TERMS AND CONDITIONS OF TEKAPO COMMUNITY HALL HIRE
The following Terms and Conditions apply to all bookings. Please read thoroughly as understanding and agreement of these conditions constitute part of the booking acceptance. If booking on behalf of an organisation or group of people, please ensure that everyone involved with the event is aware of this information.
a) Applications will be treated in order of receipt, but the Mackenzie District Council reserves the right to decline application for any booking.
b) No booking shall be confirmed until you receives confirmation that the booking is accepted.
c) Unless prior arrangements have been made, full payment is required two weeks prior to the hire.
d)You must vacate the hall at the agreed time and leave it clean and ready for the next users. You may be charged for any time that the hall is not available for hire while being cleaned and the cost of the cleaning.
BOND AND FEES a) Hall hire rates are set by Mackenzie District Council annually.
b) For any non-profitable organisation that wish to apply for funding grants towards hall hire costs, please forward your application in writing to: Communities Facilities Manager, Mackenzie District Council, PO Box 52, Fairlie. If any grants or special pricing is approved, please provide a copy of the confirmation to email@example.com.
c) A bond of $500 may be applicable. Refund of bond shall only be made if all hire obligations are met and no extra cleaning is required and there is no damage to the hall or its contents. If you see damage on arrival at the start of your hire period, you must notify us by email at firstname.lastname@example.org before use of the hall and its contents. If during inspection after your event, damage is found, any applicable costs will be deducted from your bond and any further outstanding costs to repair the damage back to its original state will be payable by you.
DAMAGE AND LOSS a) You will be held solely responsible in respect to any claims arising, or loss, accident, injury or damage to persons sustained in connection with this function.
b) Any loss or damage to Council property, furniture, fittings, fixtures, appliances in or about the said premises will be charged to you.
c) Nothing is to be driven into or attached in any way to ceilings, walls, floors, furniture or furnishings without prior permission.
b) No writing, painting or disfigurement is to be applied to the walls, ceilings or floors.
d) You must return all chairs, tables, furnishings, dishes or other property to their designated areas.
e) A Stock List of hall inventory is available in the Kitchen. This list is checked after every hire and any missing items will be charged at full replacement cost. It is the hirer’s responsibility to ensure all kitchen items are accounted for at the completion of hire.
HEALTH AND SAFETY a) Fire/emergency exit doors must be kept clear from obstruction at all times.
b) The Hirer is responsible for the provision of first aid facilities during the hire period.
c) The Hirer is responsible for maintaining good order and behaviour in all parts of the premises and grounds in use and will not cause, suffer or permit disorderly conduct or nuisance to arise.
d) The Hirer will comply with all laws, regulations, bylaws and rules applicable to the operation of the event and the use of the venue, including taking all practicable steps to ensure that the provisions of the Health and Safety Employment Act 1992 are met at all times. e) Smoking or vaping is not permitted on the premises or surrounding grounds as all Council community facilities are smoke-free.
SECURITY a) You must ensure that all heating and lighting is turned off before you leave. An additional charge may be made if any are left on.
b) You will be provided with the necessary key which is kept under combination lock at the front entrance. This key must be returned to the lock whenever hall is not in use. If key is lost, replacement cost will be on charged to Hirer.
c) It is your responsibility to check that all outer doors and windows are securely locked when you leave.
CLEANING AND RUBBISH
a) Please ensure that ALL RUBBISH is removed from the Community Hall and the outside surrounding area. You will be charged for disposal of any rubbish left behind. A link to Resource Recovery Park opening hours is below: http://www.mackenzie.govt.nz/Site/Community/Facilities/SolidWaste/Resource_Recovery_Park_info_2013.aspx
c) You must remove all personal equipment and belongings immediately after the function, unless prior approval has been given, within the period of hire.
Cancelation must be made a full 48 hours prior to the start time of the booking by the hirer. The Council reserves the right to cancel any bookings if the Community Hall is required for any purposes of urgent maintenance, national or civic nature. In that event all fees will be refunded in full and the event will be rescheduled.
Lake Tekapo Community Hall 8 Aorangi Crescent Lake Tekapo New Zealand