FUNCTION CONTRACT TERMS AND CONDITIONS
To assist us in ensuring the success of your function, we would appreciate your attention to the following:
1.0 Confirmation of Event
1.1 The client must confirm the booking by paying the required deposit and returning a signed copy of these terms and conditions within ten (10) working days of placing a reservation. Prior to receiving confirmation, the reservation will be viewed as a pencil booking.
1.2 Pencil bookings will be held for ten (10) working days during which the booking will not be cancelled or reallocated to an alternative function room without contacting the client in the first instance. If the client does not respond to confirm the pencil booking within 24 hours Alexandra Park reserves the right to cancel the booking.
1.3 If the booking is not confirmed within ten (10) working days Alexandra Park reserves the right to allocate the function room to another reservation and shall have no obligation to contact the client before cancelling the pencil booking.
1.4 A pencil booking will become a firm booking only upon receipt of the signed terms and conditions, and verification that deposit monies have been cleared by our bankers.
2.0 Function Room Hire
2.1 It is agreed that the event will commence at the scheduled time and the function room allocated for the event will be vacated at the nominated time. Alexandra Park reserves the right to apply a charge for every additional hour the function room is occupied after the agreed time to vacate.
2.2 In the event that a designated room cannot be made available, due to circumstances beyond our control, Alexandra Park reserves the right to substitute comparable facilities and where possible will give the client prior notification of the substitution.
2.3 Room hire charges, if applicable, are subject to the date and time required, number of guests in attendance and overall catering requirements. Alexandra Park reserves the right to review room hire charges should the nature or substance of the function be amended by the client subsequent to confirmation of the booking.
3.0 Deposit
3.1 To secure an event with Alexandra Park a minimum of $575.00 or 10% of the estimated function costs (whichever is the greater), is required at the time of confirmation.
3.2 To secure a wedding or banquet reservation with Alexandra Park a minimum deposit of $575.00 is payable at the time of confirmation and a further payment of 50% of the estimated cost is required three (3) months prior to the function (Second Deposit).
3.3 Alexandra Park reserves the right to vary the deposit terms required to secure a booking.
3.4 Deposits to be paid are inclusive of Goods and Services Tax.
4.0 Final Payment
4.1 A credit application will not be considered for private functions. Full payment must be made in advance to Alexandra Park by 12.00 noon five (5) working days prior to the function date, based on the minimum guaranteed numbers at this time.
4.2 Accepted payment methods include; cash, credit card (bank cheque or funds lodged directly into the following account; Westpac 03-0175-0490523-000. Please include your function booking reference number with your payment. Personal cheques are not accepted less than ten (10) working days prior to the function.
4.3 Additional charges may subsequently be incurred (eg. extra guests in attendance) and will be payable to Alexandra Park on demand.
4.4 Any amount overpaid (eg. bar tab in advance) will be processed and a refund cheque issued within ten (10) working days following the event.
4.5 If credit is approved all outstanding charges will be invoiced upon completion of the event. Payment terms are strictly seven (7) days from invoice date. Deposit payment criteria still apply.
4.6 Alexandra Park reserves the right to charge interest on overdue accounts at 2% per month.
4.7 All costs incurred by Alexandra Park pursuing the recovery of any outstanding monies due will be an additional charge to be paid by the client. Costs will include, but are not limited to, Commission Agency fees, other commissions and disbursements, solicitor fees on a solicitor own client basis.
4.8 An additional transaction fee applies to all international payments where a swift code is required
5.0 Final Numbers
5.1 The number of people expected to attend the event must be advised ten (10) working days prior to the commencement of the event, with confirmation of final numbers no later than three (3) working days prior to the event.
5.2 Numbers charged for will be the final numbers confirmed, or the actual numbers in attendance on the day of the event, whichever is the greater.
6.0 Cancellation of the Event
6.1 All cancellations must be received by Alexandra Park in writing.
6.2 For events other than weddings and banquets the following criteria applies;
6.2.1 The event may be cancelled more than three (3) months prior to the date of the booking without penalty and the deposit held will be refunded.
6.2.2 Deposits will not be refunded if a cancellation is received less than three (3) months prior to the date of the booking.
6.2.3 Cancellations within seven (7) days of the date of the booking will incur a fee calculated as 25% of the latest quoted cost for the function.
6.3 For weddings and banquets the following criteria applies;
6.3.1 The event may be cancelled more than six (6) months prior to the date of the booking without penalty and the deposit held will be refunded.
6.3.2 If cancellation is received less than six (6) months prior to the date of the booking the deposit paid to confirm the booking will not be refunded.
6.3.3 If cancellation is received subsequent to payment of the Second Deposit (clause 3.2) but not less than one (1) month prior to the date of the booking 75% of the Second Deposit will be refunded.
6.3.4 If cancellation is received less than one (1) month prior to the date of the booking no refund will be made.
6.4 If a function is postponed, deposits paid may be transferred to the new booking at the discretion of the Alexandra Park Event Manager.
6.5 Where Alexandra Park has booked audio visual equipment, entertainment or outside services for the function, the client may incur the full charge for these services.
7.0 Function Details
7.1 You are required to provide particulars of your event, any cancellations, changes or additions in writing.
7.2 To ensure your requirements are met, all final details of the event, including the expected number of attendees, duration of the event, menu, beverages, entertainment, audio visual equipment, room set up etc., must be confirmed in writing by the client representative ten (10) working days prior to the event. Your Event Coordinator will send a function summary sheet detailing your function information for final confirmation and sign off.
7.3 Alexandra Park will accept no responsibility for changes introduced subsequent to final sign off unless the Event Coordinator has acknowledged your request in writing and confirmed that the requested change has been approved.
8.0 Security
8.1 The standard ratio of security guards to guests is based on one guard per 100 guests. Alexandra Park will arrange this on your behalf.
8.2 Alexandra Park reserves the right to determine the security required to be present for any function and to increase or decrease the standard ratio accordingly. All charges for security shall be to the client account.
8.3 Each guard must be engaged for a minimum shift of three (3) hours.
9.0 Alexandra Park Damages/Insurances
9.1 Should the fire brigade respond to an alarm caused by unauthorised use of special effects or a false alarm due to interference with alarm call points, or any other negligent action by any person in attendance or otherwise engaged on behalf or at the invitation of the client, the client will be liable for any charges incurred by Alexandra Park.
9.2 The client is liable to reimburse Alexandra Park for the cost to remedy any damage to premises and/or equipment, or for any other loss due to theft or any other reason, caused by any person in attendance or otherwise engaged on behalf or at the invitation of the client. This applies to the room(s) reserved and to any other area or part of Alexandra Park, accessed prior to, during, or after the event.
9.3 Nothing is to be nailed, screwed, stapled or adhered to any wall, door or other surface or part of the building unless approval has been given by management. Suitable floor protection is to be used as required. Signage in public areas is to be kept to a minimum and must be approved by Alexandra Park management.
9.4 For all exhibitors and stage set-ups produced by outside contractors, plans and power requirements must be approved by Alexandra Park’s Property Manager not less than ten (10) working days prior to the event.
9.5 Alexandra Park will take all necessary care of the client’s property, but will take no responsibility for damage or loss of property or merchandise left at Alexandra Park prior to, during or after the event.
9.6 The client must make their own arrangements for appropriate insurances to cover their risks. Alexandra Park reserves the right to require the client to provide evidence of a minimum amount of public liability insurance cover current at the time the event is to be held.
9.7 If Alexandra Park has reason to believe that the event will affect the smooth running of its operating activities, its security or reputation, or the security of individuals, we reserve the right to cancel and/or shut down the event, either before commencement of the event or at any time during the event, without liability or recourse.
9.8 Alexandra Park reserves the right at any time during an event to refuse to serve alcohol to any person deemed to be intoxicated, and to exclude from the event any person, considered in our sole opinion to be acting unsuitably or inappropriately, and if necessary to remove the person from the premises, without liability or recourse.
9.9 The client indemnifies Alexandra Park against any claims which may arise from injury or damage caused or otherwise attributable to the use of any person not engaged by Alexandra Park, to undertake work or duties on site at Alexandra Park on behalf of the client.
10.0 Pricing Policy
10.1 Goods and services tax (GST) is not included in the quoted rates, unless otherwise stated. GST is applicable to all charges at the GST rate current at the earlier of the time payment is made, or invoices are raised.
10.2 Every endeavour will be made to maintain prices quoted, however prices are based on current costs and may be subject to change without notice to recover cost increases as they arise.
11.0 Agency
11.1 Where the organiser is not the client, the organiser warrants that they act as agent of the client and have the authority to enter into this agreement on behalf of the client.
12.0 Client Responsibility
12.1 The client will conduct their function in an orderly manner, in full compliance with all applicable laws and the instructions of Alexandra Park personnel, ensuring minimal disruption to other guests and patrons of Alexandra Park.
12.2 No food or alcohol may be removed from the designated function area.
12.3 The client should ensure that all goods/packages to be delivered to Alexandra Park are adequately marked with the name and start date of the function, the sender’s name and contact phone number, and the name of your Alexandra Park Event Coordinator. Deliveries will only be accepted up to five (5) working days prior to the event.
12.4 If goods/packages are to remain on site after the conclusion of your event, prior arrangements must be made with the Event Coordinator. Any goods left at Alexandra Park without prior arrangement will be considered to be abandoned, unless collected by the client within five (5) working days of the conclusion of the event.
12.5 All goods/packages to be collected after the event should be sealed/secured and correctly addressed, with the sender’s name and contact phone number.
12.6 General cleaning is included in the cost of the room hire. Additional charges may apply in instances where an event has created cleaning requirements that are considered to be over and above normal cleaning.
13.0 Audio Visual/Internet Access
13.1 Alexandra Park utilises external providers for audio visual equipment required for functions. It is highly recommended that a technician is booked to assist with set up. A minimum charge for one (1) hour applies.
13.2 If a technician is not booked and is subsequently required on the day of your event, a delay of up to one hour may occur before a technician can arrive on site.
13.3 Any audio visual requirements outside normal business hours may incur an additional after hours charge.
13.4 Wireless or fixed line internet access is available on an as is where is basis. Service is dependent upon external providers and Alexandra Park accepts no responsibility for a break in service.
13.5 Our network is configured to offer a dhcp assigned addresses in the IP range 192.168.100.x. Static addresses are not available and manually assigned addresses are not acceptable as they may interfere with the normal operation of our network. Equipment configuration is the responsibility of the client.
13.6 Clients are encouraged to test connectivity of their equipment and service performance at least 24 hours prior to the event. Standard service is not considered adequate to support video conferencing.
13.7 Alexandra Park operates a firewall with web and application filtering enabled. Clients need to request any protocol/port/applications exceptions at least 24 hours before the event. Requests are to be submitted to the Events manager for approval. Exceptions will be active during any connectivity tests and for the duration of event.
13.8 Misuse of the network access, including the transmission of objectionable material, excessive downloads or use unrelated to the function, may result in withdrawal of service and/or additional charges.
13.9 The provision of additional external communication lines is the responsibility of the client (it should be noted that the installation of lines usually requires at least seven (7) working days from the date the application is received and acknowledged by Telecom).
14.0 Noise Control
14.1 Alexandra Park is party to a Deed of Agreement with the Auckland City Council relating to permissible noise levels. The permissible noise levels are:
Times DBA Level
6.00am to 8.00am L10 45dBA Lmax 75 dBA
8.00am to 10.30pm L10 55dBA Lmax 85 dBA
10.30pm to Midnight L10 45dBA Lmax 75 dBA
Midnight to 6.00am L10 42dBA Lmax 70 dBA
L10 = Noise not to exceed level allowed more than 10% of the time
Lmax = maximum noise level allowed
14.2 Should your event have the potential to exceed the above noise controls, you must obtain a copy of the deed from us and ensure compliance with all conditions contained therein, including monitoring noise levels. 14.3 Alexandra Park may conduct its own noise monitoring and reserves the right to require compliance on demand. Alexandra Park reserves the right to close down your function/event if you refuse to comply with our instructions regarding noise levels.
15.0 Health and Safety
15.1 In accordance with the Health and Safety at Work Act 2015 and the Alexandra Park Health and Safety Policy, clients, visitors and contractors must obey all reasonable instructions and signs whilst on site, and ensure that their actions do not create hazards to people or property. The following should be especially noted:
- The Speed Limit within the complex is 15 km/h
- Escalators are not to be used as a stairway while they are stationary
- No heavy or large items, other than reasonable hand held items, are to be moved on escalators, at any time
4 All fire and emergency exits are to be kept clear at all times
- On hearing an alarm please leave the building by the nearest fire exit, assemble at the area designated on the fire notice at the lounge exit door and await further instructions
- Smoke stop doors are to be kept closed at all times, except when attended by a doorperson
- Smoking is allowed outside, only in designated areas.
15.2 The client will complete the Alexandra Park Events H&S Acknowledgement Agreement prior to the event. Form is available from the events manager.
16.0 Force Majeure
16.1 When matters beyond the reasonable control of Alexandra Park impair or prevent Alexandra Park from being able to perform its obligation under the event contract, the client releases Alexandra Park from any liability for loss incidental or consequential to such matter.
17.0 Compliance with Statutes and Regulations
17.1 The client shall observe all relevant statutes, regulations, ordinances and bylaws relating to their activity.
18.0 Variation
18.1 Any variation, amendment, or modification of these terms and conditions shall only be binding where committed to in writing and executed by both parties.
19.0 Interpretation
19.1 Reference in these terms and conditions to “Alexandra Park” shall be read as referring to the group comprised of Auckland Trotting Club Incorporated (the parent), an incorporated society registered under the Incorporated Societies Act 1908, and The Epsom Functions Limited Partnership (the subsidiary), a company registered under the Limited Partnership Act 2008, acting pari passu.
19.2 Reference in these terms and conditions to “Alexandra Park” shall be read as referring to the property/premises of the Auckland Trotting Club, situated at 354-378 Manukau Road, Epsom with access from Greenlane West and Campbell Crescent
19.3 In these terms and conditions the words “Event” and “Function” may be substituted one for the other without altering the meaning or substance of the clause, or inferring any distinction in meaning one from the other.
19.4 In these terms and conditions the word “Banquet” shall describe any function or event requiring the catering for a meal for fifty (50) or more persons.
