Wesley Wellington Parish

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Guidelines for Use of Facilities

The following Terms and Conditions apply to all bookings. Please read thoroughly as understanding and agreement of these conditions constitute part of the booking acceptance. If booking on behalf of an organisation or group of people please ensure that everyone involved with the event is aware of this information.

Bookings

a) Applications will be treated in order of receipt but the Wesley Church reserves the right to decline application for any booking.

b) No booking shall be confirmed until the Hirer has paid the 25% deposit and, where appropriate the bond, and has received confirmation from the Office Administrator that the booking is accepted

c) The booking fee will be forfeit if the booking is cancelled with less than two weeks' notice.

d) Full payment is required two weeks prior to the hire.

e) You may only use the rooms you have booked and paid for. Additional room hire will be charged if you use rooms not agreed to.

f) You must vacate the premises at the correct time.

g) The Hirer is to include in their booking time any set-up and pack-up time that may be required. Should the event continue after the finish time, additional room hire will be payable at the appropriate rate, pro rata, hourly or parts thereof.

h) Permanent and regular bookings shall be subject to arrangements with the Office Administrators

Bond

a) For all outside and parishioners personal social events a bond of $100 will be applicable.

b) Refund of bond shall only be made if all obligations in the contract documents remain fulfilled. That is no extra cleaning is required and there is no damage to the Church, hall, kitchen or rooms. Also contents are undamaged on inspection by the custodian after the event, otherwise any applicable costs will be deducted from your bond.

Damage and Loss

a) Any damage that occurs to the premises must be reported immediately to the Office Administrator or Custodian. If this is outside office hours please leave a message on the answer phone 04 384 695.

b) Any loss or damage to Church property, furniture, fittings, fixtures, appliances and apparatus in or about the said premises will be charged to you.

c) You will be held solely responsible in respect to any claims arising, or loss, accident, injury or damage to persons sustained in connection with this function.

d) No responsibility will be accepted for any damage to or loss of any property you bring to or store on the premises

e) Nothing is to be driven into or attached in any way to ceilings, walls, floors, furniture or furnishings without prior permission. No writing, painting or disfigurement is to be applied to the walls, ceilings or floors.

f) You must return all chairs, seating, furnishings or other property to their designated areas.

Health and Safety

a) The Hirer is responsible for maintaining good order and behaviour in all parts of the premises and grounds in use and will not cause, suffer or permit disorderly conduct or nuisance to arise.

b) Fire/emergency exit doors must be kept clear from obstruction at all times.

c) The Hirer is responsible for the safety of children on the premises and children must be supervised by an adult at all times.

d) No food is to be consumed in the Church or in the carpeted corridors.

e) The Hirer needs to be able to provide first aid assistance to anyone injured during the term of the booking and this will be the responsibility of the Hirer.

f) The Hirer will read and understand the fire and emergency evacuation procedures as posted inside the Church, halls, kitchens and rooms.

g) The Hirer has access to a payphone for emergency purposes. Positioned between the halls, in Foyer 2, dial 1 for outside calls. However it is recommended that the person responsible for the event or activity have a cell phone available.

h) The Hirer will comply with all laws, regulations, bylaws and rules applicable to the operation of the event and the use of the venue, including taking all practicable steps to ensure that the provisions of the Health and Safety Employment Act 1992 are met at all times. When using the outside areas you must abide by the WCC laws of nuisance: noise and smoke from barbeques and the umu.

i) The Hirer will be responsible for the behaviour of event participants and for ensuring that activities and persons present adhere to the rules of Wesley Church.

j) The Hirer will be responsible for ensuring that the premises are kept secure at all times.

k) Smoking is not permitted on the premises

Permits and Consents

a) Liquor is permitted subject to compliance with Wesley Church alcohol policy that it will remain under the strict control of one responsible adult throughout the booking. For more details please see the Wesley Church alcohol policy.

b) Where sale of food is undertaken the Food and Hygiene Regulations 1974 must be complied with.

Security

a) The Custodian will unlock the rooms for the time booked and lock up afterwards.

b) You must ensure that all heating and lighting is turned off before you leave. An additional charge may be made if any is left on.

c) It is your responsibility to check that all outer doors and windows are securely locked when you leave.

d) A security guard checks the premises on a regular basis and if you are occupying rooms that are not shown on the board you will be evicted.

e) If the Church is required to call a security guard for any reason you will be billed for any costs incurred.

Cleaning and Rubbish

a) Please ensure that ALL RUBBISH is removed from the halls, meeting rooms, kitchens, and in particular the outside surrounding area. There is a large bin at the rear of the premises for your use.

b) The total area must be left clean and tidy at the end of booked times. Floors must be mopped if necessary.

c) You must remove all personal equipment and belongings immediately after the function, unless prior approval has been given, within the period of hire.

Cancellations

a) The Church reserves the right to cancel any bookings if the facilities are required for any unforeseen purposes i.e. a funeral or for urgent an maintenance. In that event all fees will be refunded in full and the event will be rescheduled.

Emergency/Evacuation Procedures

a) All visitors need to read and be familiar with the following emergency procedures document, and be able to respond to an emergency and evacuate the building safely.

b) Immediate evacuation of all areas of the building is essential upon discovery of a fire or upon the continuous sounding of the fire alarms.

Warden Identification

a) Fire Warden – a Fire Warden must be assigned by any group who books and uses the hall. This must be recorded in advance on the booking form. The Hirer has access to a payphone for emergency purposes. Positioned between the halls, in Foyer 2, dial 1 for outside calls. However it is recommended that the person responsible for the event or activity have a cell phone available.

In case of fire, or if the fire alarm sounds, the Fire Warden will:

1. Evacuate all users to the assembly point;

2. Call 111 ask for the Fire Service and notify the Fire Service that the alarms are sounding at the Wesley Church 75 Taranaki Street, Wellington

3. Check that no one is left in the building;

4. Call the Custodian to inform him/her that the fire alarm has been activated.

5. Complete a head count for the group – report anyone missing to the Senior Fire Service Officer;

6. Ensure no person returns to the building until after the all-clear is given by the Fire Service;

7. Liaise with the Senior Fire Service Officer. Where disabled persons are using the facility the Warden must advise the Fire Officer.

b) Please see hall floor plan (located at the main exit) for location of the fire hoses/fire extinguishers/alarms switches above and make sure you and the members of your group are familiar with the fire exits.

Parking

a) Parking is generally not available on the premises between 7am – 7 pm during weekdays.
b) There are only four visitor parking places available and must be booked with the Office Administrator and a visitor parking badge must be displayed.
c) Accessible parking is available and should be discussed with the Office Administrator. A visitors parking badge must be displayed.
d) Any persons who are parking without permission will be clamped.

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