Venue Hire Terms and Conditions

Access – Daytime Hire Limitations

It is a condition of venue hire during daytime opening hours that all spaces are accessible to the public. SAM can permit audio during daytime venue hire, however no AV or staging equipment is permitted.  This is to ensure that the artworks are visible to the public at all times.

Access After Hours

SAM staff are required to be present for the protection of the collection and to ensure you and your guests have the best possible experience. After hours access will incur additional fees.

Access Other

Should SAM be changing exhibitions at your preferred hire date, the gallery will not be available for hire.

Agreed Use

The hirer agrees to use the venue only for the purpose described on the Booking Form.  The hirer will ensure that the function is conducted in a proper, orderly and lawful manner and leave the space ready for the next booking.

Alterations

Alterations or additions to the venue must not be made without the consent of Shepparton Art Museum

Bookings

To make a booking please complete and sign the venue hire booking form and return to Shepparton Art Museum customer service counter, 530-532 Wyndham Street, Shepparton. Vic 3630 or Email bookings@sheppartonartmuseum.com

The hiring period must include setting up and dismantling periods.

All application to hire SAM facilities are subject to the discretion of SAM Ltd.  

Call Out Fee

A fee of $50 will apply for any incident where staff are required to attend after hours, e.g. Tripping of security alarm.

­­­­­­­­­­­­­­­­­­­Cancellation or Non-Attendance

An administration fee may be charged if a booking is cancelled with less than 7 days’ notice.  Non-appearance on the day of the booking will incur the full hiring fee.

Catering

SAM does not provide catering for functions.  It is the hirer’s responsibility to liaise with the onsite café - Elsewhere at SAM -  to provide their hospitality needs. 

Cleaning

The meeting rooms and galleries are to be left clean and tidy.  All rubbish to be placed in bins provided and tables/chairs to be placed in their original

Position.  If the room is left in a state that requires extra cleaning, a cleaning fee will be levied in addition to the hire fees.

Damages

The hirer will be responsible for any breakage, defect, damage, theft or vandalism to the room and/or fittings/equipment.  Damage must be report to SAM staff immediately or at the earliest opportunity.

Fees

Charges for room hire are calculated according to the SAM advertised fees for venue hire which are reviewed once the hospitality provider is appointed.

Indemnity

The hirer agrees to indemnify and keep indemnified the Shepparton Art Museum against any action, claim or demand whatsoever that arises of may arise as a result of the hirer’s function.  The hirer indemnifies the above organisations for the loss or damage of any of the hirer’s and third party equipment, property or personal belongings.

Inspection

The hirer will permit authorised SAM staff to enter the venue during the hire period for the purpose of inspecting the premises or for any purpose connected with or related to these conditions.

OH&S

The hirer is responsible for compliance with all applicable sections and regulations of the Occupational Health and Safety Act 2004.

Parking

Shepparton Art Museum has several short or long term parking options.  Please enquire at the customer service desk if you are unsure of parking localities.

Payment

Cash, EFTPOS or Cheque payment (made out to Shepparton Art Museum Ltd.  Invoicing from the Shepparton Art Museum Ltd is available on request with a minimum of 14 days’ notice before the booking date.

Confirmation of your function is required no later than three weeks prior to the date of the event.

Full payment is required 7 days prior to the event.

Photography and Promotions

Due to accepted museum practice and copyright considerations, please discuss any photography needs you may have at the time of booking.

The placement of any corporate banners is at SAM’s discretion.

Regular Bookings

Bookings can be made for an ongoing period of time, up to 12 months in advance (please note fees and charges may vary throughout the year).

Privacy

The hirer’s details will be recorded and kept for management purposes.

Smoking

Smoking is not permitted on the SAM premises.