Ruataniwha Kaiapoi Civic Centre

Ruataniwha Kaiapoi Civic Centre has two meeting rooms available for use. These rooms can only be booked for meetings.

Kaiapoi-meeting-room Meeting-room-3-KaiapoiMeeting-room-2-Kaiapoi



 

 

 

Rooms/capacity

There are two meeting rooms available, these rooms are adjoining but can be booked separately as have separate access. Please note that there is no sound proofing between rooms.

Room capacity:

  • Meeting room one holds 35
  • Meeting room two holds 14
  • Capacity if both rooms are booked 49

Equipment and facilities available

  • Tables and chairs
  • Projector in meeting room 1
  • TV in meeting room 2
  • electronic whiteboard
  • free wifi
  • Disabled access and toilets
  • Car park
  • Laptop in meeting room 1
  • 20 litre urn (for large groups only)
  • Cups/saucers/water jugs

Fees and charges

Meeting room 1 – this room has a minimum hire period of 2 hours

  • Commercial users per hour - $28.75
  • Tutor Rate per hour - $20.00
  • All other users per hour - $20.00

Meeting room 2

  • Commercial users per hour - $20.00
  • Tutor Rate per hour - $20.00
  • All other users per hour - $20.00

If booking both Meeting room 1 and 2 together

  • Commercial users per hour - $48.75
  • Tutor Rate per hour - $40.00
  • All other users per hour - $40.00

Fees updated 1 July 2018 and include GST.

How to book

To book contact the Kaiapoi Service Centre - phone: 03 375 5008, or fill out the booking form (pdf, 149.3 KB).

Conditions of hire

ACCESS TO VENUE

If booking is for between 9am and 5pm Monday – Friday, the hirer will be required to collect a swipe card from the Kaiapoi Service Centre in the Ruataniwha Kaiapoi Civic Centre on the day of the hire. If booking is for Monday – Friday after 5pm the person arranging the booking will need to collect a swipe card before 5pm. If the booking is on the weekend the swipe card will need to be collected before 5pm on Friday. There will be a charge of $20.00 if the swipe card is not returned on the next business day or as otherwise arranged, or if the swipe card is damaged or lost.

RIGHT OF ENTRY

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

HIRE CHARGES

  • All hire charges and other fees paid for the use of the venue shall be paid in advance.
  • The Council reserves the right to cancel the booking if any unforeseen circumstances arise after the booking has been confirmed.

BREACH OF CONDITIONS

Any breach of these conditions may result in:

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

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 a booking is confirmed. Waimakariri District Council has the right to levy the full rental costs for meeting rooms cancelled less than 10 days prior to the event.

Confirmed bookings inside library hours may not be extended to run past 5pm Monday-Friday without prior agreement and payment.

HEALTH AND SAFETY IN EMPLOYMENT ACT 1992

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.
  • Ask for help if you do not understand these responsibilities.

ADDITIONAL HEALTH AND SAFETY

  • There is an Automated External Defibrillator (AED) located in the car park entrance foyer on the Ground Floor.

CLEANING AND RUBBISH REMOVAL

  • Hirers are responsible for the cleaning of the venue including any crockery used.
  • Hirers must utilise the dishwasher.
  • Chairs and tables must be wiped down and returned to the original location.
  • The cleaning of the room must be completed at the end of the event, unless prior arrangements have been made.
  • Hirers must remove all rubbish including cardboard catering boxes from the venue after their hire.

FIRE/ EVACUATION RESPONSIBILITIES

Every hirer is required to be familiar with the Emergency Evacuation Procedures. 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.

In the event of a power cut, emergency lighting will turn on.

All doors in and out of the building will automatically open. Doors need to be guarded to ensure that there is no re-entry to the building.

When the venue is safely evacuated, contact the Waimakariri District Council on 0800 965 468.

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 hire. Identification may be requested.

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.

CONCLUSION OF ACTIVITIES

If the meeting room is hired for an evening function Monday-Friday, activities must cease no later than 10pm.

ALCOHOL

The hirer must specify and request permission for the consumption of alcohol at the time of making the booking.

PROHIBITED

  • No smoking in the venue.
  • No chewing gum in the venue.
  • If a fire alarm or building alarm is set off by the user, a charge will be incurred.

NOISE

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

DAMAGE TO THE MEETING ROOM OR FIXTURES

Any damage to the meeting room or fixtures or breakages must be notified immediately to the Council by the hirer (by advising the Service Centre in the Ruataniwha Kaiapoi Civic Centre or phoning 03 311 8900 if after hours). 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 lights, heaters, oven, urn and any other electrical appliances are turned off.
  • Doors are closed and locked.(Windows are electronically controlled by the Building Management System)
  • Toilets are checked for patrons
  • Lifts are checked for patrons
  • Alarm is set (where applicable, if booking is after 5pm Monday-Friday.)

ALARM

  • If the alarm is accidentally activated call Code 9 on 03 374 3424

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 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 and key collection

A swipe card to gain access to the meeting rooms can be collected from the Service Centre at 176 Williams Street Kaiapoi.

Payment can be made by cash, cheque or eftpos. Organisations may request to be invoiced.