Mākoura College Facilities Hire 2026
Terms and Conditions
The College is governed by The Board of Trustees of Mākoura College
Hirer refers to the person named as the Hirer in the Facility Hire Enquiry Form
The Board refers to Mākoura College Board of Trustees
Attendee included but is not limited to, agents, employees, and invitees of the hirer
Damage refers to harm causing loss of usefulness or value not considered to be wear or tear
Facility Manager the Boards appointed delegate to oversee hireage of facilities at Mākoura
Facility - this refers to all Mākoura College’s hireable venues listed below:
Hall incorporating the foyer, toilets, main stage and seating areas. Lighting, sound and use of projector carry an additional fee.
Gymnasium
Turf Facility with multi sport facilities which include - tennis, netball, basketball, futsal, hockey training and sprint track. And flood lighting.
Student centre and kitchen
Conditions to follow apply to the use of the facilities at Mākoura College.
All hirers must leave the property as it is found, and the following rules must always be adhered to:
1. Bookings
a. Bookings are to be made via the Mākoura College Website and emailed to office@mc.school.nz
b. A bond will be required to confirm bookings. This bond will be deducted from the total cost of the booking charged if no damages have incurred during the time of the booking
2. Payment of Hireage Fees
a. The total costs of hireage (less any bond) are payable within the following 7 days of an invoice being provided. Failure to do so may result in the Board charging penalty interest and collection costs
b. All costs are GST inclusive.
3. Cancellation Procedure
The Board reserves the right to apply the following cancellation procedure to any confirmed booking:
a. Cancellations need to be advised as soon as possible to enable any deposit paid to be refunded
4. Preparation Cleaning and Dismantling
a. Hirers will be responsible for all preparation and dismantling of the facilities in respect of their usage, unless otherwise stated by arrangement with the Facilities Hire Manager of Mākoura College.
The venue must be left as it was found.
b. The Board reserves the right to charge a fee for any assistance given by school staff or any other such designated persons in respect of preparation and dismantling. If requested, the college will either set out or remove loose seating for a cost of $100.
5. Uncleanliness and Damage
a. The premises are to be left clean and tidy. If further cleaning must be undertaken the Hirer may be charged at a rate of $35 per hour
b. No nails, tacks, adhesive tape, or any fixes are to be used on any of the walls and signage of requirements must be adhered to.
c. The Hirer must take all reasonable precautions to prevent damage or loss
d. All damage must be reported to the Board through the Facilities Hire Manager as soon as practicable. The hirer shall be liable for any damage unless fault is otherwise proven.
e. No chewing gum is to be consumed within any part of the school complex
f. The venue’s equipment, fixtures, fittings, heating, and ventilation systems are only to be used for their intended purpose.
g. Litter must be placed in the appropriate rubbish receptacle
h. The hirer is responsible for the removal of all rubbish and recycling after the event.
6. Sub-Letting
a. The hirer shall not sub-let.
7. Venue Security
a. If the alarm is activated during the period of hire and results in a callout to the College’s security firm, the callout fee may be charged to the users responsible.
b. The hirer must ensure that all attendees are aware of the evacuation procedures.
c. All facilities must be left secured, with all lights, heaters and taps turned off. Failing to do this, may result in an additional charge.
8. Rights of Mākoura College
a. The Manager shall always have access during a hire period.
b. The Board reserves the right to refuse any application for hire by an individual or organization without a reason
b. The Hirer shall not have any right of claim against the Board for any interference or cancellation of any booking which is caused by civil disturbance, industrial action, Act of God or any circumstances beyond the control of the Board. If the venue is unavailable to you for any of these reasons, the Board will refund any deposit paid.
c. The Hirer shall not breach any copyright performance rights in connection with any musical, literary or dramatic work being performed and agrees to indemnify the Board against any claims or expenses in respect of any such breaches.
9. Priority of Bookings
a. The Board shall have the right to determine the priority of booking requests.
10. Equipment Hire
Certain items will only be hired with college personnel for operation e.g., lighting & sound technician is required if college equipment is being used. The hirer is responsible for ensuring that any equipment used complies with the requirements of the Health and Safety Employment Act.
11. Kitchen Facilities
a. There is a small kitchen area available in the Student Centre with a stove, fridge and hot water boiling unit. Crockery, utensils, and provision of all other kitchen appliances and equipment that may be required, will be the responsibility of the hirer. The kitchen must be left in a clean and tidy condition.
12. Catering
a. Mākoura College does not provide any catering.
b. Alcohol may only be served after obtaining both the prior consent of the Board and the correct licences. All licences must be displayed according to licence regulations. The Hirer will appoint a Bar Manager to serve alcohol when required.
13. Liability
a. The Board accepts no liability or responsibility for death or illness, injury, or accident to or
financial loss by any person, as a result of this venue’s hire agreement.
b. The Board agrees to take responsibility for public liability insurance and building and contents insurance for all school equipment. The hirer must be responsible for all other items.
c. The hirer indemnifies the board (and the board’s employees or agents) against all claims, demands, losses, damages, costs and expenses arising from the use or hire of the venue or any breach of any of these terms or conditions.
14. Health and Safety
a. Hirers are required to read the Fire and Evacuation Procedure and signs displayed at the exits. The hirer must ensure that all attendees are aware of the evacuation procedures.
b. Hirers are responsible for ensuring that all Fire Precautions and Safety requirements are complied with, including:
i. visibility of exit signs
ii. clearance of emergency exits at all times
iii. clearance of all thoroughfares at all times
c. Maximum audience occupancy for the hall not to exceed 1200. The Hirer will be liable for any fines or costs if this number is exceeded.
d. The hirer is to comply with all provisions of all statutes, regulations, ordinances, and bylaws affecting the hall or any activity carried on therein.
e. The following are not permitted on College premises:
i. Animals
ii. flammable material
iii. explosive material
15. Refusal of Admission
a. Notwithstanding any other provision contained in these terms and conditions, the board may refuse admission to any attendee or require any attendee to leave the venue at the sole discretion of any Board member or Mākoura College staff member if that member reasonably believes that any person:
i. Is affected by drugs or alcohol: or
ii. Is behaving in an indecent or disorderly manner: or
iii. Wilfully damages or destroys any part of the venue: or
iv. Is a risk to him or herself, to the safety of others, the safety of the venue or any property within the venue: or
v. Fails or refuses to comply with any reasonable request of a Board member or a Mākoura College staff member.
16. Parking xxxxxx
a. Parking is only permitted in allocated parking areas. Refer to parking map available on the Mākoura College Website.
b. Parking is not permitted on lawns, driveways, walkways or playing fields.
c. The Hirer must use the allocated gate for the event.
17. General
a. The venue will be opened at the commencement of the hire period. Any faults of any description within the venue must be referred to the Facilities Hire Manager.
b. Keys must be collected from the Manager during school hours (8am to 4pm Monday to Friday) and returned at the completion of the hireage. Loss of any or all the keys will result in all locks to and inside the facility being changed at the cost of the hirer.
c. Cigarettes, drugs or vapes are not to be brought onto, or consumed on the premises.
d. Furniture or equipment must not be moved between rooms.
e. Hirers must comply with any request made by the manager at any time regarding the control of the use of the rooms or the conduct of any person.
f. The Hirer must appoint a person to be responsible for making themselves familiar with all light switches, doors, procedures, and facilities at least three days prior to the date of hire. This person must meet with the Manager to inspect and become familiar with the facility. He or she will be responsible for ensuring that all people associated with the hire are familiar with the operation of the facilities to always ensure smooth operation and adequate security. If there are any special instructions or requests these can be given at this time. No keys will be handed over unless this meeting has taken place.
g. The Hirer shall only use the part of the facility that has been hired and paid for, and for the time specified.
h. The hirer is responsible for any costs, losses or expenses the Board incurs due to any breach or non-observance of these Terms and Conditions
i. The College assumes no responsibility for lost or damaged goods or items belonging to the hirers and guests while on School Property
j. In an emergency, the Hirer will contact the Facilities Hire Manager on xxxxxxxx
k. The Hirer acknowledges that Mākoura College staff may need to work in or around the area(s) used by the Hirer and the Hirer shall allow Mākoura College staff access to carry out their tasks by prior arrangement.
l. Termination of the agreement by either party can be made in writing with one weeks’ notice
m. Mākoura College events will always take priority
n. Use of any facility/ground is dependent on availability
The Hirer acknowledges that he/she has read the terms and conditions of hire and agrees to this by signing the relevant section of the Facilities Hire Enquiry Form
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