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.
In line with government requirements the following rules apply when hiring either pavilion:
QR codes are available at both pavilions and a printed covid register can be made available on request.
Alert Level 3 & 4
Pavilions are closed during alert levels 3 & 4. No bookings can take place during these levels. All bookings are automatically cancelled. Refunds will be issued to those who have paid when the i-SITE re-opens (Level 2).
Pavilions can be booked for future dates during levels 3 & 4. Any bookings coming in over lockdown can be pencilled in to the calendar. These bookings are subject to being cancelled if the booking date falls within level 4 or 3. No payments can be taken and no invoices can be sent during these alert levels.
Alert Level 2
Pavilions are open for bookings of less than 20 people. Any booking taking place during level 2 can only have a maximum of 20 people due to the sizes of the pavilions. This does not apply for bookings of future dates, though if the booking date falls in level 2 the number of people allowed to attend is 20 maximum.
All safety precautions must be observed. You legally must keep 1 metre physical distance from others. Please sign in using the NZ COVID Tracer app and/or manual sign in sheet. Wearing of masks is encouraged.
Cleaning of the pavilions must be undertaken by a professional cleaner, therefore a cleaning fee will apply to all bookings during level 2.
Payments can be made in the i-SITE and invoices can be sent in level 2. Pre and post inspections apply during level 2 hires and are to be carried out as safely as possible.
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.
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.
Full clean – Benches, fridge, tables, chairs, floors, rubbish & bathrooms
Part clean – Floors, rubbish and bathrooms
Self clean – You are fully responsible for all cleaning of the pavilion including taking away all rubbish.
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 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.
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.
All Ōpōtiki District Council venues are smoke free. No smoking is permitted on Council reserve land.
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.
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.
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.
Sporting Event (without alcohol)
Event (without alcohol)
Event (with alcohol)
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.
COST PER SESSION
COST PER HOUR
Private (family occasion where no entry fee is charged)
Community group (not-for-profit)
$150.00 + GST
$50.00 + GST
* session is defined as 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 can only be made in the Ōpōtiki i-SITE by cash, eftpos or credit card.
Invoices are available for commercial users, schools and not for profit organisations.
MAKE A BOOKING NOW
To hire the Memorial Park Pavilion – CLICK HERE
To hire the Bay Trust Pavilion – CLICK HERE