Venue Hire
Terms & Conditions
Bookings
Hirers must nominate one person who is over 21 years of age to sign the Hire Agreement and who will undertake the responsibility for the proper use of the facilities.
Our facilities are available for hire between 6am and 11pm unless otherwise arranged.
Failure to vacate the premises by the agreed time resulting in the security alarm being activated will incur an $80 charge.
The preparation of the area used is the responsibility of the hirer unless otherwise arranged.
Your booking is not confirmed until we receive the signed Hire Agreement form.
Payment and Bond
You will receive a hire invoice to be paid prior to your event or as agreed.
A booking may require a bond. The bond invoice must be paid 7 days prior to your event.
The bond refund will be arranged after the event and is conditional upon the terms and conditions of the hire being met. Damages or cleaning costs may be deducted from the bond.
Cancellation
We prefer to be advised of a cancellation at least one week prior.
If for unforeseen circumstances you need to cancel your booking, we ask that this is done as early as possible. Failure to provide sufficient notice may incur a full hire charge or a partial loss of bond.
Scheduling Conflicts
We reserve the right to book other parts of the building if they are able to be shared appropriately. In certain situations, we reserve the right to refuse or cancel bookings or offer an alternative if the room booked is urgently required for our use.
AV, PA, Lights & Instruments
Audio equipment is only available to those trained in their appropriate use.
Training in equipment use is a paid option.
The alteration of any fastened equipment without specific permission may be seen as tampering and may incur an additional cost to rectify or repair if damaged.
The use of our computer is to be pre-arranged.
Do not assume availability or remove equipment from our premises.
Tables & Chairs
There are approximately 220 chairs. Some trestle and round tables are available on request.
Kitchen
This is a non-commercial kitchen with a large fridge, two ovens and a commercial dishwasher.
Crockery, cutlery supplies, urn and jugs are available for use. A list of quantities is available.
Tea, coffee, and food consumables are your responsibility.
Access & Car Parking
Onsite parking is not available unless arranged prior, and this may be limited to 5 parks only.
Access for residents, businesses and emergency vehicles must be kept clear at all times.
One disability park is available for those with an appropriately displayed sign.
Parking spaces are on Buchan and Harold Sts, with gate access via the Harold street cul-de-sac.
No overnight parking without permission. Colombo Street parking limits must be observed.
The Well Property Trust takes no responsibility for any parking enforcement issues.
Unauthorised Parking on Site
No parking beyond our three rear parks of the back auditorium wall. (Galletly Builders).
Parks shown in the blue area below including those up against The Fitting Room building do not belong to The Well and cannot be used Mon-Sat, 7am-7pm. The park marked below in red and labelled ‘LAWYER’ must be kept clear 24/7 including Sundays.
The 3 parks marked in yellow are leased out Mon-Sat 7am-7pm
Please respect these parking limitations when on site.
Facility Limitations
No food or beverages are permitted in the auditorium without permission.
Furniture and equipment may not be climbed on or over.
The use of the high ladder must be arranged prior to booking.
No smoke machines permitted as they set off the fire alarms. Failure to comply will result in a $300 alarm fee, $1000 Fire Service fee and costs for any damage incurred.
All events/functions are to be alcohol and smoke free including the use of e-cigarettes.
Nothing to be fastened to the walls without permission.
Cleaning and Pack Up
Cleaning may not be required for short timeframe hires or small groups.
Hirer cleaning: vacuuming all areas, removing rubbish and recycling from site.
Kitchen items cleaned and put away, floor and benches to be cleaned.
All rooms used, including bathrooms, are to be left clean and tidy.
Furniture and equipment returned to their original place.
If cleaning is deemed insufficient, a charge for this may apply.
Vacuum and cleaning supplies are available in the auditorium back cupboard.
Access and Lock Up
You are required to book access and lock up for your event where our staff member will meet you on site at an agreed time. We ask that you respect the booking times you have made so that neither party is held up with delays.
If schedule changes occur during your event, you must contact The Well Church immediately for arrangements to be approved.
Keyholders
In certain circumstances we will provide you with a key and an alarm code. You are responsible for ensuring the building is fully secure and alarmed before leaving the premises.
The key and alarm code shall not be given out to any other persons other than those who are permitted by The Well and have received Fire and Evacuation, Lock up and alarm training.
Children and Youth
You will take full responsibility for all children under the age of 18 years at your event.
No fewer than two adults, 18 years or older, must be present at all times during any program or event involving children.
Bicycles and Skateboards
No bicycles or skateboards are permitted inside the facilities.
Noise
We are situated close to residential apartments therefore levels of noise need to be respectful of those around us. If your event involves loud music, please discuss this prior to booking.
Security, Loss or Damage
We aim to provide a safe and secure environment; however, no system is foolproof. We ask all users to pay close attention to personal property and valuables.
The Well Property Trust is not responsible for loss or damage to personal property.
You are expected to exercise reasonable care and judgement in order to prevent damage or breakage. The person signing the Hire Agreement shall be responsible for ensuring payment for costs incurred. Likely costs may be for cleaning or repairing of the building or its furnishings and equipment which has been damaged or subjected to more than normal wear and tear by the group involved. Any cost incurred may be deducted from the Bond.
Please report to the office any breakages of fixtures, fittings, crockery, or equipment malfunctions etc. within 24 hours of your event.
Liability
The Well Property Trust is absolved from any liability that you are legally liable for, which may arise through granting this approval. You indemnify The Well Property Trust from all actions, suits, proceedings, claims, costs and demands which may be made or bought against The Well Property Trust including legal fees and costs incurred by reason of the permission granted to you and including, neglect or default of your agents, employees or subcontractors for which you are legally liable.
Health and Safety & Emergency Evacuation
The Well has site specific emergency procedures in place.
The users agree to read and understand the emergency and building evacuation procedures.
Unless provided by The Well, the hirer must appoint a Chief Warden and in the event of an emergency they are required to follow the instructions of the said procedures in an emergency.
Familiarisation of the facility and emergency procedures must take place prior to your event.
You will be required to read The Well Church Health and Safety Booklet.
There is a copy of the Evacuation Procedures on the wall behind the sound desk.
The facility is connected to the NZ Fire Service, so any accidental or planned alarm will call out the Fire Service.
In the event of a false alarm being activated the hirer may be required to pay part or all of the call out fee charged, which can be up to $1000+GST.
An accident/incident register is kept in the Health and Safety manual located in the kitchen.
All users are required to report all accidents and incidents to The Well Church office.
Financial Responsibility
You will be personally responsible for cost of hire and any additional charges payable by you or your organisation in accordance with this Hire Agreement.
All such costs and charges must be paid on or before the date for payment specified on the invoice. You will also be responsible for all costs incurred in connection with the collection of any unpaid costs or charges, including debt collector's fees, solicitor costs, charges and expenses on a solicitor and own client basis which will be added to the account.
Your Responsibilities are to
Properly manage and conduct your use of the facilities under these terms and conditions of hire.
Take all steps reasonably practical to ensure that all persons using the agreed facilities and equipment for which you are responsible, behave in an appropriate manner, and to ensure the safety of persons and property and preservation of order in and around The Well Church.
Assure the safety of and be responsible for all activities, demonstrations, displays, promotions, equipment and conduct of your staff and personnel.
Confirm that you have inspected and are satisfied as to the suitability of the facilities for your proposed use.
The Well Church Management may refuse admission to any person or require any person to leave the premises if in their opinion a person:
Is affected by drugs or alcohol; or
Is behaving in an indecent or disorderly manner; or
Annoys or is offensive to any other person; or
Wilfully damages or destroys any part of the premises or any plant and equipment;
Is a risk to the safety of others, the safety of the premises or any property within the premises; or
Fails or refuses to comply with any lawful request of The Well Church Management.
General
You must comply with all applicable regulations, bylaws, consents, these terms and conditions of hire and our policies and procedures for use, occupation, safety and security of the premises.
You cannot transfer any of your rights or obligations under this Hire Agreement.
These conditions of hire apply to you, your employees, agents, contractors, guests and invitees and you are responsible for ensuring compliance by such persons with these terms and conditions.