Supporting Our Community with Care

We’re proud to support registered charities by offering discounted venue hire and catering rates. To help ensure your event runs smoothly, and that our team can continue to provide the best possible service. Please take a moment to read through the information below before confirming your booking.

Our Charity Discount

We offer the following rates for registered charities:

• Regular meetings or events
  
  
  • 20% off room hire
  • 10% off food and beverage (minimum spend and guests required)
    
    
• Fundraising events
  
  • 50% off room hire
  • 10% off food & beverage

We also include free resource hire for any in-house items we have available at the time of your event (e.g. stage, additional furniture, etc.).

Please note: Due to overwhelming demand for charity events, availability may be limited, particularly during our peak event seasons.

BYO Policy

• BYO wine is permitted for fundraising events only.
  
  • $25 per bottle (still wine)
  • $35 per bottle (sparkling or champagne)
  • BYO beverages cannot be included toward your minimum beverage spend.
  • No discount may be applied to BYO beverages.
  • BYO is for wine only, no other beverages will be considered.
    
    
• BYO food is not permitted, including donated items.
  
  • Donated food products can, however, be used as prizes for raffles or auctions.
    
    

Event Planning Guidelines

To help your event run smoothly, please keep the following in mind:

• Access times:
  Access to the event space is available from your confirmed booking time. Early access is not guaranteed and must be pre-approved if required. All suppliers (AV, theming, entertainment, etc.) must pack out post-event.
• One point of contact:
  Please nominate a single main contact for all communication regarding your booking. This helps us streamline planning and ensures consistent information.
• Staff time and support:
  Our team will provide an initial Banquet Event Order (BEO) for you to work from. As part of our charity support offering, we include one set of revisions to your BEO. Further changes may incur an admin fee or be subject to staff availability.
• Security:
  For events serving alcohol with 60 or more guests, security is mandatory and will be booked through our approved provider.

Before Your Event

Please read through our Terms & Conditions, paying particular attention to:

• Access and pack-in/out times
• Decorating guidelines (no nails, tacks, or adhesives on walls)
• Final numbers and cut-off times for catering and service
• Payment and cancellation terms

Booking & Confirmation

• Tentative holds: Dates can be held for up to 7 days without payment.
• Deposit & payment: A 20% deposit is required to confirm your booking, with the balance due 10 working days prior to your event.
• Minimum spend: Discounts apply only when the standard minimum spend or room hire fee is met (unless otherwise agreed).
• Availability: Charity rates and bookings are subject to venue availability, especially during high-demand periods.

Room Setup & Layout

• Final floor plans and setups must be confirmed at least 14 days prior to your event.
• On-the-day layout changes are limited to what can be achieved within your booked timeframe and staffing levels.

AV, Equipment & Extras

• Basic AV (microphone, screen, projector, etc.) can be included on request.
• Additional technical requirements or operation may incur extra costs.
• Please test presentations or media files before event day — we cannot guarantee last-minute compatibility.
• Onsite testing of equipment may be arranged ahead of your event during business hours, subject to room availability.
  
  

Food & Beverage

• Minimum catering numbers apply for some menu types.
• Service times must be adhered to; our kitchen cannot delay or reheat meals beyond the agreed timeframe.
• Beverage tabs or cash bars can be arranged in advance. 

Pack Out & Storage

• All items brought onsite must be removed immediately following your event, unless pre-approved.
• Unfortunately, we cannot store donated goods, auction items, or decorations before or after your event.

Frequently Asked Questions

Q: Can we start setting up earlier than our booking time?
A: Access prior to your confirmed booking time is not guaranteed. Please discuss early access needs at the time of booking, as additional hire fees may apply.

Q: Can we bring our own catering or donated food?
A: No, external or donated food cannot be brought onsite. However, donated products can be used as raffle or auction prizes.

Q: Can we provide our own beverages?
A: Only BYO wine is permitted for fundraisers, at the rates listed above. No other external beverages are allowed.

Q: Can we use our own AV or theming supplier?
A: Yes, but they must adhere to venue access times and pack-out requirements. All external suppliers must be pre-approved.

Q: How can we make planning easier?
A: Have one event contact, finalise details early, and limit changes once your BEO is issued. This helps us deliver your event efficiently and within the charity rate structure.

To enquire about hosting a Charity Event, please contact us at events@akarana.co.nz