Youth Express: Youth Express Association Inc. (ABN 23 693 386 194), 1/12 Ken Tubman Drive, Maitland NSW 2320.
Hirer: The person or group booking the space.
Rental Space: The room or training centre being hired
Booking:
Use the official booking form or online system.
Read these terms before booking.
Hirers must be 18+.
Advise Youth Express what the space will be used for.
Youth Express can decline bookings if purpose does not align with organisational values.
Booking is confirmed only after you receive confirmation, once deposit is paid.
Submit all required documents before your booking date.
Youth Express will prepare the space to the standard as set out in advertisements.
If your booking extends beyond one day, please obtain approval and instruction from Youth Express Booking Manager before leaving any items onsite.
Fees:
Deposit: 50% due to secure booking.
Balance: Full payment due a minimum of 5 days prior to the event. Youth Express has the right to cancel the booking if full payment is not received and deposit will be surrendered.
Bond:May be required for higher-risk events. Used to cover:
Bond $2,000
Damage or loss
Security issues
Extra cleaning NOTE: If bond doesn’t cover costs, you’ll need to pay the difference.
Refunds: All refunds will be processed within 28 working days.
Damages: the hirer is expected to cover the cost of any Youth Express property that is damaged, lost or removed. (if no bond was requested prior, this must be paid out of pocket).
Cancellations:
By Hirer: For cancellations, the Hirer must notify Youth Express in writing at least 48 hours before the start of the booking for a full refund; cancellations made less than 48 hours in advance— including same-day cancellations and no-shows—are not eligible for a refund, though exceptions may be made at Youth Express’s discretion.
By Youth Express: Youth Express reserves the right to cancel any booking for reasons such as maintenance, safety concerns, or emergencies, and shall not be liable for any costs, damages, or losses that may result from such cancellation. All parties will be informed as early as practicable should cancellation be necessary.
Access:
Entry via Youth Express main office.
During office hours: 8am – 4pm
Outside office hours: arrange in advance
Sign the key register when collecting and returning – if required.
Access only during confirmed times. A 30-minute setup/pack-up is allowed for all bookings.
Noise:
Be mindful this is a working office.
Keep noise at acceptable levels.
Music/sound must be turned off:
By midnight on weekends/public holiday eves.
By 10pm on other days.
No sound equipment outside the space.
Follow police instructions if they attend.
Hirer is responsible for any noise-related fines.
Safety:
Hirer is responsible for the safety, supervision of their attendees and staying within room capacity. Hirer is responsible for ensuring they provide supervision as soon as students/ minors are on site.
Know the location of:
Emergency exits and assembly points
First aid kit
Fire safety equipment
Share safety info with attendees.
Get permission to:
Use candles or flames of any description
Undertake any risky work practises
Use strobe/UV lights or overhead lighting
Clean spills immediately and advise of any damage, risk or hazard at earliest convenience.
All electrical items must be approved and tagged by a licensed electrician.
General Use:
Hirer is responsible for:
Any damage to the space or equipment
Any loss or damage to personal items
Attendee behaviour and safety
If working with children, follow NSW Child Protection laws and provide WWCC clearances if asked.
Prohibited Use:
Alcohol on the premises is strictly prohibited.
Smoking inside or within 4m of Youth Express Office entrances.
Hirers shall not sublet rooms/areas to other groups unless approved by Youth Express.
No animals are brought into the Rental Space (except assistance animals or where Youth Express has otherwise granted special consent).
Food:
Youth Express will not be responsible for anything linked to food and drinks brought in by Hirer.
Youth Express will not be responsible for the loss of any perishables for any reason.
Leaving the Space:
Leave the space clean and tidy:
Return furniture to original layout
Place rubbish in the bins provided
Remove any items brought in
Sweep floors (kitchen only)
Wipe benches and sinks (kitchen only)
Turn off any equipment (i.e. projector / fans)
Clean spills and food from oven (if used- kitchen only)
Insurance & Child Protection:
Must provide proof of $20 million public liability insurance (Certificate of Currency).
Contractors must have their own insurance.
Report incidents to Youth Express bookings manager (4931 2777).
Hirer is responsible for any personal property loss or damage.
Child service providers must follow NSW Child Protection laws.
Indemnity:
Hirer agrees to protect Youth Express from any claims or losses related to the hire.
Breaches:
Breaking these rules may result in cancellation and removal from the space.
Removal will result in future refusal of the space.
Youth Express may use the bond to cover any costs and seek additional payment if needed.
