Whakatipu Anglican Parish Facilities Terms and Conditions of Use
Bookings
These are done via the booking form here.
Hirer’s Representative
Hires are required to nominate one person to be their representative and to provide a permanent email address and contact phone number to which all communications may be sent. The person named will be accepted as being able to bind the hirer without further enquiry.
The hirer’s representative is responsible for ensuring the hirer abides by the terms and conditions of the Hire Agreement and must accept the Terms and Conditions by email prior to the first date of hire.
Cancellations
The hirer must notify the church via email if the event is to be cancelled. Cancellations within 24 hours prior will be invoiced at full rate.
Period of Hire
The hire date is for the dates and times specified on the Hire Agreement Form. Please check these carefully to ensure all requirements are met in this timeframe.
Pack in, set up and pack out time is scheduled in the hire period charge. Hirer’s equipment may not be stored at the church beyond the hire period.
As this is a working Church, it is important to understand that there are events that may affect your booking such as Easter Holy Days, pre-booked Christmas events, weddings and funerals.
Nature of the Event
The hirer will disclose the intended nature of the event for which the facility is to be booked. If approved, it will not be used for any other purpose. The hirer confirms it has the authority to conduct the event and indemnifies the Church from any claims with regard to the material contained in the event.
The Church reserves the right to decline bookings at its sole discretion.
Cleaning after Use
Please ensure that the facility you are using is swept and/or vacuumed and mopped after the event. Any flowers, food scraps, paper etc. is all removed. Please DO NOT use the rubbish bin in the kitchen. Dispose any rubbish in the council bin outside the hall area. Bathrooms are to be checked and left in reasonable condition.
If the facilities are left in an unsatisfactory condition, the Parish will call in a commercial cleaner at the hirer’s cost.
Floors
Where possible, we ask that shoes be removed for games and running around, especially in wet and muddy conditions.
Smoking/Vaping
All our buildings and grounds are strictly NON-SMOKING at all times. The buildings are all historic and we ask you to be mindful even if smoking outside.
Noise Levels
Noise control may be subject to the provisions of the Queenstown Lakes District Council.
It is the hirer’s responsibility to ensure permissible sound levels are not exceeded. Being mindful that these are church grounds and premises, noise levels should not be exceeded after 10pm.
Alcohol and Drugs
NO alcoholic beverages, un-prescribed narcotics or illegal substances may be consumed in the venue at any time.
Fixtures, Fittings and Equipment
The hirer will not remove any fixtures from any part of the facility. No furniture may be taken outside the building.
No fixtures or fittings are to be installed directly into the walls, doors, floors and frames of the building. NO adhesive tape may be used on any wall surface. No equipment belonging to the Church is to be removed from the venue.
Pianos may only be used if prior arrangements have been made. Please talk to the Church Administrator about your requirements.
Parking
Parking is NOT permitted on the church lawn at any time.
Damage
Please email the church administrator immediately if you discover or cause any damage.
If any damage occurs to any part of the Church property during the hirer’s event (caused by the hirer, their guests, invitees or subcontractors), the hirer will be charged for the repair or replacement.
The cost of damage, breakage or pilferage will be charged on the invoice of the event.
Entrance to the Hall
Please use only the main door to the facilities (at the glass atrium). If you open any other outside doors, please ensure they are locked securely before you leave.
Kitchen
If you wish to use hot water, you will need to turn on the boilers on the wall. Please turn off before leaving. Please leave the kitchen tidy and make sure all dishes are washed and put away.
The hirer shall, if preparing and serving food, shall observe all relevant food health and hygiene legislation and regulations.
Main switchboard/Lights/Heating
The main switchboard (by the women’s toilet) serves the hall and our Parish offices. IT MUST NOT BE TURNED OFF AT ANY TIME.
On leaving the hall, please make sure all lights in the side rooms, kitchen and toilets are turned off.
VERY IMPORTANT!!!
The HALL heaters operate on a thermostat. Over the winter months the hall heaters are required to be loft on a minimum of 10C overnight to prevent the fire sprinkler system from freezing. We acknowledge users over the winter months will need to increase the temperature during use, but we require the thermostat to be returned to 10C before you leave.
The lounge heaters are manually operated. Please ensure these are turned off before you leave.
Stage
The stage must NOT be used as a play area for children.
Hourly Rate Charges
You will be charged for the time you have access and use of the facility. In the past we have had issued with people overlapping due to requiring access prior to the allocated time. This is not fair to other users. It is important to request the full time you require and respect those start and finish times. Please advise our church administrator if you find other hall users not adhering to this.
First Aid Kit
There is a First Aid Kit located in the kitchen cupboard near the fridge.
Health and Safety
The Church operates a Health and Safety Policy to ensure the safe operation of the premises. The Church requires all hirers and their agents to ensure their own safety and that of others. In the event that any hirer believes there is any aspect of the premises that is unsafe or likely to create a danger, the hirer is to immediately notify the Church Administrator.
Fire Regulations
If the fire alarm is activated due to misuse of the hirer, the hirer will be liable for any costs incurred.
The Police and Fire Service shall at all times have the right of entry to any part of the facility and all hirers shall at all times comply with directions issued by those/that person(s).
The hirer shall ensure all exists and approaches to exits provided in the facility are kept clear of any furniture, equipment and materials. The hirer will ensure that set-ups do not block alarms, smoke detectors or hose reels at any time.
Security
Security officers and the Church staff shall at all times have the right of access to all facilities, and all users of the facility are to comply with their directions.
The hirer will ensure that when outside doors and windows are open, they are not left unattended and that they are locked before leaving.
Access to the facility will be given to the hirer y a church representative. Please discuss your requirements with staff of the Church. You must advise them of your predetermined times of entry and departure no later than two weeks prior to the event.
Failure to switch off lights and heaters and to secure all exterior door and windows in the areas used, will incur a penalty of $100. Failure to return keys will incur a charge of $100.
In the event that the Church or the hirer is unable to perform or discharge their respective obligations under this agreement by reason of fire, flood, earthquake or similar catastrophic event, outbreak of state of emergency, Act of God, warlike hostilities, an Act of Parliament, regulation or direction or any strike or industrial action or epidemic (together “Force Majeure Event”) which is beyond the reasonable control of the party affected, then the parties respective rights and obligations shall be suspended and each of the parties shall be relieved of their respective obligations during the Force Majeure Event, provided always that the dates and times for the Event and Hire Period shall not be varied or extended as a result of such Majeure Event, except with the written agreement of both parties.
In Summary
This facility is a very historic building which has been lovingly refurbished for community use and administered by the Whakatipu Anglican Parish.
The hall and parish is maintained by volunteers parish members. We ask that you respect this facility so that it is available for the community in years to come