Rec Park Centre – Conditions of Hire | Page 1
CONDITIONS OF HIRE
REC PARK CENTRE GOLDEN BAY
Updated Terms and Conditions – September 2026 | Version 2
For these Conditions of Hire, “Centre” means the Rec Park Centre and its authorised management, and “Hirer” means the person or organisation named on the booking and responsible for the hire. The Hirer is responsible for ensuring that all guests, participants, contractors and other people associated with the booking comply with these Conditions of Hire.
1. CONFIRMED BOOKINGS
1.1 All bookings are subject to written confirmation by the Centre. A booking is not confirmed until the applicable Conditions of Hire/use and/or Agreement have been signed, and any required deposit has been paid. Bookings made one year or more in advance may be subject to an annual price increase.
1.2 Where another party requests the same date, the Hirer must confirm a tentative booking within 10 working days of notice from the Centre. If confirmation is not received within that period, the Centre may release the date and accept another booking.
1.3 A provisional booking must be confirmed within one month of the initial enquiry, failing which the Centre may release the booking without further notice.
2. BOND/DEPOSIT
2.1 A deposit of 25% is required to confirm a major booking, including a wedding or conference. If the Hirer cancels a confirmed booking, the deposit is non-refundable unless the Centre agrees otherwise in writing.
2.2 For casual booking, the Centre may require full or partial payment of the hire fee and/or a bond prior to the booking, at the discretion of the Centre Manager.
2.3 The Centre may deduct from the bond any amount owing to cleaning, rubbish removal, damage, breakages, loss or other costs arising from the hire. The Hirer remains liable for any amount exceeding the bond and must pay that amount when invoiced.
3. CANCELLATION OF BOOKINGS
3.1 The Hirer must give at least 20 working days’ written notice to cancel a major booking.
3.2 The Hirer must give at least 48 hours’ written notice to cancel a casual booking. Where the required notice is not given, the Centre may charge the full hire fee.
4. KEYS/SWIPE CARDS
4.1 Keys and access cards remain the responsibility of the person to whom they are issued and must not be transferred to another person without approval. They must be returned within 48 hours after the hire/use. A $20 fee applies to each key not returned.
5. ORIENTATION/ALARMS
5.1 The Hirer must attend any orientation required by the Centre covering access, alarms, fire evacuation procedures and general use of the Centre. The Hirer is liable for a $100 charge for any unnecessary security alarm call-out arising from the booking.
6. HEALTH AND SAFETY
6.1 The Hirer must comply and must ensure all persons associated with the booking comply, with the Health and Safety at Work Act 2015 and all Centre health and safety requirements, including evacuation, hazard management and accident/incident reporting procedures.
6.2 Electrical Equipment: Any electrical equipment brought into the Centre and connected to the Centre’s power supply must have a current test and tag before use. Untested or untagged electrical equipment must not be connected or used.
6.3 The Hirer must review the Centre’s hazard register before the hire/use commences and must identify, control and manage all additional hazards arising from the Hirer’s equipment, activities, staff, contractors, participants or guests.
6.4 The Centre may require the Hirer of a major event to provide an event specific Health and Safety Plan before the booking proceeds.
6.5 The Centre may suspend or terminate any hire/use immediately where it reasonably considers the health or safety of any person to be at risk.
6.6 The Hirer must immediately report all accidents and incidents to the Centre Manager and complete an incident report where required.
6.7 The Hirer must comply and must ensure all persons associated with the booking comply, with all safety signs and directions displayed throughout the Centre.
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6.8 The Hirer is responsible for the health and safety of its staff, visitors, guests, participants and contractors and is liable for any first aid costs arising from the booking. A First Aid Kit and defibrillator are available onsite.
7. HAZARDOUS SUBSTANCES
7.1 LPG is stored onsite next to the Stadium roller door entrance. The Hirer must comply with all applicable safety requirements and directions relating to hazardous substances. Safety Data Sheets are held in the Health and Safety Folder in the foyer.
8. FIRE SAFETY AND EVACUATION
8.1 The Hirer must designate a Chief Fire Warden and the required number of Fire Wardens for the event as follows:
8.1(a) Up to 100 people: one Chief Fire Warden and any additional Fire Wardens required under the Centre’s Evacuation and Emergency Procedure.
8.1(b) 100–500 people: one Chief Fire Warden and at least two Fire Wardens.
8.1(c) Over 500 people: one Chief Fire Warden and sufficient Fire Wardens and Deputy Fire Wardens to implement the Centre’s evacuation plan. 8.2 FIRE SAFETY INFORMATION – The Hirer must provide the Centre Manager with the name(s) of the designated Chief Fire Warden and/or Fire Wardens at least five (5) working days prior to the booking. 8.2(a) Prior to the commencement of any function, conference or event, the Hirer must ensure that all guests, patrons, staff and contractors are advised of the location of emergency exits and evacuation routes and are made aware of the designated Chief Fire Warden and/or Fire Wardens.
8.3 The Hirer must obtain prior approval for any staging, curtaining, unusual seating, exhibition stands or other arrangement that may affect the Centre’s evacuation plan. The Centre may require an Event Management Plan, which must be provided by the Hirer at the Hirer’s cost.
8.4 The Hirer must notify the Centre Manager at least three working weeks before the booking of any device or activity that may produce heat, smoke, haze, fog or fumes. The Hirer is liable for all costs arising from any required fire-system isolation, false alarm or Fire and Emergency New Zealand attendance attributable to the booking, and for any uninsured loss arising from fire caused by the Hirer or persons associated with the booking. Candles, tea lights and all other open flames are prohibited inside the Centre.
8.5 Maximum Occupancy: The Hirer must not exceed the maximum occupancy of any area of the Centre:
8.5(a) NBS Stadium: 277 pax
8.5(b) Clubrooms on the Park: 202 pax
8.5(c) RSC Community Room: 50 pax
8.5(d) Kitchen: 6 pax
8.5(e) All other areas: The Hirer must contact the Centre Manager to confirm the applicable maximum occupancy before the booking.
9. INSURANCE
9.1 The Hirer is responsible for maintaining appropriate public liability insurance and for insuring all furniture, equipment and property brought into the Centre. The Centre may require evidence of current public liability insurance before permitting a booking to proceed.
9.2 If required evidence of public liability insurance is not provided; the Centre may cancel the booking or refuse access to the Centre. To the extent permitted by law, Tasman District Council, the Centre Operator and their authorised representatives are not liable for loss arising solely from that cancellation or refusal.
10. SECURITY
10.1 The Hirer is responsible for the security of all areas accessed for the booking and for all property brought onto or left at the Centre. On departure, the Hirer must ensure all windows and doors are secured, and all lights, heaters and air conditioning are turned off. The Hirer is liable for any additional costs arising from failure to comply with this clause.
11. CLEANING DURING AND AFTER AN EVENT
11.1 The Hirer must leave all areas used in a clean, tidy and orderly condition and must remove all rubbish unless alternative arrangements have been approved by the Centre Manager. For evening functions, clean-up must be completed by 9.00am the following day unless otherwise agreed. The Hirer is liable for all additional or professional cleaning and rubbish-removal costs, which may be deducted from the bond or invoiced.
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12. RESPONSIBILITY FOR LOSS AND DAMAGE
12.1 The Hirer is liable for all damage, breakage or loss caused during the hire/use period by the Hirer or any person associated with the booking, and for all resulting repair or replacement costs. The Centre accepts no responsibility for property brought onto or left at the premises. The Hirer must report any damage, breakage, loss or fault to the Centre Manager as soon as practicable.
13. SETTING UP AND CLEARING AWAY
13.1 Where carpet tiles are required, the Hirer must advise the Centre Manager in advance, as assistance is required to access and transport the tiles from storage beneath the grandstand.
13.2 Any spill or soiling must be attended to and cleaned immediately. Carpet tiles must be clean and completely dry before being packed away and must not be stacked or returned to storage while wet, damp or soiled.
13.3 Any tile that remains heavily soiled, stained or requires further cleaning must not be placed within the main stack. These tiles must be placed clearly on top of the stored pile and reported to the Centre Manager.
13.4 The Hirer is responsible for any additional or professional cleaning costs incurred.
13.5 The Hirer must return all furniture and equipment to the location directed by the Centre. Any room set-up provided by the Centre may incur an additional charge.
14. KITCHEN HIRE / FOOD STALLS – For preparation of food for sale to the public
14.1 The Hirer must ensure that all food preparation and sale associated with the booking complies with all applicable laws, regulations, bylaws and Tasman District Council requirements.
14.2 The Hirer must ensure that every business preparing food for sale to the public holds all required registrations and approvals. A copy of the applicable Food Control Plan must be provided for each commercial food vendor before the event.
14.3 The Deep Fryer must not be used unless its use has been approved as part of the booking. Additional charge apply
15. ALCOHOL / BAR
15.1 The Hirer must ensure that all alcohol supplied, sold or consumed in connection with the booking complies with the Sale and Supply of Alcohol Act 2012 and all Centre alcohol requirements. All alcohol arrangements must be approved before the booking. Bring Your Own (BYO) alcohol is prohibited at the Centre.
16. SMOKING / VAPING / ILLEGAL DRUGS
16.1 Smoking, vaping and the use or possession of illegal drugs are strictly prohibited inside the Centre. A breach of this clause may result in immediate termination of the hire and removal of the person or persons concerned from the Centre.
17. SPECIALIST OR ADDITIONAL STAFF
17.1 Where the Centre agrees to arrange additional or specialist staff, the Hirer is liable for all associated staffing, organisation and administration costs.
18. SOUND OR NOISE LEVELS
18.1 The Hirer must comply with all Tasman District Council bylaws, resource consent conditions and Centre requirements relating to noise levels and function finishing times.
19. COURTESY OF OTHER USERS
19.1 The Hirer must not obstruct, disrupt or unreasonably interfere with the access, activities or use of the Centre by any other authorised user.
20. COURTESY OF NEIGHBOURS
20.1 The Hirer must ensure that the booking does not unreasonably disturb neighbouring properties, particularly when persons are outside, exiting the building or leaving the car park after 10.00pm. For major events or functions, the Hirer must notify neighbouring properties in advance by placing a courtesy notice in their letterboxes.
21. FOOD AND BEVERAGE RIGHTS
21.1 Where catering services are provided or arranged by the Centre, the Hirer must pay the applicable additional charges. The Hirer must disclose any sponsorship obligation affecting food or beverage suppliers and provide evidence of that obligation if requested by the Centre.
22. ACCESS
22.1 The Centre Operator, Tasman District Council and their authorised representatives retain the right to access any part of the facility at any time, including during a booking.
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23. TECHNICAL ASPECTS OF HIRE/USE
23.1 The Hirer must obtain prior approval from the Centre Manager for all technical arrangements. No electrical or other fitting or equipment may be connected, disconnected or altered without approval. External power requirements must be approved before the event and only appropriate equipment or adaptors may be used. The Hirer must ensure that gangways, passageways, emergency exits, fire doors and access to fire or emergency equipment always remain clear and unobstructed.
24. REFEREES
24.1 The Centre may require the Hirer of a personal-use booking to provide contact details for two referees as a condition of accepting the booking.
25. PAYMENT
25.1 The Hirer must pay all hire/use fees in full by the 20th of the month following the invoice date, unless otherwise stated on the invoice or agreed in writing.
26. OTHER CONDITIONS OF HIRE/USE
26.1 The Centre reserves the right to refuse any application for hire/use or to impose reasonable conditions on a booking.
26.2 A booking for an 18th or 21st birthday function will not proceed unless appropriate supervision is in place and all required hire fees and bonds have been paid in advance.
26.3 Where the Centre is used outside normal office hours, the Hirer must turn off all lights and secure all doors before leaving. The Hirer is liable for any additional costs arising from failure to comply with this clause.
26.4 The Hirer is responsible for the conduct of all guests, participants, contractors and other persons associated with the booking and must ensure their compliance with these Conditions of Hire. Children must be always supervised. The Hirer is liable for the cost of repairing damage and removing any items left behind and must report any damage, breakage or fault to the Centre Manager as soon as practicable.
26.5 The Hirer must not attach, fix or adhere anything to any wall, ceiling, door or other surface within the Centre without the prior approval of the Centre Manager.
26.6 Animals must not be brought into or kept inside the Centre without the prior approval of the Centre Manager, except where access is required by law.
26.7 Glitter, confetti and similar decorative materials are prohibited inside the Centre unless prior approval has been obtained from the Centre Manager.
26.8 The Hirer must not remove Centre furniture or equipment from the Centre, or move furniture or equipment between areas, without the prior approval of the Centre Manager. All furniture and equipment must be returned to the location directed by the Centre at the completion of the booking.
26.9 The Hirer and all persons associated with the booking must remain within the areas included in the booking and must not enter or use any other area of the Centre without prior approval from the Centre Manager.
26.10 The Hirer must not attempt to repair, alter or adjust any Centre equipment, fixture, fitting or facility. Any fault, damage or malfunction must be reported to the Centre Manager as soon as practicable.