Thames War Memorial Civic Centre Hirer's Guide

All bookings are to be made at Council.

Bookings

The first step is to complete an application form to advise us of your requirements ie. the setup of tables, chairs, tiered seating, catering, sound, lighting, portable staging, liquor licence, piano etc. Charges apply from the time a hirer comes in, this includes caterers' preparation. An Application Form must be completed by the hirer who will be paying the account, or the booking may be cancelled. All details of activity must be clearly stated. The Council reserves the right to accept or decline any booking.

The Hirer shall not be allowed to sublet without consent of Council. NZ Fire Service, Police, and authorised officers of  Council shall have access at all times during your tenancy. An estimate will be generated upon receipt of application form. In the case of new clients from out of town, hireage must be paid prior to the event.

Theft and Security

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.


Bond

Bond is determined by Council and can be up to $500.00. 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. Please see our section on Schedule of Fees and Charges for more information.


Bollard

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


Cancellations

Cancellation by the Hirer:

Ten days notice of cancellation is required to ensure a full refund.

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.


No smoking or Smoke Machines

Smoking is not permitted in any part of the building. Outside ashtrays are available, located in the foyer. We do not allow the use of Smoke Machines as they will activate the fire alarms bearing a cost of $1,000 to the hirer.


Private Equipment

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.


Ladders

When using a ladder in the Centre, for OSH purposes, two people are to be in attendance at all times. To be used at Hirers own risk!


Hours of Use

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

  • Sunday - Thursday:  12:00am (midnight)
  • Friday and Saturday:  2:00am

Foyer Toilets

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.


Footwear

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

Dance floor powder is not allowed.


Kitchen

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 small plates are also available.

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


Rubbish

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


Cleaning

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.


Noise Control

The hirer will be held resposible 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.


Lighting, Sound and Stage Curtains

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 Service.

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 seperate 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.


Sales/Supply of Liquor

If you intend to sell or supply liquor at your function, you will need to apply for a Liquor Licence. Please complete a Special Licence Application Form. For more information visit our Types of licences and applications forms section.


Fire Safety

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

For functions up to 500 people, it is required by law that three fire wardens be in attendance. We can assist you if required. This cost will be met by the hirer.

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.


Catering

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


Equipment

2 x portable screens, whiteboard (1.6m X 1.2m), screen (1.6m X 1.2), TV/Video and data projector are available (included in hireage), 3 x corded microphones and 1 cordless microphone.


Secure WiFi

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


Centre Capacity

Auditorium

  • Size
    29.5m X 14.5m
  • Capacity
    500 persons
  • Stage
    7.6m X 13.8m

Conference Room

  • Size
    13.8m X 11.7m
    (plus 5m X 5.5m stage recess)
  • Capacity
    200 persons
    (able to seat 120 at 20 tables)

Trestle Tables

  • Size
    1.8m X .75cm (blue trestles - 20)
  • Size
    1.5m X .6cm (brown tables - 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

242 inside chairs, approx 40 outside chairs.

Bleachers

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


Other

To attach signs please use bluetack, please do not use cellotape, pins or staples. Please open and close the curtains using the draw strings. No staples or brown plastic tape 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 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.


Piano

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


Centre Management

Thames-Coromandel District Council
515 Mackay Street
Thames 

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

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