Room Hire – Terms & Conditions

By hiring a room at Coffs Harbour Neighbourhood Centre you acknowledge that you have read, understood and agreed to the following “Conditions of Hire”

COFFS HARBOUR NEIGHBOURHOOD CENTRE
P.O. Box 1257, 22 Earl Street,
Coffs Harbour NSW 2450

Phone: 6648 3694
Email: info @chnc.com.au

Using our rooms indicates your agreement with these conditions. Where these conditions are not met, we reserve the right to cancel your room booking. 

Bookings can be made directly via our website or by telephoning our office. Please ensure all contact information is given and correct, including email address for invoicing. 

Room Access

*You must only access the building during times that you have the room booked. Hiring rooms and accessing CHNC is dependent on your observation of our Code of Conduct.

Out of hours bookings

Our business hours are 9:00 am to 4:00 pm on weekdays. Bookings outside of these hours:

• Require key and the alarm code to gain entry, include the name and contact number of the person responsible for picking up the key and alarm code. Instructions will be given regarding activation and deactivation of the alarm system on key pickup. Keys can be collected during business hours 24 hours prior to the time the room will be used, please contact Reception if this is not possible. Return the key by putting it through the slot in the Main Neighbourhood Centre Reception Door or under the connecting internal door to reception immediately after your meeting.
• Require a gate activation code to enter if access is required after 6:30pm evenings or anytime on weekends. Gates can be opened from the inside to allow exit and the front carpark gate opens automatically when a car is exiting. This code can be provided to you a few days before your booking if you require this for your participants. If you are a regular hirer you may be provided with your own unique code.
• If using the data projector outside of hours, we request you provide your own laptop.

Room requirements, set up and pack up

It is important to include any special requirements on your booking, e.g. whiteboard (please supply your own whiteboard markers), number of tables and chairs, how many people will be attending. Please note a data projector is only available with the Wombat room. Kitchen areas are accessible from all the hire rooms with an urn, mugs, and cutlery etc. for your use. Please provide your own tea, coffee and nibbles etc. 

You are responsible for setting up the room at the start of your hire period and packing away all furniture at the end. Please ensure you have allowed sufficient time in your booking for your set up and pack up requirements.

When leaving please switch off all electrical equipment including the urn, fans and heaters/aircon. Also wash up, tidy up, close and lock into place all windows and doors.  Out of hours room hire, make sure the alarm is set and the door locked.

*A cleaning fee will be charged if hirers do not leave the building as they find it. This includes any rubbish left on/near the verandah.

Any damage, breakages to be reported to Reception immediately, this can be via email or phone after hours and in person during opening hours.

Smoking is not permitted anywhere within the building or on verandahs, or naked flames of any kind e.g. candles. Coffs Harbour City Council regulations state that there must be no smoking inside the road circling the Community Village.

Cancellation and Changes

Cancellation of your room booking must be given a minimum of 24 hours in advance for permanent bookings and five business days for casual bookings. Failure to notify us within these periods will incur the full room hire fee being charged.

Please notify CHNC of ANY changes to contact people as soon as possible.

We welcome any feedback regarding our hire spaces or venue as part of our ongoing quality processes to  help us provide an excellent room hire service. 

Your cooperation in treating our premises and staff with courtesy and respect is appreciated. Thank you.