TERMS OF USE
These Terms of Use outline hirer’ responsibilities when hiring room/s at The Meeting Place @ HQ.
If something is not covered within these terms of use, please contact The Meeting Place @ HQ administrator on 07 5645 6466.
The Meeting Place @ HQ is a division of Spencer Ryan Family Law (SRFL, we, us).
- Bookings
Booking requests can be made on the website themeetingplacehq.com.au, by phone 07 5646 6466 or by email to admin@themeeetingplacehq.com.au. After contacting us your request will be reviewed. If there are any issues with the booking request, we will contact you. If the required date and time is available, you will receive an email confirming your booking. Please ensure that you read this email fully. Bookings are available in half day and full day time slots with access from 8:30am. The Meeting Place @ HQ is open during standard business hours Monday to Friday and is closed on weekends and public holidays. Requests for bookings outside these times can be arranged by special request, additional fees may apply. Please discuss your needs with us.
- Payments
Invoices will be sent out following confirmation of booking. Please make payment within 7 days of receipt of invoice or the date of room use, whichever is first. payment can be made via electronic transfer or credit card. Full payment must be received prior to use of the rooms. These funds will be held in Trust until after the hire period. If you are having difficulties processing the invoice payment, please contact us to make alternate arrangements. If payment is not received prior to the booked time, your booking may be cancelled, and the room/s made available for other customers.
- Cancellations
After receiving a booking confirmation, you can cancel your booking at any time. We understand that things can happen. Please notify admin@themeeetingplacehq.com.au stating booking hirer name and date booked, you will then receive a cancellation of booking confirmation, any refunds due will be processed within 7 business days.
- Pricing policy
The prices quoted are current at the time of booking but are subject to change. Please make every effort to arrive and vacate the room/s at the times specified in your confirmation email.
- Parking
Basement car parking is provided for the mediator/arbitrator. Limited onsite parking spaces are available on a first in basis. Parking at the HQ Building is at your own risk. Free parking can be accessed at local shopping centres including Robina Town Centre or Robina Central or in surrounding streets.
- Room set-up
All rooms have internet data points, whiteboards, and whiteboard pens. Shared printer services (black and white) and paper is available for your convenience. The boardroom has a connected screen for sharing of data and web conferencing and a speaker phone. Please contact us if you have any questions relating to the technology set up. Any other materials required are the responsibility of the hirer.
To ensure that your time at the rooms is enjoyable we recommend that the maximum seating capacities are not exceeded, we can assist with reconfiguration if required.
- Workplace Health & Safety
To support the health and wellbeing of all parties attending the rooms, if you have been diagnosed with COVID or are displaying signs of COVID illness you must notify us as soon as possible. You must not attend the rooms while COVID positive, symptomatic, or contagious. We do not place any vaccine restrictions on parties using our rooms.
Animals are not permitted within the rooms of the rooms unless they are registered assistance animals required to service the parties attending the rooms. Notice of intent to attend with a service animal is required when booking the room.
Smoking and vaping is not permitted within the HQ building.
You are required to follow all emergency evacuation instructions provided by means of siren, alert or notification from a Safety Warden within the HQ Building.
- Catering and refreshments
Complimentary coffee, tea and water is provided. You are welcome to organise catering through a private business to be supplied to the rooms, however, we can also arrange this for you through a local supplier. Contact us to obtain a menu for your selection. Alcohol is not permitted on site or in any of the rooms.
- Damages, loss and security
You are responsible for any loss, damage, or theft from the rooms for the duration of your booking. If equipment is damaged or lost, you may be required to pay for the repair or replacement of same. Attendees are responsible for the security of their own personal belongings.
At the end of the hire period, you are expected to return the rooms to us in the manner in which they were provided
- Risk and indemnity
The hirer (i.e., any person in attendance, together with their agents booking the rooms) shall be liable for loss or damages, including personal injury (whether or not resulting in death), suffered by SRFL staff, arising from the wilful or negligent acts or omissions of the hirer, its servants, agents, invitees or licensees.
The hirer releases and indemnifies SRFL and its staff from and against all actions which may be brought against any of them by any person arising from:
- the wilful or negligent acts or omissions of the hirer or any person for whose conduct the hirer is liable
- any wilful or negligent acts or omissions of the visitors, invitees, or licensees of the hirer
- injury, death, loss or damage suffered by the hirer or any of its servants, agents, invitees, or licensees except where the death, injury, loss or damage is caused by the negligence or other wrongful act or omission of SRFL or its staff.
- Feedback
Following the completion of your hire of The Meeting Place @ HQ, we will send you a short survey to gather feedback on your experience hiring and using the rooms. We value your feedback so that we can continue to improve our service and facilities. We thank you for your participation in this regard.
