CONDITIONS OF HIRE


The following are conditions and responsibilities for individuals and groups hiring rooms for functions in the Havelock North Function Centre.

IN CASE OF EMERGENCY:
  • Note where fire exits, alarms, fire extinguishers are placed and make those in your group aware of these. If you are the sole occupants of the room or building you responsible for evacuating your guests.

ACCESS TO BUILDING:
  • Normal opening hours are: 9am-5pm Monday to Friday
  • Arrangements need to be made for a Key and Security code if hiring out of these hours. Key and Code to be collected from the Centre before 5.00pm on the day of the booking (unless prior arrangements made) and returned to the After Hours Book Return at the Havelock North Library or directly to Centre staff the following day.

SMOKE-FREE ZONE:
  • No smoking is permitted in or within 30metres of the Centre

USE OF SMALL KITCHEN:
  • Available by prior arrangement for small groups- tea/coffee making facilities only.
  • Own tea, coffee, milk etc. to be provided unless otherwise arranged with Staff or resident caterer.
  • All boxes, bottles, food scraps must be removed from the premises.
  • Kitchen to be left clean and tidy.

EXTRA EQUIPMENT:
  • White board, Data Projector, Wifi, Flipcharts, Sound system/microphones, Divider screens, Lecterns, Ladders, Wheelchair – use of these to be arranged at time of booking. There is an additional fee for some of this equipment.

POSTERS ON WALLS:
  • Please check with management before attaching pictures/posters etc to walls.

PLEASE LEAVE ROOMS CLEAN AND TIDY:
  • Set up and put away own chairs, tables etc. Allow time for this when making bookings. This can be done for you at an additional cost.
  • Other than Foyer, entranceway and toilets, access is not permitted to other rooms unless these have been hired or other arrangements made with Managers.
  • Displays, tables, stands etc are not permitted in the Foyer unless arrangements are made at time of booking. (Ensure the room booked is suitable for such displays, serving of tea/coffee etc.)
  • All heating, lights, electrical equipment, air conditioning to be turned off/unplugged before exiting the building.
  • Close and lock all windows and external doors. Lower and close venetian blinds after evening functions.
  • Any malfunction of equipment to be reported as soon as possible.
  • Any damage to equipment, fittings, furnishings to be reported. There will be an additional charge for damage.
  • Removal of stains from carpet resulting from food or liquid spills or other materials will be charged to the hirer. Cleaning of carpet other than vacuuming is to be discussed with management before undertaking same.
  • All rubbish must be removed from the premises.
  • When leaving Centre after hours check there is no one else in building before locking doors and setting alarm. All lights, air con etc to be turned off. All doors locked.
  • Please ask us first if in doubt about anything!

BOOKING REQUIREMENTS
  • No deposit is usually required but may be requested
  • The nature of the activities to take place during the proposed booking, and the number likely to attend, must be advised.
  • A booking will not be accepted if it is considered that it may cause a clash with, or disturbance for, other users of the Centre or the surrounding neighbourhood, or possible damage to the Centre building, facilities or grounds.

CANCELLATION POLICY:


  • No cancellation fee is charged. Hirers are asked that cancellations be advised as early as possible.
  • No deposit is usually requested.
  • The Havelock North Community Centre Trust reserves and shall have the right, in its sole discretion to:
  1. Decline to accept bookings without being obliged to provide any explanation for such a refusal, and
  2. Cancel any accepted booking without being obliged to provide any explanation for doing so.

CONTACT US:


Havelock North Function Centre
Phone: 06 877 3470
PO Box 8719
Havelock North 4157
Email: office@hnfc.org.nz

AGREEMENT FORM – HIRE CONDITIONS

* ALL FIELDS ARE REQUIRED