WORD Van Hire Application

WORD Van Hire Application

Complete this form to hire the WORD 9 seat van - Toyota Hiace 2015 KTR635.
Van Rental – Rates, Terms & Conditions

Hire Rates
Standard van rental (donation) is $100 per day (or part day) plus $1.00 per kilometre, subject to availability.
Multi-day or out-of-town hires require a $500 deposit before departure.
The hire rentals rates are available to community groups and not-for-profits and are set at less than 50% of commercial rental rates. This includes a reduced excess and glass cover.
All rental donations contribute to operating costs, including insurance, tyres, WOF, registration, servicing, and repairs.

Driver Eligibility
Driver must be 25 years or older.
Driver must have experience operating a wide-bodied vehicle with passengers.

Vehicle Use
The vehicle must be used responsibly and for the agreed purpose only.
The WORD van is wider than a standard van—extra care must be taken, particularly with doors and in tight spaces.
Ensure the handbrake is fully released and no warning light is displayed before driving.
Fuel type: 91 Unleaded only.

Liability
The hirer/driver is fully liable for any loss or damage to the van or trailer.
A pre-rental condition check will be completed and referenced in the event of damage.
The driver is responsible for all insurance excesses and any costs relating to theft, damage, or loss.
All damage is the responsibility of the hirer.

Fines and Charges
WORD maintains its vehicles to a high standard; however, as a registered charity operated by a small team, all fines, infringements, tolls, and related costs will be passed on to the driver.

Payment Details
Deposits and hire payments must be made by direct debit to:
WORD Limited – 38-9015-0874596-00
Reference: Vanhire + hire date
All deposits must be paid prior to hire.

Partner Use Allocation
PNP and WMBTC are each allocated three days of van + trailer use per year.
Revolve is allocated one day per year (up to 50km) at no charge.
Additional kilometres are charged at a reduced rate of $0.80/km, recognising financial contributions to the original purchase of the van.

On Return
Van must be returned clean and in the condition supplied, with all rubbish removed and interior swept.
Van must be returned with a full tank of fuel.
All kilometres must be recorded in the logbook.

Accidents or Incidents
In the event of an accident or incident, contact:
Nic – nic@word.org.nz | 027 693 9772
Driver's Full Name*

First NameLast Name
Driver's License Number*
Drivers Phone Number*

Area CodePhone Number
Contact Email Address*
example@example.com
Pick up Date (if you require multiple or non consecutive dates, please fill in additional hire requests)

MonthDayYear
Date
Return Date

MonthDayYear
Date
Confirm deposit been made, and payment will be finalised upon return and kilometers agreed/recorded?*

Yes, deposit payment has been made and I agree to all the conditions stated on this form.
Pre Rental Check

The van will be arranged for pickup/given to you with a current registration, warrant, and correct tyre pressure. It is the hirers responsibility to ensure everything is working, and report any pre-rental damage before embarking on your hire.
- Trailer Hire – Supplementary Terms & Conditions
  These conditions apply in addition to the Van Hire – Rates, Terms & Conditions and cover the hire and use of the WORD trailer.
  
  Driver Eligibility
  Driver must be 25 years or older.
  Driver must have prior experience towing trailers.
  
  Hire Rates
  Trailer hire donation is $150 per day (or part day), subject to availability.
  Weekend hire: $300 (pickup Friday evening, return Sunday).
  Trailer hire rental donations contribute to operating costs, including tyres, registration, maintenance, and repairs.
  All damage is the responsibility of the hirer.
  
  Liability
  The driver is fully liable for any loss, theft, or damage to the trailer.
  A pre-rental condition check will be completed and referenced in the event of damage.
  The driver is responsible for all insurance excesses and any costs relating to theft, damage, or loss.
  
  Use of Trailer
  - The trailer must be used responsibly and for the agreed purpose only.
  - The trailer cuts corners—extra care must be taken when turning.
  - When towing, the vehicle is significantly longer; allow additional space when overtaking vehicles or cyclists.
  - Towing increases braking distance—maintain increased following distance.
  - No people are permitted to ride on the trailer at any time.
  - Trailer must be secured at all times, either to the towing vehicle or an immovable object when unattended.
  Bike Loading & Security
  All bikes must be securely fastened during transit.
  Bikes must be attached using the bungees provided:
  - One bungee per rear wheel
  - Inner Tube around the seat post
  - An unsecured load may result in an $800 fine if a bike falls from the trailer; all fines are the responsibility of the driver.
  Fines and Charges
  While WORD and WMBTC maintain their assets to a high standard, both are registered charities operated by small teams.
  All fines, infringements, and related costs will be passed on to the driver.
  
  Pre-Rental Check
  The trailer will be provided with current registration, WOF, and correct tyre pressure.
  It is the hirer’s responsibility to:
  - Connect the trailer lights
  - Confirm lights are functioning correctly
  - Report any pre-existing damage prior to departure
  Accidents or Incidents
  In the event of an accident or incident, contact: Nic – nic@word.org.nz | 027 693 9772
- Towing Vehicle License Plate Number ( if not the WORD VAN KTR635)
- I agree to the rules and conditions as set above:
- Signature of Hiree and Driver*
  
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- Full Name of Additional Driver (s)
- Additional Driver's License Number (s)
Should be Empty:

WORD Van Hire Application

Pre Rental Check