Please ensure you have fully read and understood the following terms and conditions. These are your responsibilities as the hirer when booking Ngā Puna Wai Sports Hub.
1. Introduction
This document sets out the terms and conditions of hire in relation to both casual and school use of all Ngā Puna Wai Sports Hub-owned/ managed sports facilities and buildings. Sport Canterbury is the operator appointed by Christchurch City Council.
2. Bookings
- Christchurch City Council/Sport Canterbury are responsible for approving the booking of all Ngā Puna Wai Sports Hub-owned/controlled sports facilities and buildings, for both permanent and casual usage.
- Partner Sports are responsible for booking their individual sports areas for both permanent and casual usage, but bookings are not confirmed until approval has been made by Christchurch City Council/Sport Canterbury.
- Bookings made more than 6 months in advance are subject to change should the facility have a request for a national or international event at the same time. Every attempt would be made to provide you with an agreeable alternative should a change be required.
3. Applications
- a. Applications for the use of Ngā Puna Wai Sports Hub facilities should be made online. Partner Sports must complete the online application in full. Hirers will receive confirmation of their booking via email.
- Casual hirers failing to correctly disclose the exact nature of the function or proposed use of the facility on the hire form may jeopardise any future bookings of Ngā Puna Wai Sports Hub facilities.
- Where the application is made on behalf of any organisation or body, the application shall state the name of such organisation and the authority of the applicant for making such application.
4. Hire fees
- All invoices will be sent to the email address provided with the booking application. Payment should be received 7 days prior to the booking. Failure to pay prior to the booking may result in cancellation of the booking.
- Bond – a $400 bond will be charged for social function bookings of the Hub Building. The bond will be returned subject to all the conditions of use being met and once the facility has been checked.
Additional fees
These will include Christchurch City Council recovering full costs that may be incurred for the following reasons:
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- Loss of or damage to keys and facility locks or chattels
- Failure to remove own rubbish
- Failure to secure the building after a group function.
- Should the Council be required to make good inadequate cleaning
- Cost of a NZ Fire Service Callout (false alarm)
5. Cancellation of booking and postponement
- Christchurch City Council or its operator Sport Canterbury reserve the right to close the grounds at Nga Puna Wai. Any decision by Council to cancel a scheduled activity overrides that of the Regional Sports Organisation, Partner Sport, Club or game umpire.
- The hirer hereby agrees to accept the decision of Christchurch City Council and its operator Sport Canterbury and to be held to have consented to the cancellation and to have no claim at law or equity for any loss or damage caused by the cancellation.
- In cases of extreme weather conditions, whereby a booking needs to be cancelled for the safety of participants and the protection of Ngā Puna Wai Sports Hub assets, the casual user/school will be notified prior to the event by phone.
- Should Christchurch City Council or its operator Sport Canterbury cancel an organisation’s booking, a full refund will be issued.
Cancellation Policy:
Should a hirer need to cancel their booking, a full refund will be made if the cancellation is received 7 days prior to the event. Christchurch City Council and its operator Sport Canterbury have the right to retain full hire costs for confirmed bookings not utilised or cancelled by the Hirer within 7 days of the event.
Postponement Policy:
Postponement bookings will not be taken for school athletics events. However, should you cancel the booking due to wet weather please contact us as soon as possible. We will endeavour to provide you with an alternative date for either your full programme or a reduced session or if a date is not available you will be offered access to the Athletics Practice Zone which has a 6-lane grass running track and all the throwing and jumping events that the main facility provides. The Practice Zone is not a bookable space and will only be used by high-performance athletes and therefore readily available as a backup option.
6. Insurance, indemnity, property insurance and risk
The Organisation will have Public Liability Insurance in place of at least $2 million and provide the Council with written evidence of such Public Liability Insurance. The Organisation will keep the Council fully indemnified against all claims, actions, losses and expenses of any nature which the Council may suffer or incur or for which the Council may become liable in respect of or arising out of:
- the neglect or careless use by the Organisation, its member clubs and its employees of any sports fields, any changing rooms or toilet building or any of the utilities in the buildings; and
- any accident, damage or theft to a property or any person arising from any occurrence in or near the facilities at Ngā Puna Wai Sports Hub during the specified times wholly or in part by reason of any act or omission by the Organisation, any member clubs and its employees.
- Council holds its own Public Liability Insurance to cover its own liabilities. The activities of independent bodies, public elected committees, sporting bodies and others who occupy Council-owned buildings are not protected by Council’s Public Liability Insurance.
Property Insurance:
Hirer/contractor or guest of hirer are required to obtain appropriate insurance to cover all equipment they own and are advised to take adequate precautions to ensure that equipment is stored and used safely. Council will not take responsibility for equipment owned by external individuals, Regional Sports Organisations (RSO’s), clubs or hirers.
7. Smoking
Smoking at ngā puna wai sports hub is strictly prohibited.
8. Cleaning
It is the responsibility of the hirer to ensure that the areas hired at Ngā Puna Wai are left in a reasonable state of tidiness after each use. If the area has been left in an unreasonable condition, the costs incurred by Christchurch City Council/Sport Canterbury in reinstating the area to an acceptable state will be the responsibility of the hirer.
9. Damage
Any damage to Ngā Puna Wai Sports Hub facilities during use must be reported immediately to Sport Canterbury or the Christchurch City Council. Hirers must supply details of how the damage was caused so that it can be determined who will be responsible for paying for the repair or replacement of the property.
10. Vehicles
No vehicles other than emergency vehicles are to be parked in or have access to a Reserve, except in those areas specifically set aside for vehicle parking (permanent and temporary).
11. Alcohol
Alcohol is only permitted in licensed areas at Nga Puna Wai Sports Hub. Breach of this permit by any hirer or its guests will be severely dealt with.
12. Sideline behaviour
Clubs/schools/sports partners/casual hirers are responsible for the behaviour of all players/spectators while at the Ngā Puna Wai Sports Hub 13. NOISE Hirers of the Ngā Puna Wai Sports Hub are to ensure that noise emanating from functions/events is not a cause for public annoyance and that all noise pollution regulations are complied with.
14. Disputes
In the event of any dispute or difference arising as to the interpretation of these conditions or of any matter or thing contained therein, the decision of the Trust Entity shall be final and conclusive.
15. Breach of conditions of use
Any breach of one or more of these conditions may at the discretion of the Christchurch City Council/Sport Canterbury, result in the use of the Ngā Puna Wai Sports Hub facilities being withdrawn.
16. Questions or comments
Any questions or comments regarding these terms and conditions, please email NPWbookings@CCC.govt.nz.