TOLO Hirage

The following information is provided to users of the venue and acceptance of these terms and conditions is a pre-requisite of using the venue.

• All bookings are done via Heather Reynolds and confirmed in writing/email. Payment must be received prior to date of booking.
• The hirer is responsible for securing the venue upon completion of event.
• All hirers must be 21 or over to book a council facility.
• No alcohol is to be consumed in or on the exterior grounds of the venue unless agreed in advance. The sale of alcohol is not permitted.
• Cancellation – to avoid a cancellation charge, please advise in writing/email no later than 10 days beforehand.
• Hirers are responsible for cleaning the venue after their event and removal of all rubbish.
• Hirers must supply their own tea/coffee/etc.
• Chairs and tables must be returned to their original location and clean.
• Damage – any damage to the building fixtures or breakages must be notified immediately to Heather Reynolds/Alison Badger by the hirer by phone. The hirer is responsible for the full cost of any damage/replacement. The hirer is responsible for public liability insurance
• No decoration may be attached to or hung from the venue without prior written permission. The use of confetti or glitter is not allowed.
• Finish – as the venue is in a residential area, it must be vacated no later than 9pm. Cleaning must be carried out within the hire period. Contravention of an excessive noise direction under section 327 of the Resource Management Act 1991could result in a $500 fine.  Please conduct activities with consideration to neighbours, vacate the site quietly and drive responsibly.
• Fire Warden/Safety Officer. The person making the booking must agree to the Health and Safety information and be at the venue for the duration of the booking. A Health & Safety Plan forms part of the booking form.
• Insurance –.
• Access is by arrangement with Heather Reynolds/Alison Badger.
• The hirer is responsible for

–ensuring that all lights, heaters and any other electrical appliances are turned off and plugs removed where appropriate.

–Everyone is out of the building.

–Windows and doors are closed and locked

–Alarm is set (where appropriate).

• Any vandalism resulting from the failure of any of the above being carried out, the cost of repairs etc. will be the responsibility of the hirer.
• No chewing gum in the venue. No open fires, candles, smoke machines, are to be used inside the venue. If the fire alarm is set off by the user, a charge will be incurred.

Setting Up:   All furniture must be returned to its allotted space at the end of your event.  Cutlery and china and glassware must be returned to the appropriate cupboards washed and dried.  Washing up liquid is by the sink and T-towels on the rail and in the drawer.

• A desktop lectern is available.
• A laptop is available for presentations by prior arrangement.
• Alcohol: If your event includes alcohol, it is your responsibility to obtain a special liquor licence from WBOPDC, in which case we can provide a letter of consent. Please allow ample time for this process to be completed. Applications must be filed a minimum of 20 working days prior to the first event.  The application form can be downloaded from the council website (link)
• Please remove all food waste and take it with you. There is a recycling bin at the back of the building for paper, cardboard, etc. Please leave the premises as you found them.
• As we are a small building surrounded by residential dwellings, you are asked to be considerate regarding noise, both during your event and when leaving.

Closing down and locking up.

• Check all windows closed and rear door locked.
• Ensure the middle door is closed and internal lights are off. There are sensor lights outside the door and on the corner of the building.
• Set the alarm and leave, locking the door. The alarm takes approximately 20 seconds to ‘set’ – please listen until the beeping stops to confirm alarm activated.
• Be sure to return the key to the lockbox. To close the lockbox, enter the code number and raise the front firmly, enter the code number again to close the box completely.