Waipapa Marae Booking Form

Waipapa Marae Booking Form
POINT OF CONTACT
Please note that the individual named as Point of Contact must be the same person that signs this form at the end.

The Point of Contact is responsible for this booking on behalf of the group or organization.

Any information regarding this booking will be addressed to the Point of Contact.
Point of Contact*

First NameLast Name
Booking/Group Name*
This name will be used on our public calendar. No other information will be displayed publicly.
E-mail*
imera@whanau.com
Phone Number*

Area CodePhone Number
Have you been to or stayed at Waipapa Marae before*

YesNo
Purpose of Booking*
i.e. Meeting, Waananga, Reunion etc.
What type of Booking is this?*

WhaanauWananga, School or Community GroupCorporate

Arrival time will coincide with the time someone will complete the pre-booking walkthrough.

Departure time will coincide with the time your post booking walkthrough will take place.
Arrival Date*

MonthDayYear
Date
Hour MinutesAM/PM Option
Departure Date*

MonthDayYear
Date
Hour MinutesAM/PM Option
Number of People*
Do you require a Poowhiri?*

YesNo
Preferred time for Powhiri

Hour Minutes

AM/PM Option
Do you require Linen?*

YesNo
Catering

We do not have capacity at this stage to provide catering, but if you require catering, we are happy to reach out to our whaanau. Please provide any catering details in the section below.
Any other information
Do you have any other requests or information you need to provide or ask?

By signing this form, the undersigned confirms they are the authorised representative for this Whānau Booking and accept full responsibility on behalf of all attendees.

This includes responsibility for the following:

1. Accuracy & Accountability
- All information provided in this form must be true and accurate.
- The person signing is the sole Point of Contact (POC) for this booking.
- All communication before, during, and after the booking will go directly through the POC.
- The POC is responsible for ensuring ALL attendees follow marae tikanga, safety requirements, and the conditions outlined here.
2. Pre-Booking & Exit Walkthroughs (New Requirements)

These processes have been added following feedback

Pre-Booking Walkthrough
- A pre-booking walkthrough will now take place to:
- Confirm the condition of the marae prior to entry
- Clarify expectations for cleaning, pack-down, and use of spaces
- Identify areas that must remain restricted or protected
- Confirm where items belong so the marae can be left as it was found (or better)
The POC must attend this walkthrough.

Exit Walkthrough

A final walkthrough with the Marae Committee is now mandatory before departure.
The POC must:
- Remain on site until the walkthrough is completed
- Ensure all cleaning is done before the walkthrough
- Return all equipment, caddies, chairs, tables, and bedding to their correct places
- Ensure all appliances, lights, heat pumps, and the Woodson Urn are turned off
- Ensure the marae is left in a clean and hygienic state (bathrooms, kitchen, wharekai, wharenui, and outside areas)
If the POC leaves the marae without completing a walkthrough, the marae reserves the right to charge additional cleaning or repair fees.

3. Damage, Misuse, or Poor Condition

The POC accepts responsibility for:
- Any damage to property, facilities, equipment, or taonga
- Any excessive mess requiring additional cleaning
- Any health/safety risks arising from misuse (e.g., heat pump left on, Woodson Urn left on, hazards, food left out)
Charges may be invoiced directly to the POC.

4. Behaviour & Tikanga

All attendees must:
- Respect marae tikanga and follow any guidance from the Marae Committee
- Use spaces appropriately and not enter restricted areas
- Treat the marae with the same (or higher) standard as their own home
Disrespect or harmful behaviour may result in the group being declined future bookings.

5. Fees, Payments & Additional Charges

The POC agrees to:
- Pay all agreed fees and hireage costs
- Cover any additional costs arising from:
  - Damages
  - Excessive cleaning
  - Overstaying the booking times
  - Failure to follow the walkthrough process
6. Future Bookings

Failure to adhere to the above may result in:
- Additional charges
- Denial of future access for the POC or related groups
Signature

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