STANDARD TERMS AND CONDITIONS

These terms & conditions apply to the venue and equipment used as part of hiring the venue

PAYMENT - Bookings are confirmed once payment is received, unless otherwise agreed. Where these conditions of payment are not met, we (the hiree) reserve the right to cancel the booking. 

Account number 12-3056-0023977-00  BotanyLife Community Trust

EVENT TIMING - Hirers may not enter the 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.

CLEANING - Hirers are responsible for packing down, cleaning and removing any rubbish from the venue. It is the responsibility of each hirer to clean and vacuum any area that they have used. A vacuum cleaner is available from the cleaner’s cupboard located in the disabled toilet.

CONDUCT - The hirer will be responsible for the proper conduct of all attendees during their event. The named hirer must stay on the premises at all times throughout the event.

NOISE - Hirers are responsible for managing noise during the event. Noise must be kept to a moderate level at all times. Failure to comply with this condition may result in the early closure of your event.

SMOKING - This is a smoke free facility.

Smoke/Haze machines are not allowed as they will activate the fire alarm and a fire brigade response (at the hirer cost). 

ALCOHOL - Alcohol may not be consumed on the premises without prior agreement from the Kotahi Manager prior to the booking. The hirer is then responsible for obtaining a ‘Special Alcohol License’ if required and observing our alcohol policy (separate attachment if required).

CANCELLATION FEE

We reserve the right to charge a cancellation fee of 

  • 4% of the total hire charge if paid using the ‘Pay Now’ button and the hirer cancels up to 10 working days before the event date,

  • 35% of the total hire charge if cancelled within 10 working days of the event date, 

  • 50% if cancelled within 5 working days of the event date, and 

  • 100% if cancelled within 24 hours of the event start time.

The booking fee (if any) is nonrefundable

PARKING - Parking is available onsite. ALWAYS leave the building exits clear for emergency vehicles and for vehicles dropping of disabled people.

DECORATIONS - Attachment of decorations must be approved by the Kotahi Manager prior to the event. Once approved you may use the provided fixings or use blu-tack. All decorations must be removed at the end of your event.  

ADDITIONAL FEES

We have the right to charge the hirer for any additional costs incurred, including but not limited to the following:

  • Repair of damage to the premises, furniture or equipment,

  • Extra cleaning or rubbish removal,

  • Loss of keys / swipe cards, 

  • Staying beyond the contracted time,

  • Fire/security alarm activation(s) or security guard callout.

SECURITY - All hirers making bookings outside of office hours will be responsible for the security of the building, which means ensuring the facility is locked and alarmed on exit.

The hirer is responsible for paying any charges incurred due to false activation of alarms or security guard call outs.

Any keys or swipe cards are to be kept safe and returned on completion of the hire.  Keys shall not be copied with the prior approval of the Kotahi Manager. 

HEALTH & SAFETY - All hirers of the facility are responsible for the health and safety of all people attending their activity. Our Health & Safety manual is available in the Café. No hazardous items are to be brought into the building.

BUILDING EVACUATION - In the event of a fire or any need to evacuate the building, Emergency Procedures must be followed. Please use marked exits.

LOSS OR DAMAGE - We accept no responsibility for any loss or damage to any property of the hirer or any guest or participant with the hirer. No insurance is available to cover loss or damage; even for property that Kotahi has given permission to be stored or is left secured in any storage facility that may be provided.

KITCHEN - Use of the kitchen includes the use of crockery, cutlery and coffee machine (bring your own beans).  All used crockery and cutlery must be washed by hand then put through the steriliser.

PRIOR TO YOUR EVENT

The hirer must be familiar with all facility hire requirements and visit the site prior to the booking time to learn, understand and acknowledge specific facility requirements:

  • Health & Safety and Evacuation procedures

  • Security and lock up procedures as required

  • Cleaning requirements on the completion of hire

  • Usage and storage of equipment provided

A Kotahi representative will make available equipment for the hired area; however, the set-up and pack down of the area will be the sole responsibility of the hirer.

ALCOHOL - Alcohol may not be consumed on the premises without prior agreement from the Kotahi Manager prior to the event. The hirer is responsible for obtaining a ‘Special Alcohol License’ if required and observing our alcohol policy, as outlined below:

  • If alcohol is to be served, it is to be done responsibly, ensuring that at all times the amount of alcohol available is carefully controlled and anyone showing signs of intoxication must not be served. ∙ If a Special Licence is required for your event, the approved licence application must be supplied to the Kotahi Manager prior to the event. Allow a minimum of 20 working days for the application process. ∙ Designated servers must serve drinks, rather than drinks being available for self-service. Designated servers must be adults, and be willing to refuse to serve prohibited persons (i.e. minors and people who are intoxicated).

  • Alcohol-free beverages must be available for the duration of the event, as well as alternative low alcohol drinks.

  • Food must also be available in sufficient quantities to last throughout the event.

  • Ensure all reasonable steps are taken to ensure safe transport options are available. ∙ Persons responsible for the event (hirer) and persons selling or supplying alcohol must be aware of their responsibilities set down in the Sale And Supply Of Alcohol 2012:

o You may not sell/supply liquor to anyone under the age of 18 years. Check IDs when you suspect someone is underage and if in doubt, do not serve them.

o You may not sell/supply to anyone who is intoxicated, you may not allow anyone to become intoxicated and anyone who does must be removed from the premises.

o The hirer is responsible for what happens at the event and will be held accountable should offences be committed.

A person should be considered to be intoxicated if at the time the person is observably affected by alcohol to a sufficient degree that speech, coordination, appearance or behaviour is clearly impaired.

Do I need a Special Licence?

  • You need a special licence if you are:

    • selling alcohol at an event

    • charging an entry fee or collecting donations where alcohol is being supplied for free. ∙ This may include sporting events, concerts, private social gatherings (e.g. birthdays, weddings). ∙ You need to apply for a special licence least 20 working days before your event.

  • You do not need a special licence when the hirer is supplying alcohol or guests are bringing their own  alcohol to a private event, as long as it is not open to the public.

  • A special licence cannot be issued for BYO events that are open to the public.

For more information or to apply for a Special Licence go to Auckland Council website and search for special licence.