Bookings Policy

Download Policy - Tauranga City Council lead Policy Prioritising Use of Indoor Facilities.

Events Booking Policy

Thank you for considering Baypark for your event. We host a wide variety of events and to ensure that we manage the availability of the avenues appropriately the following information is important for you to know. Please let us know if you are unsure about any aspect of this policy.

  • Bookings

    • Bookings may be made up to two years in advance in all our venues; with three years in advance for large multi-day conferences and multi-day performing arts events. Bookings further out than this will be accepted only where there are exceptional circumstances. Single day bookings will not be confirmed more than three (3) months in advance of booking.

    • Baypark reserves the right not to accept a booking.

    • Baypark also reserves the right not accept a booking if it becomes apparent that the nature of the event could be detrimental to Baypark, TCVL, TCC, TLL or to the success of another event in our venues.

    • Enquires for venue availability occur regularly. These are simply enquires and do not constitute a pencil booking until acknowledgment of a booking is given in writing from the client or the venue.

    • Pencil bookings will only be held for 3 months without confirmation. At the end of this period the booking may be automatically cancelled without notice. Please note that all bookings are subject to Tauranga City Council Priority bookings policy which defines priority usage rights for council venues.

  • Confirmation of Booking

    • Bookings must be confirmed by payment of the initial confirmation fee (deposit) no later than three (3) months prior to commencement of event, or where the booking is made less than three months ahead, it must be confirmed within seven (7) days of making the booking.

    • No booking is confirmed until both the hirer and the venue have signed the Venue Hire Agreement and the hirer has paid the appropriate confirmation fee as detailed in the venue payment schedule.

    • Until a booking is confirmed it may be subject to challenge form other clients looking for those dates in that venue.

    • In order to confirm a booking the venue will require the following information:

      1. The official event name

      2. Approximate attendance numbers

      3. Debtor and company details, with name of official signatory

    • Bookings are accepted for a particular event; therefore dates are not transferable to another event without the agreement of the venue.

  • Competition for dates

    • When there is more than one potential client seeking dates, the Baypark may require the first booked client to secure their booking.

    • The client will be notified that there is an official challenge for their booking from another client; and given the option to contract the event, or release the date(s)

    • Should the client choose to proceed to contract; they will be required to sign the venue hire agreement and pay the confirmation fee within 2 working days (48 hours) of notification in order to secure that date.

    • Failure to sign the contract and pay the confirmation fee within 2 working days (48 hours) of any official challenge shall result in the date(s) being made available to the challenging client upon payment of the required fee.

  • Payment Schedule

    • Payment is calculated and payable by installments prior to the commencement of the event as follows (unless otherwise agreed between the venue and client)

      1. Initial confirmation fee of 25% of the venue hire fee accompanied by signed venue hire agreement

      2. A further 50% of the venue hire fee is payable 3 months prior to the event

      3. The balance due on the venue hire fee is payable 7 working days prior to the event

      4. 80% of all catering and technical services costs are payable 7 working days prior to the event.

  • Bond

Where a bond is required to be paid by the hirer it is payable ten days prior to the event unless otherwise agreed by Baypark and the hirer.

  • Cancellation of a confirmed event

    • If the event is cancelled for any reason the venue will retain the non-refundable confirmation fee, and unless specified in writing otherwise, the following cancellation provisions will apply. Where cancellation occurs:

      1. Within 3 months of the date of the event , 50% of venue rental is payable

      2. Within 10 working days of the event , 100% of venue rental is payable

      3. Within 7 days of the event , 100% of venue rental, and 50% of any service fees and catering costs estimated for the event

      4. Within 3 days, 100% of venue rental and 100% of all estimated event costs is payable

    • Where a hirer becomes liable for cancellation fees Baypark shall invoice the hirer for the appropriate amounts, less fees already held.

  • Payments

    • Payments must be made by the due date of the invoice. Failure to pay on time may result in cancellation of the booking and/or overdue interest charges. Payments can be made in the following manner:

    • Payment by cash, eftpos or cheque (payments made by cheque must be made available in cleared funds by invoice due date)

      1. By bank transfer

      2. By credit card (Full and accurate credit card details must be provided with written authorisation from the client. A 2% credit card fee will be imposed on accounts paid after due date, or for sums larger than $25,000).

    • Credit is not available unless the hirer is an approved Baypark account holder. If the hirer is not an account holder, then 100% of all event charges will be invoiced 5 days prior to event, and payment made prior to commencement.

(Please note: Private Individuals and International companies are not eligible for Baypark credit facilities)

  • Additional Services

In addition to the venue the hirer may receive other services such as, but not limited to, the following:

  • Catering

    • If the client wishes to serve any food and beverages then the client must use the Baypark’s approved catering suppliers

    • The client may amend catering numbers and menus up to 5 working days prior to an event. After this time estimated catering numbers will commence as final numbers and will determine the minimum catering charge payable.

80% of the estimated catering costs will be invoiced 5 days prior to the event, payable prior to commencement of the event for approved account holders. (100% for non account holders)

  • Technical Services

    • Baypark can provide you with technical services for your event. Technical costs are dependent upon your requirements and our technical suppliers are available for consultation. Technical requirements need to be confirmed not less than 5 days prior to commencement of the event.

    • Should the client utilise this service, then 80% off all estimated technical charges will be invoiced 5 days prior to the event, payable prior to commencement of the event for approved account holders. (100% for non account holders)

    • Should the client choose to utilize the services of an external technical provider, a Venue Technician may be required to supervise the venue, and cover any Health & Safety regulations. If this is deemed necessary by the venue, the client will be charged for the technician throughout the pack-in, duration and pack-out of the event. A charge of $45.00 + GST, per hour shall apply.

  • Other Staffing Services

Baypark may determine that additional staff such as Front-of-house attendants or security staff may be required during the event to ensure the safety of event attendees and the venue. If such requirements are applicable to your event – these will be advised at the time of your booking and any applicable staffing charges will be charged to the client. (Please note if using a venue after 5pm security may be required to secure the building and your guests’ safety).

  • Public Holiday Surcharge

Where the term of the hire includes any day that falls on a New Zealand public holiday, the venue may charge the client a surcharge calculated at 10% of the venue hire fee for that day. Additional surcharges may apply on catering and technical services.

  • Ticketing

If your event is to be ticketed to the general public then you will be required to use Bayparks nominated ticketing agency for all ticketing requirements unless otherwise agreed

  • Public Liability

You must hold sufficient public liability insurance with a reputable insurer which will provide indemnity against loss, damage, costs and expenses for which you may be liable for in hosting an event.