Huapai Golf Club Venue Booking Form

Name of Hirer/ Organization…………………………………………………………………………………………………….

Address…………………………………………………………………………………………………………………………………….

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Phone/Mobile……………………………………………………Email…………………………………………………………….

Huapai Golf Club Membership Number…………………………………………………………………………………..

Purpose of Hire (describe the event) …………………………………………………………………………………………………………………………………………………

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…………………………………………………………………………………………………………………………………………………

Number of persons expected……………………………………………………………………………………………………

Hours or hire of premises…………………………………………………………………………………………………………

Date of function……………………………………………………………………………………………………………………….

HIRE DETAILS (please tick as required)

______  Non-members hire fee of $600, includes Deposit $250* (note cancellation fees below). This covers the provision of staff, standard cleaning, standard stocking of bathrooms and all utilities associated with the operation of the Clubhouse.

______  Members Hire fee of $350, includes Deposit $250* (note cancellation fees below). This covers the provision of staff, standard cleaning, standard stocking of bathrooms and all utilities associated with the operation of the Clubhouse.

______   Bond $500* (fully refundable if no damage or incidents occur)

______   P.A and sound system Hire $200

All prices are exclusive of GST

Please note that all alcohol and food to be consumed on the premises and must be purchased through Huapai Golf Club. A deposit of $250* is required to confirm the booking. Note cancellation fees described below.

Bank Account: 02 0152 0023009 00 Ref: Your Name

Particulars: Date of your venue Hire

CONDITIONS OF HIRE

The greens and golf course area are not included in hire. No one is to go beyond the deck and patio area. The hirer will be liable for any damage to the greens or golf course.

Deposit:

A deposit of $250 is to be paid on confirmation of booking.

Bond:

A bond of $500 is required prior to the event taking place. This will be refunded in full subject to any damage or extra cleaning that might be required.

Minimum Spend on Catering and Bar:

Subject to numbers attending and the nature of the function and requirements placed upon Huapai Golf Club, minimum spends will apply to catering and the bar. All food and alcohol consumed on site must be purchased from Huapai Golf Club.

Cancellation:

If a booked session is cancelled with at least 4 weeks’ notice, the hirer’s deposit will be returned minus a $100 administration fee. Any cancellations after this time will incur a full loss of the $250 deposit.

Covid 19:

In the event of a COVID 19 lockdown or guidelines from the Ministry of Health restricting the event from proceeding, the priority will be to secure an alternative date for the event. If that is not possible, the hirer will have their deposit returned, less the $100 administration fee.

Damage:

The hirer will take responsibility for any damage done during the hire. (Including any damages to the greens or outside areas). Should this be more than the $500 bond the hirer will be invoiced for the balance.

Security:

Security is provided at Huapai Golf Club’s discretion, at the cost of the hirer. This is non-negotiable and will comply with all HGC health and safety and security standards.

Fire Policy:

No Pyrotechnics or explosives (fireworks)to be used on Club premises at any time. No open fires, naked flames.

Fire Safety:

The Manager on Duty will be Fire Warden in charge. This person will evacuate all persons to the fire safety point located in the car park.

Health and Safety:

It is the responsibility of the hirer to ensure all guests apply sound health and safety practices. The hirer must ensure they are familiar with emergency exits and equipment on site. In the event of an evacuation, the assembly point is along the fence line in the carpark. Staff and security will not hesitate to remove any persons exhibiting unsafe or irresponsible behaviour.

Equipment and Decorations:

All equipment and decoration brought on site must be approved by HGC and meet strict health and safety requirements. Glitter is NOT permitted at any time.

Standard Operating Hours:

• Monday, Thursday, Sunday: 8:00AM - 6:30PM
• Tuesday, Wednesday and Friday: 8:00AM - 10:00PM
• Saturday: 8:00AM - 7:00PM

Our licensed hours are as follows:

• Monday and Tuesday: 10:30AM - 10:30PM
• Wednesday, Sunday, Public Holidays: 10:00AM - 11:30PM
• Thursday, Friday, Saturday: 10:00AM - 12:30AM

EMERGENCY EVACUATION

Important

The conditions of the Club’s Hire Agreement require the Hirer or his/her nominee to assume all responsibilities for the safety of the occupants of the premises during the period of Hire.

As part of setting up for, and during the function/event, the Hirer is required to ensure:

• that means of escape from the building are kept free from obstacles.
• the exit doors are not locked or barred.
• and that entrances are not used for storage or accumulation of waste.
• a mobile phone is available for emergency purposes.

In the event of a fire alarm sounding, the Hirer will:

• turn off all music or noise that is part of the function/event.
• call 111 or confirm that 111 call to the Fire Service has been made.
• proceed to the Assembly Area in the main car park and await the Fire Service.
• conduct or arrange to conduct a head count to ensure all members of the party are safe.

Upon arrival of the Fire Service the Hirer will:

• Inform the Officer in Charge of the status of the evacuation and the location of anybody still in the building.
• Await the “All Clear” from the Fire Service.
• Give the “All Clear” for a return to the function.

DECLARATION

I have read, understood, and agree to abide by the Conditions of Hire of the Club Premises as set out in this agreement.

Print Name…………………………………………………………………………………………………………………………………………

Signed……………………………………………………………………………………………………

Date………………………………………………………………………………………………………