Songbird Retreat Pre-Booking Form
Congratulations!
You’re on the way to securing one of Auckland’s most enchanting garden wedding estates for your special day, a choice couples consistently call their best wedding decision!
Please note:
This Booking Form is signed having read the
Venue Hire Agreement
which is linked here, and written below.
Submitting this form does not confirm your booking. Your event date will only be secured once a deposit has been received.
After receiving this form, we will reach out via email with a prebooking agreement, including a quote based on your requests and the prices outlined, which, with your approval will be followed by an invoice.
Name
First Name
Last Name
Name
First Name
Last Name
Address
Street Address
Street Address Line 2
City
State / Province
Postal / Zip Code
Phone Number
Please enter a valid phone number.
Phone Number
Please enter a valid phone number.
Number of Guests
Wedding Date
-
Month
-
Day
Year
Date
Date Arriving at Songbird Retreat
-
Month
-
Day
Year
Date
Date Leaving Songbird Retreat
-
Month
-
Day
Year
Date
I wish to book Songbird Cottage for
0 nights
1 night
2 nights
Date Booking into Songbird Cottage
-
Month
-
Day
Year
Date
I wish to book a
Large Chiller Trailer (with shelves)
Do you have a Wedding Planner?
Yes
No
Wedding Planner's Name
First Name
Last Name
Wedding Planner's Mobile
Please enter a valid phone number.
Wedding Planner's Email
example@example.com
I/We acknowledge that payment of the invoice indicates that we have read and agree to the terms set out in the Venue Hire Agreement
Yes
I/We understand that on receipt of our completed pre-booking form Songbird Retreat will forward a quote/draft invoice for approval and that our booking is not confirmed until payment of the deposit is made.
Yes
I/We understand that the balance of the Venue Hire Fee and Refundable Bond of $1000 is due 90 days prior to the event.
Yes
Signature
Please verify that you are human
*
SONGBIRD RETREAT – VENUE HIRE AGREEMENTIN PLAIN ENGLISHParties: This is between Songbird Retreat (“Venue Owner”) and the Hirer named inthe Booking Form. “Hirer” includes guests, contractors, suppliers, and vendors.1. Consumer RightsNothing here limits rights under the Consumer Guarantees Act 1993, except as allowed bylaw for business hires.2. Definitions● Agreement: This document, the Booking Form, and any schedules or rules.● Booking Form: Document with Hirer, event, dates, services, and pricing.● Bond: Refundable security deposit.● Event: Function described in the Booking Form.● Hire Period: Dates/times Hirer may use the Venue.● Hirer: Person(s) named in Booking Form, including guests/vendors.● Venue Owner: Songbird Retreat or its authorised reps.3. Booking & Payment● Booking confirmed when Booking Form signed and Deposit paid.● Full Venue Hire Fee and any bond must be paid by agreed dates.● Late payments may incur interest and collection costs.● Any extra services requested after booking will be charged separately.4. Bond & Other Charges● Bond covers damage, extra cleaning, or rule breaches.● Run-on / Overstay Charges: If anyone stays beyond Hire Period:○ Charged per hour or part hour:(Venue Hire Fee ÷ booked days) ÷ 8○ Applies automatically, in addition to bond deductions.○ Venue rules still apply during overstay.● Hirer pays for any damage, theft, or extra costs.5. Use of Venue● Max guests as per Booking Form.● Hirer is responsible for guests, vendors, suppliers, and contractors.● Must follow laws, health & safety rules, and venue instructions.● No firearms, explosives, gambling, or dangerous goods.● Smoking only in designated areas.● Electrical or temporary structures need Venue Owner approval.● Decorations must be approved; confetti must be biodegradable.● All equipment/supplies removed by end of Hire Period.6. Vendors● Hirer may use vendors approved by the Venue● Hirer responsible for all vendors while on site.● Venue Owner not liable for vendor actions.7. Alcohol & Food● BYO alcohol● Tap water in venue is untreated; bottled water recommended.8. Noise● Hirer must keep noise at acceptable levels.● Weekends: music ≤ 90dB until 10pm, ≤ 80dB after, stop by 10:45pm.● Weekdays: music ≤ 90dB until 8pm, ≤ 80dB after, stop by 9:45pm.● Guests must leave within the Hire Period.● Hirer must appoint contact person to monitor noise.9. Security● Venue Owner may require extra security for risk events; Hirer pays.10. Health & Safety● Must keep all access/egress clear.● Hirer reports hazards, incidents, accidents immediately.● Venue Owner and Wedding Coordinator maintain health & safety systems,equipment, and staff supervision.11. Cancellation● By Hirer:○ 90 days: Deposit retained.○ ≤90 days: full Venue Hire Fee payable.○ May cancel if Venue Owner breaches key obligations or Force Majeureoccurs.● By Venue Owner:○ If Event is illegal, unsafe, or poorly managed.○ If Venue is sold.○ Force Majeure events.12. Insurance● Venue Owner keeps public liability insurance● Hirer responsible for any property brought on site.13. Termination● Venue Owner may terminate immediately for breach or non-payment.● Termination does not remove Venue Owner’s right to unpaid fees or claims.14. Liability● Venue Owner not liable for Hirer property loss or indirect/consequential loss.● Liability capped at Venue Hire Fee, except as required by law.15. Notices● Must be in writing: delivered personally, by post, or email.● Deemed received:○ Personal: on delivery○ Post: 5 working days○ Email: when sent (unless bounce)16. Force Majeure● Neither party liable for events beyond control: fire, flood, earthquake, strike,pandemic, Act of Parliament, or other major events.● Affected party must notify the other within 5 working days.● If Event prevented for >90 days, other party may cancel.17. Personal Information● Venue Owner may collect, use, and share personal info to manage booking.● Data protected under Privacy Act 1993.18. Accommodation● Max 5 guests unless approved.● Arrival/departure as booked; extra charges apply if overstayed.● One dog allowed with prior written consent; follow dog rules.● No smoking.● Internet is recreational only; no guarantees.● Hirer responsible for damage; bond applies.19. Wedding Co-ordinator● Contracted by couple from approved vendor list● Acts as Venue Owner representative; bound by Agreement rules.20. Entire Agreement & Misc● Agreement supersedes prior discussions.● Assignment requires written consent (Venue may sell Venue).● If part invalid, rest remains valid.● No waiver unless written.
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