Thames War Memorial Civic Centre

Council will not be responsible for loss of money, goods or property occasioned through theft, accident, or failure of the lighting or power. Security is the sole responsibility of the hirer.

A Bond of $500 is required if alcohol is to be consumed or supplied and in some other instances as determined by Council. This is stated on your Estimate, and will be required 30 days prior, to secure your booking. 

Note: Setting up and clearing away is the hirer’s responsibility and expense, however the centre can supply labour for an additional charge. Find out more about the charges here. 

If you require the bollard to be removed for the duration of your hireage please advise Customer Services at the time of your booking.

Cancellation by the Hirer:

Ten days notice of cancellation is required to ensure no charges.

Cancellation by Council:

Three weeks notice is the minimum requirement to cancel a booking. In the event of a civil emergency, TCDC shall be entitled to terminate the hireage. All reasonable measures will be taken to consider the hirer, but no claim shall be made against TCDC for any loss suffered by the hirer.

Smoking is not permitted in any part of the building.

We do not allow the use of smoke machines or haze machines as they will activate the fire alarms and the hirer will be liable for the $1000 cost of the alarm reset.

Private equipment should be covered by your own insurance; if not, any damage or loss of goods, cash and personal belongings is the responsibility of the hirer.

The hirer shall be liable for damage done to property through the act of the hirer, their employees or their patrons. Costs will be deducted from the bond or added to their invoice. All chairs, tables and other equipment brought into the centre from outside must be suitably protected to prevent damage to the floor and carpeted areas. NB: Heavy items are not to be dragged across the floors under any circumstances. 

The hirer shall be responsible for the behaviour of patrons inside or within the vicinity of the centre and its environs. No sleeping or camping is allowed without the express permission of Council.

When using a ladder in the centre, for health and safety purposes, two people are to be in attendance at all times. To be used at hirer's own risk.

The centre is to be cleaned and cleared of guests by the specified times noted below:

• Sunday - Thursday: 12 midnight
• Friday and Saturday: 2am

Please be aware that during the time of your booking the foyer toilets may be made available to the public at times of high demand for the external public toilets, such as bus arrivals.

Non-marking soft-soled white shoes must be worn for sporting activities in the auditorium. Stiletto shoes are not allowed on the auditorium floor.

Dance floor powder is not allowed.

The kitchen has three ovens (oven trays not supplied), two zips, a pie warmer, dishwasher (instructions are on the wall – must be turned off after use), and a refrigerator (this is to be left on at all times). A limited number of glasses, water jugs and mugs are also available.

Please ensure your outside caterers return cups and dishwasher racks etc. or you will be charged their replacement value.

Due to rubbish collection restrictions, it is the hirer’s responsibility to remove their own rubbish.

PLEASE use correct bins, it is not our responsibility to sort your rubbish - charges will be added if this is not done correctly.

A cupboard in the kitchen holds the public cleaning gear - mops, brooms, etc. Please ensure tables are wiped after use or a cleaning charge will apply. Please note: A vacuum cleaner is stored in the kitchen for your use. If the hirer's area of the centre is left in an untidy manner, an additional charge will be levied. Please see our section on Schedule of Fees and Charges for more information. 

If you require an extra cleaning service, please enquire on application and the cost will be added to your estimate.

The hirer will be held responsible for the level of noise created by or for the persons using the centre or its environs.

It is an offence under Section 326 of the Resource Management Act 1991 to create excessive noise that unreasonably interferes with the peace, comfort and convenience of any person.

Please ask us about your technical requirements for lighting, sound and stage curtain requirements.

During your booking please do not touch any of the existing lighting or sound equipment as this is a health and safety issue.  If you require changes to the set up during your booking please contact Customer Services.

Existing facilities available for use are:

Complex: Two portable powered speakers can be used in the Conference Room, as monitors on the Auditorium stage or in the Foyer/Outside as a separate sound system.
Foyer/Outside: Speakers operable with a switch on the amplifier in the Sound Room.
Conference:  Ceiling speakers and two input microphones.
Auditorium: Sound room with mixing desk and mounted speakers.  The mixing desk has a USB input and sound-effect processing which allows use as a front-of-house system.

For further enquiries contact Custodian - 0276994508

a) It is the Hirer's responsibility to check current guidelines and information about liquor licensing. The Hirer will comply with all alcohol requirements, restrictions, or guidelines.

b) Thames-Coromandel District Council reserves the right to not accept any booking with alcohol.

c) Hirer must comply with the below host responsibilities:

1. The main user on the booking is nominated to manage the conduct of the consumption of alcohol.
2. The hirer shall have available for consumption on the premises, at all times when alcohol is being consumed, a reasonable range of non-alcoholic refreshments and low alcoholic beverages and food appropriate to the occasion.
3. Drinking water is to be freely available.
4. The hirer must ensure that minors do not consume alcohol.

d) Hirer must identify at least one responsible adult for every 50 attendees.

e) Hirer must supply a copy of their own photo ID and photo ID for each responsible adult (passport or NZ drivers license)

f) No alcohol can be taken outside the venue when the venue is within a liquor ban area. It is the hirers responsibility to know if the hired venue is situated in a liquor ban area.

For functions up to 300 people, it is the hirer’s responsibility to ensure two fire wardens and one floor warden are designated for fire safety and evacuation. These people are to be noted on our Estimate.

For functions up to 400 people, it is required by law that three fire wardens and one floor warden be in attendance.  

Fire escape exits, are not to be obstructed in any way to allow unrestricted exit during an evacuation. Emergency info is provided throughout the complex.

Kitchen facilities are available on site. Basic Tea, Coffee and water service available on application at an additional charge. Please see our section on Schedule of Fees and Charges for more information

1 x portable screen, a whiteboard (1.6m X 1.2m), 2 x data projectors and 2 x corded microphones are available (included in hireage).

Secure Wi-Fi is available to hirers of the centre. The password will be supplied on commencement of your booking.

Auditorium

• Size
  29.5m X 14.5m
• Capacity
  400 persons - show (theatre style)

    180 persons - seated event (dining style)

• Stage
  7.6m X 13.8m

Conference Room

• Size
  13.8m X 11.7m
  
  
• Capacity
  80 persons - theatre style event

     50 persons  - conference style event - 8 tables (approx), 6 per table

Trestle Tables

• Size
  1800mm X 750mm (white trestles x 18)
• Size
  1800mm X 900mm (new flip tables x 10)

Portable Staging

• Stage Pieces
  1.8m X .9cm (per platform top)
• Height
  Can be assembled up to 3 tiers high. (up to height of .8m)

Chairs

• 85 x red chairs with no arms
• 16 x brown chairs with no arms
• 16 x grey chairs with no arms
• 140 x red chairs with arms
• 47 x outdoor brown chairs

Bleachers

• Bleachers seat 279 people. A charge is applicable, please see our section on Schedule of Fees and Charges for more information

To attach signs please use bluetack; please do not use cellotape, pins or staples. Please open and close the curtains using the drawstrings. No staples or brown plastic tape is to be used on the floors. Velcro can be used on the carpeted walls to display things – money will be deducted from your bond or charged to your invoice if paint is stripped from using tape.

Please ensure that:

• Chairs stacked (in sets of 5) and neatly stored in the chair storage areas.
• Trestles are to be wiped clean before storing.
• Rubbish is removed.
• Complex to be swept and/or wet mopped
• Kitchen crockery to be washed, dried and put away.
• Exterior ashtrays are to be emptied.
• Hazards are to be removed, particularly in the fire exits, and all steps must be taken to ensure the health and safety of all involved in your event.
• Tiered seating and portable staging are not to be tampered with.
• The piano is not to be shifted without seeking Council approval first.

Please note: An hourly rate will be charged for any cleaning requirements over and above normal. This rate is outlined in our current Schedule of Fees and Charges.

The Centre has a new U1 upright piano.
A charge applies.  Please see our Schedule of Fees and Charges for more information.

Thames-Coromandel District Council
515 Mackay Street
Thames 

Phone: 07 868 0200 
Fax: 07 868 0234
Email: customer.services@tcdc.govt.nz 

For access to the Thames Civic Centre, you will be contacted by the Custodian who will arrange a time to meet up prior to your booking. You will sign for your key, complete the Fire Warden document and receive an exit sheet with instructions for exiting the building.

It is very important that all doors are locked in every room to ensure that no unauthorised access is enabled.  A fine will be issued to the responsible hirer for the full cost of any loss or damages, if unauthorised access were to occur due to a door being left unlocked, resulting in vandalism, theft or destruction of hall property.