VENUE HIRE AGREEMENT
1. Consumer Guarantees Act
Nothing in this Agreement is intended to exclude, restrict, or modify any rights or remedies the Hirer may have under the Consumer Guarantees Act 1993, except to the extent permitted by law where the Venue is hired for business purposes.
2.Parties
This Agreement is between Songbird Retreat (“Venue Owner”) and the person(s) named in the Booking Form (“Hirer”). The Hirer includes any organisation, group, or representative acting on behalf of the named individuals.
Definitions & Interpretation
Unless the context otherwise requires:
Agreement means this Venue Hire Agreement, including the Booking Form, these terms and conditions, and any schedules or rules attached.
Booking Form means the document confirming the Hirer’s details, event details, dates, services, and pricing.
Bond means the refundable security bond paid by the Hirer in accordance with this Agreement.
Event means the function described in the Booking Form.
Hire Period means the agreed period during which the Hirer is permitted to access and use the Venue.
Hirer means the person(s) named in the Booking Form and includes their guests, invitees, contractors, suppliers, and vendors.
Venue Owner means Songbird Retreat or its authorised representatives.
Headings are for convenience only and do not affect interpretation.
3. Booking & Payment
Your booking is confirmed when:
The Booking Form is signed; and
The deposit is paid within 7 days.
The remaining balance is due 90 days before your event, unless otherwise agreed in writing.
Late payments may incur 5% interest plus reasonable legal or debt recovery costs.
Additional services are billed separately.
Failure to pay the deposit or balance on time may allow the Venue Owner to cancel the booking.
4. Security Bond
A bond is required for all events.
After the event, the bond will be refunded within 14 days, minus reasonable costs for:
Damage to property, furniture, or equipment
Extra cleaning
Breaches of this Agreement or Schedule
Failure to comply with this Agreement or Schedule may result in deductions from the bond or, in serious cases, termination of the event.
5. Use of the Venue
The Venue may only be used for the event described in the Booking Form.
Maximum guest numbers must not be exceeded.
The Hirer is responsible for:
Guests, contractors, suppliers, and vendors
Compliance with all applicable laws and venue rules (outlined below)
6. Vendors
A Wedding Coordinator must be selected from the Venue Owner’s recommended list.
Other recommended vendors are optional but must be approved by the Venue Owner.
The Hirer remains fully responsible for all vendors, contractors, and their compliance with laws, venue rules, and this Agreement.
7. Food, Alcohol & Water
Alcohol service requires prior approval and all necessary licensing. The Hirer is responsible for compliance with NZ liquor laws.
Food must comply with New Zealand food safety laws.
Venue and Cottage tap water is rainwater. Bottled water must be provided for guests. Cottage rainwater is filtered but limited.
8. Noise & Event End Times
Noise limits:
Weekends (Fri–Sat): Up to 10:00pm – 90 dB LAeq at 3m; 10:00–11:00pm – 80 dB LAeq; music stops 10:45pm; guests depart by 11:00pm.
Midweek (Mon–Thu): Up to 9:00pm – 90 dB LAeq at 3m; 9:00–10:00pm – 80 dB LAeq; music stops 9.45pm; guests depart by 10:00pm.
The Wedding Coordinator will manage noise; the Hirer and all vendors must follow instructions.
Failure to comply may result in immediate suspension or termination of the event.
9. Vehicles & Parking
Maximum vehicles: 20 in the grounds
Guests must not park on Frost Rd, Leigh Rd, or neighbouring properties.
Parking is allowed only in approved gravel areas or designated grass areas.
Vehicle access onto lawns requires prior approval.
The Hirer is responsible for any damage caused by vehicles.
10. Health & Safety
The Hirer must comply with the Health and Safety at Work Act 2015 and all other applicable laws.
Guests must not enter ponds, waterways, or other hazardous areas.
The Hirer must provide a responsible on-site contact for safety and ensure any Masters of Ceremony, speakers, or vendors communicate relevant risks to guests (e.g., ponds, driveways, sun exposure).
No naked flames are allowed unless approved by the Venue Owner with appropriate safety measures.
The Venue Owner retains ultimate control over site safety and may issue instructions to ensure compliance. Failure to follow instructions may result in suspension or termination of the event.
11. Accommodation (Songbird Cottage)
Maximum occupancy: 5 guests, unless approved in writing.
Check-in and check-out times apply.
One dog is allowed only with prior approval.
Damage to the Cottage is covered by the security bond.
Accommodation is for private use only.
12. Wedding Coordinator
A Wedding Coordinator is required from the Songbird Partner list.
If an external planner is engaged, the Venue Coordinator will still attend as the Venue Owner’s representative.
Services are not included unless agreed in writing.
The Coordinator has authority to enforce Venue rules on-site.
13. Photography & Media
Permission to Use Media
The Hirer grants the Venue Owner and its authorised representatives the non-exclusive, royalty-free right to use photographs, video footage, and other media taken at the Event for marketing, promotional, social media, and advertising purposes, in any format or medium now known or later developed. The photos and video from your photographer for marketing and promotion will be approved by you.
Images may be taken by us or our approved vendors.
We will use them respectfully.
No payment is owed.
Any alternative arrangement will be requested in writing by you prior to the wedding.
Scope
This includes photos or videos taken by the Venue Owner, the Wedding Coordinator, or any approved vendors engaged for the Event.
Privacy & Respect
The Venue Owner agrees to use all media respectfully and in a manner consistent with the privacy and dignity of the Hirer and their guests.
No Compensation
The Hirer acknowledges that no compensation is payable for the use of media under this clause.
Notification
The Venue Owner will notify the Hirer prior to using specific media for significant marketing campaigns, but this does not limit the general permission granted above.
14. Cancellation & Force Majeure
Hirer cancellation:
More than 90 days before event – deposit forfeited, unless Venue Owner able to secure a replacement booking
Within 90 days – full venue hire fee payable, unless Venue Owner able to secure a replacement booking
Venue Owner cancellation:
May occur due to safety, legal compliance, sale of the venue, or force majeure events
Sale of Venue: If a new owner cancels the event, all monies paid will be refunded
Force Majeure: Includes natural disasters, extreme government restrictions, acts of God, severe weather events or other events outside the control of either party. If the Event cannot proceed due to Force Majeure, all monies paid will be held as a credit toward a mutually agreed postponed date within 12 months, subject to availability. If no alternative date can be agreed, the Venue Owner may retain the Deposit and any unrecoverable costs incurred
15. Termination
Without limiting any other rights, the Venue Owner may immediately suspend or terminate the Event or this Agreement if the Hirer, their guests, or contractors breach this Agreement, fail to comply with Venue rules, pose a safety risk, or fail to follow reasonable instructions from the Venue Owner or Wedding Coordinator. Termination does not affect the Venue Owner’s right to recover costs, retain the bond, or enforce this Agreement.
16. Insurance & Liability
The Venue Owner holds public liability insurance for the property.
The Hirer is responsible for any injury, loss, or damage caused by themselves, their guests, or contractors.
The Hirer agrees to indemnify the Venue Owner against any claims, including legal costs, arising from such incidents.
Examples include, but are not limited to: personal injury, property damage, or breaches by contractors.
The Venue Owner is not responsible for loss or damage to the Hirer’s property.
To the maximum extent permitted by law, the Venue Owner’s liability is limited to the venue hire fee.
The Hirer may maintain their own insurance to cover such risks at their discretion.
17. General
This Agreement is governed by New Zealand law.
This document and the Booking Form constitute the entire agreement.
Any variations must be in writing.
If any provision is unenforceable, the remainder remains valid.
Notices
Any notice under this Agreement must be given in writing and may be sent by email to the most recent email address provided by the other party. Notices sent by email are deemed received on the day of transmission.
Inconsistency
If there is any inconsistency between documents forming part of this Agreement, the following order of priority applies:
This Agreement
Any Schedule or Venue Rules
The Booking Form
No Waiver
Any failure or delay by the Venue Owner to enforce any provision of this Agreement does not constitute a waiver of that provision or any other right.
Assignment
The Hirer must not assign, transfer, or sub-hire this Agreement or any rights under it without the prior written consent of the Venue Owner.
Personal Information
The Venue Owner will collect, use, and store personal information provided by the Hirer in accordance with the Privacy Act 2020 for the purposes of administering this Agreement, communicating with the Hirer, and operating the Venue. Personal information will not be disclosed to third parties except as required by law or for services related to the Event.
SCHEDULE 1 – BEFORE THE DAY & EVENT RULES
Cottage
Maximum 5 people sleeping overnight.
Items from the Cottage must not be removed to the venue.
Any changes to check-in/out times must be agreed in writing.
Catering & Rubbish
Provide your own bottled drinking water.
Place all rubbish in provided bins; remove any excess from the site.
Flowers
No foliage or plant material may be taken without the Venue Owner’s permission.
Venue Rules
Heaters must not sit directly on grass.
No pegs, stakes, drilling, or other ground penetration without written approval.
Maximum of one approved dog.
No entry into ponds or the row boat.
Life rings may only be removed in emergencies.
Transport & Parking
No parking on public roads.
Shuttle, taxi, or bus transport required where necessary.
Bond / Compliance
Failure to comply with this Schedule or any part of this Agreement may result in deductions from the security bond or termination of the event.
Signing the booking form indicates agreement to the Venue Hire Agreement conditions