Contract for Hire Kaikohe Memorial Hall Memorial Avenue Kaikohe Please read the conditions for hire overleaf and the enclosed fire evacuation procedures roles and responsibilities, complete all details below, sign and return to Far North District Council, Private Bag 752, Kaikohe 0440 or deliver to Reception at Council Offices, Memorial Avenue, Kaikohe. Hirer details Contact Name (Person responsible): Company Name: E-Mail Address: Group (Private, Non Profit, Commercial): Activity Type: e.g.: wedding, meeting Booking details Date(s) from: Time(s) from: * please ensure all dates and times include set up, pack down and clean up Booking Facilities (please tick appropriate box(es): Phone Number: Mobile Phone: Address details: Number of Attendees: Main Hall, Supper Room and Kitchen BBQ / Spit Main Hall Authorised by FNDC (sign):... Supper Room and Kitchen * Please note some facilities may be shared in the event of two or more functions at the same time. This would usually involve the kitchen, foyer and toilet areas. Special conditions: Please note: Car park at the rear of the hall is to be utilised by hall users. Privacy / noise issues between rooms. Upon completion of this application the undersigned will be held responsible for the duration of this booking. Privacy / noise issues with local residents. Alcohol is not permitted in the venue unless agreed by Council upon sighting Special Liquor Licence. If applicable, a Special Liquor License for the event must be displayed at all times during the event. No pyrotechnics or explosives (fireworks) to be used in the hall at any time, no smoking, no open fires, no naked flames or candles. Spit and BBQ to be used outside only and the hirer must obtain written consent from FNDC. These premises are protected by manual fire alarms. If activated the fire service will have to be called before they attend. Dial 111. This may result in a fine to the hirer of up to $1500. All amendments and cancellations to bookings must be confirmed at least 5 working days before the actual booking or will be subject to cancellation fees. Booking charges Hire Fee (as per schedule) $ Bond (Required upon receipt of completed application) $ Special Liquor License applied for (if required) To: To: Yes / No Declaration: I hereby certify that I have read and accept the conditions to the hire of the Kaikohe Memorial Hall and that I am over 18 years of age. Signature of Applicant:... Date:.. Office use only: DEBTOR #: RECEIPT #: HIRE: $... BOND: $. OTHER:.. Payment details: ONE OFF MONTHLY OTHER:. KEY RECEIVED
Conditions of Hire Kaikohe Memorial Hall HIRE CONTRACT The hirer s contract must be signed by a person 18 years of age and over and returned to the Kaikohe Service Centre at least 7 days before the function date with the applicable fee. HIRE CHARGES AND PAYMENTS Fees are payable by cash, cheque or credit card in advance to the Far North District Council Reception. A Bond is applicable upon acceptance of the completed Contract for Hire Application being received 15 working days prior to the event. If charges are not paid by the due date, Far North District Council reserves the right to cancel the booking(s). Refund of bond will be made when the Care taker confirms there are no breakages, shortages, damages or excessive cleaning required. BONDS A refundable bond is required for all bookings this will be receipted at the Front Counter of Far North District Councils Reception upon acceptance of the completed Contract for Hire Application. Bond payment is deposited into an appropriate Far North District Council bank account. Refunds will be made payable to the customer named on the Contract for Hire application. Verification of bank account name and number is required for this process. Deductions from the bond will occur if: Venue, equipment or fittings are damaged incurring extra charges Extra cleaning is required You enter into or remain within the venue outside the booked period Rubbish is left inside and/or outside the venue Any other breach of these conditions has occurred, resulting in call out charges or other costs to Far North District Council Otherwise the bond will be returned in full within 15 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. CANCELLATION Far North District Council reserves the right to charge a cancellation fees if a hirer cancels a booking once the booking has been confirmed. This includes bookings cancelled and rebooked for different day, time or venue. Refunds as a result of a cancellation if applicable will be returned within 15 working days of the date of accepting the cancellation. RIGHT OF REFUSAL TO HIRE Far North District Council may, at its discretion, refuse any application for hire and may cancel any booking without assigning a reason. In each case all monies paid will be returned in full. ACCESS TO VENUES Hirers will gain access to the Hall via the Care Taker (after hours) or Reception at Far North District Council Kaikohe between 8:00am - 5:00pm Monday Friday (except on public holidays). Far North District Council will not issue key(s) as the Memorial Hall Caretaker will open the Hall at the appropriate time. CLEANING AND RUBBISH REMOVAL Hirers are responsible for removing all rubbish from the venue after their hire. This includes removal from car park and adjacent grounds. Hirers are responsible for cleaning the venue and this must be completed within the booked period Basic floor cleaning equipment is provided, other cleaning material to be provided by hirer Hirers must supply dishwashing materials and tea towels Chairs and tables must be cleaned and returned to their original location Chairs to be in stacks of 10 with chair front facing the wall 5 tables per trolley with table legs facing outward NOISE Noise from amplifiers and loudspeakers must be kept to a moderate level at all times. Failure to comply with this condition may result in the early closure of your function or confiscation of equipment. HOURS OF USE 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. PROHIBITED X No smoking or chewing gum inside the Hall. X No decorations or scenery may be attached to, or hung from any part of, the venue without prior approval. X No pyrotechnics or explosive (fireworks) to be used in the hall at any time. X No open fires, naked flames (this includes candles and kerosene lamps), BBQs or spits are to be used outside the Hall prior consent to be given by Far North District Council. If a fire alarm is set off by the user of these items then a charge will be incurred. X Pianos are not to be moved without the prior consent of Far North District Council or a charge may be incurred. SECURITY The hirer is responsible for securing the facility upon completion of the function. Please ensure: All lights, heaters, stoves and electrical appliances are turned off Windows and doors are closed and locked The cost and requisition of a security guard will be incurred by the hirer. LIQUOR LICENCE No liquor is to be sold, supplied or consumed without a Special Licence from the Liquor Licensing Agency (Ph 09 401 5200 or 0800 920 029). Application forms are available on request and applications must be made at least 25 working days before the function date. This includes a 20 day statutory waiting period under the Sale of Liquor Act 1989. The licence must be displayed on the premises throughout the duration of the function. Failure to comply may result in a fine of $20,000 and/or closure of your function. LOSS OR DAMAGE Far North District Council accepts no responsibility for loss or damage to any property of the hirer or any guest or invitee s 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. SUPERVISION OF CHILDREN Venues are not designed for childcare purposes and there may be potential hazards present. Please ensure all children are supervised at all times, including in bathrooms and surrounding areas. FIRE SAFETY Every hirer is required to be familiar with the procedure for evacuation of the facility in case of fire, and for following instructions of the appointed Fire Warden. The appointed Fire Warden must ensure that all means of egress are checked twice during the hire period once on entering the facility, and once during the course of the function. In case of fire, evacuate the facility IMMEDIATELY then notify the Fire Brigade by phoning 111. BREACH OF CONDITIONS Any breach of these conditions may result in: Forfeit of all or part of the bond Closure of the function Refusal to accept future bookings Extra charges being incurred by the hirer NO RELATIONSHIP OF LANDLORD OR TENANT ARISES BETWEEN FAR NORTH DISTRICT COUNCIL AND THE HIRER. IF YOU HAVE ANY PROBLEMS DURING YOUR HIRE PERIOD PHONE: 09 401 5200 or 0800 920-029 (Far North Landlines only)
Emergency Evacuation Wardens Building Street Address Emergency Contact Kaikohe Memorial Hall Memorial Avenue Kaikohe Mike Colebrook 0800 920029 or 09 4015200 Appointment of Head Warden and Floor Wardens The hirer of the hall is appointed as Head Warden. It is the hirer s responsibility to appoint Floor Wardens: i) Head Warden name Name Organistation ii) Floor Wardens names Name Area Please Note All Wardens must be appointed prior to Hall Hire All Wardens must be familiar with the areas they are responsible for A trial evacuation may take place during any time that this hall is in use Important Head Warden and Floor Wardens must identify themselves prior and during any event you must display a Head Wardens Jerkin and Floor Warden Sash s
Floor Warden Appointment Information As part the hire contract the Hirer/Head Warden will appoint 1-5 Floor Wardens (depending on the expected number of people and the area used in the hall.) The Appointment of Head and Floor Wardens form must be filled in and a copy presented to Council prior to use of the hall. - Supper Room only o Head Warden plus 1 Floor Warden - Supper Room and Kitchen - o Head Warden plus 1 Floor Warden - Main Hall only o Head Warden plus 1-3 Floor Warden - Main Hall, Supper Room and Kitchen o Head Warden plus 2-3 Floor Wardens - Main Hall, Supper Room and Kitchen Stage and Dressing Rooms o Head Warden plus 3-5 Floor Wardens A Fire Safety Induction with the Hall Custodian or Council Staff will take place prior to the event A Head Wardens Jerkin will be supplied along with the relevant number of Floor Wardens sashes. After the Function/Event the Hirer will leave and the Warden vests and sashes at the hall.
FIRE WARDEN DUTIES Head Warden Duties As part of setting up for, and during the function/event, the Head Warden will ensure that the means of escape from fire for the building is kept free from obstacles, the exit doors are not locked or barred, that the smoke control/fire-stop doors are not wedged open and that stairwells and passageway off stage areas are not used for storage or accumulation of waste. Ensure a mobile phone is available for emergency purposes (there is no phone in the hall). In the event of a fire alarm sounding the Head Warden will: Uplift and don the Head Warden Jerkin Direct Floor Wardens to commence evacuation starting with those in immediate danger Turn off all music or noise that is part of the function/event. Call 111 or confirm that 111 call to the Fire Service has been made Proceed to front of the building and await Fire Service Receive evacuation area status reports from appointed Floor Wardens Upon arrival of the Fire Service the Head Warden will:- Inform Officer in Charge of the status of the evacuation and the location of anybody remaining in the building Await All Clear from the Fire Service from a safe distance Give All Clear to Floor Wardens at the Assembly Point. Inform Council of the Fire Evacuation call 0800 920 029 to advise. After the Function/Event the Hirer will Leave and the Wardens vests and sashes at the hall. Floor Wardens Duties Floor Wardens begin immediate evacuation of the hall, supper room, kitchen, stage, dressing rooms and toilets to the Assembly Point in Memorial Park. Floor Wardens must make sure the area they are responsible for is clear. Floor Wardens are last to leave their area. Floor Wardens leave the building ensuring the Fire Doors are closed but not locked Floor Wardens report status of area evacuation to Head Warden once outside of the building Go to the Assembly Point Keep everyone at the Assembly Point until the All Clear is given by the Head Warden. Self Test for Wardens 1 What do I do if I see flames or smell smoke 2 Where is the nearest fire alarm call point 3 Who calls the Fire Service when the Fire Alarm sounds (dial 111) 4 Where is the nearest fire extinguisher what type is it? What type of fire will it extinguish? 5 Do I know how to operate the buildings fire extinguishers? 6 Do I know where the place of safety outside is located? 7 Who is the Head Warden and how many other Floor Wardens do we have? 8 What area am I responsible for during an evacuation? 9 Where do I meet the Head Warden during a fire evacuation?