Hire TERMS AND CONDITIONS

If you interested in hiring Miramar Maupuia Community centre, before completing the pre-booking form, please read our *Booking Terms and Conditions* below which contains information about our sustainability values.

TERMS AND CONDITIONS FOR COMMUNITY CENTRE HIRE:

These terms and conditions apply to all room/space hire at Miramar and Maupuia Community Centre. Please read them all in full – agreeing to them is part of your booking. Also, please make sure all relevant people in your group are aware of them. For the purpose of these terms and conditions, ‘we’ or ‘us’ means Miramar and Maupuia Community Centre; ‘you’ means you, the hirer, and ‘event’ means whatever you are booking the space for. No subletting of the Miramar and Maupuia Community Centre is permissible by hirers.

All bookings must be made through the community centre.
Please note that the hirer will be liable for any costs incurred in the collection of outstanding fees.

Sustainability

Our policy is to produce as little waste as possible due to the negative environmental effects. As a centre user, you are a kaitiaki (guardian) for this special community space, therefore we require you to follow our sustainability policy below. We are happy to support you to reducing your waste, so please get in touch for any questions.

▪ No disposable packaging/dinnerware is permitted. We have enough crockery/cutlery for 60-80+ people for you to use for free. We also provide dishwashing liquid, cloths & tea towels. For larger gatherings, check with us to ensure the correct crockery is available for your hire. ▪ Please avoid buying single-use decorations e.g.: balloons. Get creative, look online! We also have beautiful bunting available for you to use for free.

▪ Please STOP and READ the bin signage for guidance on your waste. First consider if your waste can be composted (did it come from the ground/a tree?) If not can it be recycled (numbers 1, 2, 5)?

▪ Ensure all recycling is CLEAN. Glass recycling bins are located on the shelves outside hall side doors.

▪ Take your rubbish away with you (that is waste that would go to landfill). Any rubbish left behind will incur a $20 waste disposal fee that will be taken out of the bond.

▪ If you use the compost bin, please empty it into the compost bin marked Feed Me. Cover your scapes with a little of the Wood mulch provided near the bin is located on the south fence.

▪ If the recycling bin is getting full, please empty it into the correct wheelie bins located by Te Whare Tūmanako entrance.

Before hire:

▪ You must pay the agreed hire fee two weeks in advance, unless otherwise arranged.

▪ You must pay a bond of up to $500 (this amount depends on the nature of your event).

▪ You will forfeit (lose) your payment if you cancel your booking less than 10 days before your event.

▪ If you want to attach anything to the walls or ceiling, you must talk to us first.
▪ You must include setting up and packing up time in your booking.
▪ If you want an ongoing booking, talk to the community centre manager. You will be expected to pay for the use of the room even if it’s not used at this time. There are exceptions if enough notice has been given – again, talk to the community centre manager.
▪ We reserve the right to decline any applications.
▪ We reserve the right to cancel any bookings if the space is required for urgent maintenance, or if it’s needed for a

national or civic purpose, including MMCC events – this is rare and you will be refunded if this happens.

During hire:

▪ You are responsible for maintaining appropriate behaviour in and around the premises.
▪ If we have to call a security guard for any reason, you will be charged for this.
▪ We are not responsible for any damage to, or loss of, anything you bring to our premises.
▪ Tape or blue tac must not be stuck onto the white trusses/beams

After hire:

▪ Leave the premises by the time you say you will.
▪ Unless agreed with us, you must take all personal belongings and equipment with you at the end of your event.
▪ Take your rubbish away with you (that is waste that would go to landfill).
Any rubbish left behind will incur a $20 waste disposal fee that will be taken out of the bond.
▪ You will be charged for any damage to our property.
▪ It’s your responsibility to check all the doors and windows are locked when leaving the building.
Make sure all heating and lighting is switched off.

HEALTH AND SAFETY, AND EMERGENCY EVACUATION PROCEDURES:

• You are responsible for the wellbeing of people at your event (e.g. preventing injuries). This includes any children at your event.
• Smoking is not permitted on the premises or near the entrance.
• You must nominate one “warden” for every 100 people at your event. This person should know the whereabouts of all emergency exits, fire
extinguishers, evacuation assembly points and first aid equipment (which must be accessible at all times during your event).

We can help you with this – arrange to have a quick tour of the facility before your event.

• The warden must have a working mobile phone on them at all times in case of emergency.
• In case of a fire or other emergency, the warden is expected to":

– phone 111 to confirm the nature of the emergency and the community centre’s address
– evacuate everyone to the assembly point at the front of the building
– check that no one is left behind in the building
– phone Wellington City Council on 04 499 4444 to let them know what has happened (they will inform us)
– liaise with the New Zealand Fire Service officer
– do a head count of the group and let the fire officers know if anyone’s missing
– make sure no one returns to the building until you get an ‘all-clear’ from the fire service

• In the event of an earthquake that is long and strong, hirers must evacuate the building and move your group to higher ground in case of
tsunami. See Tsunami markings on the road outside the Community Centre.

• The use of smoke or fog machines are prohibited as they set off smoke alarms in the building.
(If hirers do use these machines they will incur any call out related costs.)

IMPORTANT:

This form is just an expression of interest — it isn’t a booking yet. Once we’ve checked your request, we’ll be in touch as soon as possible to confirm details and finalise your booking with the centre.

I have read Booking Terms and Conditions

I have read and I acknowledge MMCC's Booking Terms and Conditions.

Yes

Name

First Name

Last Name

Name of the main contact person(s)

Please enter the main contact person.

First Name

Last Name

Telephone

Either a landline or cellphone

Who are your nominated fire wardens?

For every 100 you must nominated one fire warden:

What is the type of event?

Community groups: Booking party is a community group for community benefit and does not charge attendees per session or charges attendees very small fee (less than $10 per session) (eg youth group, cultural group). Commercial: Booking party takes fees from attendees (more than $10 per session), open participation (eg children's dance class). Social/Private: Non-commercial, closed to the public (eg birthday parties etc).

Private event

Commercial Event

Social/Private Event

I would like to hire?

Please select the room would you like to book.

Refundable Bond is Required

Any bookings (without alcohol involved) Daytime hire: $150 bond Evening hire: $300 bond Bookings involving alcohol (day or evening): $500 bond You will get your bond back provided you leave the room(s) the way you found it (bring your own cleaning products, make sure nothing is broken and furniture is back where it was, and take your rubbish away with you). You must also leave the centre within the times stipulated on your booking form. Failure to comply may result in your bond not being returned to you.

Please describe your event

What type of event

Will you be having alcohol on site

I acknowledge that, as the hirer, I am responsible for any alcohol brought onto the premises, as well as any impact or damage that may result.

Yes, (please beware that a bond of $500 is required)

No, this s a alcohol free event

Please select your first preferred Date

Preferred date is

YYYY

Please select your Second preferred Date

Second preferred date is

YYYY

Time in

When you are setting up. (Please include set up time)

Time out

When you are leaving. (Please include pack down and clean up time)

Do you have any questions regarding your booking request?

THE KEY: Once payment is made you will be issued with a key(s) for the community centre. You are responsible for the care and safe-keeping of the key(s) during this time. The key(s) will be returned to the community centre co-ordinator on completion of hall hire. If keys are lost hall hirers will pay the cost of changing all affected locks and replacing the keys. For ongoing/regular bookings, hirers will be charged a $25 key bond.

If you want to sell alcohol at your function, you need to get a special licence from Wellington City Council. Allow 20 working days for your application to be processed. You can download the application form from www.Wellington.govt.nz and go to ‘Services A-Z’, then Alcohol Licensing. Alternatively, phone 499 4444 to have one posted to you. For a small event with fewer than 100 people a special licence costs $83. For an event with more than 100 people a special licence costs $273 (at time of booking but please check). We will need to see your licence before we give you the centre keys.

You can pay by internet banking or cash. For internet banking please credit the following account:

The Miramar and Maupuia Community Trust

Kiwibank 38 9016 0304798 00

(For reference add your name and booking date).