International partnerships
Terms and conditions for visits to Auckland City Council by international
delegations
The following terms and conditions apply to international delegations (or
individuals) requesting a visit to Auckland City Council for presentations on
council services or operations. Visits include a presentation by the appropriate
council official/s on the confirmed topic and a general Auckland City Council
information pack.
1. Visit charges
Service charge:
Number of delegates
(including tour
guides & interpreters) |
Charge per hour (excluding GST) |
| 1 - 12 |
$500.00 |
| 13 - 25 |
$750.00 |
| 26 - 50 |
$1000.00 |
| 50+ |
depends on venue availability |
For delegations of more than 22 people, the venue will be set up theatre
style (rows of chairs without tables). Should tables be required, a larger venue
may be arranged at an extra charge (depending on availability).
Presentations run for a set period of one hour per topic. However, they may
exceed the finish time at the discretion of the presenter and the international
relations co-ordinator.
Catering charge:
Please enquire if catering/refreshments are required. Charges will be applied
accordingly.
2. Conditions
Visit requests
Visit requests are to be submitted using the online form, no less than 15
working days before the requested date. Auckland City Council reserves the right
to accept or decline the visit request, based on other council commitments which
determine the availability of resources. A maximum of one study visit per month
will be accepted.
Interpreters
Presentations are given in English. It is a requirement of the delegation or
agent to arrange a professional and experienced interpreter.
Payments
Payment of the full visit charge, in New Zealand dollars, is to be given to
the international relations co-ordinator before the presentation begins on the
day of the visit. A receipt will be provided at the end of the presentation.
Changes
Following confirmation of the visit, one change of date and/or time will be
accepted free of charge. Each subsequent request for change will be considered
at the discretion of Auckland City Council. If accepted, an additional charge of
25 per cent of the full visit charge will be incurred. If not accepted, the
visit will either proceed as confirmed, or be cancelled and the delegation will
incur the cancellation charge.
Cancellations
Cancellations received prior to five working days before the visit date will
incur a charge of 50 per cent of the full visit charge. Cancellations received
within five working days of the visit date will incur the full visit charge.
Delegations that fail to attend the presentation without notice of cancellation
will incur the full visit charge plus an additional 50 per cent. Cancellations
are to be received by the international relations office by email or fax. These
charges are only applicable if the cancellation is received after the visit has
been confirmed.
Exemptions
Delegations from Auckland's international partners are exempt from charges
when the visit is arranged through the respective city councils.
3. Procedure
- Read and accept the terms and conditions.
- Complete and submit the online visit request form.
- If the visit request is accepted, a confirmation letter will be sent. Please
print the letter, sign it and fax it back to the international relations
co-ordinator (as per the instructions on the letter). If the visit request is
not accepted, a response will be sent accordingly. Either response may take up
to five working days.
- Following receipt of the signed confirmation letter, Auckland City Council
will finalise the visit arrangements. A programme and payment request will then
be sent.
- On the day of the visit, Auckland City Council will deliver the presentation
to the delegation. Please ensure the full and correct visit charge is given to
the international relations co-ordinator prior to the presentation (in New
Zealand dollars). A receipt will be provided at the end of the presentation.
If you have any questions regarding the terms and conditions or the online
visit request form, please do not hesitate to contact the international
relations office on +64 9 307 6034. We look forward to assisting you and your
delegation.
Published September 2009
