CLUB VILLAGE HOSPITALITY

Come and join other teams and clubs in our fun Club Village at the Lake Taupo Cycle Challenge. We will mark out your site so you can bring along your own marquee or ezy-up gazebo. You can also arrange any other creature comforts and hire items for your site from our suppliers.

Club Village Hospitality Package - $400 + gst 

Hospitality Package includes:

• 8m x 6m site
• Sign identifying your site
• Waste station 
• 1 x VIP carpark 

You are welcome to bring along up to a 6m x 6m branded marquee or ezy-up gazebo, plus up to two teardrop flags and erect them within the boundary area of your site. These are for the purpose of identification only. There is no sales, marketing or promotional activity allowed in this area. If you intend to bring a branded ezy-up or tent, please provide us with a photo for us to provide prior approval.

For more information please contact Bevan Thompson, bevan@cyclechallenge.com

Final invoice will be sent through to your selected contact person by 30th of September 2025 for payment by 20th of October 2025.

Optional Extra - Refreshments and Ice  

Due to our liquor license conditions, alcoholic refreshments must be purchased from our licensed Hospitality Managers, Jolly Good Fellows.

Contact Jolly Good Fellows directly to order any alcoholic or non alcoholic beverages,

email: Jacki admin@jollygoodfellows.co.nz

Club Village Package Terms and Conditions of Hire 2025
 
 
1.    We provide you with a 6m x 8m marquee site on event day on the Tongariro Domain which is our Event Village.

2.    We will mark out your site and identify your site with a small sign and erect your marquee if one is ordered.

• Branded marquees must be a maximum size of 6m x 6m and a picture of your intended marquee must be emailed for sign off before the event to ensure it does not conflict with any major partners of the event.
• A maximum of 1 teardrop flag for identifcation purposes is able to be used for each site.
• Your site must not be used for any sales, marketing or promotional purposes
• We have a separate area for activations and marketing booths. Please contact our Event Director Hayden Dickason hayden@cyclechallenge.com or 07 378 1546 if you have any queries regarding this.

3.   Vehicles are not allowed on the site. As part of your package you will be allocated 1 VIP Car pass and this will give you a carpark behind the Great Lake Centre on Story Place and you will be allocated a parking space. This car pass is for one car only on event day, further parking will be available on a first come, first served basis within the Taupō town centre. Do not leave anything in your marquee overnight. Security is available but no responsibility is taken by LTCC for any equipment or belongings left on sites overnight.

4.    Due to the conditions of our Hospitality Manager’s liquor licence, no alcohol is allowed to be brought in by your group to your allocated site. If you wish to consume alcohol you must make arrangements to purchase from our Hospitality Management Company, Jolly Good Fellows, who can also supply non-alcoholic beverages.  Contact Jacki admin@jollygoodfellows.co.nz

5.    As there is a District Council by-law which bans the consumption of alcohol in the CBD area your group must abide by the conditions of the Hospitality Manager’s liquor licence with regard to where alcohol is consumed within the Event Village area. Jolly Good Fellows will advise you of those conditions. 

6.    You may wish to have a BBQ or some other outside food catering arrangement for your group. This is permissible with the proviso that such arrangement is for your own group’s use only and you are not to provide food in any way to general members of the public be it by way of sale or giveaway. This includes not carrying out fund-raising activities other than completely in-house to your own group. Catering can also be arranged for your tent, please contact bevan@cyclechallenge.com to discuss your options.

7.   We have been working hard on our Waste Management and would love to divert as much waste as possible. You are required to either purchase a set of bamboo and compostable cutlery or hire a set of crockery this year. Please ensure this is completed above. We will also provide a set of bins on site that will allow you to separate your waste. In an endeavour to become more sustainable we ask you to use these bins correctly and to keep your site and the surrounding area clean and tidy.

8.    As part of our sustainability project it is now a requirement that all of your cutlery and crockery bought onsite is 100% compostable or reusable (and taken away with you). Our equipment provider is able to supply a crockery package that can be ordered per person and left unwashed at your site when you leave.

9.    Your booking remains provisional until any charges have been paid. Once payment has been received we will advise of site allocated. We will allow a maximum of two weeks from the receipt of these conditions for the payment to be made, after which time any provisional booking will be cancelled.

10. That your company as declared in this booking form is liable for any damages caused by anyone using the marquee and/or site and will pay in full the necessary repairs or replacement of damaged marquee or ground of the site occupied by the applicant Company on this booking form.

Cancellations received after 5pm on 31st October 2025 are non-refundable.

Waiver and Release

a) Upon Submitting this form I/WE HEREBY WAIVE, RELEASE AND DISCHARGE from any and all liability for death, disability, personal injury, property damage, property theft and all other foreseeable risks, claims or actions of any kind (including negligence) whatever and however occurring which may arise, at any time, from or in connection with, directly or indirectly, my/our use of my/our marquee site and the erection, use of, and removal of any structure on that site at The Event Village before during and after the 2025 Lake Taupo Cycle Challenge, the following persons or entities: The Event Organisers, Event Officers and personnel, land managers and/or owners, event sponsors, volunteers, New Zealand Police, New Zealand Transport Agency and all of the above respective officers, directors, employees, independent contractors, representatives, agents and volunteers.

b) Upon Submitting this form I/WE HEREBY INDEMNIFY AND HOLD HARMLESS the persons or entities mentioned in (a) above from any and all liabilities, claims or actions (including negligence) whatever and however caused which may arise, at any time, as a result of or in connection with, directly or indirectly, my/our use of my/our marquee site and the erection, use of, and removal of any structure on that site at Kaimanawa Reserve before during and after the 2025 Lake Taupo Cycle Challenge.