Room Booking

General

• All groups must have a nominated point of contact, who is responsible for the group (and the premises, if hired after hours) for the whole duration of the hire. Please do not pass keys and alarm code to non-nominated person.
• Booking times must include set up/pack down and allow for user groups to leave the facility in the same condition as when they arrived.
• All facility rules are in effect throughout the hire.
• Please leave the premises as clean as you found them or better.
  • All equipment utilised during the period of hire must be returned to the correct position at the end of hire period.
  • Please follow exit checklist in the kitchen (if kitchen was used) and by the exit (black board located above Fire Alarm).
  • No hard-to-clean substances to be used within the centre e.g. glitter.
• Adult supervisors (age 20+) are required for children and youth groups. The minimum requirement is 1 adult for every 7 children.
  • Children under the age of 8 must have adults actively supervising them at all times.
  • Minimum requirement for supervision rate under 5’s is 1 adult actively supervising 4 children.
• Facility personnel reserve the right to determine unacceptable behavior of individual(s) while on the premises, with this right being to cancel a booking or request an offender to leave. NO REFUND WILL BE GIVEN.
• Hirers shall agree to hold the facility fully harmless and indemnify it against all suits, damages, claims, causes or actions which may arise out of use of the above-described property.
• No vehicles/machinery are allowed to park onto the Centre green areas or Reserve or adjacent grass areas. The use of these areas is prohibited without prior consent from The Centre Manger or Tauranga City Council.
• The manager or nominee will always have the right of entry at any time.
• The manger, at their discretion, may refuse any application of hire, waiver specific conditions, or cancel any booking without assigning any reason.
• Keys and alarm code to be picked up by hirer within the Welcome Bay Community Centre opening hours, Monday – Thursday 9:00am – 3:30pm. Please contact us ahead to arrange pick up within this timeframe as we might be busy running programmes.

Hire Fees & Bond & Cancellation policy

• A cleaning and hire bond of $150 is payable in advance of the hire. The bond will be refunded in full, within ten working days following the date of hire, if the following criteria is met:
  • No damage to property or equipment.
  • All areas left in a clean and tidy state.
  • Security conditions are met.
  • Keys are returned to Welcome Bay Community Centre within our opening hours, Monday - Thursday 9am – 3:30pm.
• A non-refundable deposit of minimum 25% of the hire fee is required to secure event bookings. This should be paid once we have confirmed your event based on this filled form. Your booking will remain tentative only until such time as the deposit is paid. (Management has full discretion as to the amount of deposit required).
  • For events, the balance of the hire charge plus cleaning bond must be paid in full latest seven working days before the hire date, if not sooner, or as agreed with management.
• Where a booking falls outside of our normal staffing hours and staff are required to attend, a fee of $35 an hour will apply in addition to the hire charge.
• The hirer is liable for all damages that occur to the property and facility equipment as a result of the hiring groups actions.
• Payments not received by the due date may be referred to a debt collection agency. The hirer will be liable for all associated fees and any other costs associated with this debt collection.
• Cancellation needs to be announced via email and acknowledged by Community Centre team.
  • Cancellation is free of charge 4 working days before hire date.
  • If cancellation is announced less than 4 working days before hire day - first hour will be charged in full.
  • If cancellation announced less than 1 working day before hire day – full charge for room hire will apply.
  • Any exceptions to this are at the discretion of the Welcome Bay Community Centre management.

What we offer

• Our kitchen is fully equipped with all whiteware appliances.
• We provide basic assortment of coffee and tea.
• Panic alarm button is available – please advise us on your booking form.
• Projector and projector screen (cable to be organised by hirer) – please advise us on your booking form.
• 9 tables and 35 chairs available, as well as some sofas and armchairs – please advise us on your booking form.
• Wi-fi is available. If high speed and more stable Wi-fi is needed for presenter – please advise us on your booking form.

Compliance

• Catering services must be negotiated with management.
• The sale of food, including fundraising, requires a Food License which can be obtained directly from Tauranga City Council. Please allow a minimum of five working days prior to booking for the license application to be processed.
• Acquiring any necessary licenses or certificates will be the responsibility of the hirer.
• The hirer must ensure that noise levels do not exceed limits as Tauranga City Council’s District Plan (45DBA). However, if noise is deemed a “nuisance” and Council receives two or more complaints from the public, a visit from an Enforcement Officer may result in an infringement. If the “nuisance” persists, Enforcement Officers have the right to confiscate sound equipment. Hire fees will not be refunded if the booking cannot proceed due to a noise complaint.

Cancellations from the Community Centre

• The facility must be given at least 7 days’ notice of cancellation. Written notice must follow oral notification at management discretion.
  • Every effort will be made by the facility to avoid cancelling any confirmed reservation. However, in the event of an emergency, beyond the control of the facility, a confirmed reservation may be cancelled. Should an event be cancelled for this reason, it will be rescheduled at a convenient time for the group and the facility. If rescheduling cannot be done, a full refund will be given.

Security

• All hirers making bookings outside of business hours will be responsible for the security of the building. The hirer will have access to alarm code (where applicable) and property keys. All alarm codes and property keys will be given prior to the booking (where necessary).
  • Keys and alarm codes must remain with the nominated point of contact and kept secure at all times.
  • In the event keys are lost or stolen, management must be notified immediately, and any cost incurred for replacing the key and/or locks will be charged to the hirer.
• Where deemed necessary, the hirer will be required to provide security services for crowd control purposes.
• Hirers shall enter on the times and only those areas within the facility stated on the hire application form.
• If a hirer causes alarm activation, that hirer will be charged an additional $150 to cover the cost of security guard call out.
• Any charges incurred due to activation of Fire Alarms will be paid by the hirer if the activation is found to be a false activation.
• Panic call button is available at the centre free of charge, in case of call out the charge will be fully passed to the hirer.

Health & Safety

• The nominated point of contact who is responsible for the group must familiarise themselves with the relevant Potential Hazards for Users for each facility that is accessed. The aforementioned person is also required to take all practical steps to ensure a Fire Warden and/or Floor Supervisor is appointed. These people must be familiar with and abide by the specific healthy and safety requirements of the facility including the evacuation plan and to be competent to action if the need arises. Management will inform hirer’s as to the required number of Fire Wardens required (for an event up to 50 people 1 Fire warden is adequate).
• All exist ways must be kept clear and visible at all times.

Cleaning & Maintenance

• No smoking in the facility and NO ALCOHOL in the facility or surrounds. Any exceptions to this are at the discretion of the Centre management.
• Consumption of food and non-alcoholic drink is limited to designated areas only.
• Please do not change setting on the air-conditioning unit by the office, if setting changed the hirer will be charge a fee.
• After use, and before vacating the premises, the hirer must clean, remove food, personal items and ALL rubbish from the premises. If any rubbish remains on the premises the Centre reserves the right to charge a fee for rubbish removal.
  • Cleaning equipment will be made available to all hire groups and the spaces hired must be left in good condition. All hire equipment is located in the Staff bathroom and under kitchen sink.
  • Any additional cleaning performed by contractors, or centre staff to get the facility back to satisfactory condition may incur an additional charge of $35 an hour in excess of the cleaning bond.
  • Please do not leave any food in the kitchen or fridge.
• Any damage to the building or the assets of the facility will result in the replacement or repair of the damaged property at the hirers cost.
• Hirer is responsible to fill ‘EXIT CHECKLIST – BEFORE YOU LEAVE THE BUILDING’ after each use (located on black clip board above Fire Alarm and House Alarm by the main door).
• Please make sure Centre, our Community Centre’s cat, is not inside the building when you leaving.
• Please do not forget to close all windows, doors; turn all appliances, lights and ceiling fans off; and lock and alarm the building on your exit! Any damage caused by leaving the Community Centre unlocked/disarmed will be charged in full to hirer.