• Tables and chairs provided
• Disabled access
• Basic kitchen
• Three phase power
• Own car parking
  

There are different charges depending on what category your organisation fits into.

Commercial - $ 50 per hour

Profit generating corporates or activities (e.g commercial activities, programmes or events, or commercial seminars)

Casual private events and Government - $ 15 per hour

Non profit casual private event; community events with door charges and prepaid tickets; casual Government bookings.(e.g wedding, community fairs, community social events and organisation run dances, concerts performances to audience)

Community groups - $ 8 per hour

Bookings can be made through the Waimakariri District Council, Oxford Service Centre, 34 Main Street, Oxford, phone 03 311 9005.

Booking form (pdf, 153.0 KB)

Health and Safety plan (pdf, 228.0 KB)

Access to venues

Most venues have a key system. Hall users will need to pick up the key from their nearest Council office on the day of the hire. If the hire is over the weekend the key is to be picked up on the Friday prior to the booking.

There will be a charge of $ 20 if the key is not returned on the next business day or as otherwise arranged.

Right of entry

Any Councillor or Officer of the Council on production of an authorised warrant, may enter the hall at anytime.

Hire charges

• All hire charges and other fees paid for the venue shall be paid for in advance.
• The keys for the venue cam be collected from the Waimakariri District Council service desk on receipt of payment. The key must be returned the next business day following the event.
• The Council reserves the right to cancel the booking due to unforeseen circumstances arising after the booking has been confirmed.
• A standard bond of $ 500 is required for the booking of this venue. A special bond of $ 1,000 is payable for events that have either live music or alcohol available.

Bonds

A refundable bond is required prior to the collection of the key. Bonds will be refunded on confirmation that the hall has been left in the same condition as the hirer found it. Deduction from the bond will occur if:

• Venue equipment or fittings are damaged.
• Extra cleaning is required.
• You enter into or remain in the venue outside your booked time.
• Rubbish is left inside or outside of the venue.
• Any other breach of these conditions has occurred, resulting in call out charges or other costs to the Waimakariri District Council.
  

 Cancellation/additional bookings

Waimakariri District Council reserves the right to charge a cancellation fee of 50% if the hirer cancels the booking once the booking has been confirmed.
A charge may also apply when a booking time and date is changed after the booking is confirmed. Waimakariri District Council has the right to levy the full rental costs for venues cancelled less than 10 days prior to the event.

Health and safety

Hirer's responsibilities:

• Carry out a 'facility pre-use check'. Familiarise yourself with the evacuation sheet for the venue.
• Act as the building warden.
• Verify the position of all exit points and stairways and confirm that these are not obstructed.
• Be present for the duration of the hire.
• Ask for help if you do not understand these responsibilities.
  

 Cleaning and rubbish removal

• Hirers are responsible for the cleaning of the venue.
• Must supply their own dish washing liquid and tea towels.
• Chairs and tables must be wiped down and returned to original location.
• The cleaning of the venue must be completed at the end of the event, unless prior arrangements have been made.
• Hirers must remove all rubbish from the venue after their hire.
   
  

Fire/evacuation responsibilities

Every hire is required to be familiar with the procedure  for evacuation in the Emergency Evacuation Procedure. The appointed fire warden must ensure that all means of egress are checked at the start of the hire period and control and supervise the venue evacuation procedure.
In the event of a fire evacuate the venue immediately then notify the Fire Brigade by phoning 111.
When the venue is safely evacuated, contact the Waimakariri District Council on  03 311 8900.

Hire contract

The hirer's contract must be signed by a person over 21 years of age and returned to the Waimakariri District Council office at least 7 days prior to the hire. Identification maybe requested.

Hours of hire

Hirer's may not enter any facility until the time booked for the function and must be out of the facility by the end of hire. The booking period must include set up and cleaning of the venue.

Conclusion of activities

• If the Hall is hired for an evening function, activities must cease no later than 1 am, unless prior approval is grantedby the Council
• Cleaning may be carried out after these hours, if required.

Alcohol

The hirer must specify and request permission for the consumption of alcohol at the time of making the booking.
If alcohol is to be sold an application to the Council for a Liquor Licence for the sale of alcohol is required.

Prohibited

• No smoking in the venue.
• No chewing gum in the venue.
  
• No use of confetti or glitter
• No decoration or scenery may be attached to or hung from the venue without prior written permission from the Waimakariri District Council.
• No open fires, smoke machines, naked flame barbeques, or spits are to be used inside any venue without prior written permission from the Waimakariri District Council.
• If a fire alarm is set off by the user, a charge will be incurred.

Noise

Noise from amplifiers and loudspeakers must be kept to a moderate level at all times. Failure to comply with this condition may result in the early closure of your function and a significant fine.

Damage to the hall or fixtures

Any damage to the hall of fixtures or breakages must be notified immediately to the Council 03 311 8900, by the hirer. The hirer is responsible for the full value of any damage.

Security

The hirer is responsible for securing the venue upon completion of the function.

Ensure:

• All light, heaters, stoves and electrical appliances are turned off.
• Windows and doors are closed and locked.
• Alarm is set - where required.

A security guard is required to attend all functions involving alcohol, night time socials or at the discretion of Waimakariri District Council. A guard will be provided by the Waimakariri District Council at a cost of $ 120 to the hirer, in addition to the hire fee. The purpose of the security guard is for the protection of the venue and to ensure the event hire time is adhered to.

Public liability insurance

The hirer is responsible for public liability insurance.

Public liability insurance of $1,000,000 is recommended by the Waimakariri District Council. If your group/organisation does not already have their own public liability insurance, the Council's insurance brokers Jardine Lloyd Thompson, has a geiyo facility insurance available at a very competitive rate. Should you wish to utilise this facility please contact Nicola Frayle at Jardine Lloyd Thompson - ph. 03 366 4866.

Payment by Eftpos, cheque or cash.
Deposit required at time of booking.
Bond to be paid when collecting the key.

Key to be collected from - Waimakariri District Council, Oxford Service Centre, 34 Main Street Oxford