Room Booking Calendar

1. Booking Confirmation

• All bookings are confirmed when:
• A completed Room Booking Agreement is submitted, and
• Confirmation is issued by Family Start West Coast/Buller via email or in writing.
• Tentative bookings will be held for five (5) business days before being released if not confirmed.
• The person booking must be 18 years or older, provide suitable ID if requested, and accept responsibility for the hire, health and safety, security, and cleaning of the premises.

2. Cancellation by the Hirer

• More than 7 days before the booking date – No cancellation fee. Any deposit paid will be refunded in full.
• Between 2–7 days before the booking date – 50% of the room hire fee will be charged.
• Less than 2 days (48 hours) before the booking date – 100% of the room hire fee will be charged. No-shows without notice will be charged the full booking fee.

3. Rescheduling

• More than 2 days (48 hours) before the booking date – No additional fee. The payment or deposit will be transferred to the new date (once only).
• Less than 2 days before the booking date – Treated as a cancellation (see Clause 2) and a new booking will be required.

4. Cancellation by Family Start West Coast/Buller

Family Start West Coast/Buller reserves the right to cancel or refuse a booking at any time due to:

• Unforeseen circumstances (e.g. building issues, staff unavailability, safety concerns)
• Emergency use of the facility
• Misuse or misconduct by the hirer or their group
• The premises being used for illegal, immoral, or prohibited purposes

Where possible, we will offer:

• A full refund, or
• An alternative date/time

We will not be liable for any indirect or consequential loss from a cancellation.

5. Refunds

• Refunds (where applicable) will be made within ten (10) working days of cancellation confirmation.
• Refunds will be made to the original payer by bank transfer.

6. Deposits and Payment

• Family Start West Coast/Buller may request a deposit of up to 100% of the total hire fee to secure the booking.
• Standard process: an invoice will be issued after the booking has occurred.
• Deposits will be applied against the final invoice.
• If unpaid invoices are referred to a debt collection agency, the hirer will be liable for any collection costs.

7. Cancellations beyond either party control

No cancellation fee will apply where the booking cannot proceed due to events beyond either party’s control (e.g. natural disaster, pandemic restrictions, power outage).

8. Use of Facilities

• Hirers may only access the booked room and shared facilities (toilets and kitchen).
• The room must be vacated by the agreed time. Bookings cannot extend past 5:00 pm without prior written permission.
• Hirers must show consideration for neighbours, staff, and other users. Exclusive use of the building is not guaranteed during business hours.
• Misuse or misconduct may result in termination of the booking and refusal of future bookings.

9. Security and Access

• Hirers are responsible for ensuring all rubbish is removed, spaces used are left clean and tidy.
• Lights, heaters, and appliances are turned off.
• Windows and doors are closed/locked.
• Fire exits are kept clear and firefighting equipment is not tampered with.
• If issued a key or door code, these must not be shared with anyone else.
• Lost or damaged access keys may incur replacement charges.
• Regular hirers must provide a current list of authorised personnel.

10. Prohibited Activities

• No smoking or vaping anywhere on or around the premises.
• No alcohol without prior written permission from Family Start West Coast/Buller.
• Nothing may be fixed to walls, doors, or fixtures without prior authorisation.
• The premises may not be used for any illegal or immoral purpose.

11. Liability

• Hirers are responsible for any loss of, or damage to, equipment, fixtures, or fittings.
• Hirers use the premises at their own risk. Family Start West Coast/Buller accepts no liability for loss, damage, or injury beyond a reasonable duty of care.

12. Cleaning

• The hirer must leave the room in a clean and tidy state.
• If the space is left in an unsatisfactory condition, additional cleaning charges may apply.