Usage Guidelines

Thanks for taking the time to read our usage guidelines - it will make things much easier in the long run! You can also download a pdf copy here.

MEETING ROOM HIRE- USAGE GUIDELINES

Responsibilities of meeting room users

Ross House is open during business hours from 9am to 5pm on weekdays. For after hours access groups need to pick up a security swipe during business hours on the day of the meeting or before 4.45pm on Friday if the meeting is on the weekend;

The person who made the initial booking is responsible for picking up the security swipe which will provide your group with access to the meeting room facilities after hours. If this person is not able to pick up the security swipe, they should advise the Ross House Front Desk of the person who shall be authorised to do so;

The contact person is responsible for ensuring secure access to the Ross House building - please do not let anyone into the building who does not belong to your group;

A security swipe will allow entry to the glass front doors of Ross House, and entry to the meeting room level. The security swipe access reader is located next to the glass doors on the street level and ground level. The doors will remain locked once you are inside;

You will need to open the doors for people coming to the meeting as they arrive by pressing the large green button next to the glass doors inside the building.

The security swipe drop off safe is located in the stairwell by the lift on ground floor level. Place the swipe key in the top compartment of the safe and turn the handle to deposit it. You will be charged a replacement fee of $25.00 if the swipe key is not returned. Please report a lost or stolen security swipe immediately to a staff member;

The security swipe is not to be lent out;

The fire doors which give you access to each level are NOT to be propped open after hours as this is a security risk for all facility users;

Tables and chairs are NOT to be removed from the meeting rooms as it is a safety hazard for those with vision impairments.

Using the intercom system

There is an intercom that connects to each level of Ross House located outside the glass front doors (the doors on the right, not the doors on the left that give access to the ground floor). Inside the building, the intercom system is located at the front and rear of each floor (a white handset).

Cancellation policy

Cancellation fees are as follows:

A $1 fee per meeting will be charged for cancellations of more than 4 meetings in a block booking. (A block booking is a regular weekly/fortnightly/monthly meeting room booking of the same time and day of the week)

At least 48 hours notice is required for cancellation of room bookings, otherwise 50% of the hire price will be charged. If no notification is given before the date of the meeting the full price will be charged regardless of whether the room was used or not.

Cancellations must be made in writing, via our on-line cancellation form or by sending an email to: rosshouse [at] rosshouse [dot] org [dot] au

Vacating the premises

Set up and packing down times must be included in the booking times. Rooms should be cleaned and vacated by scheduled end time

When the meeting is over, walk through the level and call out “is there anyone on this level”. If there is no answer, switch off all the main lights (switches are located near the level’s exit door)

Upon exiting the building at the Ground level swipe the security swipe across the access reader three (3) times. This will engage the building alarm upon exiting. Please Note: the door will open when you swipe the swipe key reader. Ignore the door opening. The door will lock after the three swipes.

Fire exits

Fire exits are located at the front and rear of each floor. Exits and corridors should be kept clear at all times in case of an emergency. Please check the fire procedure notice on the wall next to the door of each floor for detailed information about fire exit strategy.

Disability access

All floors of Ross House are accessible by stairs or lift and have a disability toilet. Please discuss your requirements with staff who will gladly advise you.

There are wheelchair accessible toilets located at the back of each floor and located half way along the corridor of each floor (except on the Ground Floor, the toilets are at the back).

Ross House has a casual car park available in the basement for people with a disability which should be booked in advance. For more information please contact Front Desk on 9650 1599 / Rosshouse [at] rosshouse [dot] org [dot] au

General housekeeping

All users must vacuum carpeted area and sweep other surfaces after use;

No rubbish is to be left inside the rooms. Please deposit in appropriate bins. Recycle able rubbish only should be placed in the recycling bins;

All chairs and tables used must be cleaned and returned to their original positions;

All areas, including toilets and kitchens, are left in a clean state;

The sale of liquor is not permitted;

Ross House staff must be informed of any spillage on carpeted areas;

No smoking is permitted inside Ross House

Any electrical appliances e.g. urns, must be switched off;

Lights need to be switched off: To make sure there is no one still on the floor, it is best to walk all the way down the hall and ask out loud if anyone is still there.

Kitchen facilities

Ross House kitchens are communal facilities: Cleaning of the kitchen is to be done by its users as no cleaning staff is hired for this purpose;

All dishware, cutlery, platters and cups are to be washed, dried and put away as soon as possible;

Countertops are to be wiped down after use – washcloths have been provided for you;

Dispose of waste conscientiously: take the time to separate your paper, plastic and organic rubbish and put in appropriate coloured bins;

The microwave is to be wiped down after each use;

Facility users are encouraged to limit the use of styrofoam dishware and cups and plastic cutlery – each floor is stocked with all these items for use by tenants and meeting room users. If you require extra plates and cups, please contact Front Desk on 9650 1599 / Rosshouse [at] rosshouse [dot] org [dot] au

Any dishware used needs to be washed, dried, and put away. Countertops are to be wiped down after use. There are separate bins for recycling, paper and rubbish.

Cleaning Fees

If the facility user does not comply with cleaning requirements, they will be liable for any cleaning fees as per:

Cleaning fee for a large meeting room is: $40.00

Cleaning fee for small meeting rooms is: $15.00

Catering

You may serve food, drinks and catering.

We love Friends of the Earth's ACE Catering, the Asylum Seekers Resource Centre; Original Foods,The Organic Food and Wine Deli and Sugardough.

Payment Options

You will recieve an invoice in the month following your booking. Payment may be made via cheque, money order or direct debit. If you wish to pay cash, please visit your nearest Bendigo Bank to make a deposit. Bank details will be included with your invoice.