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Bookings

How To Make a Booking
 
Send an email to hallhire@eppingscouts.com.au to check on availability.  There are 2 halls for hire, however, these are not always available because of other bookings.  The halls are located at: 
  • 6 Essex St, Epping, NSW
  • 130 Boundary Rd, North Epping, NSW (Bottom Hall) - not the green hall which is visible from the street.
 
Please provide the following information:
  • Name and address of hirer
  • Contact phone number
  • Contact email address
  • Location of the required hall (Epping or Nth Epping)
  • Date that the booking is required for
  • Times required - please allow for time to set up and clean up afterwards
  • Reason for hire of the hall (sorry but we do not allow teenage and upwards birthday parities, pop or rock groups or youth parties)
  • Approximate number of people attending - limited to maximum of 40 people
  • Any special requirements
See DETAILS OF HALLS  for photos of the halls.
 
When we have received this information, we will check the availability of the hall and respond to you, by return email, as to the availability and what the hiring rate will be.  Once this has been agreed, we will then send you the booking form, as required by the Scout Association, which is to be signed and returned to confirm your booking.  Complete and return the Booking Form by email or post to:
 
Hall Hire
Epping Scout Group
PO Box 83
EPPING, NSW 1710
 
Payment of the hire fee can be made by EFT into the Group account (account details will be provided separately) or by cheque made payable to Epping Scout Group.
 
NOTE: Your enquiry is NOT a booking until we have received your form and payment. We can’t hold a space just in case, you must confirm your booking with your payment.
 
Hire of Hall for Regular Bookings
 
After we agree on the arrangements, these bookings need to be processed by the Scout Association.  Currently a fee of $90 is required by the Association to prepare the documents.  This process can take up to 30 days for completion.  In order to ensure your booking is processed promptly, you may wish to also send an email notifying us if you send us the booking form and any payment.  Please post to the PO Box address and NOT the hall address.
 
Collecting the Key
 
You can arrange to collect the key up to 2 days prior to booking.
 
Note: A cash security deposit is required when collecting the key.  This will be refunded on return of the key and a satisfactory inspection of the premises.
 
 
Important Hall Hirer's Responsibilities
 
At the conclusion of the hiring, the hirer is responsible for:
 
  • Sweeping the floors thoroughly (clean up any sticky spills with mop).
  • Wipe down kitchen surfaces and trestle table tops.
  • You must take all your rubbish away with you, don’t leave rubbish behind as we have no rubbish collection service.
  • Ensure ALL LIGHTS are switched off, especially the toilets and outside spot lights.
  • Ensure that BOTH TOILETS are flushed and rolls are replaced if required 
  • Ensure that all tables are FOLDED FLAT against the wall and the chairs are stacked in the corner.
  • NO SKATEBOARDS OR RAZOR SCOOTERS IN HALL (to protect the floors)
  • Remember Scout Helpers are all volunteers so if you see something that needs attention, please let us know so we can arrange for it to be fixed.
PLEASE NOTE THAT AS A CONDITION OF HIRE OF THE Epping Scout Group Hall that The Epping Scout Group HAVE ACCESS TO THE LEADERS ROOM IF REQUIRED, which also means Scout Leaders may need to walk through the hall but they will introduce themselves before they do so.
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