Venue Hire Booking Agreement

Venue Hire Booking Agreement

This agreement is formed between Waihi Beach Lifeguard Services Inc and the party detailed below. It is important to understand that the Club's priority is to provide lifeguard and call-out squad and as a charity we hire the clubhouse to help fund the operational costs to do so.In the unlikely event the lifeguards are call-out to attend a rescue they will operate from the downstairs station.We will endeavour to ensure your event is not interrupted but ask that you appreciate that we are dealing with a life and death situation.
- The Club's core business is lifeguarding so the building is not available for hire during December and January (peak season).
- Oct, Nov, Feb, Mar & Apr hire is limited to Mondays to Thursdays only (patrol season - starts Labour Weekend, ends Easter).
- May to Sep (off season) full hire available, any day of the week.
Name*

First NameLast Name
Company/ Club/ Organisation Name
Email*
example@example.com
Phone Number*

SuffixPhone Number
Address

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Event Type:

WeddingFunctionMeetingWorkshopTraining CampAnniversary/PartyCommunity EventMemorial or FuneralRetreatSchoolCampOther
WEDDING VENUE HIRE
Exclusive use of the Kitchen, Lounge, Bar & Deck Areas from 8am the day of your wedding until Midnight. No other bookings will be taken for the meeting room or accommodation during your wedding day booking.
Site visits x 2 to plan your event.
Experienced Event Manager to discuss your needs and provide assistance with your big day.
Access to set up the venue from 4pm the day before and access to pack down until 11.00am the day after.
Full use of the front deck and grass area in front of the club.
Tables and chairs, glassware, cutlery and crockery for 80 people.
Use of the internal music system and wireless microphone for speeches and music.
Use of our external music system for on the Deck and front grass area.
Use of the smart TV for photoboards and videos.
Pre and post event cleaning.
Booking Type
*Accommodation booking for retreats, clubs, schools and camps only
Other details
Start date of event

DayMonthYear
Date
End date of event

DayMonthYear
Date
Start Time

Hour Minutes

AM/PM Option
End Time

Hour Minutes

AM/PM Option
Estimated number of attendees:
Further details:
Select as many as required - please note some incur additional charges

Special alcohol license (under 100 people) $115Special alcohol license (over 100 people) $230Bar staff $30 per staff per hourBar tab over $600 (to be settled following event)Sound System & Microphone (no charge)Smart TV (no charge)BBQ ($10)Tea & coffee station (TBC)Catering (TBC)Wait staff $30 per staff per hourBarista & coffee machine (TBC)Additional set up time (TBC)Additional pack down time (TBC)Assistance with setting up/packing down
- 1. The facilities shall be available for private hire for any available dates after Easter weekend (April) and before Labour weekend (October)
  
  Monday to Friday events will be considered November, March and through to Easter, please enquire.
  
  a. Day Venue Hire Fees - 8am to 4pm $600 incl gst, $75 per additional hour
  b. Evening Venue Hire Fee - 4pm to Midnight $600 incl gst, $75 per additional hour
  c. Full day hire – 8am till midnight $1000 incl gst
  
  2. Bar facilities and qualified staff are available for hire. The staff shall be responsible for the organisation and operation of the bar.
  
  a. Minimum bar spend is $600, otherwise bar staff are charged out at $30pp/hr
  b. For our bar to operate efficiently and safely, staff levels are set at:
  1. i. Up to 80 patrons – 2 bar staff
  2. ii. 80 or more patrons – 3 bar staff
  c. Staff to assist with food service and catering are available at $30pp/hr, min 2hrs are required per person. A barista may also be available to operate the commercial coffee machine onsite, please check with Event Manager if required.
  
  d. Our bar licence does not cater for BYO alcohol and purchases can only be made via the club bar.
  
  e. Where alcohol is being served, a Special License from the Council is required for the function. The process of securing a Special License shall be the responsibility of the Club, the cost ($150) shall be passed on to the hirer, We require 35 working days to process the application. Full menu details and guest numbers must be provided before application is made.
  
  3. The venue hireage fee includes a fully functioning kitchen, plates, cutlery, chairs & trestle tables for approx. 80 people. The kitchen must be left in a clean state with items returned to original locations. Accommodation & camp bookings includes downstairs kitchen facilities, the upstairs kitchen area is not included in accommodation bookings and is used commercially for The Deck (our public bar and kitchen). There is also a BBQ available for use.
  
  4. A standard cleaning fee of $150 is incorporated in the venue hire however if the facilities are left in an unacceptable state, any additional cleaning costs will be on-charged to the hirer.
  
  a. A minimum $200 clean up fee will be added to the final account if there is any urine, faeces or vomit left anywhere on the premises by any of your guests, and/or if the kitchen is left in an unclean state.
  
  5. If any day within the hire period falls on a statutory or public holiday observed in Waihi Beach, the Club shall be entitled to charge (as a surcharge) any additional costs associated to the Club’s own staff being employed on a public holiday.
  
  6. In the event of the function being cancelled more than four (4) weeks prior to the date booked an administration fee of 20% of the deposit will be charged. If less than four weeks a fee of 50% of the deposit will be charged. The remainder will be refunded back to the Hirer.
  
  7. Putting out chairs, tables and setting up the venue is the responsibility of the Hirer. Assistance can be requested, please talk to the Event Manager. If access is required before and after the booked venue event times please advise and we will try and accommodate you - additional charges may apply. Hirer to return chairs, tables and venue back to original set up following event. Venue must be left clean and tidy with any breakages reported to the Event Manager.
  
  8. Hirer will be supplied with a venue access security card. This must be returned or a $35 replacement fee will be charged. Please ensure venue is fully locked before leaving premises.
- Inside Areas:
  Lounge
  ● Upstairs lounge area contains 80 chairs and 6 trestle tables
  ● Full working bar with bar leaners and stools
  ● Large dining table & chairs - seats 8
  ● Black table cloths
  ● Urn, tea & coffee station
  ● Smart TV's & wifi
  
  Working Kitchens
  (Upstairs for Venue Hire & Downstairs for Accommodation & Camps)
  ● Full working kitchen complete with refrigeration
  ● Cooking utensils
  ● Plates/knives/forks, service platters
  ● Coffee cups, glassware
  
  Meeting Room
  ● Meeting room with 10 seat board table
  ● Whiteboard and Lectern
  ● Smart TV
  
  Outside Deck Areas:
  ● The deck has 4 long tables with bench seats
  
  Other:
  Wheelchair access via lift
  
  Items are subject to change. Please check with Event Manager when ordering.
  
  For additional tables, chairs, or equipment:
  Waihi Hire Website info@waihihire.co.nz
  Light Viking Tauranga Light Viking Website darcia@lightviking.com
  Tauranga Party Hire TGA Party Hire Website sales@taurangapartyhire.co.nz
- Terms & Conditions
  1. This agreement is formed between Waihi Beach Lifeguard Services Inc and the party detailed on this form. It is important to understand that the Club's priority is to provide lifeguard and call-out squad and as a charity we hire the clubhouse to help fund the operational costs to do so.
  2. In the unlikely event the lifeguards are call-out to attend a rescue they will operate from the downstairs station. We will endeavour to ensure your event is not interrupted but ask that you appreciate that we are dealing with a life and death situation.
  3. All applications for hire are to be made through the Administration Manager or Event Manager, at least 1 month prior to the date required. The Hirer will be notified in writing within one week of the of the date request.
  4. Your tentative booking will be confirmed once the signed contract and deposit have been received. If payment of the deposit and signed contract have not been received with 21 days of the invoice being sent Waihi Beach Lifeguard Services reserve the right to cancel the booking and release the date to other enquirers. Tentative bookings are not binding to either party.
  5. Multiple bookings may be taking place during the same time within different areas of the club (Lounge/Meeting Room/Accommodation) with the exception of Wedding bookings. Please ensure you remain within only the agreed booked areas.
  6. As a charity we are unable to fund bar and kitchen purchases and appreciate your prompt payment. Final account must be settled the evening of the event or within 7 days if an invoice agreement has been put in place and agreed prior.
  7. The hirer is responsible for all set up of the venue for their function and removing property after the event. If the rubbish removal is not to the required standard then any additional costs will be on-charged.
  8. The hirer can elect to self-cater for a function or use a preferred caterer.
  9. Any functions larger than 100 guests will need to be negotiated between the parties.
  10. The hirer is responsible for the behaviour of their guests and to ensure all persons purchasing alcohol are over the age of 18 years, our bar staff will also be checking identification if we suspect any one is under age.
  11. Waihi Beach Lifeguard Services takes no responsibility for loss or damage of items left at the venue, prior to, during or after your reception and the hirer takes responsibility for the safe removal of their property from the venue.
  12. Any breakages or damaged items shall be charged to the Hirer at the rate of replacement cost, this includes excessive glass breakage. Payment must be made within 14 days of receipt of invoice.
  13. Waihi Beach Lifeguard Services is fully licensed until midnight and provide a full range of beverages. External beverages are not permitted on the premises for consumption and any unapproved beverages brought onto the premises will be removed and guests may be asked to leave. Alcohol can only be consumed in the bar/lounge or deck areas.
  14. Waihi Beach Lifeguard Services reserves the right to discontinue the supply of liquor at any time, pursuant to the Sale of Liquor Act. No liquor may be removed from the premises at any time.
  15. Waihi Beach Lifeguard Services Inc is not responsible for the safety of the patrons while using the Club and surrounding beach area. Children are the responsibility of their parents/guardians and must be supervised. Please keep children off the dunes.
  16. Given our location and our ongoing commitment to keeping Waihi Beach in pristine condition, we request that you ask your guests to stay off the sand dunes and eco-friendly confetti is used.
  
  Thank for your holding your event at the Club, we appreciate the support
- Notes or additional information to be added to your booking:
- Booking Number
- Payments:
  
  Invoices will be sent to your email address, please pay promptly within 7 days.
  Use the booking Number above as a reference.
  
  We can take credit card or Eftpos payments onsite, please note there will be a 2.5% surcharge to all credit card payments.
- Signature*
  
  Clear
  By signing this document you are agreeing to all the terms and conditions laid out within
- Should be Empty: