How to hire the Federation Handbells
For what length of time can the bells be borrowed?
A single loan period for the Federation Handbells is any time up to 3 months. Enquiries and arrangements regarding the loan are to be made with Museums Victoria via the Federation Handbells staff. Initial requests are made online, a confirmation document sent, and a Letter of Agreement signed. If an extension to the loan is required, this will be negotiated with the Federation Handbells staff and will depend on availability of the bells.
How they should be collected and returned?
Collection and return are only possible on Wednesdays between 10am and 4pm. Times outside these hours are limited and may only be available by special negotiation.
The hirer is responsible for organising transport and all costs associated with collection and return.
The borrower can collect or return the bells in an appropriate vehicle. The crates are often too large to fit safely in smaller sedans.
A courier can collect and/or return the bells. Arrangements with Federation Handbells staff should be negotiated regarding a suitable time for the courier to pick up or return the bells. Preferred courier details will be supplied.
From where can the bells be collected?
The central base for the handbells is in Spotswood (not far from Scienceworks) but there are also six locations set up in libraries around Victoria that form the Federation Handbells Regional and Outer-metropolitan Hubs Network. The hubs are located in Warrnambool, Whittlesea, Bendigo, Wangaratta, Frankston and Drouin.
Insurance
Museums Victoria covers the insurance for the bells.
Hire of the bells incurs an administration fee of $55 for every 4 sets, and the costs for their collection and return are covered by the hirer.
Hiring costs for up to three months are:
- $55 for 1-4 sets
- $110 for 5–8 sets
- $165 for 9–12 sets
- $220 for 13–16 sets
The cost then increases incrementally $55 for every 4 sets borrowed.
All costs are GST inclusive.
Your health and safety are our highest priorities; with this in mind, we have some new measures in place for the Federation Handbells Loans Program collections and returns. These incorporate Victorian Government guidelines.
Please note that these guidelines will be updated according to current restrictions and more information will be provided with booking confirmation.
- To ensure that we can maintain safe distancing requirements we ask that when you arrive in the driveway of the warehouse you remain in your car and call Susan and/or Biddy on 9892 4871 or 0438 536 889.
- You will then be given access to the loading dock where we will ask you to open all the doors of your car so that we can safely and hygienically load or remove your set of bells, while you maintain a safe distance of 1.5 metres. We will wear appropriate PPE including masks while loading or unloading your car.
- Loading and unloading will take place in the undercover, open-air driveway of the Simcock warehouse, ensuring that it is both well ventilated and easy to maintain a safe physical distance.
- Once we have finished loading or unloading your car we will wipe down any accidental touch points on your car with hand wipes (60% ethanol or 70% isopropanol as the active ingredient).
- We will be supplying you with hand wipes to use on the bells, mallets and crates during your loan period. Please ensure any unused wipes are returned at the end of your loan.
- Please note that we will be quarantining the bells for 1 week between each loan.
Please wear your face mask, practice physical distancing and good hand-hygiene while you are on the Museums Victoria site. If you are unwell or experiencing any COVID-19 symptoms, please do not attend the site. Contact us and we will be very happy to rearrange your collection or return time.
Booking Conditions
Collection and Return
The Federation Handbells can be collected and returned by courier (organised and paid for by the borrower) or collected and returned in-person by the borrower on the agreed date/time from the agreed Museums Victoria site.
Museums Victoria will:
- Provide the requested sets of Federation Handbells by the borrower at the time nominated.
- Provide any associated equipment requested by the borrower if available.
- Provide an invoice to the borrower for payment at the end of each loan period and/or once the Federation Handbells and associated equipment have been returned and checked in on the return date.
- Be present to receive and reconcile the loan at a time agreed on the return date.
- Provide further information and support around the Federation Handbells where possible.
- Provide a “Borrower’s Pack” to the borrower.
The Borrower will:
- Ensure that the Federation Handbells are kept in good order and condition, taking into account some of the bells do have some existing dents.
- Ensure that the Federation Handbells are safely transported and kept securely at all times.
- Ensure that all persons playing the bells are supervised appropriately by a representative of the loaning organisation.
- Please return all bells to their correct positions in the crates and check that none have been damaged or lost. If the bells are shuffled around please ensure they are restored to their original positions. Each bell is engraved with a number on the base of the handle.
- Please do not write on the bells or label them. If you need to identify the notes please do so with chalk on the boxes and clean it off before returning.
- Report any loss or damage that occurs to Museum Victoria at the earliest convenience.
- Pay the agreed loan fee upon receipt of invoice.
- Ensure that all sets of the Federation Handbells that are loaned are returned on the date specified in your loan agreement unless otherwise advised due to COVID-19 restrictions. Please note: Any extension of loan periods must be communicated and approved in writing prior to the expiry of the loan.
- Ensure that where possible a relevant representative from their organisation is present to assist in the reconciliation and checking of all sets of Federation Handbells upon return.
- Ensure that it does not infringe or allow any person to infringe on the intellectual property rights of any third party at any time during the period of the loan.
- Report all community events and where possible the number of people who attend these events to Museums Victoria
- Ensure that all advertising material with regard to events in which the Federation Handbells will feature include acknowledgement of the Federation Handbells with the following phrase: “The Federation Handbells are managed by Museums Victoria on behalf of Creative Victoria” and where appropriate accompanied by the Federation Handbells logo, which can be provided electronically.
Cancellation Policy
Any cancellation of bookings or changes to the collection or return date must be communicated and approved in writing by Federation Handbells staff prior to the date of collection or the expiry of the loan.
Postponement
When dates for bookings are changed by the client and the request can be accommodated by the Federation Handbells Program, there will be no charge.
In the case of late returns or late notice of booking cancellations, at our discretion we may charge an administration fee to allow us to compensate other bookings.
