Terms & Conditions of Venue, Facilities & AV Support Hire

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A. Venue and Facility Hire Terms & Conditions

By submitting the Venue and Facilities Booking Form (booking form) the hirer/customer agrees to these T&Cs. Once you have discussed your facility hire requirements with the Law Society of Tasmania (Society) please send your completed form to info@lst.org.au. This confirms your acceptance of these T&Cs, and that you have the authority to accept on behalf of your organisation.
For the purposes of venue, facilities and AV support hire, a Society member is a legal practitioner who holds a practising certificate issued by the Law Society of Tasmania. A Society member making the booking using the Member Form must be the primary user of the facilities. The Non-Member Form is to be used by a hirer/customer who is an associate member; a government legal practitioner; or a representative of organisation association, or group on whose behalf the venue/facility/AV is being booked.
If the incorrect booking form is submitted, the Society will be in touch with the hirer/customer to complete the correct form, and will apply any fees, accordingly.
The Society has the discretion to approve, or otherwise, a hirer/customer’s booking form.
The Society does not take responsibility for any damage or loss of items not in our direct control before, during or after an event, except to the extent that the relevant loss or damage is caused by the negligence or default of the Society. We suggest that the hirer/customer arranges adequate and appropriate insurance cover for valuable items.
The hirer/customer must hold adequate personal and public liability insurance coverage for the hirer/customer and its employees, agents, delegates, guests, invitees or contractors while on site at the Society. A Certificate of Insurance Currency must be provided on request.
The hirer/customer is responsible for and agrees to indemnify the Society against any loss, claim, liability (including any loss or damage to property, injury to or death of any person), damage, cost or expense suffered or incurred by the Society, and any claims, actions or demands by any person arising from or in connection with the below. This indemnity survives the termination (for any reason) or expiry of this facility booking agreement.

The use of any Society function spaces, facilities, equipment (Society property) by the hirer/customer or its employees, agents, delegates, guests, invitees or contractors;
Any unlawful or negligent act or omission by the hirer/customer or its employees, agents, delegates, guests, invitees or contractors in or at any Society property;
except to the extent that any costs, loss, liability, damage, expense or claim is caused or contributed to by any act or omission of the Society, its employees, contractors or agents.

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B. AV/IT Facilities and Support Terms and Conditions

By submitting the completed booking form the hirer/customer agrees to these T&Cs.
Any substantive use of Society AV/IT facilities will be supported by Society staff only.
The Zoom account has the Law Society of Tasmania name on it and as such the Society is ultimately responsible for the quality of the product delivered through its livestream platform. The Society will therefore provide AV/IT support prior to (i.e. the run through) and during any substantive livestreamed or hybrid sessions. Use of the Zoom platform for Zoom meetings may have different conditions so please check with Society staff.
Recordings – The Society cannot guarantee the quality of a recorded product. If a recording is required and it is of a quality to distribute, the Society will provide a copy at a cost of $125 for each recorded session.
If requested, the Society can provide a report of attendees to the host as generated by the Zoom platform.
In terms of quality of product, the Society will provide the use of its livestream platform only when the following Society support is agreed to:

Prior to the day of the event – a run through conducted by Society support staff, attended (at the same time) by all parties to be broadcasting in the one session – this includes hosts, presenters, facilitators, chairs, moderators etc.
That the run through conducted by Society support staff is a simulation of the conditions expected on the day of the event – this includes the device, technology and location being used on the day, and a practise of any slides being shared on the day.
The format of the session, taking into consideration the requirements for a seamless livestreamed broadcast – i.e., that slides being presented by more than one presenter/panellist are combined; that holding slides are included for the commencement of the session and any breaks; that how participants will engage with the session (hand up, chat box) is agreed; and any other requirements that may be relevant to the specificities of the session. These are some of the considerations the Society support staff will raise for discussion during the run through exercise.
The Society will open the session and provide AV/IT support throughout the broadcast.

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C. Entry to Society Premises Terms and Conditions

The Society has determined that the following visitor access policy is in effect until further notice. This is also displayed on signage at the front of its premises. By submitting the completed booking form the hirer/customer agrees to these T&Cs.

Please do not enter the Society’s premises if you have COVID-19 like symptoms, such as a cold or the flu.
To arrange a virtual meeting with Society staff or committees, please contact info@lst.org.au or telephone (03) 6234 4133.
Visitors to the Society premises are also asked to adhere to physical distancing requirements and follow any other related instructions that are made available on the premises.

All Law Society of Tasmania staff are fully vaccinated.

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D. Cancellation Terms and Conditions

By submitting the completed booking form the hirer/customer agrees to these T&Cs.
Cancellations must be notified to the Society in writing (email is acceptable) with at least 2 business days’ notice prior to the commencement of the booking.
If the specified notice period is not provided, a 50% cancellation fee will be charged.
Any change of mind, on the day, regarding space or AV/IT usage is not refundable if included, and agreed to, in the booking form.
As a courtesy to other Society venue users, the cancellation notice period also applies to bookings for which there is no charge.
The Society may, at its discretion cancel a booking if circumstances arise where this is necessary. The hirer/customer will be notified.

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