Terms & Conditions

0. Definitions 

“Venue” refers to Hyundai Marine Sports Centre. “Client” refers to the individual or organisation booking the Venue. “Event Estimate” refers to the agreed proposal outlining services and pricing. “Minimum Spend” refers to the agreed minimum chargeable amount for the event.

1. Our Obligations
1.1 Subject to the terms of this Agreement, the Venue will provide to the Client the area(s) of the Venue as specified above, between the agreed start and finish times, together with the agreed catering, beverages, staffing, and equipment as indicated on the Event Estimate. Confirmation of the Event Estimate and/or payment of the deposit will be deemed acceptance of these Terms and Conditions.

1.2 The Venue reserves the right to charge for any last-minute changes and/or additions to the agreed Event Booking Contract and/or Event Estimate, with prior notification provided.

1.3 The Venue will comply with all health and safety requirements under the Health and Safety at Work Act 2015 (and its amendments) and any relevant food and liquor regulations.

2. Your Obligations and Responsibilities
2.1 The Client is responsible for all guests and any other persons permitted entry to the Venue by the Client or someone on the Client’s behalf, including contractors, suppliers, and third-party service providers.

2.2 The Client will ensure that all persons permitted entry to the Venue by the Client do not engage in disorderly, offensive, or dangerous behaviour, including drunkenness or actions likely to cause harm, annoyance, or reputational damage to the Venue, its staff, or other guests.

2.3 The Client will ensure that no guests or permitted persons damage, destroy, or soil any part of the Venue, including glassware, crockery, and equipment. Any damages will be repaired or replaced at the Client’s expense, and a bond may be required before the event.

2.4 The Client will, at their expense, obtain all necessary licenses, permits, and consents required for the event (not already held by the Venue) and provide copies to the Venue if requested. This includes compliance with all copyright and intellectual property laws for public performances or use of third-party works.

2.5 Damage, Decorations, and Venue Condition:

• The Client is responsible for any damage to the Venue, including fixtures, furnishings, walls, floors, equipment, and outdoor spaces caused by the Client, guests, or any third-party providers engaged by the Client.
• The use of confetti (including biodegradable confetti, glitter, sequins, or rice) is strictly prohibited both indoors and outdoors. A minimum cleaning fee of $250 will be charged for non-compliance.
• Balloons must be removed from the Venue by the end of the hire period. If left behind, a removal and disposal fee of $150 will apply.
• Any decorations or materials brought into the Venue must be pre-approved and removed at the conclusion of the event. The Venue is not responsible for items left behind unless otherwise agreed in writing.
• The Venue must be returned in the condition in which it was provided. Excessive mess, spillages, or damage (including from adhesives or fixings) will incur additional cleaning or repair fees.
• Open flames, smoke machines, and haze effects are not permitted without prior written approval. 2.6 Booking Changes The Client agrees to notify the Venue as early as possible regarding any proposed changes to the nature, timing, or structure of the event. Changes must be approved in writing. The Venue reserves the right to charge additional fees or refuse changes that materially affect the confirmed booking.

3. Final Guest Numbers and Attrition
3.1 Final Guest Numbers: The Client must confirm the final number of guests no later than 14 days prior to the event. This confirmed number will form the basis for billing purposes.

3.2 Attrition: Should the final guest count fall below 10% of the original estimated number provided at the time of booking, the Venue reserves the right to charge an attrition fee based on the difference. The attrition fee will be calculated as 50% of the cost per guest for each guest below the threshold.

3.3 Increases: Any increase in guest numbers must be communicated no later than 72 hours before the event. The Venue will do its best to accommodate, but additional charges will apply and are subject to availability.

3.4 Billing and Room Allocation: If fewer guests attend than the confirmed final number, billing will still be based on the confirmed number unless otherwise agreed in writing. If final guest numbers fall below the minimum requirement for the booked space, the Venue reserves the right to reassign the event to a more appropriately sized room. This helps ensure efficient use of Venue resources and may not result in any fee reduction.

3.5 Material Changes to Booking Scope: If the Client requests a significant change to the confirmed event that materially affects the agreed value of the booking (e.g., a change in event time, format, catering tier, or duration), the Venue reserves the right to apply fees to cover reasonable costs or lost business opportunities. This may include retention of part or all of the deposit or charging a variation fee equivalent to the financial difference between the original and amended booking. The Venue will make all reasonable efforts to accommodate changes, but acceptance is at the Venue’s sole discretion and subject to availability.

4. Equipment and Services You May Provide
4.1 The Client may provide music, decorations, furnishings, AV equipment, or other materials for the event with prior written consent from the Venue. All delivery, safety, and insurance arrangements for these items are the Client’s responsibility.

4.2 The Venue will provide access for delivery and removal of equipment, materials, or services. If significant setup time is required, a pack-in fee may apply.

4.3 The Client will not bring into the Venue any objects that may overload or damage the floors or walls, nor alter any fixtures without written consent. No dangerous items such as firearms, explosives, or fireworks are allowed unless prior consent is provided.

5. Audio-Visual Equipment
5.1 Standard AV equipment is included in the room hire. Any additional AV equipment will be quoted by the Venue’s preferred supplier.

5.2 If the Client wishes to use a non-preferred AV supplier, they must obtain prior written permission. Non-preferred suppliers must:

• Provide proof of public liability insurance;
• Adhere to the Venue’s Health and Safety Plan;
• Ensure equipment is safe and compatible;
• Cover any costs for technical support or inspections.

6. Function End Time
6.1 All guests and vendors must vacate the Venue by the agreed end time, or a late departure fee will apply.

6.2 Extensions are subject to availability and may incur additional fees and surcharges.

6.3 The Venue reserves the right to end the function early in the case of disorder, emergency, or material breach.

7. Pack-In Days
7.1 Pack-in days are charged at the full-day rate and are strictly subject to availability. The Venue reserves the right to reschedule or shorten access for pack-in if the date is required for a full-day booking or higher-value event. In such cases, the pack-in will be moved to 6:00 PM–12:00 AM at a reduced rate, and the difference will be refunded. Clients will be notified as soon as possible. Booking and payment for a pack-in day does not guarantee exclusive access or priority over full-event bookings.

8. Supply of Liquor
8.1 Liquor service will comply with the Sale and Supply of Alcohol Act 2012. Service may be stopped at any time to ensure compliance.

9. Disruptive or Intoxicated Persons
9.1 The Venue may require the removal of any person who is intoxicated, violent, disorderly, or causing a nuisance.

10. Health & Safety
10.1 The Client will comply with all relevant health and safety laws and the Venue’s policies.

10.2 The Client may be required to provide a Health and Safety Plan. Failure to do so may result in cancellation.

10.3 Contractors and suppliers must provide their Health and Safety Plan if requested.

10.4 The Venue is strictly non-smoking, except in designated areas.

10.5 Anyone showing symptoms of illness, under isolation, or awaiting COVID-19 results may not enter the Venue.

11. Security
11.1 Security personnel may be required at the Venue’s discretion. Security is charged at $58/hour.

12. Waste and Recycling
12.1 The Venue will manage standard waste and provide bins for recycling and compost.

12.2 Guests are expected to use bins correctly. Improper disposal may result in cleaning or disposal fees.

12.3 Excessive waste or materials brought in by the Client must be removed or fees will apply.

12.4 The Client must notify the Venue in advance if the event will generate substantial or unusual waste.

12.5 The Venue encourages sustainable practices and use of recyclable or compostable materials.

13. Cancellations, Terminations, and Postponements
By Us 13.1 The Venue may cancel the booking if:

• A force majeure event occurs;
• There is a material breach of this Agreement;
• Catering cannot be provided due to external factors. 13.2 In such cases, refunds will be processed per Clause 13.

By You 13.3 Cancellations:

• More than 90 days out: Full refund of any payments made, less reasonable administrative and planning costs incurred to date;
• 60–90 days out: Hyundai Marine Sports Centre reserves the right to retain up to 50% of the deposit to cover loss of business and administrative costs;
• 30–59 days out: Venue hire fees and 50% of estimated catering and beverage charges will apply;
• 8–29 days out: Full venue hire, catering, and minimum spend charges will apply based on the most recent agreement or event order;
• Within 7 days: Full contracted amount will be payable, including all minimum spend requirements.

13.4 Postponements:

• May be approved at the Venue’s discretion;
• Deposits may be transferred minus reasonable costs;
• New date must be within 6 months or before 31st May (whichever comes first);
• Failure to rebook will forfeit deposit.

13.5 Minimum Spend Guarantee: All bookings are subject to a minimum spend as outlined in the event proposal or confirmation. Should any change to the event result in reduced numbers, format, or scope, the original minimum spend still applies unless otherwise agreed in writing by Hyundai Marine Sports Centre.

14. Fees and Payment
14.1 A deposit is due within 10 days of invoicing to confirm the booking.

14.2 Full prepayment is required 10 working days prior to the event. 14.3 Late payments will incur a 5% fee or $100 (whichever is greater), calculated weekly.

14.4 Additional costs incurred during the event will be invoiced post-event and are due within 7 days.

15. Insurance
15.1 The Client must hold public liability insurance of at least $5,000,000. Proof may be requested.

16. Liability and Indemnity
16.1 The Client indemnifies the Venue against all claims or costs arising from breaches of this Agreement. The Venue is not liable for loss or damage to the Client’s property unless due to the Venue’s negligence.

16.2 Where the Client is acquiring services for the purposes of a business, the provisions of the Consumer Guarantees Act 1993 shall not apply.

17. Cost of Goods Adjustment
17.1 The Venue reserves the right to adjust costs in response to market conditions or supply changes. Reasonable notice will be provided.

17.2 Food and Beverage menus are seasonal and subject to change. The Venue reserves the right to modify menu items based on seasonal availability and supplier conditions. Final catering options will be confirmed in advance at the time final guest numbers are provided.

18. Force Majeure
18.1 If a Force Majeure Event (including but not limited to pandemic-related restrictions, public health orders, or government-mandated closures) prevents either party from fulfilling its obligations, those obligations are suspended.

19. Privacy
19.1 The Client authorises the Venue to collect and disclose personal information for credit and payment purposes in accordance with the Privacy Act 2020.

20. Governing Law
20.1 This Agreement is governed by the laws of New Zealand. The parties submit to the exclusive jurisdiction of the New Zealand courts.