Terms & Conditions of hire at Henderson Baptist Church

1. Payment and Pricing
  • GST Compliance: All prices quoted, whether on paper or verbally, are exclusive of GST. A GST-inclusive invoice will be provided upon hire confirmation.
  • Pricing Confirmation: Prices will be confirmed upon receipt of the application for hire. A quote may be requested if required.
  • Payment Terms: Regular hirers are required to make payments four weeks in advance, preferably by automatic payment.
  • Security Bond: A refundable security bond may be required, subject to the condition of the premises upon hire completion. This bond will be returned after inspection, provided no damages or policy violations have occurred.
  • Penalties for Non-Compliance: Additional fees may be charged for failure to meet cleaning, damage, or key return requirements. For example, if the room is not left in an acceptable condition, a cleaning fee may be deducted from the bond.
2. Access
  • Access Limitations: Activities are restricted to the booked area of the building. Access to other areas without prior authorization is not permitted.
  • Key Collection: Keys must be collected from the church office during office hours (Tuesday to Friday, 9:30 am - 12:30 pm) and must be returned immediately after use. A key replacement fee will be charged if keys are lost.
  • Digital Access Option (If applicable): For specific hires, digital access may be arranged. Access codes are single-use, must not be shared, and may be logged for security purposes. Unapproved sharing of codes will result in immediate termination of the hire agreement.
  • Emergency Access: In case of emergency, the church reserves the right to access and retrieve keys, with prior notification to the hirer.
3. Equipment Usage
  • Permitted Use: Only church-approved equipment is to be used. Use of the sound system, musical instruments, or other restricted equipment requires prior written approval.
  • Cleaning Standards: The hirer is responsible for ensuring all rooms, including kitchens and bathrooms, are left in a clean and hygienic state. This includes:
    • Mopping floors and sanitizing high-touch surfaces
    • Returning furniture to its original position
    • Disposing of all refuse offsite (including items like nappies)
  • Kitchen Use: Training is required for the use of the Rimu Kitchen stove and sterilizer. The trained individual is responsible for its correct use and ensuring all equipment is turned off before leaving.
  • Environmental Responsibility: Hirers are encouraged to reduce waste by using recyclable or compostable materials where possible and are responsible for appropriate waste disposal.
  • Liability for Property: Henderson Baptist Church is not liable for any loss or damage to the hirer’s property. Hirers are responsible for ensuring their property is insured and removed from the premises immediately after the event.
4. Damage and Liability
  • Responsibility for Damages: Hirers are required to cover the cost of any damage caused to church property by their attendees or activities. Any damage or breakages must be reported to the church office immediately.
  • Incident Reporting: Any accidents or incidents occurring on the premises must be reported immediately. Incident forms are available from the church office.
  • Insurance: Hirers must carry their own public liability insurance for large events to cover potential damages to property or injuries. Proof of insurance may be requested prior to the event.
5. Cancellation and Amendments
  • Church Cancellations: The church reserves the right to cancel bookings with at least one week’s notice. In the case of funerals, cancellations may be given with as little as 24 hours' notice. No charges will apply for church-initiated cancellations.
  • Casual Hire Cancellations: Cancellations by the hirer require at least one week’s notice for a full refund. A 75% refund will be given for cancellations made between 48 hours and one week prior. No refund will be given for cancellations made less than 48 hours prior.
  • Regular Hire Cancellations: For regular hirers, a minimum of one month’s notice is required to terminate ongoing bookings.
  • Amendments: Any amendments to booking details (including location, date, and duration) must be requested in writing and approved by the church office.
  • Force Majeure: In cases of unforeseeable events (e.g., natural disasters, government-mandated closures) affecting either party's ability to fulfill this agreement, the hirer will not be held liable for cancellations.
6. Noise and Neighbour Consideration
  • Noise Levels: Noise must be kept within acceptable limits to prevent disturbance to neighbors, especially during evening events.
  • Curfew: All events must end by 10 pm unless otherwise approved. Hirers are responsible for managing noise levels, including ensuring guests exit the premises quietly.
7. Health and Safety
  • Compliance: Hirers are responsible for complying with all applicable health and safety regulations and church guidelines.
  • Hygiene: Hirers must follow the church’s hygiene protocols, including cleaning high-touch surfaces after use.
  • COVID-19: Compliance with government health regulations, including COVID-19 restrictions if applicable, is required. Failure to adhere to these guidelines is the responsibility of the hirer.
  • Emergency Procedures: Hirers must be familiar with and follow all posted emergency procedures. In case of emergency, hirers are required to ensure the safe evacuation of their attendees.
  • On-Site Incidents: Any incidents involving injury, near-misses, or hazards must be reported to the church immediately. Incident reporting forms are provided at the church office.
8. Parking and Traffic Management
  • Parking Restrictions: Parking is available in designated areas only. Attendees are expected to respect reserved spaces and fire lanes. Overflow parking is not permitted on neighboring properties without approval.
  • Alternative Transport: For large events, hirers are encouraged to consider carpooling, public transportation, or shuttle services to minimize parking strain.
9. General Terms
  • Behavioral Standards: The hirer and their guests are expected to act respectfully and refrain from activities that would reflect poorly on Henderson Baptist Church.
  • Restricted Activities: No food or drink may be consumed in the Kauri Room (auditorium). Smoking, alcohol, and gambling are strictly prohibited on church property.
  • Event Promotion: The church’s name, logo, or affiliation cannot be used in any promotional materials without prior written approval.
  • Price Adjustments: Henderson Baptist Church reserves the right to adjust hire fees to reflect market rates. Advance notice of any increase will be given.
  • Updates to Terms: The church reserves the right to update these terms and conditions at any time, with notification provided to current hirers.
10. Indemnity and Liability
  • Liability Limitation: Henderson Baptist Church is not liable for any loss, injury, or damage arising from the hirer’s use of the facilities.
  • Indemnification: The hirer agrees to indemnify the church against all claims or damages arising from their activities or breach of these terms and conditions.
  • Insurance: Hirers may be required to hold appropriate insurance coverage to protect against risks associated with their events.
11. AcknowledgementBy signing the hire agreement, the hirer acknowledges that they have read and agreed to these terms and conditions and understand their responsibilities.
Updated January 2024