Sports Hub Terms and Conditions

DWC Westland Sports Hub Hire Terms & Conditions

Please ensure you have fully read and understood the following Terms & Conditions. These are your responsibilities as the hirer when booking a space at the DWC Westland Sports Hub.

Bookings are for a minimum of 60 minutes.
The hirer must truthfully and accurately state the type of activity the community facility is being hired for.
The hirer must only use the community facility space they have booked and paid for. • Set up and pack down time must be allowed for and included in the hire period.
DWC Westland Sports Hub reserves the right to have staff, or their representatives present at the event at any time.
The hirer shall ensure that all persons have vacated the community facility by the end of the hire period.
The hirer must adhere to the confirmed hire period. Failure to do so can incur additional charges and possible cancellations of future bookings.
Cancellation rules apply to all amended bookings that result in a different time period, except for the extension of existing booking time frames.
All fees quoted at the time of making the booking are GST inclusive. Additional Charges DWC Westland Sports Hub reserves the right to invoice the hirer for any additional charges resulting from the hirers use. In addition to the venue hire price paid at the time of the booking, the hirer may also be charged for:
Unsatisfactory standard of cleaning throughout the facility to ensure that it is ready for the next hirer.
Any damage or loss to the community facility including but not limited to keys, facility locks or chattels caused during the hire period or through any breach of the Terms and Conditions in this Agreement.
Any theft of DWC Westland Sports Hub property from the community facility during the hire period.
Failure to conclude the facility hire by the agreed time.
Failure to secure the community facility after your agreed hire including doors, windows, fire exits.
Any cost, losses or expenses that the DWC Westland Sports Hub incur due to a breach of the Terms and Conditions outlined in this agreement, including but not limited to extra cleaning, rubbish removal, cancellation or refunds for the next hire due to actions resulting from failure to meet your hire’s Terms and Conditions.
Any Emergency Services call out or fire alarm activation attendance for a non-emergency situation. This also applies to the security alarm if activated outside of the normal hours of hire.

Cancellation of Hire

Bookings can be cancelled without charge up to 24 hours prior to the booked time slot. The hirer agrees to cancel the booking by contacting the Sports Hub Administrator at sportshub@westlandhigh.school.nz
DWC Westland Sports Hub reserves the right to levy full booking costs for confirmed bookings not utilised or cancelled within 24 hours of the event/booking.
DWC Westland Sports Hub reserves the right to cancel the booking if any unforeseen circumstances arise after the booking has been confirmed.
DWC Westland Sports Hub reserves the right to cancel any bookings at its sole discretion without liability for any loss or additional costs incurred by the hirer or payment of compensation to any party whatsoever. Fees or charges paid prior to the cancellation of the booking will be refunded or credited to the Hirer.
Should a request for a booking be made at a time and/or venue that conflicts with another booking, DWC Westland Sports Hub reserves the right to determine which hirer shall be given the use of the venue at its sole discretion.

Casual Hire

To confirm a booking (or bookings), a casual hirer must accept the Terms and Conditions of hire, and make full payment of the relevant venue hire price at the time of booking.

General Conditions of Use All hirers must be a legal entity. DWC Westland Sports Hub reserves the right to ask for proof of legal identity. A legal entity is a registered group or individual 18 years and older, who has capacity to:

Enter into agreements or contracts
Be accountable for illegal activities

a) The person who makes the booking (or the legal entity’s representative as notified to the DWC Westland Sports Hub) is required to be present for the duration of the event.
b) All statutory rules, regulations and bylaws in force must be observed and complied with by the hirer.
c) It is the responsibility of the hirer to inspect the community facility at the commencement of their allotted booking time to ensure its condition is safe and fit for the purpose of the hire. It is the hirer’s responsibility to ensure the general public does not have access to the community facility, including toilets, during the hire period.
d) No animals are permitted at the DWC Westland Sports Hub, with the exception of guide dogs for the visually impaired, registered companion animals or official animals of the NZ Police.
e) The DWC Westland Sports Hub is an alcohol free venue, the hirer must not bring alcohol into the facility.
g) The hirer is not permitted to allow any illegal activities to take place in or outside the community facility during their hire period.
h) It is the hirer’s responsibility to contact the NZ Police immediately if there are any safety concerns due to disorderly behaviour.
i) Behaviour of the hirer and the attendees of the event must be respectful. Any behaviour that is intimidating, harassing or harmful can be reported to the DWC Westland Sports Hub and future bookings of the reported group may be reviewed.
j) Noise levels must be kept to an acceptable level at all times and attendees are to be considerate of other occupants (if any) of the community facility.
k) Notwithstanding any other provision contained in this Agreement, DWC Westland Sports Hub may refuse admission to any person or require any person attending the event to leave the community facility at the sole discretion of any DWC Westland Sports Hub staff or their representative.
l) All persons accepting this agreement shall be personally bound to abide by all Terms and Conditions contained in this agreement and to fulfil all of the hirers obligations under this agreement.

Damage The hirer agrees to:

Report any damage or heavy wear to equipment by contacting the Sports Hub Administrator at sportshub@westlandhigh.school.nz at the time of your booking.
Accept the cost incurred by the DWC Westland Sports Hub to make good on any damage or repair caused as a result of your function/event.

The hirer agrees to:

Act as a Fire/Warden during the term of your hire. Verifying the positions of all exit points and safety equipment. Confirming that doorways/exit points and stairways are clear and unobstructed.
Controlling and supervising facility emergency evacuation procedures.
Emergency Exit doors are indicated as such at the DWC Westland Sports Hub by a sign.
Emergency Exit doors are to remain unobstructed at all times.
Emergency Exit doors are to remain closed at all times unless in an emergency.
The hirer will ensure that no vehicles are parked in front of, or obstructs in any way, the venues Emergency Exit/s.

The hirer agrees to:

Ensure that there is provision of a cell phone for emergency purposes if there is no public telephone provided at the community facility.
Supervising and policing the DWC Westland Sports Hub smoke free policy.
Smoking is not permitted in any part of the community facility or within 5 meters of a doorway.
Smoke generating equipment is not permitted at the DWC Westland Sports Hub. Flammable materials, Vaps.
Gas appliances, barbeques, spit roasts, cookers, naked flames (e.g. candles) or flammable liquids that are a safety or fire risk are not permitted at the DWC Westland Sports Hub.

Noise The hirer agrees to:

Ensure that your activity/event noise is not excessive or disruptive to neighbours.
Comply with any DWC Westland Sports Hub or Noise Control Officers request or instruction.
Failure to comply with any DWC Westland Sports Hub or Noise Control requests will result in the Police being called to stop the event.

Cleaning Equipment

It is the responsibility of the hirer to ensure that the community facility, including the surrounding grounds, is left in a clean and tidy state ready for use by the next hirer.
Empty the dishwasher before you leave (where applicable).
Oven, stove top and benchtops are to be left in a clean ready to use condition.
Return all DWC Westland Sports Hub provided cleaning materials/equipment to the allocated cleaning storage area in a clean condition.
All rubbish generated from your activity/event including but not limited to catering materials, food, containers, glassware, boxes etc. is the hirers responsibility to remove from the DWC Westland Sports Hub.
Furniture is NOT to be moved between rooms unless otherwise approved by Sports Hub management. The venue has allocated equipment relating to the capacity and legal occupancy levels.
All furniture is to be stacked and stored. Furniture is NOT to be stacked/stored in any Emergency Exit point in any circumstance.

Storage

There is no storage available at community facilities for hirer’s equipment unless an existing agreement is in place with the DWC Westland Sports Hub.
DWC Westland Sports Hub reserves the right to request hirers to remove any item remaining at a community facility where circumstances warrant.
Items belonging to hirers are not to be left on site, the DWC Westland Sports Hub reserves the right to remove and dispose of item as they see fit.
DWC Westland Sports Hub is not responsible for any loss or damage to any item(s) left in or stored in a community facility by the hirer.
At the conclusion of hire, unless the next hirer is present for their booking, the community facility is to be locked up, made secure, with ALL lighting turned off.
Any cost associated with securing the facility after use due to a hirer not completing their responsibilities can be invoiced back to the hirer.