REQUIRED TO COMPLETE FOR HIRE

Pre-Event Checklist

Must be completed for all hall bookings.

Pre-Event Checklist

Must be completed for all hall bookings.

First Name

Last Name

Contact Email

Date of Hire

I understand that hire of the venue starts at

and finishes at

And I have hired the following rooms ONLY

Whole Complex

Main Auditorium

Pioneer Lounge

Boardroom

Settlers Lounge

I understand that hire time includes time for set-up and break-down/clean-up and the hall MUST be vacated by 12am (midnight). Any additional time outside of hire times will be deducted from bond after event or will incur additional charges. NOTE: Admission and departure times are monitored remotely by management.

Yes, I understand

Occupation Notice

Occupation of any other room/s other than that above is NOT permitted. Occupation of the venue outside of the above times is NOT permitted.

Are you using a Caterer/Catering Service? If yes please provide contact details below

Catering Business Name

Caterer Contact Name

Caterer Contact Phone Number

Are you using a Decorator/Decorating Service? If yes please provide contact details below

Decorating Business Name

Decorator Contact Name

Decorator Contact Number

Are you using a DJ/Sound/Light Tech Company? If yes please provide contact details below

DJ/Sound/Light Tech Company Name

DJ/Sound/Light Tech Contact Name

DJ/Sound/Light Tech Contact Number

Are you using any other external vendors at your event (e.g. entertainers, bands, security)? If yes please provide business names and contact details below

Other Vendor Contact Details

Terms & Conditions Acknowledgements

If applicable to my booking, I have advised all vendors of the hall's terms & conditions of hire and acknowledge that I, as the hirer, am liable for any breach of these terms & conditions by my vendors.

Yes

N/A

If applicable to my booking, I have read, understood and signed the Alcohol Management Plan and returned a signed copy to Hall Manager (where applicable).

Yes

N/A

I agree that I will leave the venue as found and complete all cleaning requirements. Any damages or extra cleaning required to bring the venue back to its original standard will be deducted from my bond. This also includes the removal of any rubbish/broken glass immediately outside the venue or in the hall gardens. I understand that the fee for any such cleaning/repairs is charged out at $50 per hour.

Yes

I understand that I am responsible for the removal of any rubbish after my event. Rubbish is to be taken off-site immediately after my event and NOT put in the hall's rubbish drums or left outside the hall.

Yes

If applicable to my booking, I understand that where Hall Monitoring is in place for my event, at any point in time during the event the Hall Manager reserves the right to remain on site to monitor the event where he/she deems necessary. I understand this will be charged at $50/hour and is an additional cost on top of the $150 monitoring fee. I understand they have full authority to shut down the event if they believe necessary and no refund will be given should this occur.

Yes

N/A

I will ensure that any equipment provided by and located within the hall (e.g. projector, sound system, stage lighting, chair/table trolleys etc.) will be operated by ADULTS ONLY and repairs for any damage to such items will be payable by myself.

Yes

I will make sure all children are supervised during our event.

Yes

No Children will be at our event

I understand that I am responsible for any charges incurred due to activation of fire alarms.

Yes

I understand that BBQ, tandoori ovens, gas cookers or gas cylinders are NOT permitted to be used indoors in any area of the hall or any type of dry ice, smoke or sparkler machine. I understand that if I am caught using these an automatic $500 deduction from my bond will occur.

Yes

I understand that payments not received by the due date may be referred to a debt collection agency and I will be liable for all associated fees and any other costs associated with this debt collection.

Yes

I understand that any unreturned access keys (including keys that are not returned on time to facilitate another user's access) will be charged at $25 per key.

Yes

I understand a minimum callout fee of $50 will be incurred to bring a hall representative on site to sort out any issues that may arise outside of reasonable office hours.

Yes

If applicable to my booking, I understand that when hiring the hall's sound & lighting systems both must be returned to the original settings and conditions prior to the booking. If I plan on altering the set-up in any way I must first obtain approval from the Hall Manager. Failure to do so will result in a $150.00 callout fee and any misuse of the hall's sound & lighting equipment will incur an automatic $500.00 bond deduction.

Yes

N/A

If applicable to my booking, I understand that any harm caused to the vinyl flooring in either kitchen as a result of cooking directly on the floor will lead to us being billed for the damages. Additionally, we understand that we will be responsible for replacing the entire floor, which will incur a cost of around $6,900.

Yes

N/A

I understand that a callout fee for mismanagement of the heating system is $50 per hour and if the heating system is left on after the booking, the cost to the user will be $10 per hour from the end of the user's booking time until the time the unit is switched off by a Hall Representative.

Yes

If applicable to my booking, and where required, I have provided an Event Management Plan which clearly outlines the event's purpose, details, pack in/out, parking, entrance/exit, crowd management, food & beverage, security, waste management, health and safety, risk management and a floor plan. I understand that for the event to proceed, the Event Management Plan needs to meet the approval of Hall management.

Yes

N/A

I agree to abide by the Te Puke Memorial Hall's Health & Safety Policy and will appoint a Fire Warden/s who will be made familiar with the facility's evacuation plan and be competent to action the plan if the need arises, keep all exits clear and visible at all times, report all risks, incidents or medical events to the Hall Manager as soon as possible using QR codes around the hall and have on hand our own first aid kit and ensure someone in our group is first aid trained.

Yes

I understand that I, as the person who booked the Hall facilities and who is hosting the event, hold ultimate responsibility for the behaviour of those attending my event and that failure to comply with these terms & conditions will result in an immediate shut down of the event and termination of my event/booking along with potential loss of bond. I understand that Te Puke Hall Management reserve the right to patrol the facilities at any time and, as well as our security team, have the right to shut down any event.

Yes

Acknowledgment

Hirer has Read & Understood the Terms & Conditions

I consent to the collection of the details above by the Te Puke Memorial Hall Society Inc. for the purposes of administration. I acknowledge my right to have access to this information. This consent is given in accordance with the Privacy Act 1993. Furthermore, I declare that the information here is true & correct. I agree to abide by the Te Puke Memorial Hall Terms and Conditions as listed on this agreement. I acknowledge that failure to follow these conditions will result in the cancellation of my booking without any refund.

Yes

I have read and accept the Terms and Conditions