Conditions of Use | Ko Awatea

Opening Hours

Ko Awatea Centre is open Monday – Friday from 7:00am to 6:30pm. All users must vacate the centre by 6:30pm. Ko Awatea Centre is available for after hours and weekend bookings on request. Please note for after hours and weekend bookings minimum numbers and extra costs are involved. If you require Ko Awatea Centre services after hours there is a minimum of two week notice request period required.

Booking

All bookings are made via the booking form(external link) on the Ko Awatea website. A client may make an enquiry by phone but must confirm by email. If an alternative enquiry is made for the same period, the original client will be given 48 hours in which to confirm the enquiry booking. Ko Awatea will then confirm acceptance of the enquiry booking or otherwise to the client. All bookings must be made at least 24 hours prior to the commencement time. Ko Awatea reserves the right to decline any provisional booking or part thereof.

Cancellation or variation of numbers

Should you no longer require your meeting room, notification must be submitted in writing to koawateabookings.generic@middlemore.co.nz, giving at least 24 hours’ notice. Cancellations after this time will incur a 50% cancellation fee.

Variation by Ko Awatea Centre

In the event that a designated room is not available, Ko Awatea reserves the right to substitute comparable facilities and where possible will give the client prior written notification of the substitution.

Use of the Facilities

We operate to a strict timetable. It is agreed that the function will commence at the scheduled time and that the function room allocated will be vacated by the nominated time. In cases where a function should go beyond the agreed finishing time additional charges may apply.

Ko Awatea reserves the right to enforce minimum numbers in conference rooms where a client does not meet the minimum delegate numbers, they may be moved to a smaller room.

IT/AV Support

Ko Awatea does not provide dedicated IT/AV support but this can be quoted for if required. Pre presentation checks with IT support are available by booking in advance of your event with our IT help team. Basic IT operation information is available on the website for reference, please click here(external link)

Any extra equipment required should be booked in advance when making the room booking. Charges may apply and will be quoted at the time of booking these resources.

White board pens, flip chart paper, etc.

Please bring your own consumables such as white board pens, any flip chart paper etc. We can provide these items on request and will charge them to your account.

Food and Beverages

Should you have any catering requirements, please contact the Ko Awatea Centre Management. Our team will work with you to plan and price your menu. For small or short meetings where catering is not required, Wishbone Café is located onsite serving barista Coffee and a full range of food and beverage items.
There is a kitchen area which has microwaves and hot and cold filtered water.

Alcohol

Ko Awatea recognises that the consumption of alcohol on site by staff and associates present organisational risk factors. On that basis, Ko Awatea operates a strict no alcohol policy. Please do not bring any alcohol into the building.

Charges and payments

The final invoice will be based on the booking form or on the actual number used on the day, whichever is the greater figure. At the conclusion of the function, a final invoice will be issued and payment is required upon receipt. The client is liable for the cost of recovery of debt.

Damages

The client shall make good at its cost any damage that is done to Ko Awatea Centre by the client or any person for whom the client is responsible. The client shall keep Ko Awatea Centre clean and tidy at all times when used by the client. The client shall not cause a nuisance to Ko Awatea Centre or other users of the centre. The client will be responsible for the removal of all property or merchandise after the conclusion of the function and any goods left in Ko Awatea Centre after the function without prior arrangement will be deemed abandoned. Ko Awatea Centre will not accept any responsibility for any damage to or loss of property or merchandise left in the building prior to, during or after any function. It is recommended that the client arrange their own personal liability insurance and security, as required. Ko Awatea Centre accepts no liability for cars parked in its designated parking area or surrounds.

All parking needs should be coordinated through Middlemore Hospital Carparking Ltd on 09 276 0044 ext 2592 or harlicR@middlemore.co.nz.

Publicity, photography, and recordings

The client may not use Ko Awatea’s logo without Ko Awatea’s prior written permission.

Ko Awatea Centre uses 24 hour video surveillance for the safety of both the centre and its users.

Any recording of events or the Ko Awatea centre facility must have prior written approval from Centre Management and Communications Team. CMH media policies will apply.

Lost property

Ko Awatea Centre Management has a lost property system in place. There is a spread sheet that lost property will be entered on, with details of the item, date handed in, and the name and contact details of the person who handed in the item. The following guidelines will apply:

Items of value will be under lock and key in the Centre Management office.
Lost property items will be held for two months and then given away to local charities.
Any confidential paperwork found in the building will be held in the Centre Management office for 24hours then destroyed.
Crockery left behind in the kitchen that does not belong to any of the catering companies will be washed and stored in the cupboard under the sink. Crockery will be given away if not collected after a week.

Last modified: 21 June 2019