• 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)

1. ACCESS TO VENUES - KEYS

• Venues have a key system. Keys can be collected the day of the hire from the Waimakariri District Council service desk on receipt of payment.
• 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 $20.00 if the key is not returned on the next business day or as otherwise arranged.
• Commercial, Government and recurring bookings may have an invoice or key agreement.

2. RIGHT OF ENTRY

Waimakariri District Council reserves the right for Waimakariri District Council staff on presentation of an authorised warrant to be present at the venue at any time. Any Councillor or Hall Advisory Group member on Waimakariri District Council business may enter the venue at any time.

3. HIRE CHARGES

• All hire charges and other fees for the use of the venue shall be paid in advance, invoicing can be arranged prior to the booking in some instances such as recurrent or government bookings.
• The Waimakariri District Council reserves the right to cancel the booking if any unforeseen circumstances arise after the booking has been confirmed.
• The Waimakariri District Council reserves the right to cancel any bookings at its sole discretion without liability for any loss or additional costs incurred by the hirer or payment of compensation to any party whatsoever.
• Should a request for a booking be made at a time and/or venue that conflicts with another booking the Waimakariri District Council reserves the right to determine which hirer shall be given use of the venue at its sole discretion.

4. ADDITIONAL COSTS

Additional Costs will occur if:

• Venue equipment or fittings are damaged.
• Extra cleaning is required.
• You enter into or remain in the venue outside the booked period.
• The keys to the venue are not returned within the stated 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.

Should additional costs for venue repair, cleaning or any other reason be incurred by the Waimakariri District Council in relation to the hire the hirer will be responsible for reimbursing Waimakariri District Council for those additional costs within 14 days of being advised of those costs unless otherwise agreed to by the Waimakariri District Council in writing.

The base minimum charges for extra cleaning & rubbish removal is $75.

5. CANCELLATION/ADDITIONAL BOOKINGS

Once confirmed, ten working days notice in writing shall be given for all cancellations, change of bookings and times.

• Waimakariri District Council reserves the right to levy the full rental costs for venues cancelled less than 10 days prior to the event.
• 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 a booking is confirmed.

6. HEALTH AND SAFETY

Hirer’s responsibilities:

• Carry out a “facilities 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 these are not obstructed.
• Be present for the duration of the hire.
• Supply Health and Safety Plan if required.
• Ask for help if you do not understand these responsibilities.

7. CLEANING AND RUBBISH REMOVAL

• Hirers are responsible for the cleaning of the venue.
• Hirers must supply their own dish washing liquid and tea-towels.
• Chairs and tables must be wiped down and returned to the 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 and grounds after their hire.

8. FIRE/ EVACUATION RESPONSIBILITIES

• Every hirer 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 0800 965 468.

9. HIRE CONTRACT

The hirer’s contract must be signed by a person 21 years of age or over and returned to the Waimakariri District Council office at least 7 days before the hire date to allow time for confirmation. Identification may be requested.

10. HOURS OF USE

• Hirers 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.

11. CONCLUSION OF ACTIVITIES

If the Hall is hired for an evening function, music is to be turned off by midnight and activities must cease no later than 1am, unless prior approval is granted by the Waimakariri District Council. Some Waimakariri District Council venues have earlier finishing times. Cleaning may be carried out after these hours, if required.

12. ALCOHOL

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

13. 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 barbecues 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.

14. 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 fine.

Contravention of an excessive noise direction under section 327 of the Resource Management Act 1991, Section 338(2)(c) is a $500 fine.

15. DAMAGE TO THE HALL OR FIXTURES

• Any damage to the hall or fixtures or breakages must be notified immediately to the Waimakariri District Council by the hirer. Phone 0800 965 468.
• The hirer is responsible for the full cost of any damage.

16. SECURITY

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

Ensure:

• All lights, heaters, stoves and electrical appliances are turned off.
• Windows and doors are closed and locked.
• Alarm is set (where applicable).

A security guard may be required to attend all functions involving alcohol, night time socials or at the discretion of the

Waimakariri District Council. The prime purpose of the guard is the protection of the venue and to ensure event times are adhered. The guard may be used for event security as a secondary function where it does not interfere with their prime purpose.

The hirer is responsible for providing the security guard when one is required.

17. BREACH OF CONDITIONS

Any breach of the Conditions of Hire may result in:

• Closure of the function.
• Refusal to accept future bookings.
• Extra charges being incurred.

18. PUBLIC LIABILITY INSURANCE

The hirer is responsible for public liability insurance. Insurance of $1,000,000 is recommended by the Waimakariri District Council. If your group/organisation does not already have its own insurance, the Waimakariri District Council insurance brokers, Jardine Lloyd Thompson, has group facility insurance available at a very competitive rate. Should you wish to utilise this insurance please contact Nicola Frayle at Jardine Lloyd Thompson Ph 0800 111 644.

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