In order to ensure your event is a success, and that all of your requirements are met, the following terms and conditions have been established. Please read them carefully, sign the attached contract and return a copy to The Arts Centre at your earliest convenience.

1. Agreement

This agreement is made between The Arts Centre of Christchurch Trust Board referred to as ‘The Arts Centre’, and the Client. In the event that this agreement is signed in the name of a company, partnership, agency, firm, club or similar society, the person signing represents to The Arts Centre that they have full authority to sign such a contract. If the person is not authorised, they will be personally liable for the complete performance of this contract. Any reference to the 'Manager’ will refer to the person nominated by The Arts Centre to represent The Arts Centre in all matters relating to the event.

2. Payments

All payments are to be made by cash or cheque. Full payment is required within fourteen (14) days from invoice date. Should payment not be made in full by the due date then interest will be charged at the rate of 2% above the interest rate charged by The Arts Centre’s bank for it’s overdraft facility. Interest will be charged from the due date to the date of full payment. Any costs incurred by The Arts Centre, or it’s agents, in collection of all or any part of any overdue debt will be payable by the Client.

3. Confirmation of Booking

Confirmation of a booking must be made in writing stating the estimated number of attendees and a deposit of 20% minimum within three (3) days of verbal confirmation. The Arts Centre reserves the right to cancel the booking and allocate the venue to another Client as detailed in the pencil booking policy.

4. Deposit

A deposit, 20% minimum is required to confirm a booking. Once paid the deposit is non-refundable and non-transferable. This amount will be deducted from the final account. Until the deposit is received The Arts Centre reserves the right to allocate the venue to another Client as detailed in the pencil booking policy.

5. Bond

The Arts Centre reserves the right to request a bond. All events proposing to continue past 11.00pm must pay a bond as requested by The Arts Centre.

6. Guaranteed Numbers

An estimated number of attendees must be given at the time the booking is made.

7. Confirmation of Details

All requirements, together with all food and beverage information, catering times, meeting timetable, audio visual/room set-ups and reconfirmation of estimated numbers attending must be received by The Arts Centre no later than five (5) days prior to the event.

8. Change of Venue

If rooms booked cannot be made available due to causes beyond the control of The Arts Centre, The Arts Centre retains the right to re-allocate the event to an alternative location. In the event that the event is reallocated to an alternative location, The Arts Centre will endeavour to provide adequate notice to the Client of any change of venue.

9. Cancellations

In the event the Client cancels a confirmed booking the following conditions shall apply:

a) Once a booking has commenced 100% hire charge for full period of hire

b) Less than two (2) days notice 100% Great Hall Hire charge or 75% of other venues

c) Between seven (7) and two (2) days notice 75% Great Hall Hire charge or 25% of other venues

d) More than seven (7) days’ notice 20% Deposit

10. Price Variation

Every endeavour is made to maintain prices as printed but they may be subject to change at The Arts Centre’s discretion to allow for extra costs incurred during the time of the booking.

11. Setting-up Requirements

The Client shall notify The Arts Centre of all setting up requirements no later than five (5) days prior to the first day of the event. The Client shall pay the cost of any special electrical equipment, installation or fitting that may be required for the event. Only persons approved by The Arts Centre shall carry out any installation or fitting required.

12. Catering

In-House Catering

The Client shall pay The Arts Centre the catering charge as agreed to and detailed in the event order form. These catering charges do not include any ancillary requests made during the event. The total catering charge payable by the Client shall be calculated according to the number of persons attending the event as advised by the Client pursuant to the 'Guaranteed Numbers' clause. The Manager may subsequently permit an increase to the number advised. Any such permitted increase shall be charged for accordingly.

Off-Site Catering and Liquor Consumption – (see clause 22 in regards to Great Hall Catering)

The Client may bring onto the site food, liquor or other refreshments supplied by an outside party, however the outside party must be approved by the Manager and contact details given for them so that pack-in and pack-out procedure can be discussed prior to the event. No cooking is allowed on The Arts Centre site. A liquor licence may be required for alcohol service. The Client will carry any costs incurred obtaining a licence. Any Security as stipulated by the Manager will be a cost borne by the Client.

13. Hours of Use

The hire of the venues does not entitle the Client to use or enter the premises at any time other than the specific hours for which the venue is hired unless prior arrangement has been made with the Manager.

All evening events are to be completed by 12.30 am. The entertainment and service of catering are to cease by 12.00 midnight at the latest as the Client and all persons are to have left the premises by 12.30 am. If this is not adhered to the bond paid will be lost. All equipment and personal belongings used for the event must be removed at this point.

14. Care of Premises

The Client should liaise with The Arts Centre to prevent any damage. At the termination of the event the Client shall at once surrender possession of the venue with all of the Clients, the Client's employees, agents’ equipment and materials removed.

The Client shall take good care of and shall not cause any damage to or permit any damage to be done to Venue or any part thereof or to any fittings, equipment or other property at the Venue. The Client shall make good and pay for any damage made to the Venue (including accidental damage) caused by any act or neglect of the Client, the Client's employees or agents, or any persons attending the event by reason of the use of the venue by them. Any damage caused to the property, furniture and fittings will become the financial responsibility of the Client. The Client shall not make any alterations to the structure, fittings, decorations or furnishings of the venue nor permit nails, hooks, adhesive fasteners, sellotape, tacks or screws to be installed on any part of the Venue without prior written permission from the Manager. The Client shall leave the venue in as good a condition as it was on the first day of the event. The Client shall not allow anything to be displayed, attached or to be suspended from the ceilings, walls, fittings or draperies of the Venue without the previous written permission of The Arts Centre. The Client is not to smoke, or allow smoking in any of the buildings. The Client is not to allow any pyrotechnics or smoke machines to be used within The Arts Centre without written approval from The Arts Centre. Spit Roasts and barbeques are not permitted to be used within The Arts Centre unless housed in a licensed food caravan.

15. Cleaning

General cleaning charges are included in the hire of the venue. However all rubbish created by the Client, especially food waste, must be removed as soon as the event is completed. Should the venue not be found in the same state in which it was left the venue will be cleaned/repaired at the Client’s expense.

16. The Health and Safety Act

The Client is to be aware of their obligations under the Occupational Safety & Health (OSH) Act 1992. The Arts Centre has in place an OSH policy that can be referred to as required. A copy of which can be obtained from The Arts Centre Venues Office.

17. Non Liability of Arts Centre’s Loss

Under no circumstances will The Arts Centre make good or accept responsibility or liability in respect of any damage or theft or loss of any property, goods, articles or things whatsoever placed, deposited, brought into or left at The Arts Centre, either by the Client, the Client's employees or agents or by any persons attending the event and the Client must indemnify and hold The Arts Centre and its employees and agents harmless in respect thereof.

The Arts Centre will not be liable for any loss due to any breakdown of machinery, failure of supply of electricity, leakage of water, fire, government restriction or act of God which may cause the venue to be temporarily closed or the hiring to be interrupted or cancelled.

18. Indemnity

The Client shall indemnify and keep indemnified The Arts Centre from and against all loss, damage or liability whether criminal or civil suffered by The Arts Centre which may be incurred by or done or happen to the Client or the Client's employees or agents by or to any other person resorting to The Arts Centre by reason of the use of the venue by the Client provided that such indemnity does not extend to claims resulting from the Arts Centre's acts or omissions.

19. Clients Covenants

The Client shall comply with all proper requisitions and requirements of any government department, authority or body and all statutes or regulations, by-laws from time to time affecting and relating to the nature of the Client's use of the Venue. The Client and his employees and agents shall, during the hiring and other such times as they or any of them shall be in the Venue for the purpose of the hiring, comply with all the requirements of the Manager.

20. Sub-Letting

The Client shall not sublet the Venue or any part thereof.

21. Termination

The Manager may terminate, at any stage, any event by notice to the Client in writing where in their opinion:

a) There is, by reason of the Client's use of the Venue, imminent danger or damage being afflicted to the Venue or to any person in or about the Venue, or any nuisance, disturbance or annoyance being caused to the Board or to any licensee or invitee of The Arts Centre to The Arts Centre or to the owner or occupier of the land or property in the vicinity of The Arts Centre; or

b) The Client is in default under any provisions of this Agreement; or

c) For the purpose of this Agreement, the Client (if it is a company) passes a resolution or the Court makes an order for the winding up of the Client or if the Client is placed in receivership or under official or statutory management.

d) The event is a 21^st or deemed as an unsuitable event by The Arts Centre.

22. Great Hall

a) The Arts Centre reserves the right to use the Great Hall on Fridays from 8:30am to 2:30pm.

b) The piano must not be removed from the stage, and must be able to be moved to centre stage easily.

c) Any set or blacks placed in the Great Hall must include a large area centre stage for the Lunchtime Concerts.

d) The set or blacks are to be free-standing and are not to be attached to the floor, walls, balcony or ceiling in any way. The Client must submit detailed plans for approval. If approval is given it will be in writing.

e) The set must be built and painted BEFORE it is packed into the Great Hall. ONLY touch up painting is approved.

f) Under no circumstances is painting permitted in the Quadrangles.

g) The Arts Centre reserves the right to receive TWO seats free of charge.

h) All deliveries are to be made to the Worcester Boulevard Entrance. Deliveries to the Quadrangle entrance are to have written permission from the Manager.

i) Vehicles are not permitted to park in the North Quadrangle.

j) If a caterer is required to come on site the caterer is to be one of the approved caterers as listed: White Tie Catering, Lizzie’s Cuisine, Continental Caterers, Moveable Feasts.

k) No access is permitted on to the balcony.

l) Catered events continuing past 9.00pm will incur an additional charge of $40.00/hour (excl) until the building is vacated by all persons and locked. Part hours will be rounded up to next half hour or hour, dependent on which occurs first.

m) The Arts Centre Technician is required to supervise all technical activities.

23. North Quadrangle Vehicle Access

No vehicles over a height of 2.8m may enter the North Quadrangle

24. Outdoor Venues

Refer to policy 3.3 Outdoor Hire Conditions for further terms and conditions that relate specifically to outdoor venues

Upon termination the Client's rights hereunder shall cease and the Client shall vacate the Venue. Any termination shall not prejudice The Arts Centre’s right to recover all costs and charges otherwise payable by the Client hereunder.