it is deemed there is exposure to risk or there are safety concerns. FCCC will make endeavours to consult with the venue hirer and event personnel in these instances. 18. SOCIAL MEDIA Fox Classic Car Collection will utilise information and photos of event set ups, behind scenes activities and event activities on both FCCC website and social media. Some photos will include catering staff and attending guests. Please advise FCCC in writing if information and photos of your event cannot be used on the FCCC website or social media platforms. Every endeavour will be made to protect the privacy of individuals when requested. 19. GENERAL TERMS, TERMS OF PAYMENT AND CONDITIONS OF HIRE The hire of the FCCC venue is subject to your acceptance of the venue hire fees plus terms and conditions outlined in this document. FCCC will not confirm your booking until the Booking Form has been completed and signed and payment has been received in accordance with these terms and conditions. For the purposes of this Booking Form, the “Venue hirer” will be the company or organisation inserted as the Business Name on page 2. The venue hirer agrees to pay the venue hire fee as agreed with FCCC, upon receipt of a tax invoice from FCCC generated after the supply to FCCC of this Booking Form. FCCC must receive 50% of the hire fees in cleared funds 4 weeks prior to the function date specified above. The balance of the hire fees must be paid within 7 days following the function date. -------------------------------------------- 1. SECURITY PERSONNEL AND MANAGEMENT FOR EVENTS It is FCCC policy to employ our own internal asset protection, security and management personnel which will be supplied for each event on a case by case basis, dependent on numbers attending, the type of event and the event duration. The costs are included in the venue hire fee. Additional security and management costs will be applied when necessary for more complex events. The venue hirer must advise anticipated attendance numbers to ensure the appropriate number of security personnel can be arranged for events. If the venue hirer underestimates attendance numbers or fails to advise anticipated attendance numbers 2 weeks prior to the event, the venue hirer agrees to accept liability for any damage, injury or loss of property or people. 2. EMERGENCY AND FIRE EVACUATION PROCEDURES Event organisers are required to provide FCCC with a guest and staff list attending the event which will be used to account for people in instances of evacuation. Caterers are required to supply a list of staff attending the event. FCCC will supply an Evacuation Procedure document to caterers and event organisers to be implemented in events of emergency and evacuation. 3. FIRE WARDENS AND SAFETY BRIEF Event organisers and the caterer will be required to nominate an emergency and fire warden for the event. FCCC Chief Warden will brief the nominated wardens and security staff on safety procedures, crowd control, building familiarisation, exit points and emergency evacuation points. 4. MANAGEMENT OF CONTRACTORS AND GUESTS The venue hirer, plus contractors and subcontractors secured by the hirer associated with the event are required to follow best quality safety measures to ensure safety of people on site, to ensure safety of the venue and your infrastructure as well as the classic vehicles, for the duration of the event including the set up and dismantle periods. Dependent on the type of function and the numbers anticipated at your event we reserve the right to rope off cars or areas within the venue to avoid damage to vehicles. Please advise your guests that due to risk of potential costly damage, patrons are requested not to touch or sit in vehicles. The same policy applies to those setting up the infrastructure and supplying the hospitality support. If at any stage during an event our assessment concludes that patrons or vehicles are placed in danger, a situation becomes unsafe or the amount of alcohol being consumed is irresponsible we reserve the right to close the event. 5. LOSS OR DAMAGE AND INSURANCE The venue hirer must take all reasonable care, and ensure that the venue hirers employees, guests, contractors and agents attending, setting up or dismantling the function take all reasonable care, to avoid loss or damage to property and equipment and injury to people at the venue, including, without limitation, damage to any vehicles located at the venue. The venue hirer must effect and maintain, and ensure that all venue hirer subcontractors and agents effect and maintain: - Current worker’s compensation insurance in respect of all people providing services on behalf of the venue hirer at the venue; and - Public liability insurance to cover claims for personal injuries or death and/or loss of or damage to property arising from the venue hirers use, or use by the venue hirers employees, guests, subcontractors and agents of the venue in an amount not less than $10,000,000 per claim. The venue hirer indemnifies FCCC for all loss, damage, cost or expense that the FCCC may incur through the venue hirers act or omission or any act or omission of any venue hirers employees, guests, subcontractors and agents attending, setting up or dismantling the function at the FCCC venue. Without limiting the previous sentence, the venue hirer agrees to fully pay for any loss or damage to FCCC property or equipment at the venue caused by the venue hirer’s employees, guests, subcontractors, agents or guests within 7 days of receipt of invoice for such loss or damage. This obligation will be reduced proportionately to the extent that any of FCCC employees or agents contribute to any loss or damage. -------------------------------------------- Cancellation by venue hirer (a) This clause 1 applies if the venue hirer wishes to cancel a booking for venue hire other than in the circumstances referred to in clause 2. (b) If a request to cancel a booking is made more than 30 business days before the function date, FCCC shall accept the cancellation and shall refund any part of the hire fee which has already been paid within 15 business days after the date of the cancellation. (c) If a request to cancel a booking is made between 20 and 30 business days before the function date, FCCC shall accept the cancellation but shall be entitled to be paid an amount equal to 20% of the hire fee (20% retention amount). If the venue hirer has already paid an amount equal to or exceeding the 20% retention amount, FCCC may retain the 20% retention amount and shall repay the balance of the amount paid by the venue hirer within 15 business days after the date of the cancellation. If the venue hirer has not already paid at least the 20% retention amount, the venue hirer shall pay the unpaid amount to FCCC within 15 business days after the date of cancellation. (d) If a request to cancel a booking is made between 20 and 2 business days before the function date, FCCC shall accept the cancellation but shall be entitled to be paid an amount equal to 50% of the hire fee (50% retention amount). If the venue hirer has already paid an amount equal to or exceeding the 50% retention amount, FCCC may retain the 50% retention amount and shall repay the balance of the amount paid by the venue hirer within 15 business days after the date of the cancellation. If the venue hirer has not already paid at least the 50% retention amount, the venue hirer shall pay the unpaid amount to FCCC within 15 business days after the date of cancellation. (e) If the venue hirer makes a booking and does not cancel the booking at least 2 business days before the function date, then, whether or not the function proceeds, FCCC shall be entitled to be paid the whole of the hire fee. If the venue hirer has already paid the whole or any part of the hire fee, FCCC may retain the amount paid. If the venue hirer has not already paid the whole of the hire fee, the venue hirer shall pay the unpaid amount to FCCC within 15 business days after the date of cancellation. Cancellation for unforeseen events (a) Clause 1 does not apply if a function is cancelled in the circumstances referred to in this clause 2. (b) Either FCCC or the venue hirer may cancel a function if it is unsafe, unlawful or not reasonably possible to hold the function as a result of matters beyond the reasonable control of the person cancelling the function, including: (i) earthquake, storm, flood, fire, explosion or other physical disaster preventing the use of the venue or access to the venue (but not including merely inclement weather); (ii) restrictions imposed by law or an order of any authority (including, but not limited to, laws or orders related to the COVID-19 pandemic) which prevent the use of the venue for the function or which make it impracticable to hold the function; (iii) damage to the venue; (iv) industrial disputes; or (v) an act of terrorism. However, this clause 2(b) will not apply if it is safe, lawful and reasonably practicable to hold the function, even if by reason of an event referred to above or for another reason the function will be less well attended than or the cost of or revenue generated by the function will be less than the venue hirer would have anticipated. (c) Subject to clauses 2(d) and (e), if a function is cancelled in accordance with clause 2(b), FCCC shall be entitled to retain reasonable set up costs (for example, but not limited to, forklift hire and security hire) which were incurred or irrevocably committed prior to the cancellation (set up costs). If the venue hirer has already paid an amount equal to or exceeding the set up costs, FCCC may retain the set up costs and shall repay the balance of the amount paid by the venue hirer within 15 business days after the date of the cancellation. If the venue hirer has not already paid at least the set up costs, the venue hirer shall pay the unpaid amount to FCCC within 15 business days after the date of cancellation. (d) The amount payable by the venue hirer under clause 20.2(c) shall not be greater than the amount which would have been payable by the venue hirer had the function been cancelled in accordance with clause 1. (e) If the reason for the cancellation is because of the physical condition of the venue or because of an industrial dispute affecting only the venue, clause 2(c) shall not apply, the venue hirer will have no liability to FCCC and FCCC shall repay all amounts paid by the venue hirer within 15 days after the date of cancellation. (f) Other than refunding payments to the venue hirer in accordance with clauses 2(c) or 2(e), FCCC shall have no liability whatsoever to the venue hirer if a function is cancelled in accordance with this clause 2.