The following terms and conditions have been developed to ensure your booking runs smoothly with minimal disruption. These terms and conditions should be read in full. By making payment to the Grief Centre, you will be deemed to have accepted these terms and conditions of hire.
General Conditions of Use
· All statutory laws, rules, regulations shall be strictly observed by the hirer.
· The hirer must not remove any furniture or equipment from the venue. Furniture must not be moved between rooms without prior agreement with management. Any decorations or signage that may damage the property are strictly prohibited.
· If the hirer is found to be using rooms other than the room(s) specified in this Agreement without a booking, this will lead to immediate cancellation of any future bookings.
· The hirer agrees to keep all noise both inside and outside the Grief Centre to a level acceptable to the by-laws of Auckland Council.
· The hirer shall be responsible for the maintenance of law and order by their group both within the property and the surrounding area during the period of hire. The Grief Centre accepts no responsibility for the behaviour of the hirer and/or the group’s attendees.
· Hirers must precisely state the purpose for which the Grief Centre is to be used when completing the hire contract. Subletting any part of the premises is prohibited.
· The Grief Centre may, at its discretion, refuse any application to rent the premises.
· As several clients/groups may be using areas or rooms in the Grief Centre simultaneously, all users are always required to be co-operative and considerate to others.
· Children must always be actively supervised.
· Unfortunately, the Grief Centre is unable to offer storage for groups; anything required for your booking must be brought with you and taken away at the end of each the hire.
· Any damage to the Grief Centre or equipment caused or contributed to by the hirer or its group or attendees shall be rectified, and the costs incurred in doing so (or relevant proportion thereof) will be charged to the hirer.
· The use of any externally supplied electrical, gas appliances, candles, diffusers, oil burners, incense is prohibited unless provided by the Grief Centre or approved by the Manager.
Bookings
· The hirer must ensure that all persons in their room have vacated the venue by the end of the hire period.
· The hirer must adhere strictly to the confirmed hire period. Failure to do so will incur additional charges and possible cancellation of any future bookings.
Payment
· Payment for casual hire is required before the time of booking: the space is not considered to be booked until payment has been received.
· If payment is overdue for a period of 14 days or more, the outstanding amount will be a debt due to the Grief Centre and may be referred to a debt collection agency or other duly authorised agent for collection. The cost of debt collection and or legal costs related to collection of overdue money will be paid by the hirer.
Cleaning and Security
· Rooms must be left as they were found, in a clean and tidy condition. This includes returning all furniture to its original place.
· Cleaning materials are provided in the cupboard under the sink in the kitchen if needed and a vacuum cleaner is located in the Office Supplies Room. The rooms are checked each day and if they are deemed in an unsuitable condition an additional cleaning is required this cost will be passed on to the hirer. Rubbish and recycling bins are in the kitchen.
· The heat pumps/air conditioners must be used responsibly to conserve electricity and be turned off when leaving.
· For most bookings, a staff member will be on site to give you access to the room. In the event that this is not possible, we will send a lockbox code to you 48 hours before your booking to give you access to the key for the front door.
· Outside of office hours (9.00am - 5.00pm), security is the responsibility of each hirer. Once your booking has finished, please check if there is anyone else on the property. If not, confirm that all windows and doors are secure, turn lights and heat pumps off and lock the front door on exiting.
Health and Safety
· It is the responsibility of the hirer to ensure the health and safety of all persons attending their meeting/event/group.
· It is the responsibility of the hirer to inspect the venue at the commencement of the hire period to ensure its condition is safe and fit for purpose. Any hazards noted should be reported to management urgently via email admin@griefcentre.org.nz.
· A first aid box is kept in the kitchen. It is the responsibility of the Office Administrator to ensure that first aid items are replenished, and the kit checked on a six-monthly basis.
· Staff complete daily checks of the carpark, exits, passageways and identified hazards/risk areas will be carried out to ensure they are free from clutter and hazards.
Alcohol and Smoking
· Smoking and vaping are not permitted anywhere at the Grief Centre, this includes inside the premises, on the grounds, on the veranda, and in the carpark. It is the hirers responsibility to communicate this to attendees and in the absence of Grief Centre staff enforce this condition.
· No illegal substances are to be brought onto or into the Grief Centre property.
· Anyone showing signs of being under the influence of alcohol or drugs will be asked to leave immediately.
Car Parking
· We have 9 car parks available. Alternative parking is available on Zion Road, Birkenhead Avenue, Onewa Road, and at Highbury Mall. Please note that Birkenhead Avenue (east side) and Onewa Road (north side) have clearways in place until 10am on weekday mornings.
Disputes
· In the event of a dispute that cannot be resolved between parties, contact the General Manager katrina.king@griefcentre.org.nz. If after this the dispute is not resolved satisfactorily, contact the Governance Board. The board’s decision will be final.
Hire Charges
Kowhai Room: Half day (5 hours) $60, Full day (10 hours) $120
Pohutukawa Room: Half day (4.5 hours) $112.50, Full day (9 hours) $225, Evening (3 hours) $75
Please note that the Grief Centre reserves the right to request a bond payment prior to your booking.
Booking Cancellation Policy
100% refund (minus booking fee) on cancellations up until 24 hours before your booking.
After that, no refunds on cancellation.
Booking Pending Approval
100% refund available if cancelled, expired or declined.
Booking Confirmed
100% refund available (minus booking fee)
24 Hours Before Booking Start Time
Free Cancellation Ends
No refunds on cancellation from this point on.
Booking Start Time
Booking cannot be cancelled after the start time.
