Booking Terms and Conditions

Version 1.0 | Before 1 December 2019

The following conditions of hire relate to the use of Stillwater Hall (“the Hall”) at 1A Duck Creek Road, Stillwater and are agreed to in conjunction with the Auckland Council Community Facilities’ terms and conditions of hire.

General Conditions

  1. The Hirer will have the use of the Hall for the hire period stated on the booking form.

  2. The Hirer may only use the shared areas and the room that has been hired and paid for.

  3. Unless otherwise agreed in writing, the Hall is to be vacated and cleaned by the finish time stated on the booking form. Please note that your set up and clean up time must be allowed for in your booking start and finish time.

  4. The Hirer will collect and return keys as arranged with the Hall Bookings person.

  5. The Hirer is responsible for the re-storage of all furniture to its correct place and will leave the Hall in a clean and tidy condition (floors swept, benches wiped, etc.)

  6. Unless otherwise agreed in writing, the Hirer may not attach stickers or signs in any manner to the walls, windows or fittings (no staples, drawing pins, nails, tape, etc.) and may not use confetti or glitter within the Hall.

  7. The Hirer will remove all rubbish and recyclable items accumulated during the period of usage.

  8. A cleaning fee may be deducted from the bond if deemed necessary by the Stillwater Community Association.

  9. The Hirer will undertake to make good any damage or loss to the Hall property or equipment attributable to members, supporters, or invited guests during the period of hire. Failure to do so means repair or replacement will be made by tradesman of the Auckland Council and/or Stillwater Community Association’s choosing and the cost deducted from the bond.

  10. The Hirer accepts full responsibility for the storage and protection of their own while it is in the Hall premises, including in shared areas.

  11. Neither Auckland Council nor Stillwater Community Association shall be held responsible for any loss, theft or damage of any property for any reason, regardless of the cause - including any fault pertaining to any fitting, appliance or piece of apparatus in the hall building or grounds.

  12. The Hirer understands that any expense incurred by the Stillwater Community Association due to non-fulfilment of any conditions of hire may be deducted from the bond and/or the costs born in total to the Hirer.

  13. Unless otherwise agreed in writing, evening functions will end by midnight and premises vacated by 1am.

  14. Vehicles are NOT permitted onto any grassed areas of the Stillwater Reserve, they are only permitted on the driveway leading to the Hall.

Bookings

  1. Bookings will be made to and confirmed by hall.bookings@stillwater.org.nz.

  2. Unless otherwise agreed in writing, a payment of $100 will secure the booking and the remainder of the hire fee, including bond, will be paid in full by the Hirer no fewer than seven (7) days prior to the hire period.

  3. In the event that a booking is cancelled less than seven (7) days prior to the hire period the hire fee may still be payable in full, please check with bookings@stillwaterhall.co.nz.

Regular Hire

  1. For the purposes of this document, a Hirer who has more than ten (10) confirmed bookings within each financial year (ending 30 June) is considered a Regular Hirer.

  2. Regular Hirers will apply to the Stillwater Community Association for new and continued use each financial year and will complete a new booking form each year.

  3. Any amendment to the details on annual booking form will be advised in writing by the Regular Hirer to bookings@stillwaterhall.co.nz and will be confirmed in writing.

  4. Alternative payment terms will be agreed in writing with Regular Hirers.

Alcohol

  1. The sale of liquor requires a special license from Auckland Council’s licensing department. It is the Hirer’s responsibility to obtain this license at least thirty (30) working days prior to any applicable hire.

Health, Safety & Security

  1. The Hirer will avoid any activity which places themselves, guests or attendees at risk of injury; should the Hirer become aware of any hazardous situation associated with the Hall the hazard must be isolated and reported to bookings@stillwaterhall.co.nz.

  2. In the event of an urgent issue arising with the security of the Hall, the Hirer will contact the designated Stillwater Community Association representative. All non-urgent security issue will be reported to bookings@stillwaterhall.co.nz.

  3. As a condition of hiring the Hall, the Hirer agrees to be appointed and act as the Fire Warden pursuant to the Fire Safety and Evacuation Buildings Regulations 1992.

  4. The Hall is a NO SMOKING facility and the Hirer will ensure that this policy is complied with; naked flames, dry ice, and fog/smoke machines may not be used in the Hall.

  5. No fires may be lit outside of the Hall.

  6. All costs associated to the accidental activation of the Fire Alarm system, may be deducted from the bond and/or the costs born in total to the Hirer.

  7. With the exception of Seeing Eye dogs the Hall is a NO ANIMALS facility and the Hirer will ensure that this policy is complied with.

Cancellation

  1. Cancellations will be made in writing to bookings@stillwaterhall.co.nz.

Unless the context otherwise requires:

“Hirer” means the person(s) or legal entities named as Hirer on the booking form.

“Hire Fee” means the fee charged for the use of Stillwater Community Hall or part thereof.

“Bond” is the money held by SRRA for the casual hire of the Hall; to be treated as outlined in this document.

“Hire Period” is the agreed time for which the Hall is hired for and includes set-up time and cleaning time after use.