Bookings FAQ

Bookings FAQ

Do I need to phone the council to make my booking?

You can make most bookings yourself online.  If you are having trouble making a booking, please contact us on 0800 965 468.

Do I need to phone the council to check availability of the venue?

The online booking system will show you the current availability of the venue.

Can I get help with my online booking?

Most standard bookings will be easy to complete but there may be something that you are unsure about.  Please call us on 0800 965 468 if you have any questions on how to complete your booking.

My Community or Sports Group wants different members to make bookings, how can we do this?

Just ensure all of your group has access to a shared email address and are aware of the login details that you use.

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Age Limit - Is there an age limit for who can book?

You must be 21 or over to book a council facility.

Alcohol - Are we allowed alcohol in a Council facility?

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.

Barbeque - Can I use a BBQ in a council facility?

Reserve- A barbeque may be allowed in a council reserve.  You will need to complete an approved reserve booking application.  A Health and Safety Plan will be required.

Venue-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.

Bouncy Castle - Can I have a bouncy castle in a council venue?

This is dependent upon the venue and the size/set up of the bouncy castle.  Reference the bouncy castle in your booking application and Health and Safety Plan.   You may choose to call 0800 965 468 and ask us more about this.

Cancellation - Can I cancel my booking after I have confirmed or paid for it?

Yes, you can cancel your booking with 10 days written notice via your online booking login or via email to office@wmk.govt.nz

Childs Party - Can I hold a child’s birthday party in a council venue?

Yes.  Childrens parties are accepted in most council venues.  An approved Health and Safety Plan will be required.  We don’t allow parties for 16-21 year olds.

Cleaning

Hirers are responsible for the cleaning of the venue.

Hirers must supply their own dishwashing liquid, tea towels and supplies.

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.

Damage - What if I/we damage the facility?

Any damage to the building, reserve, 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.  Public liability insurance is recommended.

Decorations - Are there restrictions on decorating the venue?

No decoration or scenery may be attached to or hung from the venue without prior written permission from the Waimakariri District Council.   No use of confetti or glitter allowed.

Early entry - Can I go in to set up before my booking time?

Ensure your booking time includes set up.  The venue is only available for the confirmed times on your booking.

Food stalls - Are there special requirements for food stalls?

Yes, If you are selling food please note, all food stall operators selling food must comply with the Food Act 2014 and hold a current certificate of registration issued either by the Ministry for Primary Industries or a Local Council. Please contact the Waimakariri District Council Environmental Services Unit for further information. 0800 965 468.

Finish - How late can I be in the venue?

Most Waimakariri District Council venues have a finishing time of 10pm.  Some venues allow for evening functions, 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. Cleaning may be carried out after these hours, if required.  No overnight bookings are taken.

Fire Warden - Do I have to nominate a safety officer/fire warden for a venue booking?

Yes, it needs to be someone that has agreed to and accepted the Emergency Evacuation Procedures and be at the venue for the duration of the booking. It can be the same person that is making the booking.

Gazebos - Can I put up a gazebo in a council reserve?

Some reserves have power lines, or irrigation running underground and may require sand bags to be used rather than pegs in the ground. Gazebo use needs to be referenced in your reserve booking and Health and Safety Plan.

Guaranteed use - Once I have booked and paid, am I guaranteed use of the facility?

In most cases yes.  Council have an Indemnity and Cancellation option- The organisers shall absolve the Waimakariri District Council from any liability relating to the booking of the venue area. Waimakariri District Council reserves the right to cancel the booking if any unforeseen circumstances arise after the booking has been confirmed. Also there may be times when a booking such as a weekend community event or national show will take precedence over recurring bookings.  In these instances, you will be contacted as soon as possible to adjust your plans.

Health and Safety Plan - Do I need one?

A certain level of Health and Safety Plan is required. In some cases it may just be an understanding of the evacuation process right through to a full plan for a public event.  As you make your online booking and answer the questions provided, an appropriate Health and Safety Plan requirement will generate, you will just need to follow the steps as they come up.

Helicopter - Can I land a Helicopter in a council reserve?

Yes, you will need to complete an approved reserve booking application.  Any and all clearances, instructions and limitations imposed by Christchurch Air Traffic Services shall be strictly observed. The helicopter landing site shall be suitably marked, i.e. roped or fenced, including signs as necessary with personnel available to ensure no member of the public strays onto the site during take off or landing. A Health and Safety Plan will be required.

Insurance - Do I need 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 Group Facility Insurance available at very competitive rates. Should you wish to utilise this facility please contact Nicola Frayle at Jardine Lloyd Thompson ph (03) 366 4866.

Key - How and Where do I collect the keys?

Key collection can be done within opening hours on the business day before your booking begins.

* Council is not open on public holidays so please ensure you collect your key beforehand.

* You can set an alert reminder on your online booking to ensure you remember to get your key.

Key collection will be from the service centre nearest to the facility you are using.  Please call 0800 965 468 if you want to check which service centre you can collect your key from.

Rangiora Service Centre 215 High Street Rangiora Opening hours: Monday to Friday 8.30 am to 5 pm

Ruataniwha Kaiapoi Civic Centre, 176 Williams Street, Kaiapoi Opening hours: Monday to Friday

9 am to 5 pm

Oxford Service Centre 34 Main Street, Oxford Opening hours: Monday to Friday 9 am to 5 pm

Key - Recurring bookings, do I have to collect a key each time?

For recurring bookings more than twice per month, a key can be signed out for the booking duration.  Keys are required to be returned at the conclusion of your recurring bookings.

Key - Return. Is there a way to return the key outside business hours?

Rangiora Service Centre- Drop box at either entrance door-please leave your details with the key and ensure it still has the council identifying key ring attached.

Oxford Service Centre- Drop box marked as Mail-just along from library book drop box.

Kaiapoi Service Centre-No drop box facility available.

Marquee or Tent - Can I use these in a council reserve?

Any tent or marquee over 100 metres square will require a building consent permit. Please call the council Building Unit on 0800 965 468 to confirm.

Before erecting any tent or marquee on any park or reserve, the location must be confirmed by the Waimakariri District Council Greenspace Unit.

Some reserves have power lines, or irrigation running underground and may require sand bags to be used rather than pegs in the ground. Any use of pegs in the ground needs to be referenced in your reserve booking application and Health and Safety Plan.

Maximum - Is there a maximum amount of hours that I can book?

Yes, 16 hours per week at any one venue.  If you wish to use it for longer than this period of time please send details to office@wmk.govt.nz for consideration.

Noise - What are the limitations on noise for council facilities?

Reserves-The emission of noise should not exceed a reasonable level. Please direct the speakers towards the audience and the volume of any music should be appropriate to the number of people attending.

Information on noise emission can be obtained from the Waimakariri District Council Environmental Services Unit.

Venues- Generally where noise is generated in a council venue, the doors are to remain closed to ensure nearby residents are not disturbed.

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.

Payment - How can I pay for my Booking?

You can pay as soon as your booking details are confirmed.  Payment is accepted on the online booking system via Debit card and Credit card.  You can also make a counter payment at council service centres.  Monthly invoicing is available to business and regular hirers with an accepted debtor application.

*Credit card payment not currently available at council service centres.  You can pay via debit card, eftpos, cheque and cash.

Payment - Where can I pay for my booking?

If you want to make payment at the counter rather than online, you can visit any of the following council service centres- Please call 0800 965 468 if you want to check which service centre you can collect your key from.

Rangiora Service Centre 215 High Street Rangiora Opening hours: Monday to Friday 8.30 am to 5 pm

Ruataniwha Kaiapoi Civic Centre, 176 Williams Street, Kaiapoi Opening hours: Monday to Friday

9 am to 5 pm

Oxford service Centre 34 Main Street, Oxford Opening hours: Monday to Friday 9 am to 5 pm

You can pay as soon as your booking details are approved and confirmed.

*Credit card payment not currently available at council service centres.  You can pay via debit card, eftpos, cheque and cash.

Payment - If I have multiple bookings can I pay all at once?

Yes, if they are in the same venue.  If your bookings are in separate venues and you are paying online via invoicing you can pay all at once, please also send remittance details to finance@wmk.govt.nz so each payment can be allocated correctly. If you are paying at a council service centre you can also make one payment.

Photos - Do you have photos and a floorplan of the venue?

Yes, photos and floorplans are shown in the online booking system.

Refund - Will I get a refund if I don’t use the facility?

Yes, if you cancel your booking with at least 10 days written notice via your online booking login.

Where possible the refund will be processed automatically via the system. However, your refund will need to be processed manually if you paid in person (i.e., cash, cheque or Eftpos at one of our Service Centres) or you have made multiple credit/debit card transactions against your booking (even if it was with the same card).   For manual refunds, once Council has received all the necessary information your refund will be processed within 5-10 working days.

Reserve - If I book a reserve can anyone else use it?

The public cannot be excluded from a reserve, even though an area of reserve has been booked for your activity. Public access must be available, if required. This is aside from ticketed events.

Rubbish - Are there rubbish bins at the facility?

Any rubbish that has occurred from your hire of the facility is to be removed. The venue or reserve  should be clear of any rubbish from your event, at the end of your hire period.

For large events, 240ltr rubbish bins can be requested through the council for $20 each per day, or alternatively you may source your own.

Security - Do I need it and what are my responsibilities?

You are responsible for providing the security guard/s when required, this may be required as a part of your Health and Safety Plan for functions involving alcohol, night time socials or at the discretion of the Waimakariri District Council. The prime purpose of the guard/s is the protection of the venue and to ensure event times are adhered to. The guard/s may be used for event security as a secondary function where it does not interfere with their prime purpose.

You are 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).

Smoking - Do you allow smoking?

No smoking in the council venues.

Smoke Machine - Can I use a smoke machine for my booking?

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.

View - Can I visit the venue before I book it?

Yes, please call 0800 965 468 to arrange this.