Important Information for all Vendors & Contractors
Te Puke War Memorial Hall is a community facility used by a wide range of groups, including sporting groups, schools and children.
All caterers, decorators, DJs, entertainers, bar staff, security providers and other contractors working within the venue are required to comply with the Te Puke War Memorial Hall Terms & Conditions of Hire and all instructions given by Hall representatives.
The Hirer remains responsible for the conduct of all vendors and contractors engaged for their event. Any damage, additional cleaning, staff time or other costs resulting from the actions of a vendor or contractor may be charged to the Hirer in accordance with the Hall's current Schedule of Fees and Charges.
Please read the following requirements carefully before commencing any work within the venue.
General Venue Requirements
Protecting the Venue
- NO STAPLES, PINS, NAILS OR OTHER FIXINGS are to be used on walls, doors, the stage, floors, curtains, fixtures or fittings.
- Tape or adhesive products must not be applied to painted or finished surfaces unless specifically approved by Hall management.
- Existing hooks and approved fixing points must be used for decorations.
- Nothing may be installed or positioned in a way that could damage the venue or its fixtures and fittings.
- Tables, chairs, equipment and other items must not be dragged across floors.
- Chair trolleys are provided for moving chairs.
- Table trolleys DO NOT fit through the doors into the main hall. They are not permitted in the main hall.
- Hall furniture and equipment must not be taken outside unless prior approval has been given.
- Any accidental damage, spills or other issues must be reported to the Hirer and a Hall representative immediately.
Fire & Emergency Safety
- Fire exits, exit doors, corridors and accessways must remain completely clear at all times.
- Fire doors must not be obstructed or prevented from operating correctly.
- Vendors must familiarise themselves with the Hall's fire evacuation procedures before the event begins.
- Equipment, decorations, furniture and cables must not create a trip hazard or obstruct evacuation routes.
- Emergency and exit signage must remain visible.
- Instructions from Hall representatives relating to fire, emergency or Health & Safety requirements must be followed immediately.
Decorators
Decorators and anyone assisting with event set-up must ensure:
- Staples are NOT to be used anywhere within the venue.
- Pins, nails, screws or other items that penetrate or damage Hall surfaces are not permitted.
- Decorations are attached only using existing hooks or other methods approved by Hall management.
- Decorations do not cover emergency signage, fire equipment, security equipment or exits.
- No decorations or structures create a trip, falling-object or other safety hazard.
- Glitter, confetti and other difficult-to-remove decorative materials are not to be used unless prior approval has been obtained.
- All decorations, equipment, packaging and other materials brought into the Hall are removed within the Hirer's booked access period.
- Any rubbish generated during decorating or pack-down is collected and disposed of appropriately.
- If you are unsure whether something can be attached to a surface – please ask before doing it.
Caterers
All caterers and food vendors must ensure:
- BBQs, gas cookers, gas cylinders and other gas cooking equipment are NOT permitted inside the building.
- Any cooking using this equipment must take place outside in the approved area at the rear of the Hall.
- Kitchen facilities are used only for their intended purpose.
- Benches, sinks, appliances and other kitchen areas used are left clean and tidy.
- Dishes and Hall equipment used are washed, dried and returned to the appropriate location.
- Food waste and rubbish generated by the caterer is collected and disposed of appropriately.
- Spills are cleaned up immediately, particularly where they may create a slip hazard.
- Floors and surfaces are protected from grease, oil, food, hot equipment and other potential damage.
- Equipment must not obstruct exits, accessways or emergency equipment.
DJs, Entertainers & Technical Providers
DJs, bands, entertainers and technical providers must ensure:
- Equipment and cables are positioned safely and do not create trip hazards or obstruct accessways.
- Hall electrical, sound and lighting equipment is not altered, disconnected or reconfigured without approval.
- Hall sound and lighting equipment is returned to its original settings following use.
- Equipment is not dragged across the auditorium floor or stage.
- Nothing is stapled, pinned, screwed or otherwise fixed to the stage, walls or other Hall surfaces.
- Smoke machines, haze machines, dry ice machines, sparkler machines or similar effects are not permitted within the Hall.
- All equipment and personal property is removed within the Hirer's permitted access period.
- The venue's midnight closing time is observed.
Bar Staff & Alcohol Service
Where alcohol is being served, bar staff and anyone involved in alcohol management must:
- Comply with the event's approved Alcohol Management Plan and any applicable licence requirements.
- Follow the instructions of the person appointed by the Hirer to manage alcohol at the event.
- Ensure alcohol service and consumption remains within approved areas.
- Keep bottles within the designated bar area rather than placing bottles on guest tables where required by the event's Alcohol Management Plan.
- Assist in maintaining a safe environment and appropriately managing intoxication.
- Ensure glass, bottles and other rubbish associated with bar service are collected and disposed of appropriately.
- Immediately report any alcohol-related incident or concern to the Hirer and/or Hall representative.
Security & Event Staff
Security providers and other event staff must:
- Familiarise themselves with the Hall layout, emergency exits and evacuation procedures.
- Keep all entrances, exits and emergency accessways clear.
- Support the Hirer in ensuring guests comply with venue requirements.
Report any damage, unsafe behaviour, incident or Health & Safety concern immediately.
- Cooperate with and follow reasonable instructions from Hall representatives.
Assist with ensuring the venue is fully vacated by the required closing time.
Midnight Closing Time
The Te Puke War Memorial Hall must be fully vacated by 12.00am (midnight).
This applies to everyone, including:
- Hirers
- Guests
- Caterers
- Decorators
- DJs
- Entertainers
- Bar Staff
- Security
- Contractors
Pack-down must be planned so that all people are out of the building by the required time.
Where the Hirer has booked access for the following morning, vendors must still leave the building by midnight and return during the next approved access period.
Remaining onsite to pack down after midnight is not permitted unless expressly authorised by Hall management.
Pack-Down
Before leaving the venue, vendors are responsible for:
- Removing all equipment, decorations and other items they have brought into the Hall, unless arrangements have been made for approved next-day access.
- Removing rubbish and waste generated by their activities.
- Cleaning any spills or mess caused by their activities.
- Returning any Hall equipment they have used to its correct location.
- Reporting any damage, breakages or incidents.
- Ensuring their work area is left safe, clean and tidy.
- Hall representatives may provide instructions during set-up, the event or pack-down. These instructions must be followed.
