Kerikeri Baptist Church

 TERMS AND CONDITIONS

of hire for facilities at Kerikeri Baptist Church (the Church)

BOOKINGS

1.     Hirer’s Representative

Hirers are required to nominate one person to be their representative and to provide a permanent address, to which all communications may be sent.  The person named will be accepted as being able to bind the hirer without further enquiry.

The Hirer’s Representative is responsible for ensuring the hirer abides by the terms and conditions of the Hire Agreement.

2.     Pencil and Confirmed Bookings

A ‘pencil’ booking by a potential hirer is an unconfirmed booking.

a.     Holding a pencilled booking

We have the right to book any other groups during the time your booking is unconfirmed. If you would like to hold a pencil booking for up to 2 months with the guarantee your time slot will not lapse, then we ask for a $40 deposit within five days from booking.

To obtain confirmation of your booking you must sign the Hire Agreement and return them to the Church with your deposit.  This should be completed no later than one month prior to the date of hire. Alternatively, signed agreements may be scanned and emailed back to the Church office and deposits can be transferred to the KBC Bank account (see front page). Please use the hirer representatives name and reference it as a “booking deposit”.

b.     Unconfirmed Pencilled bookings

If you do not wish to pay a deposit and another potential hirer seeks a booking for the same facility on the same dates as your pencil booking, the Church will request your confirmation within five days. If this is not received, your pencil booking will lapse.

c.      Rescheduled bookings

The hirer may request amendment to the confirmed booking at any time and Church will accommodate the request if possible.  The amendment must be confirmed in writing within two days by signing a replacement Hire Agreement.

d.     Deposits

In some cases, a deposit of 20% may be required. If a deposit is required, an invoice will be emailed to the hirer’s representative and payment should be made within five days.

e.     Confirmed bookings

A booking made within one month of an event will be treated as a request for a confirmed booking and all paper work should be complete within five days from the first contact.

3.     Cancellation

The hirer must notify the Church via email if the event is to be cancelled. 

A 10% fee of the booking costs will be charged and invoiced to the hirers representative if cancellation is made 5 days prior to the first day of booking.

4.     Period of Hire

The hire period is for the dates and times specified on the Hire Agreement.  Please check these carefully to ensure all requirements can be met in this timeframe.

Pack in, set up and pack out time is included in the hire period charge.  Hirer’s equipment may not be stored at the Church beyond the hire period or a charge of $50 per day will be incurred.

5.     Overtime

The Church may apply an additional charge for each additional hour if the facility is not vacated at the time specified in the Hire Agreement.

6.     Nature of the Event

The hirer will disclose the intended nature of the event for which the facility is to be hired and if approved will use it for no other purpose.  The hirer confirms it has the authority to conduct the event and indemnifies the Church from any claims with regard to the material contained in the event.

The Church reserves the right to decline bookings at its sole discretion.

7.     Catering

There is no in-house caterer at the Church. 

A kitchen is available if required for finishing and meal service by external caterers, or for self-service tea and coffee making in association with functions in the auditorium, open foyer or front room.  It must be booked on the Hire Agreement.  All crockery and cutlery are to be provided by the hirer unless otherwise arranged through the Church Administrator. Kitchen and all appliances are to be thoroughly cleaned after use.

8.     Entry to the Premises

The Church will have control over admission of the hirer, any guests, subcontractors and the public and reserves the right, without liability, to refuse entry to and/or to remove any person from the premises for any reason.

9.     Final Numbers

The hirer must advise the Church of the expected number of people who will attend two days prior to the event.

10. Pricing

Charges for hire of the Church facilities are available on application.

11. Subletting

The hirer may not sublet the facility or pass on additional charges for use of the facility without first having the approval in writing of the Church Administrator.

12. Merchandising

Merchandise may be sold with prior approval from the Church Administrator.

EXTRA CHARGES MAY OCCUR FOR THE FOLLOWING

13. Cleaning

The hirer will ensure the premises are kept in a clean and tidy condition. It is the hirers responsibility to leave the areas exactly as found, which includes vacuuming, cleaning the oven if used, arranging tables and chairs how it was found, returning any electrical items or borrowed gear back into its correct location.

All rubbish, food scraps, additional crockery, cutlery and glassware must be removed at the completion of the function. Any rubbish left will be disposed of at the hirers’ expense and added to the final invoice.

Any cleaning required after an event will be on charged to the hirer on final invoice.

14. Hirer’s Property

The Church will take all necessary care to maintain the security of the facility, but will take no responsibility for damage to or loss of property or merchandise left in the Church prior to, during or after the event.

The hirer is responsible for bringing in, setting up and removing of any property or merchandise at the hirer’s expense.

There is no after event storage provided at the Church for hirer’s property.  All property must be packed out promptly inside the time contracted.  Failure to do so will incur a daily charge of $50 (see also Period of Hire).

15. Telephone

The Hirer accepts liability for all call costs/toll-charges incurred by the hirer during their hire of the venue. The Church reserves the right to refuse overseas calls.

16. Wiring/Cabling

Any electrical, gas, plumbing or sound, lighting or communication wiring works required by a hirer shall require prior approval. If approved, any work must be carried out by contractors authorized by the Church in writing at the hirer’s expense.

17. Technical Assistance

The auditorium has a sound system available for use by qualified personnel only.  The Church has in-house technical support – charges on application. 

It is recommended that hirers wishing to avail themselves of these services give as much advance notice as possible.  There is a minimum charge of one hour for this service.

18. Damages and Insurance

If any damage occurs to any part of the Church property during the hirer’s event, caused by the hirer, the hirer’s guests, invitees or subcontractors, the hirer will be charged for repair or replacement.

The cost of damage, breakage or pilferage will be charged on the invoice for the event.

THE PREMISES

19. Noise Levels

Noise control may be subject to the provisions of the Far North District Plan and the Resource Management Act.

It is the hirer’s responsibility to ensure permissible sound levels are not exceeded.  A copy of noise control regulations is available on application to the Church office.

20. Smoking

There is to be no smoking in any part of the Church property.

21. Alcohol and Drugs

No alcoholic beverages, un-prescribed narcotics or illegal substances may be consumed in the venue at any time.

22. Animals

Guide Dogs accepted. No other animals are permitted on the premises unless prior arrangement has been made with the Church Administrator.

23. Fixtures, Fittings and Equipment

The hirer will not remove any fixtures from any part of the facility.  If alterations are desired for an event, please discuss this with the Church Administrator.  No furniture may be taken outside the building.

No fixtures or fittings are to be installed directly into the walls, doors, floors and frames of the venues or adhesive tape used on any wall surface.  No equipment belonging to the Church is to be removed from the venue.

Pianos may only be used if prior arrangements have been made and may not be moved except by arrangement with the Church.  Please talk to the Church Administrator about your requirements.

HEALTH AND SAFETY

24. Health and Safety

All work carried out within the Church must be in accordance with Health and Safety regulations and must be supervised by competent persons.

The Church operates a health and safety policy to ensure the safe operation of the premises.  The Church requires all hirers and their agents to ensure their own safety and the safety of others.  In the event that any hirer believes there is any aspect of the premises that is unsafe or likely to create a danger, the hirer is to immediately notify the Church Administrator.

25. Fire Regulations

If the fire alarm is activated due to misuse by the hirer, the hirer will be liable for any costs incurred.

26. Emergency Procedures and Egress

The Police and Fire Service shall at all times have the right of entry to any part of the facility and all hirers shall at all times comply with directions issued by those/that person(s).

The hirer shall ensure all exits and approaches to exits provided in the facility are kept clear of any furniture, equipment and materials.  The hirer will ensure that set ups do not block alarms, smoke detectors or hose reels at any time.

27. Evacuation

The common meeting point, should you need to evacuate the building, is the front car park and foot path area. Do not impede emergency vehicles or personnel by gathering near doors and fire exits. Re-admittance, if practicable, will be allowed only through front doors.

The venue fire safety evacuation scheme is appended to this document.  During your period of hire of our venue, you will be required to appoint warden(s) and to observe the regulation requirements.

28. Security

Security Officers and the Church staff shall at all times have the right of access to all facilities, and all users of the facility are to comply with their directions.

The hirer will ensure that when outside doors and windows are open they are not left unattended and that they are locked before leaving.

After normal office hours access to the facility will be given to the hirer by a Church representative.  Please discuss your requirements with staff of the Church.  You must advise them of your predetermined times of entry and departure no later than two weeks prior to the event.

Failure to switch off lights and heaters and to secure all exterior doors and windows in the areas used, will incur a penalty of $100.  Failure to return keys will incur a charge of $100.

29. Force Majeure

In the event that the Church or the Hirer is unable to perform or discharge their respective obligations under this Agreement by reason of any fire, flood, earthquake or similar catastrophic event, outbreak of state of emergency, Act of God, warlike hostilities, an Act of Parliament, regulation or direction or any strike or industrial action or epidemic (together “Force Majeure Event”) which is beyond the reasonable control of the party affected, then the parties’ respective rights and obligations shall be suspended and each of the parties shall be relieved of their respective obligations during the Force Majeure Event, provided always that the dates and times for the Event and Hire Period shall not be varied or extended as a result of such Force Majeure Event, except with the written agreement of both parties.