Pavilion hire information

A photo of the outside of the Memorial Park Pavilion in Ōpōtiki showing wheelchair accessible ramp — Memorial Park Pavilion Ōpōtiki is wheelchair accessible.

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, with space for up to 50 people, a kitchen, and toilets with changing rooms.

Equipment Available: 45 chairs, 5 trestle tables, a zip urn, microwave, 2 ovens, fridge, dishwasher, and a mobile double sided white board.

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, with space for up to 40 people, a small kitchen, toilets and changing rooms.

Equipment Available: 25 chairs, 4 trestle tables, 4 bar stools, a zip urn, oven, fridge, a pull-down projection screen and a white board on the wall.

Photo of the outside of the BayTrust Pavilion Ōpōtiki — BayTrust Pavilion Ōpōtiki.

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.

CLEANING	FEE
Full clean – This includes wiping down tables and chairs, vacuuming and mopping floors, cleaning of oven, stove, fridge, dishwasher and bench tops, cleaning toilets/changing rooms and disposal of 1 black rubbish bag. Note: Any extra rubbish (more than 1 black rubbish bag) must be removed and disposed of by the hirer.	$150
Part clean – This includes vacuuming and mopping floors, cleaning toilets/changing rooms and disposal of 1 black rubbish bag. Note: Any extra rubbish (more than 1 black rubbish bag) must be removed and disposed of by the hirer.	$75
Self clean – You are fully responsible for all cleaning of the pavilion this includes wiping down tables and chairs, vacuuming and mopping floors, cleaning of oven, stove, fridge, dishwasher, and bench tops, removing all rubbish and litter from the premises, and cleaning toilets/changing rooms.	FREE

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.

Photo of the outside of Memorial Park Pavilion showing grandstand style concrete seating — Memorial Park Pavilion Ōpōtiki has concrete grandstand style seating available outside.

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.

Photo of a sign saying Ohui Domain located in the domain that the BayTrust Pavilion is located on. — BayTrust Pavilion is located at Ohui Domain Ōpōtiki.

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 bond return could take up to 5 working days to be processed.

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.

FUNCTION	BOND (REFUNDABLE)
Meeting	$100
Sporting Event (without alcohol)	$100
Event (without alcohol)	$300
Event (with alcohol)	$500

RENTAL CHARGES

The cost depends on the length of time you want to book the pavilion for. It also depends on which rate you qualify for - the community, private or commercial rates. A bond will apply.

GROUP	COST PER SESSION	COST PER HOUR
Private (family occasion where no entry fee is charged)	$150.00	$50.00
Community group (not-for-profit)	$50.00	$25.00
Commercial use	$170.00 + GST	$60.00 + GST

* session is defined as 5hr period. E.g. 7am – midday; midday – 5pm; 5pm – midnight.

* costs for part use, for example changing rooms/showers only, can be apportioned separately where necessary.

Ōpōtiki District Council reserves the right to vary or cancel any booking with reasonable notice. If this happens, the full deposit will be refunded.

The hirer must pay for any damage to the hall, damage or loss of furniture, fittings etc. and any extra ordinary cleaning.

PAYMENTS

Payments can only be made in the Ōpōtiki i-SITE by cash or card.

Invoice are available for commercial users.

MAKE A BOOKING NOW

To hire the Memorial Park Pavilion – CLICK HERE

To hire the Bay Trust Pavilion – CLICK HERE