Te puna hauora o Wairepo
Conditions of Hire
This page details the conditions of hire for users of Victory Community Centre.
General conditions
-
The consumption of alcohol is only permitted with the prior consent of VPS and VCC.
-
Smoking and vaping and illicit drug use are not permitted on the premises or grounds.
-
All safety requirements set out below must be complied with.
-
No open fires, BBQ’s, smoke or fog machines, naked flames or candles can be used during a booking without prior written consent of the Manager.
-
The hire is for the named room(s), tea and coffee making facilities and toilets only. All other rooms are off limits except as a fire escape.
-
The hired facilities must be left clean and tidy. This includes cleaning the oven and washing any crockery, if used. All rubbish must be removed from the venue after hire, including from the carpark and adjacent grounds.
-
No decorations or scenery may be attached to or hung from any part of the venue without prior approval from Manager. Absolutely no glitter or confetti without prior approval.
-
Noise from amplifiers and loudspeakers must be always kept to a moderate level and should not be more than 50 decibels. Failure to comply may cause complaints to Noise Control which may result in the early closure of your function or confiscation of equipment.
-
Care needs to be taken when moving furniture to avoid damage to the floors and walls.
-
Hirers may not enter the hall until the time booked and all functions must end at the completion of the booked period. The booking period must include setting up, dismantling, and cleaning of the venue.
-
The building has an automated alarm system. All activities including cleaning must conclude before the alarm is set. Entering or remaining in the building once the alarm is set may incur call out fees.
-
The hirer is responsible for securing the facility on completion of the function if no one from the centre is present. Please ensure: - all lights, heaters and electrical appliances are turned off - windows and doors are closed and locked.
-
The Centre accepts no responsibility for loss or damage to any property of the hirer or any guest or invitee property which may be brought to the venue, whether within or outside the premises and does not provide any insurance cover for such property, including property left secured in any storage facility which may be provided.
-
All activities and events at the Centre must uphold and reflect the values and kaupapa of Victory Community Centre. The Hirer will ensure their events align with Victory Community Centre’s values by:
-
Recognising Te Tiriti o Waitangi as Aotearoa’s founding document and respecting the authority of mana whenua
-
Honouring people of all cultures, faiths, ethnicities, sexualities, genders, and abilities
-
Creating and maintaining a whānau-centred, mana-enhancing environment that does not cause harm
-
Supporting connection, shared knowledge, and a sense of community purpose
-
Acting in ways that promote the wellbeing of people and care for the environment
-
Demonstrating honesty, openness, and integrity in all activities
-
-
Breach of any of these conditions may result in: - forfeiture of all or part of the bond - closure of the function - refusal to accept future bookings - extra charges being incurred.
Keys
-
The Centre uses a key system. Hirers are given the key(s) upon receipt of the signed contract and hire charge payment. The key(s) are to be only used for the date(s) and time(s) that have been confirmed. The key(s) must be returned within 24 hours of the hirer’s last booking or a charge of $25 will be incurred and either invoiced or deducted from the bond.
Cancellation
-
The Centre, at its discretion, may refuse any application for hire and may cancel any booking without providing a reason. In each case all charges paid will be returned in full.
-
Any cancellation by the hirer later than 7 days prior to the event will forfeit 50% of the bond.
Bond
-
A bond may be charged at the discretion of the Centre.
-
A deduction from the bond, or additional fees will occur if:
-
The venue, equipment or fittings are damaged, or tampered with (this includes the building and fire alarms and associated call-out fees to reset the alarm)
-
extra cleaning is required
-
you enter or remain in the venue outside the booked period,
-
the venue key(s) are not returned by the stated time or
-
rubbish is left inside and/or outside the venue.
-
-
Otherwise, the bond will be returned in full within 30 working days of the date of the function. If additional charges are incurred the refunding of the bond may be delayed. Under no circumstances will the bond be refunded in cash.
Payment
-
Payments will be made as agreed by VCC and the hirer. If no payment arrangement is made, or payment terms agreed, payment shall be due as stated on the invoice, in cash or by direct credit to VCC’s nominated account.
-
Full payment must be received before the start of your booking unless agreed with the Centre.
-
A 50% deposit may be required to secure your booking.
-
Invoices received from Victory Community Centre are due within 14 days of the invoice date.
-
VCC may impose a credit limit at it’s discretion, and alter the credit limit without notice. Where the credit limit is exceeded, VCC reserves the right to refuse to supply further hire, or to cancel existing bookings.
Default and consequence of non-payment
-
If the Customer defaults in payment of any invoice when due, the Customer shall pay all costs and disbursements incurred by VCC in pursuing the debt including legal costs on a solicitor and own Customer basis and VCC’s collection agency costs.
-
Interest on overdue or unpaid invoices shall accrue from the date when payment becomes due, daily until the date payment is received at a rate of 2.5% per calendar month and all interest shall compound monthly before and after any judgement until payment is received in full.
-
VCC at its discretion may suspend or terminate the hire should the Customer, at any time be in breach of any obligation to VCC (including those relating to payment). VCC will not be liable for any loss or damages the Customer has deemed to have suffered because VCC has exercised his rights under this clause.
-
If any account remains overdue after thirty (30) days then an amount of $20.00 or 10.00% of the amount overdue (up to a maximum of $200) whichever is the greater, shall be charged for administration fees and shall become immediately due and payable.
-
Without prejudice to VCC other remedies at law, VCC shall be entitled to cancel all or any part of any supply agreement with the Customer which remains unfilled and all amounts owing to VCC shall, whether or not due for payment, become immediately payable in the event that:
-
(a) any money payable to VCC becomes overdue of payment, or in VCC’s opinion the Customer will be unable to meet his payments as they become due; or
-
(b) the Customer becomes insolvent, convenes a meeting with its creditors or proposes or enters into an arrangement with creditors, or makes an assignment for the benefit of its creditors; or
-
(c) a receiver, liquidator, manager (provisional or otherwise) or similar person is appointed in respect of the Customer or any asset of the Customer.
-
Safety requirements
-
For public events, the hiring group takes responsibility for preparing a health and safety plan in accordance with VCC’s policy.
-
If you are hosting a public event, you must have a qualified First Aid person on-site during time the event is open to the public. First Aid kits are in the kitchen and reception area. There is signage for them.
-
Accident reporting: Hirers must report to the centre any injury that happens during a function on VCC premises. Please provide details when returning the keys. A form will be provided for you to fill out.
-
If a serious accident or injury occurs, or an emergency such as fire, the hirer should first Dial 111 for emergency services then call the Community Coordinator as soon as is reasonable.
-
The Centre requires that the lead volunteer or lead hirer for any public event be police checked to ensure the overall safety of our wider community. Private functions do not require this.
-
A representative from your group must complete the Health and Safety Induction at VCC prior to your event.
Fire warden
-
You must appoint a fire warden for the duration of your hire. The Fire Warden must inform themselves of the location of all fire exits and extinguishers. The Fire Warden must check that the means of exit are clear – once on entering the facility and again during the function. In the event of fire, the fire warden must: - evacuate the facility immediately - dial 111 - be able to account for all people attending the function - on the arrival of the Fire Service, inform them of the evacuation status - ensure that no one enters the building until all clear is given by the Fire Service.
Location of fire extinguishers
-
One in the kitchen by the door to the front of the building and one in the hallway outside the toilets.
Evacuation procedures
-
Dial 111 – a phone is available in the reception office. Address of building: 2 Totara Street, Toi Toi, Nelson.
-
Leave the building promptly. Do not run. Do not linger in passageways or rooms. Do not return until all clear is given
-
Meet in the Assembly area behind the building in the grass playing field of Victory School.
Hazard awareness
-
You must inform the centre of any potential hazards you are bringing on-site. The Centre is responsible to make you aware of any known hazards currently on-site.