Terms and Conditions

ACCESS
Entrance to The Science Exchange is through the main doors located on the south side of the building, in McHenry Street.
ADVERTISING YOUR EVENT
The Science Exchange name should be used in all advertising and promotion of your event. You must not use the terms RiAus or The Royal Institution of Australia in any advertising or promotion of your event.
AGREED USE
The hirer agrees to use the venue only for the purposes described on the Booking Form. The hirer will ensure that the function is conducted in a proper, orderly and lawful manner.
ALTERATIONS
Alterations or additions to the venue must not be made without the consent of the Functions Manager.
AUDIO VISUAL
The Science Exchange has its own Audio Visual (AV) Manager who is responsible for all AV activities and equipment. Basic AV is included in the room hire. For additional AV requirements please contact our Functions Manager. The hirer is responsible for all additional hire costs associated with its AV requirements.
FILMING AND RECORDING
Filming or recording of events is available in the Auditorium. For pricing please contact the Functions Manager. Filming of events in other spaces can be arranged externally. The Science Exchange can recommend suppliers. Set up and set down times must be agreed upon with the Functions Manager.
BOOKINGS
Tentative bookings will be held for a maximum of ten business days without obligation. After that time the hirer must confirm the intention to proceed with the booking and pay the deposit. The Science Exchange reserves the right to cancel the booking if not confirmed, and allocate the space to another client.
To book please complete the Booking Form, read and sign the Terms and Conditions and return to the Functions Manager. A deposit will be required to confirm your booking.
Final details must be confirmed in writing at least five business days prior to the event. This information will be considered final for invoicing purposes. For catering, the final number cannot be reduced. Any increases are subject to availability and charges are made accordingly.
CANCELLATIONS
If a confirmed booking is cancelled with less than 14 days notice, your deposit will be forfeited. If cancelled within seven days of booking the full room hire and catering charges will be incurred.
CATERING
All catering within the venue must be arranged through The Science Exchange’s contracted in-house caterers. No other food or beverages may be brought onto the premises. Catering Estimate Agreements can
have numbers reduced up to seven business days prior to the event. A minimum charge for catering will apply on weekends and public holidays.
CLEANING
General cleaning is included in the venue hire charge. The hirer is responsible for any additional cleaning required. Rice or confetti is not permitted on the premises.
COLLECTION
Storage facilities are not available at The Science Exchange. All items must be removed from the venue by the agreed finish time. No responsibility will be taken for items left after this time.
CONTACT US
Booking enquiries should be directed to Bianca Attard on telephone: (08) 7120 8614 or fax: (08) 8221 6563 or email: functions@scienceexchange.com.au.
DAMAGES
The hirer is responsible for any breakage, defect, damage, theft or vandalism to The Science Exchange or the property of The Science Exchange during its event. Damage must be reported to the Functions Manager immediately.
DISCLAIMER
If the hired space becomes unavailable due to circumstances beyond the control of The Science Exchange, the event will be relocated to an alternative venue within The Science Exchange. If a comparable space is not available for the hire period, The Science Exchange will not be liable for any loss or damage suffered by the hirer as a result of the unavailability.
DELIVERIES
Deliveries must be scheduled within the agreed hire period, unless prior arrangements have been made with The Science Exchange. The Science Exchange does not accept responsibility for deliveries that arrive prior to the agreed hire period. The hirer must be present to accept delivery and arrange set-up and pack-up of goods delivered.
DEPOSIT
A deposit of $250 per room, per day will be required to secure your booking. Please refer to the booking section.
EQUIPMENT
All electrical equipment brought onto The Science Exchange premises must be tested and tagged in accordance with Occupational, Health, Safety and Welfare regulations.
FIRE
Smoke machines, candles, gas cylinders, explosive devices or any item with naked flame are not permitted at The Science Exchange. Equipment, fitting or materials must not be placed in a position that will in any way obstruct a designated exit. The Science Exchange reserves the right to remove any items that obstruct a designated fire exit; any costs associated with the removal of items will be the hirer’s responsibility. The hirer shall take all reasonable precautions against any loss or damage by fire to The Science Exchange.
INDEMNITY
The hirer agrees to indemnify and keep indemnified The Science Exchange against any action, claim or demand whatsoever which arises or may arise as a result of the hirer’s event. The hirer indemnifies The Science Exchange for the loss or damage of any of the hirer’s equipment, property or personal belongings.
INSPECTION
The hirer will permit authorised staff or agents of The Science Exchange to enter the venue during the hire period for the purpose of inspecting premises, or for any purpose connected with or related to these conditions.
INSURANCE
The Science Exchange is not responsible for damage or loss of merchandise left in the building or event area prior to, during, or after the event. The client should arrange its own third party and public liability insurance, as well as to inform all relevant persons involved of these Terms and Conditions.
LIQUOR LICENSE
The Science Exchange reserves the right (under the Liquor Licensing Act, 1997) to refuse service of alcohol to intoxicated or disorderly patrons. These patrons may also be asked to leave the premises.
OCCUPATIONAL HEALTH, SAFETY AND WELFARE
The hirer is responsible for compliance with all applicable sections and regulations of the South Australian Occupational Health, Safety and Welfare Act, 1986.
PARKING
The Science Exchange does not provide parking on the premises. The nearest commercial parking facilities are located at Topham Mall (off Waymouth Street) and Wyatt Street (off Pirie Street).
PAYMENT
A full invoice for your event will be forwarded to you. Payment is to be made on receipt of the invoice. Cheques should be made payable to RiAus. Payments made via Amex cards will incur a 3.025% surcharge.
Purchase orders will be accepted from Government Departments for the estimated amount of the event at least ten business days prior to the event.
SECURITY
Security requirements will be determined by the Functions Manager taking into account the scope and timing of your event. The hirer agrees to pay the cost of security. The Science Exchange reserves the right to
exclude or eject any person from the premises for inappropriate behaviour or if they put at risk staff, clients or property.
SIGNAGE
Signage including size, method of display and location, are to be agreed with the Functions Manager.
SMOKING
Smoking is not permitted in The Science Exchange.
SOUND
The Functions Manager has the right to control sound levels at your event.
FUNCTIONS MANAGER
The Science Exchange Functions Manager, Bianca Attard, can be contacted by telephone: (08) 7120 8614, fax: (08) 8221 6563 or email: functions@scienceexchange.com.au.
WASTE
General waste may be placed in the bins provided. Larger quantities of waste must be removed by the hirer.

View or download forms:
Venue Hire Booking Form
Venue Hire Terms and Conditions

View or download our menus:
Conference menu
Cocktail menu
Lunch and dinner menus
Beverage List

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