Cambridge Town Hall Booking Form

Cambridge Town Hall Booking Form

Please complete this form to request your booking. We will be in touch to confirm availability and your booking request. Please note that by completing this form, you agree to our Terms & Conditions of Hire which are covered in the Town Hall Users Guide. This can be found on our website www.cambridgetownhall.co.nz, or on request from info@cambridge.co.nz. Thank you - the Team at Cambridge i-SITE
Organisation (if applicable)
Contact Person

First Name Last Name
Postal Address

Street Address

Street Address Line 2

City Area

Postal Code
Phone Number

Area Code Phone Number
Mobile Number

Prefix Number
Email
example@example.com

Event Details
Name of Event
Type of Event

Commercial/Private Community Group
Number Attending
Pack in Date

Day Month Year
Pack In start time (this is the time you need access to the Hall for set up)

: Hour Minutes AM/PM Option
Start Date of Event

Day Month Year
End Date of Event

Day Month Year
Start Time of Event

: Hour Minutes AM/PM Option
End Time of Event

: Hour Minutes AM/PM Option
Pack out Date

Day Month Year
Pack Out End Time

: Hour Minutes AM/PM Option
Key Collection Time

: Hour Minutes AM/PM Option
Please indicate when you would like to collect the key, this needs to be during the i-SITE open hours. Your nominated person must also have completed the Health & Safety induction for the key to be issued. We will confirm the time with you once your booking is confirmed.
Is this a Teenage Event?

Yes No
You must inform DCI and the Cambridge Police if your event is a teenage function, and obtain authorisation from the Cambridge Police. Trained security staff may be required - parents/caregivers are not trained security staff.
Police Authorisation

First Name Last Name
Police Signature

Clear
Rooms
Rooms Required

Whole Hall Hall Only Edwardian Room (includes Kitchen) Victorian Room (includes Kitchenette) Dressing Rooms
Type of Entertainment (ie. Band)

Beverages
Alcohol Present at Function

Yes No
Beverages

Cambridge Town Hall is not a licensed venue.

ALCOHOL

All sale and supply of alcohol are controlled by the New Zealand ‘Sale and Supply of Alcohol Act 2012’ and the Waipa District Council ‘Public Places Alcohol Control By-Law 2015’

SALE OF ALCOHOL: If the sale of alcohol is to occur a SPECIAL license must be obtained from the Waipa District Council and will take at least 4 weeks to be authorised. This applies to events where alcohol is for sale or where the supply of alcohol is included within a ticket price for the event.

Supply Only no longer needs a license but does need to be identified on the Health and Safety check list.

ALCOHOL BEING SUPPLIED:

If it is your intention to supply alcohol for consumption but not to ‘sell’ or ‘charge’ for alcohol at the event, then you do not require a Special Licence. Alcohol may only be supplied and dispensed by the organising entity. Individual guest attending BYO (Bring your Own) is not permitted. Special conditions apply:

1.      Hirers are advised their responsibility to appoint a responsible person for the supervision of user behaviour in the case of supply of liquor.

2.      Food, low and non-alcoholic beverages and drinking water must be available.

3.      Transport options must be offered
Please Advise Your Catering Arrangements:
Note: we do not supply any crockery, cutlery, glassware, or decorations. The exception is for a licensed event where alcohol is served, and glassware will be provided.
Catering Company Name
Contact Person Phone Number

Area Code Phone Number

Cleaning

You are required to clean the hall yourselves and leave it as you found it. The exception are the washroom facilities, which will be professionally cleaned. The main hall floor will also be washed.
I agree to cleaning the hall *

Yes
Health and Safety (induction must be completed before event)
The nominated Health and Safety Manager, which includes Fire Evacuation for your Event is:
Health and Safety Person

First Name Last Name
Mobile Number

Prefix Phone Number
Alcohol
“Responsible Person” for your Event is (where Alcohol is served) is:
Alcohol Responsible Person

First Name Last Name
Mobile Number

Prefix Phone Number
Event Manager
Event Manager

First Name Last Name
Mobile Number

Prefix Phone Number
Yes I agree to paying a bond *

Yes No
Bond:
A $300 bond is required before the keys will be given for access to the Town Hall. The bond may be arranged by a credit card pre-authorisation. Alternatively, the bond will need to be paid to the Cambridge i-SITE by cash or Eftpos. No cheques will be accepted. Bond will be returned once the post inspection form (Schedule B) have been satisfactorily completed.

Agreement to Hire

Town Hall Capacity Guide:
The town hall can have a maximum of 500 people due to the fire rating of the building. Number guidelines:

Whole Hall: Standing 500 / Seated: 350
Main Hall only: Standing: 400 / Seated: 200 (tables) 300 Theatre style
Edwardian room: 80
Victorian room: 120
Please be aware that the stairs up to the stage cannot be moved.

Our Town Hall Users Guide also forms our Terms and Conditions of Hire.

By signing this Booking Form, you acknowledge that you have received, read, understood, and will abide by our Terms and Conditions of Hire. We may update the User Guide as we see fit from time to time.

I understand I will forfeit all or part of the bond if the hall is left dirty or damaged.

Indemnity: To the extent limited by applicable law, the parties agree to indemnify and hold harmless Destination Cambridge Incorporated, the Cambridge Information Centre, and any of its affiliates or subsidiaries, and all of its directors, officers, agents, contractors, volunteers and employees, from any and all claims or liabilities, including, but not limited to, injury, death and/or damage to property, which may arise from the indemnifying parties’ performance of this Agreement.

Health and Safety: I understand that I am responsible for the Health and Safety of users and contractors, and the security of the hall, from the time I pick up the keys to gain access to the Town Hall until I return them at the conclusion of the Hire.
I agree to the above Terms and Conditions *

Yes
Signature

Clear
Name

First Name Last Name
Date

Day Month Year
Date

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Cambridge Town Hall Booking Form

Office Use Only