Avon Hub Terms & Conditions
Hirer Terms & Conditions 2023
Please ensure you have fully read and understood the following Terms & Conditions.
These are your responsibilities as the hirer when booking a space at the Avon Hub.
Bookings/Fees
• Bookings are for a minimum of 60 minutes then can be booked in ½ hour blocks thereafter.
• The hirer must truthfully and accurately state the type of activity the community facility is being hired for.
• The hirer must only use the facility space they have booked and paid for.
• Set up and pack down time must be allowed for and included in the hire period.
• Eastern Community Sport and Recreation Inc reserves the right to have staff, or their representatives present at the event at any time.
• The hirer shall ensure that all persons have vacated the community facility by the end of the hire period.
• The hirer must adhere to the confirmed hire period. Failure to do so can incur additional charges and possible cancellations of future bookings.
• All fees quoted at the time of making the booking are GST inclusive.
• All regular hirer fees are subject to review at the sole discretion of the Manager.
Additional Charges
Avon Hub reserves the right to invoice the hirer for any additional charges resulting from the hirers use. In addition to the venue hire price paid at the time of the booking, the hirer may also be charged for:
• Leaving the facility in an unsatisfactory standard by not removing equipment and returning to the storage from the hired area.
• Any damage or loss to the community facility including but not limited to facility locks or equipment and furniture caused during the hire period or through any breach of the Terms and Conditions in this Agreement.
• Any theft of Avon Hub property from the facility during the hire period.
• Failure to conclude the facility hire by the agreed time.
• Failure to remove event rubbish from the community facility.
• Failure to secure the community facility after your agreed hire including doors, windows, and fire exits.
• Any cost, losses, or expenses that the Avon Hub incur due to a breach of the Terms and Conditions outlined in this agreement, including but not limited to extra cleaning, rubbish removal, cancellation, or refunds for the next hire due to actions resulting from failure to meet your hirer Terms and Conditions.
• Any Emergency Services call out or fire alarm activation attendance for a non-emergency situation. This also applies to the security alarm if activated outside of the normal hours of hire.
Cancellation of Hire
• The hirer agrees to cancel the booking by either contacting the Manager or alternatively, users for any Pay2Play bookings can arrange a refund voucher online providing this is done before the allocated cancellation timeframe.
• Bookings can be cancelled up to 24 hours prior for casual bookings, regular bookings will need to discuss with the Avon Hub Manager. No refunds will be given but the hire cost can be used for a future booking if prepaid.
• Avon Hub reserves the right to levy full booking costs for confirmed bookings not utilised or cancelled within 24 hours of the event/booking.
• Avon Hub reserves the right to cancel the booking if any unforeseen circumstances arise after the booking has been confirmed.
• Avon Hub reserves the right to cancel any bookings at its sole discretion without liability for any loss or additional costs incurred by the hirer or payment of compensation to any party whatsoever. Fees or charges paid prior to the cancellation of the booking
will be refunded or credited to the hirer.
• Should a request for a booking be made at a time and/or venue that conflicts with another booking, Avon Hub reserves the right to determine which hirer shall be given the use of the venue at its sole discretion.
General Conditions of Use
All hirers must be a legal entity. Avon Hub reserves the right to ask for proof of legal identity. A legal entity is a registered group or individual 18 years and older, who has capacity to:
• Enter into agreements or contracts
• Assume obligations
• Incur and pay debts
• Sue and be sued in his/her own right
• Be accountable for illegal activities
a) The person who makes the booking (or the legal entity’s representative as
notified to the Avon Hub) is required to be present for the
duration of the event.
b) The stated capacity of the community facility must not be exceeded at any time as required to meet national Building Warrant of Fitness standards. It is the hirer’s responsibility to understand the venue’s capacity and ensure it is complied with.
c) All statutory rules, regulations and bylaws in force must be observed and complied with by the hirer.
d) It is the responsibility of the hirer to inspect the community facility at the commencement of their allotted booking time to ensure its condition is safe and fit for the purpose of the hire. Any hazards are required to be immediately reported to the relevant emergency response, and to the Manager on 027 728 3005.
e) It is the hirer’s responsibility to ensure the general public does not have access to the community facility, including toilets, during the hire period.
f) No animals are permitted at the Avon Hub, with the exception of guide dogs for the visually impaired, registered companion animals or official animals of the NZ Police.
g) The hirer must not bring alcohol into the facility.
- h) The hirer is not permitted to allow any illegal activities to take place in or outside the community facility during their hire period.
i) It is the hirer’s responsibility to contact the NZ Police immediately if there are any safety concerns due to disorderly behaviour.
j) Behaviour of the hirer and the attendees of the event must be respectful at all times towards attendees of other events (if any), staff and representatives of any Avon Hub’s engaged contractors. Any behaviour that is intimidating, harassing or harmful can be
reported to the Avon Hub and future bookings of the reported group may be reviewed.
k) Noise levels must be kept to an acceptable level at all times and attendees are to be considerate of other occupants (if any) of the community facility.
l) Notwithstanding any other provision contained in this Agreement, Avon Hub may refuse admission to any person or require any person attending the event to leave the community facility at the sole discretion of any Avon Hub staff or their representative.
m) Nothing in this Agreement creates a landlord-tenant relationship between the parties.
n) All persons accepting this agreement shall be personally bound to abide by all Terms and Conditions contained in this agreement and to fulfil all of the hirer’s obligations under this agreement.
Health & Safety at Work Act 2015
The hirer agrees to:
Accept the responsibility to act as the building warden. Verifying the positions of all exit points and safety equipment. Confirming that doorways/exit points and stairways are clear and unobstructed.
• Being present during the total duration of the hire. Asking for assistance if you do not understand these responsibilities.
Damage
The hirer agrees to:
• Report any damage or heavy wear to equipment by contacting the Manager on 027 728 3005 at the time of your booking.
• Accept the cost incurred by the Avon Hub to make good on any damage or repair caused as a result of your event.
First Aid Kit
The hirer agrees to:
• Make available a first aid kit to service your own group’s needs.
Fire/Evacuation Responsibilities
The hirer agrees to:
• Act as a Fire/Warden during the term of your hire.
• Controlling and supervising facility emergency evacuation procedures.
• Check the position of the yellow ‘Warden’ vest.
Emergency Exit Doors
• Emergency Exit doors are indicated as such at the Avon Hub by a sign.
• Emergency Exit doors are to remain unobstructed at all times.
• Emergency Exit doors are to remain closed at all times unless in an emergency.
• The hirer will ensure that no vehicles are parked in front of, or obstructs in any way the venues Emergency Exit/s.
Telephone
The hirer agrees to:
• Ensure that there is provision of a mobile phone for emergency purposes.
Smoke free Environments Act (1990)
The hirer agrees to:
• Supervising and policing the Avon Hub smoke free policy.
• Smoking is not permitted in any part of the community facility or within five meters of a doorway.
• Smoke generating equipment is not permitted at the Avon Hub.
Flammable materials
• Gas appliances, barbeques, spit roasts, cookers, naked flames (e.g. candles) or flammable liquids that are a safety or fire risk are not permitted at the Avon Hub.
Noise
The hirer agrees to:
• Ensure that your activity/event noise is not excessive or disruptive to
neighbours.
• Comply with any Avon Hub or Noise Control Officers request or instruction.
• Failure to comply with any Avon Hub or Noise Control
requests will result in the Police being called to stop the event.
Cleaning Equipment
• It is the responsibility of the hirer to ensure that the community facility,
including the surrounding grounds, is left in a clean and tidy state ready
for use by the next hirer.
• All rubbish generated from your activity/event including but not limited
to catering materials, food, containers, glassware, boxes etc. is the hirer’s
responsibility to remove from the Avon Hub.
Facility Furniture & Equipment (including chairs)
• Furniture is NOT to be moved between rooms unless otherwise
approved by Avon Hub management. The venue has allocated equipment relating to the capacity and legal occupancy levels. Equipment that has been booked will need to be set up and then packed out back into the Storeroom at the end of the session.
• Furniture is NOT to be stacked/stored in any Emergency Exit point in any
circumstance.
• Avon Hub furniture is not to be used as moving equipment aid for any equipment being bought onto site by the hirer, the hirer is required to supply any additional equipment they may require.
Storage
• There is no storage available at community facilities for hirer’s equipment unless an existing agreement is in place with Avon Hub Manager.
• The Avon Hub reserves the right to request hirers to remove any item remaining at a community facility where circumstances warrant.
• Items belonging to hirers are not to be left on site that impedes the Buildings Warrant of Fitness in any way, if they do, the Avon Hub reserves the right to remove and dispose of said item as they see fit.
• The Avon Hub is not responsible for any loss or damage to any item(s) left in or stored in a community facility by the hirer.
Building Lock Up
• At the conclusion of hire, unless the next hirer is present for their booking, the facility is to be locked up, made secure, with ALL lighting turned off.
• Any cost associated with securing the facility after use due to a hirer not completing their responsibilities can be invoiced back to the hirer.
I…………………………………………………………………………………(name of hirer)
have read and agree to the Terms and Conditions set out in this document.
Signed: ……………………………………………
Date: …………………………
