TERMS AND CONDITIONS OF HIRE

1. General Conditions

Primary Contact and Hirer Responsibility

The Hirer must nominate a primary contact person who is at least 18 years of age and is responsible for the Venue, the activities taking place, and all attendees throughout the hire period.

The Hirer or their nominated representative must remain on-site for the duration of the booking.

The Hirer is responsible for ensuring all participants, guests, contractors and suppliers comply with these Terms and Conditions.

Supervision of Children

The Hirer is responsible for ensuring children and young people are appropriately supervised at all times.

As a minimum:

• One (1) adult supervisor, aged 16 years or over, is required for every ten (10) children or young people.
• Children under eight (8) years of age must be actively supervised by a responsible adult at all times.
• For children under five (5) years of age, a minimum ratio of one (1) adult to every four (4) children must be maintained.

Appropriate Use

The Venue may only be used for activities approved by the Hall Manager or Te Puke War Memorial Hall Committee.

The Hirer must not use, or permit the Venue to be used, for any unlawful purpose or any activity that may damage the Venue, endanger people, or cause unreasonable disruption to neighbouring properties or other Venue users.

The Hirer must comply with all applicable Acts, regulations, bylaws, licence conditions and any lawful direction given by the Hall Manager or their authorised representative.

Gang Insignia

In accordance with the Gang Insignia Prohibition Act 2024, gang insignia must not be displayed or worn anywhere within the Te Puke War Memorial Hall complex or its surrounding grounds.

Failure to comply with this requirement may result in the booking being terminated immediately, with those responsible being required to leave the Venue. No refund will be provided.

Venue Capacity

The maximum occupancy for each hired space must not be exceeded at any time. The Hirer is responsible for ensuring attendance remains within the approved occupancy limits.

Right of Entry

The Hall Manager, members of the Te Puke War Memorial Hall Committee, or their authorised representatives may enter the Venue at any reasonable time during the hire period to inspect the premises, undertake maintenance, provide Venue Support, or ensure compliance with these Terms and Conditions.

Behaviour and Conduct

The Hirer is responsible for the behaviour and conduct of all attendees, participants, contractors and suppliers associated with their booking.

Te Puke War Memorial Hall is committed to providing a safe and respectful environment for Hall Representatives, volunteers, contractors and all Venue users.

Unsafe, unlawful, abusive, threatening, intimidating or violent behaviour will not be tolerated.

Te Puke War Memorial Hall reserves the right to refuse entry to, or require the removal of, any person whose behaviour is considered unsafe, unlawful, abusive, intoxicated, threatening, intimidating, violent, likely to cause damage to the Venue, or likely to cause unreasonable disruption to other Venue users.

Where serious or repeated non-compliance occurs, the Hall Manager or their authorised representative may:

• direct the Hirer to immediately rectify the issue;
• refuse entry to or require any person to leave the Venue;
• terminate the booking or event;
• retain all or part of the bond to cover any resulting costs;
• recover any additional reasonable costs incurred; and/or
• refuse future bookings.

Where a booking is terminated due to a serious breach of these Terms and Conditions, no refund of hire fees will be provided.

2. Bookings

Booking Purpose

The Hirer must accurately state the purpose of their booking at the time of application and must only use the Venue for the approved activity.

Any significant change to the nature of the booking, expected attendance, activities, alcohol service, ticket sales or commercial activity must be approved by the Hall Manager prior to the hire.

Misrepresentation of a Booking

If Te Puke War Memorial Hall determines that a booking has been misrepresented, including but not limited to the nature of the event, expected attendance, alcohol service, ticket sales or commercial activity, the Hall Manager reserves the right to amend the hire fees, require the booking to be reclassified, impose additional reasonable conditions, or cancel the booking.

Areas Hired

The Hirer may only access and use the rooms and facilities confirmed as part of their booking.

Access to additional rooms or areas is not permitted unless prior approval has been obtained from the Hall Manager.

Additional charges may apply in accordance with the current Schedule of Fees and Charges.

Hire Period

The booked hire period must include all time required for:

• Venue access;
• deliveries;
• set-up and decorating;
• the event or activity;
• pack-down;
• cleaning; and
• departure from the Venue.

The Venue must be vacated by the agreed finishing time unless prior arrangements have been approved by the Hall Manager.

Occupation outside the approved hire period may incur additional charges in accordance with the current Schedule of Fees and Charges.

Compliance with Staff Directions

The Hirer and all attendees must comply with any reasonable direction given by the Hall Manager, Hall Representative or authorised Venue staff.

Failure to comply with these directions may result in the booking being terminated and those responsible being required to leave the Venue. In such circumstances, refunds will not be provided.

Hire Fees

Hire fees are based on the information provided by the Hirer at the time of booking.

Should the booking details change, additional charges may apply in accordance with these Terms and Conditions and the current Schedule of Fees and Charges.

Te Puke War Memorial Hall reserves the right to review and amend hire fees from time to time.

Where fee increases affect existing Regular Hirers, a minimum of one (1) month’s notice will be provided wherever practicable.

Operational Requirements

To maximise the efficient use of the Venue, the Hall Manager reserves the right to relocate bookings to an alternative room of similar size and suitability or adjust booking times where reasonably necessary.

Where practicable, affected Hirers will be consulted in advance.

3. Hire Categories

3.1 Regular Hire

A Regular Hirer is an organisation, business, government agency, educational provider, or community/not-for-profit group that has been approved by the Hall Manager to hire Te Puke War Memorial Hall on an ongoing basis under a Regular Hire Agreement.

Regular Hire Agreements may apply to:

• recurring bookings on fixed days and times, such as weekly or monthly classes, rehearsals or meetings; or
• organisations that make frequent bookings throughout the year on an “as required” basis, where bookings are made as events or operational needs arise.

Examples of Regular Hirers include, but are not limited to, community groups, dance schools, educational providers, local government agencies and other organisations with an ongoing relationship with the Venue.

Regular Hire Agreement

To be eligible for Regular Hire status, the Hirer must:

• complete and sign a Regular Hire Agreement;
• return the Agreement to the Hall Manager within five (5) working days of issue; and
• accept and comply with these Terms and Conditions of Hire.

The Regular Hire Agreement will specify whether bookings are:

• Fixed Recurring Bookings – specific dates and times; or
• As Required Bookings – booked throughout the year as required.

Regular Hire Agreements apply for a single calendar year, from 1 January to 31 December.

Annual Booking Requests

Regular Hirers wishing to continue their bookings or retain preferred dates and times for the following calendar year must submit their booking requests by the annual date advised by the Hall Manager.

While every effort will be made to accommodate preferred dates and times, bookings are not guaranteed until confirmed in writing by the Hall Manager.

Invoicing and Payment

Regular Hirers will be invoiced monthly at the end of each month for bookings held during that month, unless otherwise agreed.

Payment is due by the 20th of the month following the invoice date.

Where payment is not received by the due date:

• the Regular Hire invoicing arrangement may be withdrawn;
• future bookings may require payment in advance;
• future bookings may be suspended or cancelled;
• outstanding accounts may be referred to a debt collection agency;
• all costs associated with debt recovery will be payable by the Hirer; and
• interest may be charged in accordance with the current Schedule of Fees and Charges until the account is paid in full.

Storage

Limited storage space may be available to Regular Hirers at the discretion of the Hall Manager.

Where storage is approved, the Hirer must enter into a separate Storage Agreement and pay the applicable annual storage fee in accordance with the current Schedule of Fees and Charges.

Te Puke War Memorial Hall accepts no responsibility for loss of or damage to items stored on the premises.

3.2 Standard Hire

A Standard Hirer is any individual, organisation, business, school or community group making a casual or one-off booking that is not covered by a Regular Hire Agreement or classified as an Event Hire.

Standard Hire generally applies to:

• one-off bookings;
• casual room hire;
• meetings, workshops and training sessions;
• community activities; and
• hire of a single room or multiple rooms where the booking does not meet the definition of Event Hire.

Standard Hire does not apply to Whole Complex bookings, which are classified as Event Hire and are subject to the Event Hire Terms and Conditions.

Booking Requirements

Booking requests should be made at least five (5) working days prior to the hire date.

Requests received within this timeframe will be considered subject to Venue availability and staffing.

To confirm a booking, the Hirer must accept these Terms and Conditions and any quotation provided by the Hall Manager.

An invoice will then be issued and full payment is required prior to the booking taking place.

A booking is not confirmed until payment has been received in full, unless otherwise agreed in writing by the Hall Manager.

3.3 Event Hire

Event Hire applies to bookings involving the exclusive hire of the Te Puke War Memorial Hall complex for functions, celebrations, performances, exhibitions or other large-scale events.

This includes, but is not limited to:

• weddings and receptions;
• school balls and formals;
• concerts and performances;
• dance competitions;
• conferences and seminars;
• gala dinners and awards evenings;
• trade shows and expos;
• cultural celebrations;
• corporate functions;
• ticketed events;
• sporting events;
• community events; and
• any booking requiring exclusive use of the Whole Complex.

Event Management Plan

All Event Hire bookings must complete and submit an Event Management Plan.

The Event Management Plan must outline, where applicable:

• event purpose and description;
• pack-in and pack-out arrangements;
• parking and traffic management;
• Venue layout and floor plan;
• entry and exit arrangements;
• crowd management;
• food and beverage service;
• alcohol management;
• security arrangements;
• waste management;
• Health and Safety procedures;
• risk assessment; and
• emergency procedures.

The Event Management Plan must be approved by the Hall Manager before the booking takes place.

The Hall Manager reserves the right to request additional information or impose reasonable conditions to ensure the safe operation of the event.

Venue Support

All Event Hire Packages include Venue Support.

Venue Support may include:

• Venue access and orientation;
• pre-event inspection and compliance checks;
• operational support during the event where required;
• inspections during the event where required;
• post-event inspection;
• securing the Venue at the conclusion of the hire; and
• ensuring the Venue is vacated in accordance with these Terms and Conditions.

Venue Support is provided to assist with the smooth operation of the event and to ensure compliance with these Terms and Conditions.

The Hall Manager may determine that additional Venue Support is required, taking into account the size, nature and risk of the event, including where alcohol is being consumed.

Where additional attendance by a Hall Representative is required due to extended hire periods, the nature or risk of the event, non-compliance with these Terms and Conditions, or at the Hirer’s request, additional charges may apply in accordance with the current Schedule of Fees and Charges.

Payment

To secure an Event Hire booking:

• acceptance of the quotation and these Terms and Conditions must be received by the quotation expiry date;
• if acceptance is not received by this date, the quotation may lapse and the booking may be released;
• a non-refundable deposit is required to secure and confirm the booking; and
• the applicable deposit is determined by the Event Hire Package selected and is set out in the current Schedule of Fees and Charges.

The booking will remain tentative until the required deposit has been received.

The remaining balance, including the refundable bond and any approved additional services, must be paid in full no later than seven (7) days prior to the event unless otherwise agreed in writing by the Hall Manager.

Booking Timeframes

Event Hire bookings should be made at least ten (10) working days before the event.

Bookings received within this timeframe may be accepted at the discretion of the Hall Manager, subject to Venue availability and operational requirements.

4. Venue Access and Security

Venue Access Keys

Where a key or access device is issued, it remains the property of Te Puke War Memorial Hall.

Keys or access devices:

• may only be used during approved booking times;
• must not be copied, shared or transferred to another person without approval; and
• must be returned immediately upon request or at the conclusion of the booking or Regular Hire Agreement.

Replacement or additional keys may be issued at the discretion of the Hall Manager and may incur a charge in accordance with the current Schedule of Fees and Charges.

Unauthorised access to the Venue may result in the withdrawal of key access or cancellation of future bookings.

Security

The Hirer is responsible for taking reasonable steps to ensure the security of the Venue throughout their booking.

Any keys, access devices, alarm codes or other security information provided to the Hirer must remain with the nominated point of contact, be kept secure and must not be shared with unauthorised persons.

Lost or stolen keys or access devices, or any other security concern, must be reported to the Hall Manager immediately.

Where deemed necessary due to the size, nature or risk of a booking, the Hall Manager may require the Hirer to provide appropriate security or crowd-control personnel at the Hirer’s cost.

Any costs resulting from lost or damaged keys or access devices, security breaches, security call-outs or other security requirements may be charged to the Hirer in accordance with the current Schedule of Fees and Charges.

5. Furniture, Equipment, Sound and Lighting

Furniture and Equipment

Unless otherwise agreed, the Hirer is responsible for setting up and packing down the Venue.

Tables, chairs and other Hall furniture and equipment are provided subject to availability.

Where additional furniture or equipment is required beyond what is available at the Venue, this is the responsibility of the Hirer unless otherwise agreed with the Hall Manager.

All Hall furniture and equipment used during the hire must be cleaned where necessary and returned to its original location or designated storage area before the conclusion of the booking.

Fire exits, evacuation routes and accessways must remain clear at all times.

Furniture and equipment must be lifted, carried or moved using appropriate trolleys and must not be dragged across floors.

Furniture or equipment belonging to Te Puke War Memorial Hall must not be removed from the Venue without prior approval from the Hall Manager.

Any damaged or faulty Hall furniture or equipment must be reported to the Hall Manager as soon as practicable.

Furniture, equipment or personal belongings brought into the Venue by the Hirer, their guests, contractors or suppliers remain at the owner’s risk. Te Puke War Memorial Hall accepts no responsibility for loss, theft or damage to these items.

Items left at the Venue following a booking may be removed, stored or disposed of at the discretion of the Hall Manager. Any associated costs may be charged to the Hirer in accordance with the current Schedule of Fees and Charges.

Sound and Lighting

The auditorium sound and stage lighting systems may only be operated by a competent adult approved by the Hall Manager.

Sound and lighting equipment must not be altered, reconfigured or used in a manner that may cause damage without prior approval.

Following use, all sound and lighting equipment must be returned to the required settings and condition.

For large-scale events, performances or productions, the Hall Manager may require an approved sound and lighting technician to set up, operate and/or restore the systems.

Where technician assistance, a call-out, repair or reinstatement is required as a result of the Hirer’s use or misuse of the systems, additional charges may apply in accordance with the current Schedule of Fees and Charges.

6. Health and Safety

The Hirer is responsible for taking reasonable care of their own health and safety and for ensuring, so far as reasonably practicable, the health and safety of all attendees, participants, contractors and suppliers associated with their booking.

The Hirer must familiarise themselves with and comply with the Venue’s Health and Safety requirements, emergency procedures and evacuation procedures which can be read here.

Emergency and Evacuation Procedures

For each booking, the Hirer must nominate an appropriate person or persons to take responsibility for emergency evacuation procedures.

These persons must be familiar with the Venue’s evacuation procedures and capable of assisting with an evacuation if required.

All emergency exits, evacuation routes, fire equipment and accessways must remain clear, visible and accessible at all times.

Hazards and Incidents

Any new hazard or risk identified during the hire must be appropriately managed to prevent harm and reported to the Hall Manager as soon as practicable.

Any accident, injury, medical event or significant Health and Safety incident occurring during the hire must be reported to the Hall Manager as soon as practicable.

First Aid

Hirers are responsible for providing any first aid supplies and appropriately trained personnel considered necessary for their activity or event.

A publicly accessible Automated External Defibrillator (AED) is located outside the Hall beside the adjacent public toilets.

7. Prohibited and Restricted Activities

Prohibited Items and Special Effects

For the safety of all Venue users, the following are not permitted inside the Hall:

• BBQs or gas cookers;
• LPG or other gas cylinders;
• dry ice;
• smoke, haze or fog machines;
• sparkler machines;
• pyrotechnics or fireworks; and
• any similar device or special effect that may activate the fire detection system or create a fire or safety risk.

Use of any prohibited item may result in an automatic bond deduction in accordance with the current Schedule of Fees and Charges, together with any additional costs incurred, including call-out fees, cleaning, repairs or charges relating to activation of the fire alarm system.

Venue Restrictions

The following restrictions also apply:

• Chewing gum is not permitted within the Venue.
• Glitter, confetti or similar loose materials are not permitted, including within balloons, cannons or similar devices.
• Vehicles, machinery or other heavy equipment must not be taken onto the auditorium floor without prior written approval from the Hall Manager.
• Nothing may be attached or affixed to walls, floors, doors, ceilings, curtains or the stage using staples, nails, screws, hooks, tape, Blu Tack or similar fixings without prior approval from the Hall Manager.

Any additional cleaning, repair or reinstatement required as a result of non-compliance may be charged to the Hirer in accordance with the current Schedule of Fees and Charges.

Smoking and Vaping

Smoking and vaping are prohibited inside the Venue and near Venue entryways.

Hirers must ensure all smoking or vaping occurs in designated outdoor areas and that cigarette butts and vaping waste are disposed of appropriately.

Animals

Animals are not permitted within the Venue except for:

• certified guide, hearing or assistance dogs;
• registered companion or support animals where permitted by law; or
• animals forming part of an approved exhibition or event, subject to prior approval by the Hall Manager and compliance with all relevant legislation.

8. Noise and Neighbours

The Hirer is responsible for ensuring noise generated by their booking does not cause unreasonable disturbance to neighbouring residents, businesses, other Venue users or the surrounding community.

All bookings must comply with applicable Western Bay of Plenty District Council noise requirements and any lawful direction issued by Council, an Enforcement Officer, the Hall Manager or their authorised representative.

Where noise associated with a booking results in a complaint, the Hirer must immediately take reasonable steps to reduce the noise when requested.

Te Puke War Memorial Hall accepts no responsibility for any interruption, restriction or termination of an event resulting from the Hirer’s failure to comply with applicable noise requirements or lawful directions.

Where an event is unable to continue as a result of such non-compliance, no refund of hire fees will be provided.

9. Food and Alcohol

Food

The Hirer is responsible for ensuring all food prepared or served at the Venue complies with all applicable food safety legislation.

Any caterers engaged by the Hirer are responsible for obtaining any licences, registrations or approvals required to operate.

Food and drink may only be prepared or cooked in areas designated for that purpose.

Alcohol

The consumption of alcohol at the Venue must be approved by the Hall Manager at the time of booking.

Where alcohol is to be sold, supplied for the purpose of sale, or otherwise requires licensing under the Sale and Supply of Alcohol Act 2012, the Hirer is responsible for obtaining the appropriate licence from the relevant authority.

A copy of the approved licence must be provided to the Hall Manager prior to the event.

Where alcohol is being consumed but not sold, an Alcohol Management Plan must be completed as part of the Event Management Plan and submitted to the Hall Manager no later than 20 working days prior to the event.

Alcohol Management Requirements

Where alcohol is being consumed, the following conditions apply.

Responsible Person / Bar Manager

• The Hirer must appoint a responsible, sober Bar Manager to oversee the service and consumption of alcohol throughout the event.
• For larger events, additional responsible, sober persons may be required at the discretion of the Hall Manager.
• The name and contact details of the nominated Bar Manager must be included in the Event Management Plan and be clearly available during the event.
• Where the event is BYO, all alcohol must be kept within a designated area and monitored by the nominated Bar Manager at all times.

Food and Non-Alcoholic Beverages

• Suitable food is recommended to be available throughout the event whenever alcohol is being consumed.
• Food such as bread, pasta, meat, cheese or other substantial items is encouraged, as these can help slow the absorption of alcohol.
• Free drinking water and a range of low- or non-alcoholic beverages are strongly recommended to be available throughout the event.

Liquor-Free Zone

• The areas surrounding Te Puke War Memorial Hall are subject to a Liquor-Free Zone.
• Alcohol must only be consumed inside the Venue and must not be taken outside into the surrounding grounds or public areas.
• The Hall precinct is monitored by CCTV and the New Zealand Police may enforce Liquor-Free Zone restrictions.

Responsible Service

• The Hirer is responsible for ensuring alcohol is consumed responsibly and in accordance with the approved Alcohol Management Plan.
• Alcohol must not be supplied to intoxicated persons or to anyone under the legal drinking age.
• The Hirer is responsible for ensuring suitable alternative transport is available for any guest who should not drive.

Event Finishing Time

Alcohol service must cease in accordance with the approved Alcohol Management Plan and any applicable licence conditions.

Unless otherwise approved in writing by the Hall Manager:

• all alcohol consumption must cease by 12.00 midnight;
• the Venue must be vacated by 12.00 midnight; and
• no alcohol may be consumed during any post-event pack-down or clean-up period.

Where approval has been granted for access from 8.00 am on the following day for cleaning or pack-down, alcohol must not be consumed during this time.

Alcohol-Related Non-Compliance

The Hirer is responsible for ensuring all attendees, contractors and suppliers comply with these Terms and Conditions, the approved Event Management Plan and the Alcohol Management Plan.

Where an alcohol-related breach occurs, the Hall Manager or their authorised representative may:

• direct the Hirer to immediately rectify the issue;
• require alcohol service to cease;
• require any individual to leave the Venue; and/or
• exercise any of the other rights available under the Behaviour and Conduct provisions of these Terms and Conditions.

10. Cleaning and Rubbish

General Cleaning Responsibilities

The Hirer is responsible for leaving all hired areas, furniture and equipment in a clean, tidy and serviceable condition at the conclusion of the hire period, unless otherwise included in the selected hire package.

At a minimum, the Hirer must:

• remove all personal belongings, decorations and event materials;
• wipe down tables, benches and other surfaces used during the booking;
• clean any Hall equipment, crockery or kitchen items used;
• spot clean spills as they occur;
• ensure all rubbish is placed in the bins provided or removed from the Venue, as agreed; and
• leave the Venue ready for the next user.

Cleaning equipment is available for Hirers to use and must be returned after use.

Event Hire Cleaning and Rubbish

Cleaning and rubbish services for Event Hire vary depending on the Event Hire Package selected.

Professional auditorium floor cleaning is included in all Event Hire Packages.

Rubbish management and other cleaning inclusions are determined by the Event Hire Package selected and are set out in the current Schedule of Fees and Charges.

Premium Event Hire includes general post-event Venue cleaning.

General post-event cleaning included in the Premium Event Hire Package covers the reasonable cleaning required to return the Venue to its standard condition.

It does not include excessive cleaning resulting from spills, staining, glitter, confetti, excessive food waste or other cleaning beyond normal use.

Regardless of the Event Hire Package selected, Hirers remain responsible for:

• removing all decorations and personal belongings;
• placing all rubbish into the supplied bins;
• cleaning up spills during the event; and
• leaving the Venue in a tidy condition.

Additional Cleaning

Where the Venue is not left in the required condition, or additional cleaning, rubbish removal or reinstatement is required, Te Puke War Memorial Hall reserves the right to recover the associated costs from the Hirer.

Additional cleaning charges may include, but are not limited to:

• excessive rubbish removal;
• removal of decorations, adhesives or unauthorised fixings;
• excessive food or beverage spills;
• carpet or upholstery cleaning;
• removal of glitter, confetti or similar materials;
• cleaning resulting from misuse of the Venue; or
• any cleaning beyond that reasonably expected from normal use.

Additional cleaning costs may be deducted from the bond or invoiced separately in accordance with the current Schedule of Fees and Charges.

11. Damage, Bonds and Additional Charges

Damage and Hirer Responsibility

The Hirer is responsible for any damage to the Venue, its furniture, equipment, fixtures, fittings or surrounding property caused by the Hirer, their attendees, guests, contractors or suppliers during the hire period.

The Hirer will be responsible for the reasonable cost of repairing or replacing damaged property or equipment.

Damage to Flooring

Cooking directly on vinyl flooring, dragging equipment across floors, or any activity likely to damage floor surfaces is strictly prohibited.

Where damage occurs, the Hirer will be responsible for all repair or replacement costs.

Where replacement of an entire floor covering is required, the Hirer may be liable for the full replacement cost.

Bonds

A refundable bond may be required for any booking at the discretion of the Hall Manager.

The required bond will vary depending on the type of hire, nature of the event, anticipated attendance, activities being undertaken and the associated level of risk.

Applicable bond requirements and amounts are set out in the current Schedule of Fees and Charges or as otherwise determined by the Hall Manager based on the nature and risk of the booking.

Where damage, additional cleaning, outstanding charges or breaches of these Terms and Conditions are identified, the release of the bond may be delayed while costs are assessed.

Where deductions are made, the Hirer will be provided with a written summary outlining the reason for the deduction or deductions.

Bond Refunds

Where applicable, bonds will generally be refunded within ten (10) working days following the hire, provided:

• there is no damage to the Venue, equipment or surrounding property;
• all hired areas have been left clean, tidy and secure;
• all keys and access devices have been returned, where applicable;
• the Venue has been vacated by the agreed finishing time;
• all additional charges have been paid; and
• These Terms and Conditions have been complied with.

Where additional costs exceed the value of the bond held, the Hirer remains liable for the outstanding balance.

Additional Charges

In addition to the hire fees quoted at the time of booking, Te Puke War Memorial Hall reserves the right to recover any reasonable costs incurred as a result of the Hirer’s use of the Venue.

Additional charges may include, but are not limited to:

• hire of additional rooms, equipment or services not included in the original booking;
• repair or replacement of damaged property or equipment;
• additional cleaning, rubbish removal or reinstatement of the Venue;
• removal of unauthorised decorations, fixings or adhesives;
• replacement of lost, damaged or unreturned keys or access devices;
• unauthorised access to the Venue or occupation outside the approved hire period;
• additional Venue Support required due to non-compliance with these Terms and Conditions or at the Hirer’s request;
• emergency service or security call-out costs resulting from the Hirer’s actions;
• charges resulting from false fire alarm activations caused by the Hirer, their guests, contractors or suppliers;
• excessive utility use or call-out costs resulting from equipment being left operating after the booking; and
• any other reasonable costs incurred by Te Puke War Memorial Hall as a result of the Hirer’s use of the Venue.

Unless otherwise specified, additional charges will be deducted from the bond or invoiced separately.

Automatic Bond Deductions

Certain breaches of these Terms and Conditions may result in an automatic bond deduction or charge in accordance with the current Schedule of Fees and Charges.

These include:

• use of staples, nails, screws or other unauthorised fixings;
• use of BBQs, gas cookers or gas cylinders inside the Venue;
• use of dry ice, smoke machines, haze machines, sparkler machines or similar special effects; and
• failure to vacate the Venue by the agreed finishing time without prior approval.

Where applicable, additional repair, cleaning, hire, Venue Support or other costs may also be charged.

Where a breach results in additional costs exceeding the applicable automatic deduction or bond held, the Hirer will be responsible for the full cost incurred.

12. Payment and Outstanding Accounts

All invoices must be paid by the due date stated on the invoice and in accordance with the payment requirements applicable to the relevant hire category.

Failure to make payment by the due date may result in:

• suspension or cancellation of future bookings;
• withdrawal of Regular Hire invoicing arrangements;
• future bookings being required to be paid in advance;
• referral of the outstanding account to a debt collection agency;
• recovery from the Hirer of all reasonable debt collection costs; and
• interest being charged in accordance with the current Schedule of Fees and Charges.

The Hall Manager reserves the right to suspend or cancel future bookings where accounts remain overdue.

13. Cancellation of Hire

General Cancellation Requirements

All cancellations must be submitted to the Hall Manager in writing.

A booking is not considered cancelled until written confirmation has been acknowledged by Te Puke War Memorial Hall.

Failure to provide the required notice, or failure to attend a confirmed booking without notice (“no show”), may result in the full hire fee being charged.

Cancellation notice periods vary depending on the type of hire.

Regular Hire

• A minimum of 30 days’ written notice is required to cancel a Regular Hire Agreement.
• Individual recurring bookings should be cancelled with at least 7 days’ notice, or as soon as reasonably practicable where unforeseen circumstances arise.
• Repeated late cancellations or non-attendance may result in a review or termination of the Regular Hire Agreement.

Standard Hire

• A minimum of 7 days’ written notice is required to cancel a Standard Hire booking.
• Bookings cancelled with less than 7 days’ notice may be charged the full hire fee at the discretion of the Hall Manager.

Event Hire

• A minimum of 30 days’ written notice is required to cancel an Event Hire booking.
• The non-refundable deposit paid to secure the booking will not be refunded.
• Where cancellation occurs less than 30 days before the event, Te Puke War Memorial Hall reserves the right to retain any costs already incurred on behalf of the Hirer or charge the full hire fee where the booking cannot reasonably be re-let.

Cancellation by Te Puke War Memorial Hall

Te Puke War Memorial Hall reserves the right to cancel, refuse or amend any booking where:

• these Terms and Conditions have been breached;
• information provided by the Hirer is false or misleading;
• hire fees or other charges remain unpaid;
• the proposed activity is considered unsafe, unlawful or unsuitable for the Venue; or
• unforeseen operational requirements make the Venue unavailable.

Where a booking is cancelled due to a breach of these Terms and Conditions by the Hirer, any refund will be at the discretion of the Hall Manager.

Force Majeure

Te Puke War Memorial Hall will not be liable for cancellation of a booking due to circumstances beyond its reasonable control, including but not limited to natural disasters, severe weather events, power outages, fire, emergency management requirements, public health restrictions, or any other event that renders the Venue unsafe or unavailable.

Where possible, the Hall Manager will work with the Hirer to reschedule the booking to a mutually agreed date.

If rescheduling is not possible, any hire fees and bond paid, excluding any non-refundable deposit where costs have already been incurred, will be refunded.

14. Liability

Hirer Responsibility

The Hirer is responsible for the activities conducted during their booking and for the actions of their attendees, participants, guests, contractors and suppliers.

Personal Property

Te Puke War Memorial Hall accepts no responsibility for the loss, theft or damage of personal property, furniture, equipment or other items brought onto or left at the Venue by the Hirer, attendees, contractors or suppliers.

Indemnity

To the extent permitted by law, the Hirer indemnifies Te Puke War Memorial Hall, the Te Puke War Memorial Hall Committee and their representatives against claims, losses, costs or damages arising from the Hirer’s use of the Venue, except to the extent caused by the negligence or unlawful act of Te Puke War Memorial Hall or its representatives.