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Community halls

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Conditions of hire

Access to venues Auckland City Council staff Bonds Breach of conditions Cancellation/additional bookings Cleaning and rubbish removal Fire safety Hire charges and payments Hire contract Hours of use

Liquor licence Loss or damage Noise Performing rights copyright Prohibited Right of refusal to hire Security Setting up and dismantling Supervision of children

Access to venues

Most venues are on a card access system. Hirers will be posted a card upon receipt of the signed contract and hire charge payment. The card is only programmed for the date(s) and time(s) that have been confirmed. The card must be returned within five working days of the hirer's last booking or a charge of $25 plus GST will be incurred and either invoiced or deducted from the bond.
In some circumstances Auckland City Council will not issue an access card. Auckland City Council will open the hall at the appropriate time and a fee will be charged.
Note: where a key is required to open a hall, the hall bookings staff will advise where these need to be collected.

Auckland City Council staff

Auckland City Council reserves the right for Auckland City Council staff to be present in Auckland City Council facilities at any time.
Note: no relationship of landlord or tenant arises between Auckland City Council and the hirer.

Bonds

A refundable bond may be required for bookings. Bond payments are deposited into an Auckland City Council bank account. Deductions from the bond will occur if:

• venue equipment or fittings are damaged
• extra cleaning is required
• you enter into or remain within the venue outside the booked period
• the venue access card(s) are not returned within the stated times
• rubbish is left inside and/or outside the venue
• any other breach of these conditions has occurred, resulting in call out charges or other costs to Auckland City Council.

Otherwise the bond will be returned in full within 15 working days of the date of the function. If additional charges are incurred the refunding of the bond may be delayed. In no circumstances will the bond be refunded in cash.

Breach of conditions

Any breach of these conditions may result in

• forfeit of all or part of the bond
• closure of the function
• refusal to accept future bookings
• extra charges being incurred

Cancellation/additional bookings

Auckland City Council reserves the right to charge a cancellation fee of 50 per cent if a hirer cancels booking once the booking has been confirmed. This includes bookings cancelled and rebooked for a different day, time or venue.

Cleaning and rubbish removal

• hirers are responsible for cleaning the venue
• floor cleaning materials are provided
• hirers must supply dishwashing materials and teatowels
• chairs and tables must be cleaned and returned to their original location
• the cleaning of the venue is to be completed within the booked period
• hirers must remove all rubbish from the venue after their hire - this includes removal from car park and adjacent grounds.

Fire safety

Every hirer is required to be familiar with the procedure for evacuation of the facility in case of fire, and for following instructions of the appointed fire warden. The appointed fire warden must ensure that all means of egress are checked twice during the hire period - once on entering the facility, and once during the course of the function. In case of fire, evacuation the facility immediately then notify the Fire Brigade by phoning 111.

Hire charges and payments

All payments must be paid by the date specified on the customer invoice. Hall bookings staff will advise you of requirements when your booking is confirmed. If charges are not paid by the due date, Auckland City reserves the right to cancel future bookings.

Hire contract

The hirer's contract must be signed by a person 18 years of age and over and returned to the designated Auckland office at least 10 days before the function date.

Hours of use

Hirers may not enter any facility until the time booked and all functions must end at the completion of the booked period. The booking period must include setting up, dismantling, and cleaning of the venue. Access cards will not work outside the booked time. Contact us if you have any problems during your hire period.

Liqour licence

No liquor is to sold, supplied or consumed without a Special License from the Liquor Licensing Agency. Application forms are available on request and application must be made at least 25 working days before the event date. This includes a 20 day statutory waiting period under the Sale of the Liquor Act 1989. The licence must be displayed on the premised throughout the duration of the function. Contact us for further details.

Loss or damage

Auckland City Council accepts no responsibility for loss or damage to any property of the hirer or any guest or invitee's property which may be brought to the venue, whether within or outside the premises, and does not provide any insurance cover for such property, including property left secured in any storage facility which may be provided.

Noise

Noise from amplifiers and loudspeakers must be kept to a moderate level at all times. Failure to comply with this condition may result in the early closure of your function and/or a significant fine.

Performing rights copyright

The hirer will be responsible for any fees which might be claimed by and held to be payable to the Australasian Performing Rigths Association, or like associations.

Prohibited

• no smoking or chewing gum in any venue
• no use of ballroom powder, confetti or glitter
• no decorations or scenery may be attached to, or hung from any part of the venue without prior written approval of Auckland City Council
• no open fires, smoke machines, naked flames (this includes candles and kerosene lamps), barbecues or spits are to be used inside any facility without prior written consent of Auckland City Council. If a fire alarm is set off by the use of these items then a charge will be incurred.
• pianos are not to be moved without the prior written consent of Auckland City Council or a charge may be incurred

Right of refusal to hire

Auckland City Council may, at its discretion, refuse any application for hire and may cancel any booking without assigning a reason. In each case all monies paid will be returned in full.

Security

The hirer is responsible for securing the facility upon completion of the function.
Ensure:

• all lights, heaters, stoves and electrical appliances are turned off
• windows and doors are closed and locked
• alarm is set (if applicable)

A security guard is required to attend the last 4 hours of all functions involving liquor, night time socials or at the discretion of Auckland City Council. A guard will be provided by Auckland City Council, at a cost of $112.50 to the hirer. The cost of the guard will not be waived if the hirer has their own security. The purpose of the security guard is purely for the protection of Auckland City Councils property not as security for your function.

Setting up and dismantling

Assistance with setting up, dismantling and cleaning of the facility can be supplied by Auckland City Council. The additional cost for these services will be added to the hire charge.

Supervision of children

Please ensure all children are supervised at all times, including in bathrooms and surrounding areas.