TERMS AND CONDITIONS

Our promise to you: Little Wilderness (hereinafter referred to as COMPANY) will provide all the services specified in client’s (hereinafter referred to as CLIENT) proposal for their event (hereinafter referred to as EVENT) and work with CLIENT if any adjustments need to be made.

The following terms and conditions have been developed to ensure your event runs smoothly with minimal disruption to you, your guests and the surrounding environment. By making payment to COMPANY for venue hire you will be deemed to have accepted these terms and conditions of hire. Please retain a copy of this contract for your reference ensuring that you are aware of the responsibilities of hire.

Main Notable Conditions

● Any additional fixings to those on the supplied plan need to be provided at least a week prior to event to ensure we can have this organised.

● We already a house PA and AV gear so ask that you do not bring in any other sound equipment.

● Live music welcomed but we ask that this is acoustic instruments only and no drums please.

● Strictly no food-preparation on site unless carried out by a licensed caterer, laying out food for platters is acceptable.

● We require a gear list the week prior to event with any electrical appliances that will be used during the event to ensure the combined usage under the 20-32amp solar system that we run.

● Any guests posing a threat to their own or others safety will be safely removed from venue at the CLIENT’S expense.

● We are a smoke-free venue but their is a designated space away from the main guest areas should there be guests using tobacco products.

● Food truck to provide own generator and required food service items unless discussed with the COMPANY prior to event day

● If opting for other catering company other than stated in the proposal please ensure they clear tables after final food service is finished otherwise we can provide this at a cost of $40 p/h +gst.

● Required rubbish bins are calculated as two rubbish and recycling for 50 guests and above and one of each if below 50. Any extra bins required due to volume of waste being over this capacity will be at cost to CLIENT including extra delivery charge, taken from Bond.

● No fixed decorations to be moved or indoor furniture to be moved outside unless previously agreed with the COMPANY. This includes the Walnut Cafe Chairs and the Kauri Trestle tables.

● Any damages to venue or failure to comply with conditions will result in bond forfeiture or required costs taken out of the bond.

Bookings: It is the CLIENT’S responsibility to make themselves familiar with the Venue - in particular: cleaning requirements, layout, available space, equipment packing and storing, parking and noise control limits. COMPANY will provide CLIENT with access to the Venue. It is the CLIENT responsibility to be available at the agreed times to receive the keys or be present at the Venue at the agreed time to receive access.

CLIENT must precisely state the type of activity and Event to take place and use the Venue only for that purpose. CLIENT must use only the area that has been booked and confirmed.

CLIENT shall ensure that all persons have vacated the Venue by the end of the Hire Period.

COMPANY reserves the right to have staff present at the Venue at any time during the Hire Period.

CLIENT must adhere strictly to the confirmed Hire Period. Failure to do so will incur additional charges.

Cancellation rules apply to all amended bookings that result in a different time period, except for the extension of bookings at the discretion of COMPANY

Deposit: A deposit of $1000+gst NZD must be submitted with this contract. The deposit in non-refundable and is deducted from the total price of EVENT.

Payment may be made via bank transfer. Any other fees associated with payment must be borne by the CLIENT. In the event the EVENT is less than 30 days from signing, full payment must be made to secure the booking.

For Standard event hire balance due must be paid in full 180 days (6 months) prior to EVENT. If payment of balance due is not made, required services and resources will not be arranged, and this contract will be closed at the determination of COMPANY. Micro/Tiny Wedding, Workshop and Casual hire payment terms are at the discretion of the COMPANY.

If COMPANY determines the contract can still be fulfilled after this date and CLIENT wishes to continue the contract, there will be a 10% fee added to the balance due and an additional 10% fee for each 7 days that the balance is late. Any extraordinary costs incurred due to the late payment will be passed on to CLIENT.

Additions less than 30 days prior to EVENT will be accepted up to 7 days prior to EVENT and must be paid within 24 hours. No guarantee is given if Add-ons are not available.

BOND: CLIENT to pay a bond at the time of the final billing to be held for excessive breakages, damage or excessive soiling by guests. This bond will be refunded the week following your wedding by internet banking. Excessive soiling includes wax left on furniture, tabletops stored without cleaning and cigarette butts left on the property.

General conditions: CLIENT must be a legal entity (a registered group or individual who has the capacity to enter into agreements or contracts, assume obligations, incur and pay debts and be accountable for illegal activities).

The person who makes the booking is required to be present for the duration of the Hire Period. The capacity of the Venue (80 guests) must not be exceeded at any time. It is the CLIENT’S responsibility to understand the capacity and ensure it is not exceeded.

CLIENT must not allow any illegal activities to take place in or outside the Venue during the Hire Period. All statutory rules, regulation and bylaws in force shall be strictly observed by CLIENT.

CLIENT must ensure that a parent or designated caregiver, who is at least 18 years of age, responsible for all children 10 years of age and under. There are pools of water on the property so we expect children to be supervised at all times. Notwithstanding any other provision contained in this Agreement, COMPANY may refuse admission to any person or require any person attending the Event to leave the Venue at their sole discretion.

All persons signing or accepting this Agreement online (whether as an individual Hirer, or director or other authorised signatory of another legal entity) shall be bound personally to abide by all of the terms and conditions contained in this Agreement and to fulfill all of the CLIENT obligations under this Agreement as a principal debtor.

No animals are permitted at Little Wilderness, other than guide dogs for the visually impaired, registered companion animals or official animals of the NZ Police unless previously agreed upon by COMPANY.

Minimum numbers are based on the number of guests with children under five years old not counted. Note children MUST be supervised at all times due to potential water hazards on site.

Please note our venue has a shut down time of 6pm.

Please note any fines resulting from failure to comply to conditions above will be passed on to The CLIENT including any penalty for late payment of fines and extra administration time by COMPANY.

Cancellations: In the event that CLIENT terminates the Agreement (including by notifying COMPANY that it wishes to cancel any booking), COMPANY will refund the Venue Hire Price as follows:

i. Cancellation notice received more than 180 prior to the original date of Event: Full refund less deposit and a penalty fee of the lesser of $250 or 10% of the Venue Hire Price

ii. If wedding is cancelled 180 - 120 days prior to the original Event date – 50% of booking fee less deposit

iii. If wedding is cancelled 119 to 90 prior to the original Event date – 30% of booking fee less deposit

iv. If wedding is cancelled under 90 days prior to the original Event date - No Refund.Any refund due will be made to the account from which online credit card payment of the Venue Hire Price was made via Internet Banking. If the Venue Hire Price was not paid online by credit card, any refund due by COMPANY under this Agreement will only be paid on receipt of proof of a bank account for the CLIENT.

If payment of the Venue Hire price was not made by the main contact on the booking, proof of payment must be supplied.

COMPANY may terminate any booking(s), any Event and/or this Agreement in its sole discretion if it considers: In the Event will, or might, contravene any statute, order, regulation, bylaw, rule of law or any other requirements of a public or local authority, or otherwise be in breach of this Agreement; or COMPANY reserves the right to cancel booking(s) where circumstances so warrant. These may include, but are not limited to, emergency situations and adverse environmental/weather conditions. If ability to provide services is disrupted by factors out of their control COMPANY will work with CLIENT to either find another common date, offer to hold an Event at reduced guest numbers or refund the booking fee minus deposit.

COMPANY shall be entitled to suspend or cancel all or any part of this Agreement, in addition to its other rights and remedies, in any of the following circumstances:

i. If any cheque tendered to COMPANY in payment of any indebtedness of the Hirer under this Agreement is dishonoured upon presentment.

ii. If the CLIENT fails to meet any obligation under the Agreement with COMPANY

iii. If the CLIENT is made bankrupt, dissolved, placed into liquidation, becomes insolvent, or is removed, or is likely to be removed from the register of companies.

iv. If a receiver is appointed in respect of the assets of the CLIENT.

v. If an arrangement with CLIENT creditors is made or is likely to be made. vi. If any information given on the booking form is found to be untrue.

Covid:

In the event of the lockdown falling on the agreed event booking date the first option will always be to reschedule the event to the next best date agreed by the COMPANY and the CLIENT.

If the CLIENT wishes to cancel rather than book another date the COMPANY will refund the venue booking fee minus the deposit. If the CLIENT has purchased a Package that includes outside vendors then policy is as follows:

i. Catering -Deposit is retained and balance may be refunded. In the case of catering the costs of goods already prepared may be charged if cancellation is within 48hours.

ii. Event Equipment Hire - In the event of cancellation by the CLIENT, Insphire Group Ltd has the right to charge a cancellation fee equal to costs incurred by Insphire Group Ltd which will be passed on by the COMPANY to the CLIENT to pay.

Wifi Access and Live Streaming: The COMPANY provides wifi access free of charge which is in the shed and intermittent service in parts of the Orchard. It’s the CLIENT’s sole responsibility to ensure they have checked the service before using it for their event as we cannot guarantee connectivity or speed of connection on the day.

Sustainability: In the interest of sustainability, the COMPANY asks that the CLIENT thinks about where supplied products are going after the EVENT. Please consider composting, recycling, repurposing or returning to the COMPANY. For this reason Ballroom powder, confetti, balloons, glitter or smoke machines are not permitted on the property.

We do our best to look after our local eco-system so please refrain from bringing in any florals that have been declared by the Department of Conservation as noxious weeds such as pampas.

Cleaning, rubbish & lock up: Unless CLIENT has purchased the cleaning and rubbish services, CLIENT is responsible for ensuring the Venue space is left tidy. This means all rubbish needs to be removed, all hire equipment and rental collected, all decorations taken down. The CLIENT is not responsible for wiping down surfaces, vacuuming, sweeping or mopping the floors.

The CLIENT must remove all rubbish off site at the end of the Event and must leave the venue and all equipment and furnishings in the Venue, including car parks and adjacent premises in good, clean and tidy order. Additional charges will be incurred if rubbish is not removed off-site.

All rubbish must be bagged and disposed of in accordance with COMPANY’s recycling and waste minimisation policy.

For events of 50 guests or more rubbish management is quoted as two rubbish and two recycling 240l roller bins to be in line with average volume of waste output by events. CLIENT will be charged $25+gst per bin and a $90+gst delivery charge should extras be required to dispose of event rubbish and recycling.

Insurance: Contractors are not permitted to do any work on the property until they confirm they have General Liability Insurance.

Alcohol: The CLIENT will comply with all alcohol requirements, restrictions and guidelines. CLIENT confirms they understand that COMPANY is an unlicensed venue but can assist organising the required license for event.

CLIENT must comply with the below host responsibilities:

i. CLIENT must ensure Duty Manager, who holds a valid Manager’s Certificate, is present if alcohol is being served at all events excluding family events.

ii. The CLIENT shall have available for consumption on the premises at all times when alcohol is being consumed, a reasonable range of non-alcoholic refreshments and low alcoholic beverages and food appropriate to the occasion.

iii. Information regarding alternative forms of transport must be available for attendees.

iv. Drinking water is to be freely available

It is the CLIENT’S responsibility to ensure that the requirements of the Health & Safety in Employment Act 2015, the smoke-free Environments Act 1990 and the Sale and Supply of Alcohol Act 2012 as they apply to the Hirer’s intended use of the Venue are met.

v. If you are serving alcohol, please ensure you drink responsibly. Intoxicated guests will not be served and may be removed from the shed or put in a safe zone until a friend or family member can transport them home. Costs for a taxi will be passed on to the CLIENT from the COMPANY.

vi. All bar service including self service must be closed 30 minutes prior to the end of agreed event booking period.

Rental: CLIENT will be charged for the repairs or full replacement cost of any damaged hire items depending on amount of damage should it exceed the $500 bond.

Liability: CLIENT will indemnify COMPANY, its employees or agents against all claims, demands, losses, damages, costs and expenses arising from the CLIENT’S use of the Venue or any breach of this Agreement.

COMPANY is not responsible for the loss of or damage to any of the CLIENT’S property in or around the Venue. Any equipment/property left in the Venue is at the CLIENT’S own risk.

COMPANY is not liable for any loss or expense that the CLIENT incurs if COMPANY is not able to make the venue available to the CLIENT as a result of fire, flood, earthquake, pandemic, failure or other unavailability of any building services or other event beyond COMPANY’S control.

Noise: Neighbours & Music: Noise levels must be kept to an acceptable level at all times. Failure to reduce noise levels at the request of a COMPANY agent or the police will result in the Event being shut down.

Music to be shut off 30 minutes prior to the end of the agreed booking period. This means vendors and guests to begin leaving the venue, taking special care to keep noise to minimum when leaving the venue. Failure to do so will result in forfeit of bond.

CLIENT’s must maintain noise levels below 50 decibels (sound limit read at Venue boundary)

If commercial recorded music is used in the Venue it is the responsibility of CLIENT to comply with all copyright requirements.

Parking: CLIENT shall ensure that no vehicle obstructs access in any way. CLIENT shall pay for any damages caused by any guests, contractors or staff to any of COMPANY property should it exceed the $500 bond.

Furniture and Equipment: It is the CLIENT’S responsibility to ensure that all furniture brought in externally

for an Event is removed by the end of the hire period. All furniture must be returned to designated storage area, ensuring that all fire exits are free from obstruction.

CLIENT must ensure that nothing is attached to the table tops including 3M adhesive or tape. Table tops to be cleaned before being stored. Failing to do this this will incur an excessive cleaning charge including leaving candle wax.

COMPANY does not take responsibility for the loss or damage to any equipment left in the venue. Furniture and equipment must be carried, not dragged on the floor.

All electrical equipment brought in by CLIENT must be up to date with the current testing and tagging by a qualified technician unless previously agreed with COMPANY.

We run on solar powered energy system and take no responsibility for a system overload should a high

drain appliance be plugged in by CLIENT without prior approval from COMPANY.

CLIENT may not bring to Venue and plug in any electrical equipment without prior agreement with COMPANY at the time of booking confirmation.

CLIENT must not remove or permit the removal of any furniture, equipment or other contents from

COMPANY and surrounding property without the permission of COMPANY.

COMPANY reserves the right to remove and if not claimed, dispose of any equipment or furniture left in the

Venue after the Hire Period.

Health & Safety: CLIENT must ensure that access and egress for residents or emergency vehicles are available at all times and that the public is not duly inconvenienced by the event.

It is the CLIENT’S responsibility to ensure exits are clear of any obstacles in case of emergency.

First Aid Kit is accessible to CLIENT and located in the main shed Ready Room by service door.

It is the CLIENT’S responsibility to contact the Police immediately if there are any safety concerns from a person(s) disorderly behaviour.

Please wear closed toe shoes for all set-up and pack down activities. If you’re carrying things around or helping set up, please be aware of your own capabilities and do not overwork yourself.

If you are using a ladder, please place this in the safest location possible, avoiding any hazards such as entrance/exit points, uneven flooring and pedestrian/vehicle traffic.

Miscellaneous matters: CLIENT must take proper care of the venue and ensure that no damage occurs.

CLIENT will not use nails, tacks, screws, pins or any other instrument that will cause damage.

The piano in the venue the CLIENT must ensure that it is not moved unless agreed by COMPANY first. The piano is only to be used by the musician named by the CLIENT at the time of booking.

No substance shall be deposited in the toilets, sinks or drains that will cause blockage or damage.

Lighting with a naked flame is not permitted within the venue unless the candles are in a hurricane vase. This prevents a fire hazard and wax on the tables.

Publishing Work: COMPANY reserves the right to publish photos of COMPANY’s own events for marketing purposes but will always ask CLIENT permission to use Wedding photos.

We draw on our expertise, experience, creativity & hard-earned vendor relationships to put your proposal together – our time, heart & soul goes into the details. We will not view competitor’s Intellectual Property - Please refrain from sharing ours.

The privacy policy can be found at www.littlewilderness.co.nz/privacypolicy