Hire Policy

Hirers

In acknowledgment that purpose of Regeneration Church Monash (Regen) building and facilities is to bring glory to God and for use in advancing his kingdom, Regen will only hire its building facilities to:

• Members of Regen.
• Immediate family members of Regen members where the Regen member will attend the event.
• Members of the wider Christian church including Christian student ministries. 

Hire to other people or groups may be considered on a case-by-case basis. Consideration will be made as to whether the event is inconsistent with the purpose of the facilities.

Activities Permitted

• Explicitly Christian activities such as church services, bible studies, training sessions, and similar things
• Conferences, meetings, workshops
• Funerals
• Weddings

Activities Not Permitted

Regardless of whether the purpose for hiring the building and facilities falls with “activities permitted”, whether by a Regen member or otherwise, the following activities are not permitted:

• Social functions such as private parties or private celebrations
• Any event with amplified sound that can be heard offsite
• Events that happen outside the operating hours of 7am to 10pm
• Sports
• Any event or activity inconsistent with the purpose of the Regen buildings and facilities.
• Any event or activity that creates actual or potential heightened risk:
  • to health and safety of people on Regen property and/or
  • of damage to Regen property.
• Any event or activity that will adversely impact the normal operation of Regen (e.g. church services, or other ministries)

Authority

• Decisions to hire Regen building facilities fall within under the the Building Manager, who may coordinate with the Kitchen Manager and Audio-Visual Manager as required
• Decisions related to access to and use of kitchen and cafe facilities to fall within the scope of the Kitchen Manager
• Decisions related to access to and use of multimedia facilities fall within the scope of the Audio-Visual Manager

Kitchen and Cafe Facilities

• Use of Regen kitchen and equipment is permitted by default other than the following cases, which require the approval of the Kitchen Manager:
  • The coffee machine requires a trained barista (which could be a Regen Hospitality team member for which a fee/donation may be applicable) that is approved by the Kitchen Manager
  • The dishwasher requires approval of the Kitchen Manager
  • The use of outside cooking equipment
• Hirers are responsible for all aspects of hygiene, food safety and safe use of equipment

Multimedia Facilities

• Access to and use of multimedia facilities requires approval of the Audio-Visual Manager in all cases.
• If audio-visual resources are required, the only options are (1) Regen Multimedia team members provide the service (a fee/donation may be applicable), or (2) an independent audio-visual engineer approved by the Audio-Visual Manager that is engaged directly by the hirer.
• If an independent audio-visual engineer is engaged by the hirer per (2) above:
  • A summary of audio-visual services is to be provided to the Audio-Visual Manager prior to the event.
  • The audio-visual engineer must be advised by Regen to return all equipment and settings to their pre-event state and test them prior to concluding their services at the event.

Contracts, Costs, and Insurance

• Hirers are to complete and sign the Regen Hire Agreement and pay a deposit prior to the hire being confirmed. Until that occurs, all bookings are treated as tentative.
• Hire costs apply from the time of accessing Regen’s building to the time the event finishes and guests have departed. A reasonable time will be allowed for packing up and cleaning by the hirer, who is to ensure the building is locked and “handed back” to Regen after the event pack-up and cleaning is finished.
• A deposit of 50% of the hiring cost is required to confirm a booking, unless agreed otherwise in writing by the Building Manager.
• The remaining 50% of the hiring fee to be paid and confirmed prior to the event unless otherwise approved in writing by the Building Manager.
• Ensure that the hirer has appropriate public liability insurance cover in place and a copy of the policy document is provided to the Building Manager.

Building and Facilities Access

• Regen keyholders can provide access to the building for internal or external groups as approved by the Building Manager.
• Temporary or permanent access may be given to groups at the discretion of the Building Manager.

Set-Up and Pack-Up

• The hirer is responsible for setting up and packing up unless specifically agreed otherwise in writing with the Building Manager.
• As part of packing up, the hirer must:
  • Return all aspects of the building, facilities and equipment back to its pre-event location and state. Ensuring that you return the building back to the way you found it if not better.
  • Included in the above is the requirement to clean the building, facilities and equipment and wipe down surfaces and vacuum throughout.