Terms of Hire

These Terms of Hire govern the hire of ABEC Hub, 5/4 Welcome Road, Karratha City WA 6714. By submitting a booking through our booking form, you agree to be bound by these Terms of Hire and by our Cancellation Policy, which forms part of this agreement. These Terms of Hire consolidate and replace our previous Terms and Conditions and separate Venue Hire Agreement.

ABEC Hub may update these Terms of Hire from time to time. The version published at the time you make your booking applies to that booking.

Bookings are made through the booking form on our website:

• Select one or more available dates in the live calendar. Dates already booked, or closed for maintenance or private events, cannot be selected, and bookings for the current day close at 8:30 am AWST.
• Choose your hire option, organisation type, contact details, guest numbers and optional catering.
• Review the price, GST and total payable, which are calculated and displayed before you choose a payment method.
• Accept these Terms of Hire and the Cancellation Policy, then submit your booking.

Submitting the form places your selected date or time on hold. Where a tax invoice is issued, the booking remains provisional until payment is received. Your booking is confirmed once payment has been received and ABEC Hub has issued a confirmation. ABEC Hub reviews all bookings and may decline a booking that does not meet these Terms of Hire or the eligibility requirements for the selected organisation type, in which case any amount paid is refunded in full.

• Full-day hire: 8:30 am to 4:30 pm.
• Hourly hire: three-hour minimum, available as a three-hour or four-hour booking.
• Bookings of five hours or more are charged at the full-day rate and are booked as full-day hire.
• Hourly hire is available on a single date and runs in 30-minute start intervals from 8:30 am, finishing no later than 4:30 pm.
• The venue must be vacated by the end of your booked session, and by 4:30 pm at the latest, unless extended arrangements have been approved in writing.

Current prices are displayed and calculated in the live booking form. All prices are in Australian dollars, and GST and the total payable amount are shown before you book. The price displayed and accepted at the time of booking forms part of this agreement.

Payment options are:

• Pay Now — card payment processed securely by Stripe.
• Tax Invoice — a Stripe tax invoice issued for payment by EFT or bank transfer.

A booking made using the tax invoice option remains provisional until payment is received. A booking is confirmed after payment has been received and confirmed by ABEC Hub.

• ABEC Hub is provided in one permanent Boardroom / Collaboration Setup.
• The venue is supplied exactly as displayed in the gallery photographs. Alternative furniture configurations are not available, and furniture must not be rearranged by guests.
• ABEC Hub is ideally suited to groups of up to 15 guests. Groups of 16–20 can be accommodated across the permanent boardroom and collaboration areas. The absolute venue capacity is 20 guests.
• Guest numbers must be declared at the time of booking and must not exceed the absolute capacity of 20 guests.

Every booking includes:

• Exclusive use of the permanent boardroom and collaboration areas for your booked session
• Premium AV and video-conferencing facilities, including the interactive smart board and additional display screens
• High-speed internet
• Coffee station with beverages and refreshments
• On-site unallocated parking directly outside the complex
• Concierge assistance, including AV set-up support and pre-event coordination

• Coffee station refreshments are included in all bookings.
• Catering beyond this is coordinated by our team on request, or you may arrange your own approved catering supplier.
• All dietary requirements and allergies must be declared in advance.
• Catering set-up and clean-up fees may apply, and catering costs are quoted separately from venue hire.
• Alcohol may only be served with prior written approval from ABEC Hub, and additional conditions or fees may apply.

You and your guests agree to use the venue lawfully, respectfully and only for the purpose stated in your booking. ABEC Hub may refuse entry or end a booking if:

• You or your guests behave unlawfully, disruptively or offensively
• Alcohol is consumed without prior written approval
• The venue is used for a purpose other than the one stated in your booking
• Health, safety or security requirements are breached

• The venue is professionally cleaned and reset between sessions.
• You are responsible for reasonable tidiness during your booking.
• Damage caused by you or your guests will be charged to you at cost plus labour.
• Additional cleaning fees apply for excessive mess.
• Late departure beyond your booked session may incur an additional charge.

ABEC Hub provides AV set-up support, internet access for attendees, video-conferencing capability (including Teams and Zoom) and assistance with equipment connection and testing.

You are responsible for your own laptops, peripherals and any additional equipment. ABEC Hub is not liable for loss, theft or damage to your personal property or equipment, and we recommend you arrange your own insurance where you bring high-value equipment on site.

Unallocated parking is available on site directly outside the complex at no additional cost. ABEC Hub is located on Level 2 and is accessible by stairs only — there is no lift or ramp access. Guests with mobility requirements should contact ABEC Hub before booking at bookings@abechub.com so suitable arrangements or alternatives can be discussed. Full details are set out in our Accessibility Statement.

• No smoking inside the facility
• No hazardous materials or weapons on site
• Emergency exits must remain clear at all times
• You must ensure all guests are aware of emergency procedures and evacuation routes

• You may photograph or record your own event for personal or organisational use.
• ABEC Hub branding, logos and imagery may not be used without written permission.
• We may ask permission to photograph your event for testimonial or case study purposes.
• Any commercial use of venue imagery requires our written consent.

Requests to change the date, time or details of a confirmed booking must be submitted in writing to bookings@abechub.com and are subject to availability. Where you cancel or request a change to your date or time, the timeframes and outcomes set out in the Cancellation Policy apply. Increases in guest numbers must remain within the absolute capacity of 20 guests, and changes to catering are subject to supplier lead times.

All cancellations, refunds and change requests are governed by our Cancellation Policy, which forms part of these Terms of Hire and applies to both full-day and hourly bookings. In summary: cancellations more than 48 hours before the booking start time receive a full refund of the venue hire fee (excluding non-recoverable catering or third-party costs); cancellations between 24 and 48 hours before the start time forfeit 50% of the venue hire fee; cancellations less than 24 hours before the start time, or failure to attend, forfeit 100% of the venue hire fee. If ABEC Hub cancels, you may choose a full refund or a reschedule at no additional cost.

Nothing in these Terms of Hire excludes, restricts or modifies any consumer guarantee, right or remedy that applies to you under the Australian Consumer Law and cannot lawfully be excluded.

Subject to that, ABEC Hub is not liable for loss, damage or injury arising from your use of the venue except to the extent caused by our negligence, and our total liability arising from or relating to a booking does not exceed the amount paid for that booking. You agree to indemnify ABEC Hub against claims arising from your use of the venue or your breach of these Terms of Hire.

Any dispute will first be addressed through good-faith discussion between the parties. If it cannot be resolved, it may be escalated to mediation or to legal proceedings in Western Australia, and these Terms of Hire are governed by the laws of Western Australia.

For questions about these Terms of Hire, bookings or venue coordination, contact ABEC Hub at bookings@abechub.com or +61 439 569 012.