Pavilion hire information

Ōpōtiki District Council provides the Memorial Park and Bay Trust Pavilions for public use. Both pavilions provide the perfect venue for an outdoor sporting fixture, a place to meet, community activity space, social function, outdoor performance, or a reception lounge.

The Memorial Park Pavilion is located off Albert Street at the northern end of the Ōpōtiki Township, within the Memorial Park sports grounds. The pavilion provides a 90 square meter meeting room, seating up to 50 people, a kitchen, and toilets with changing rooms.

The Bay Trust Pavilion is located amongst pleasant rural surroundings at Ohui Domain, Gault Road, two kilometres from the intersection of State Highway 35 and State Highway 2. The pavilion provides an 80 square meter meeting room, seating up to 40 people, a small kitchen, and toilets with changing rooms.

Please note My Vaccine Pass is required to enter the Ōpōtiki i-SITE and make payment.

COVID-19

In line with government requirements the following rules apply when hiring either pavilion:

QR Codes

QR codes are available at both pavilions and a printed covid register can be made available on request.

TRAFFIC LIGHT SYSTEM

For the purpose of your hire it is your choice whether you will operate with or without My Vaccine Pass requirements. At red, orange and green gatherings can go ahead with different restrictions based on whether you choose to use My Vaccine Pass or not. You can find all the information relating to each traffic light setting here:

-- RED

- ORANGE

- GREEN

INSPECTION

Inspections are required for every booking, these are to be booked to take place before and after the hire period. Inspections can only take place Monday – Friday between 9am and 4pm.

HOURS AVAILABLE AND KEYS

Both pavilions are available from 7am until 12am midnight.

The keys will be handed over to you at the pre-inspection if this is suitable (i.e. not too many days in advance). If this is unsuitable, a time to pick up keys will be discussed at the pre-inspection.

Please return the keys to the i-SITE as soon as possible (otherwise at the post inspection)

We are open Monday – Friday 9am – 4.30pm Saturday & Sunday 9am- 1pm.

CLEANING

The option to have the pavilion cleaned after your use is available at a fee (see below).

The pavilion must be left clean and tidy. This includes wiping down tables and chairs, vacuuming and mopping floors, cleaning of oven, stove, fridge, dishwasher and bench tops, removing rubbish and litter from the premises, and cleaning toilets. All cleaning products are supplied and will be shown to you during the pre-inspection.

Please ensure that the pavilion is left clean, tidy and free of rubbish. Failure to comply with the above will result in the loss of your bond and could incur an extra charge for any cleaning including collection and disposal of rubbish as a result of your use.

FIRE SAFETY

Fire exits must be kept clear at all times. The pavilion has fire alarms fitted. Barbecues and any other equipment likely to generate smoke are not permitted within the pavilion building.

If an alarm is set off on purpose or through negligence, the hirer will pay the full cost of the Fire Service call out and alarm resetting.

EVACUATION

It pays to be prepared for an emergency. One person must be nominated as the safety warden to familiarise themselves with the evacuation procedures for the pavilion.

SMOKING

All Ōpōtiki District Council venues are smoke free. No smoking is permitted on Council reserve land.

LICENCES

If you hire the pavilion, it is your responsibility to arrange any licences you might need. Event organisers who want to apply for a special licence to sell or supply alcohol are reminded that they need submit applications at least 20 working days ahead of their planned events. You will need a special liquor licence if alcohol is being sold during your term of hire.

You may need a licence for gaming sessions, such as housie. Check with the Department of Internal Affairs.

NOISE

Keep noise to a reasonable level. If a noise control officer has to issue an abatement notice, you may lose your bond. If the matter is taken further, you might not be allowed to use the pavilion again.

To limit noise from amplified music, keep doors and windows closed, regardless of the weather. Functions where amplified music is being played must finish before 1am.

BONDS

A bond is required for all bookings. This bond will be fully refunded upon inspection of the facility provided that it is in the same condition as prior to hire. The amount of the bond will depend on the type of function being held (see below). You may also be required to pay a deposit when the booking is confirmed. The bond will not be returned or only partly returned if the building is left in an unsatisfactory state.