Policy Statement 1.14: Meeting Rooms

AUSTRALIAN DENTAL ASSOCIATION VICTORIAN BRANCH INC. BRANCH POLICY STATEMENT 1.14 MEETING ROOMS 1.

USE OF BRANCH MEETING ROOMS

1.1

“Meeting Rooms” means the three main meeting rooms used by Council, Committees, the CPD unit and approved external organisations; the Reading Room should only be available for Branch activities in exceptional circumstances.

1.2

Meeting Rooms are primarily for use by: •

Branch General Meetings

•

Branch Council

•

Executive Committee

•

Administration

•

Standing and Ad Hoc Committees

•

the CPD Unit

•

Strategic Allies

•

and also for official meetings between representatives of the Branch with other organisations or individuals, and such meetings will have a priority for facilities.

1.3

The booking and use of Branch meeting rooms will be according to the Appendices 1, 2 & 3, as reviewed and amended from time to time.

2.

USE OF MEETING ROOMS BY NON-AFFILIATED ORGANISATIONS AND GROUPS

2.1

The following non-affiliated organisations and groups are authorised to make use of the Meeting Rooms on an ongoing basis: •

Delta Sigma Delta Fraternity

•

Dental Hygienists Association Victorian Branch

•

Victorian Women Dentists’ Association

•

Melbourne Dental Students Society

ADAVB Branch Policy Statement 1.14

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•

Melbourne Dental Postgraduate Group

•

Bendigo Oral Health and Dentistry Society

•

National Dental Foundation (Victorian Committee)

•

Royal Australasian College of Dental Surgeons (Victorian Committee)

Branch Policy Statement

1.14

Number Adopted by Council

20 July 2009

Amended by Council

3 September 2012

Relevant Rules Relevant By-Laws See also Appendix 1 Appendix 2 Appendix 3

Historical policy reference 156/01, 155/01 Use of ADAVB Meeting Rooms Meeting Room Hire Rates Meeting Room Hire Terms and Conditions

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1.

Group ADAVB Committees and Council ADAVB CPD & Training activities ADAVB meetings ADA Inc Affiliates & ADAVB Groups * Group meetings will be classified as an event Non-affiliate dental groups (eg RACDS, DHAA) ADAVB Strategic Allies * Eg University of Melbourne, Guild, MW Partners, Moneywise Members

Non-member dentists Dental supply companies External groups 2.

BPS 1.14 Appendix 1

Use of ADAVB Meeting Rooms Committee Meeting Permission to use Hire charge Yes No charge

Events Permission to use Hire charge Yes No charge

Yes

No charge

Yes

No charge

Yes Yes Yes

No charge No charge No charge

Yes N/A Yes

No charge N/A Hire fees applicable

Only those approved by Council

No charge

Subject to approval

Hire fees applicable

Yes

Hire fees applicable, unless used in partnership with the ADAVB

Yes

Hire fees applicable, unless used in partnership with the ADAVB

No

N/A

N/A

No

N/A

Commercial ventures: no unless used in partnership with the ADAVB Non-commercial ventures: upon approval.

No

No

N/A

Subject to approval

Hire fees applicable

No, unless used in partnership with the ADAVB Subject to approval

N/A N/A Hire fees applicable

Car Parking There are limited car parks available onsite. The only groups that are given automatic access to parking are ADAVB Committees and Council. For all other meetings ADAVB will try to accommodate where possible but car parking cannot be guaranteed on site. To ensure adequate parking is available, no more than two meetings must be scheduled on any one night (with the exception of Council for which no other meetings should be scheduled). When making room bookings, staff members are to allocate the required number of car parks.

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BPS 1.14 Appendix 2

ADAVB Meeting Room Hire Hire rates The following rates apply to weekdays only All 3 rooms Full day $825 Half day $550 Evening $550

Meeting Room 1 $550 $385 $385

Meeting Room 2 or 3 $275 $165 $165

* All prices are GST inclusive * The rates listed are for ADAVB Groups, Affiliates and Strategic Allies. External groups would be charged a 50% surcharge.

Included in cost: • Room set up • Whiteboard • Flipchart • Water • 2 complimentary car parks (subject to availability) • Meeting notice on lift foyer screen • Room cleaning and dishwashing Meeting room 1 is equipped with a data projector, screen, plasma TV and lectern. Use of these is included in the hire cost.

Meeting room 2 and 3 are not equipped with AV equipment but it can be supplied upon request, for an additional fee.

Hire charges will apply for: Laptop computer (with data cable) Data projector and screen for use in meeting room 2 or 3 Radio microphones (both lapel and handheld available)

$200 per day $300 (full day) $165 (Half day) $50 each

Notes Standard daytime hiring hours are from 8.00am to 5.30pm. Charges will apply for additional hours ($75 per hour).

Half-day hiring hours are from 8.00 to 12.00pm or 12.00pm to 5.30pm.

Evening hiring hours are from 6.00pm to 10.30pm. Additional charges will apply if ADAVB staff are required after 5.30pm ($75 per hour) and is dependent upon availability of ADAVB staff.

Weekend hiring will incur additional charges ($75 per hour) and is dependent upon availability of ADAVB staff.

July 2010

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ADAVB Meeting Room Hire Terms and Conditions Deposit a. A deposit of 50% is payable at the time of the booking. Otherwise ADAVB reserves the right to cancel the booking and allocate the venue to another client b. The deposit is non-refundable c. The reservation is confirmed upon receipt of the deposit Bookings Confirmation of tentative bookings must be made 14 days prior to the function date. Failure to confirm a tentative booking may result in the booking being cancelled.

Payment terms All accounts are payable within 14 days from invoice.

Final attendance Notification of final numbers must be received 48 hours prior to the event Cancellation Cancellations will incur the following charges (including for meetings where no hire fee is applicable): More than 7 days: no cancellation fee 5-7 days no: 15% of the hire rate (see appendix 2) 3-4 days notice: 50% of the hire rate (see appendix 2) 0-2 days notice: 100% of the hire rate (see appendix 2) Cancellations must be made in writing (fax/ post/ email) and acknowledged and accepted by the ADAVB. Charges Room hire charges are firm on confirmation of the booking.

Please note that rates may change without notice subject to any newly implemented, or changes to, government taxes and services Compliance It is understood that the organiser will conduct their function in a safe and orderly manner in full compliance with ADAVB Management requirements and with all applicable laws, including health and safety regulations, liquor licensing laws and fire regulations. Hirers should familiarise themselves with the emergency evacuation procedures posted near the lifts on level 3.

ADAVB Branch Policy Statement 1.14

BPS 1.14 Appendix 3

Catering ADAVB will not be responsible for catering however ADAVB can provide the names of preferred caterers.

ADAVB will not be responsible for the catering, food and/or beverage supplied by the caterer, or for crockery and cutlery left by the caterer.

Liquor license ADAVB does not hold a Liquor Licence and as such, alcohol cannot be sold to guests at functions. Alcohol can be supplied to function guests free of charge or as part of a registration fee.

Security ADAVB reserves the right to exclude or eject from the function or Branch premises without liability, Any or all persons who behave in an objectionable manner, or who create a danger to themselves or any other person.

Liability If the Branch has a reason to believe that a function will affect the smooth running of other ADVAB activities, its security or reputation, it reserves the right to cancel the function without liability. The deposit, minus a $35 administration fee, will be refunded.

Loss and /or Damages Organisers are financially responsible for any loss and/or damage sustained to the Branch or its equipment by the organisers guests or subcontracted labour, invitees or persons attending the function, whether in the room or any part of the Branches premises.

Any breakages, cleaning fees or damages will be charged at costs. Organisers will leave the rooms in a clean manner. If additional cleaning is required, organisers will be charged for the cost.

Responsibility The Branch will not accept any responsibility for damage or loss of merchandise left in the Branch prior, during or after the function. Organisers should arrange their own insurance and /or security. Any items not collected 14 days after the event will be disposed of. ADAVB does not accept any responsibility for vehicles parked in or around the premises.

Displays / Decoration

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Nothing is to be nailed, screwed, stapled or adhered to any wall, door or any other surface or part of the building.

Basis of agreement Performance of this agreement is contingent upon the ability of ADAVB to complete the same. It is subject to labour troubles, dispute, strikes or picketing, accidents, government (federal, state or local) requisitions, restrictions upon travel, transportation, food, supplies, and other causes, whether enumerated herein or not, which are beyond the control of the Branch. In no event shall the ADAVB be liable for the loss of profit or consequential damages, whether based on breach of contract, warranty or otherwise.

Noise The hirer shall not exceed noise levels which, in the opinion of the ADAVB may disturb the offices in the building or the normal operations of the ADAVB. July 2010

ADAVB Branch Policy Statement 1.14

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