Facility Hire Terms and Conditions

Conditions of hire

The following Conditions of Hire apply to all bookings at Shannon Memorial Hall, Holben Pavilion and the Horowhenua District Council – Civic Areas. Please read this thoroughly as understanding and agreement of these conditions constitutes part of the booking acceptance.

If the booking is on behalf of an organisation or group of people please ensure that everyone involved with the event is aware of this information. Note - All Council Facilities are Smoke & Vape Free.

Bookings

• Applications will be treated in order of receipt.
• The Council reserves the right to decline an application.
• Bookings for 18th and 21st birthday parties will not be approved.
• No booking is confirmed until the Hirer receives written notification from Council that the booking is approved and payment of all the fees has been received.
• If the booking is cancelled with less than one weeks' notice, one half of the rental fees paid will be forfeited.
• Unless otherwise agreed with Council full payment is required ten working days prior to the hire.
• The hall must be vacated at the correct time and the building secured.
• The Hirer is to include in their booking time any set-up and pack-up time. Should the event continue after the finish time, then additional hire fees will apply at a prorated rate.
• Permanent bookings shall be subject to arrangement with Council.
• Subletting of the venue in whole or part is prohibited.

Fees

• Fees are payable in advance to the Horowhenua District Council.
• Any booking made will be charged in accordance with the Horowhenua District Council's Community Halls and Centres fees and charges for the relevant Financial Year.
• Council reserves the right to review any fees and charges at any time.
• The cost of any additional cleaning and/or repairs to the facility or its contents identified during the post hire inspection will be invoiced to the Hirer. 

Damage and loss

• The Hirer is solely responsible in respect to any claims arising, or loss, accident, injury or damage to persons sustained in connection with this function.
• Any loss or damage to Council property, furniture, fittings, fixtures, appliances and apparatus in or about the said premises will be charged to you.
• No responsibility will be accepted for any damage to or loss of any property you bring to, or store on the premises.
• Nothing is to be driven into or attached in any way to ceilings, walls, floors, furniture or furnishings without prior permission. No writing, painting or disfigurement is to be applied to any surface inside or outside the facility.

General conditions

• No fabric is to be suspended from any surface without prior written approval from Council.
• No candles or other lighting sources with a naked flame are permitted within the building.
• No form of confetti is to be used in or around the building.
• Floor powder may be used on the dance floor in the Shannon Memorial Main Hall. It must be wet mopped after the event by the Hirer.
• The facility must be left in the same condition as when it was hired.
• All property must be returned to its designated area within the facility on completion of hire.
• The Hirer is responsible for ensuring the maximum occupancy for the venue is not exceeded. The maximum capacity is 100 people for the Holben Pavilion and 250 people for the Shannon Memorial Hall and Horowhenua District Council Civic Areas.

Health and safety

• Fire/emergency exit doors must be kept clear from obstruction at all times.
• The Hirer is responsible for the provision of first aid facilities during the hire period.
• The Hirer needs to be able to provide first aid assistance to anyone injured during the term of the hire and this will be the responsibility of the Hirer.
• The Hirer is responsible for maintaining good order and behaviour in all parts of the premises and grounds in use and will not cause, suffer or permit disorderly conduct or nuisance to arise.
• The Hirer will comply with all laws, regulations, bylaws and rules applicable to the operation of the event and the use of the venue, including taking all practicable steps to ensure that the provisions of the Safety at Work Act 2015 are met at all times.
• The Hirer will be responsible for the behaviour of event participants and for ensuring that activities and persons present adhere to the rules of the facility.
• The Hirer will be responsible for ensuring that the facility is kept secure at all times.
• The Hirer will read and understand the fire and emergency evacuation procedures as posted inside the facility.
• Smoking and vaping are not permitted on the premises.
• The Hirer is nominated as the Fire Warden to act in the event of fire. For a larger group there must be one warden to every 100 people.

Emergency / evacuation procedures

• The Hirer is responsible for the fire safety and evacuation management of the building during the hire period.
• It is important to note that these venues do not have an automatic fire alarm. In the case of a fire or other emergency, a fire alarm call point must be manually activated to sound the alarm and 111 must be called.
• The Hirer and all visitors need to read and be familiar with the evacuation procedures and be able to respond to an emergency and evacuate the building safely.
• The Hirer must:
  • Locate escape routes to assembly points outside the building
  • Locate fire alarm manual call points
  • Ensure 111 Fire is called
• Immediate evacuation of all areas of the building is essential upon discovery of a fire or upon the continuous sounding of the fire alarms.
• Fire/emergency exit doors must be kept clear from obstruction at all times.
• In the event of an emergency, the Hirer (as Fire Warden) may access the vests as well as the Evacuation Scheme, to support the Fire Service on arrival.

Locations of fire hoses/fire extinguishers/alarm switches

• Please see the Means of Escape Plan located throughout the building, for location of this plan and make sure you and the members of your group are familiar with the fire exits.
• Please note that in the event of a fire, the first priority is the safety and evacuation of the occupants from the building.

Permits and consents

• You shall obtain and comply with the provisions and necessary approvals, consents and licences from any person, including the Council, to run the event.
• The Hirer will meet the costs of these.
• This includes music, sound systems and special liquor licences if applicable.
• Where sale of food is undertaken, the Food and Hygiene Regulations must be complied with.

Security

• You must ensure that all heating and lighting is turned off before you leave.
• An additional charge may be made if any heating or lighting is left on.
• It is the Hirer's responsibility to secure all parts of the building after use.

Cleaning and rubbish

• Please ensure that all rubbish is removed from the facility and the outside surrounding area.
• The total area hired must be left clean and tidy at the end of hire. Floors must be mopped and carpets vacuumed if necessary. Cleaning equipment is provided in the cleaning cupboard opposite the kitchen.
• You must remove all personal equipment and belongings immediately after your hire, unless prior approval has been granted in writing by Council.

Cancellations

• The Council reserves the right to cancel any bookings if the facility is required for any purposes of urgent maintenance, national or civic nature. In that event, all fees will be refunded in full and the event will be rescheduled.
• If the booking is cancelled with less than one weeks' notice by the Hirer, one half of the rental fees paid will be forfeited. This includes Public Holidays.
• Late cancellations impact the venues availability for others to book.

Groupings

Group A

Profit-making organisations, businesses, family and club functions, commercial functions, government agencies or charged events, sports club / event fundraising.

Group B

Community rate: Organisations and groups applying for Group B must be an incorporated society, charitable trust, community, voluntary or not-for-profit. If requested by HDC the organisation/group must be able to provide appropriate documentation e.g. a list of committee members. Organisations and groups requesting Group B fees must have a direct link to Horowhenua and the said activity must align with Horowhenua District Council's four Community Wellbeing Goals:

• A Proud Community - where everyone feels valued and respected.
• A Connected Community - where everyone can access the facilities, services and activities they need to experience positive wellbeing.
• A Safer Community - dedicated to injury prevention and safety promotion.
• A Healthy Community - where everyone is ready to learn, with positive values and attitudes.

Where in the view of Horowhenua District Council the public benefit of the activity is seen to clearly outweigh the private benefit, then Group B charges will apply.

Important Note

The Council reserves the right to immediately terminate the hire agreement if these conditions are not complied with. The Hirer may also be prohibited from making future bookings or using the facility.