Fillable 2020 Grounds And Parks Booking Application Form - Grounds and Parks Booking Application Form

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2020 Grounds And Parks Booking Application Form - Grounds and Parks Booking Application Form

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Grounds and Parks Booking Application Form
Updated 7/18 1
Grounds & Parks Booking Application Form
Please note all our pa
rks and reserves spaces are smokefree. We ask
that club users and general visitors to our parks respect this policy for
the enjoyment of all.
PLEASE note that dogs are prohibited from all designated playing areas of sports grounds as per the Central
Otago District Council’s Dog Control Policy. Event organisers are expected to respect this policy.
To book a ground/park or reserve, please complete the form below in BLOCK LETTERS. Note: A Health
and Safety Plan will also need to be submitted with your booking application, which must include
protocols for Covid-19 a template is available on the Council Website.
Bookings are necessary to avoid double bookings and to give Council adequate time to carry out any
requirements. Please email your booking to groundsbookings@codc.govt.nz
Name of Grounds/Park: __________________________________________________________________
Ground maps: https://www.codc.govt.nz/leisure-and-culture/parks-and-reserves/Pages/default.aspx
(Please mark on ground map areas required for booking)
Note: The Council Property department looks after booking of Halls/Theatres and Stadiums:
https://www.codc.govt.nz/SiteCollectionDocuments/CODC%20Forms/Community%20Services/Facility%20B
ooking%20Form.pdf
Note: If you wish to book the Alexandra Netball rooms or courts please contact Sally Bell on 021 168 5688.
Name: ________________________________________________________________________________
Business/Club: _________________________________________________________________________
Type of Event: _________________________________________________________________________
Fundraiser Commercial Community Group Markets
Senior College/Junior Competition Training
Details of Event: ________________________________________________________________________
_____________________________________________________________________________________
Number of People:
______________ Approximately
Note: Current fees and charges for the hire of parks a
nd sports grou
nds can be viewed online at
www.codc.govt.nz Charges are advised prior to confirming any booking.
Billing Address: ________________________________________________________________________
_______________________________________ Post code: ___________________________________
Business phone: __________________________ Mobile: ______________________________________
Home: __________________________________ Email: _______________________________________
Back-up Person: __________________________ Mobile: ______________________________________
Grounds and Parks Booking Application Form
Updated 7/18 2
Start
Date: ______________________________ End Date: ___________________________________
Postponement Date: ______________ Start Time: __________________ End Time: _______________
Day of the Week: __________________ Start Time: __________________ End Time: _______________
Day of the Week: __________________ Start Time: __________________ End Time: _______________
Day of the Week: __________________ Start Time: __________________ End Time: _______________
Day of the Week: __________________ Start Time: __________________ End Time: _______________
Day of the Week: __________________ Start Time: __________________ End Time: _______________
Day of the Week: __________________ Start Time: __________________ End Time: _______________
Day of the Week: __________________ Start Time: __________________ End Time: _______________
Day of the Week: __________________ Start Time: __________________ End Time: _______________
Day of the Week: __________________ Start Time: __________________ End Time: _______________
Day of the Week: __________________ Start Time: __________________ End Time: _______________
Day of the Week: __________________ Start Time: __________________ End Time: _______________
Day of the Week: __________________ Start Time: __________________ End Time: _______________
Day of the Week: __________________ Start Time: __________________ End Time: _______________
Day of the Week: __________________ Start Time: __________________ End Time: _______________
Cancellation Policy:
Please advise immediately if you are cancelling any of your bookings.
Should the hirer cancel or postpone when ground conditions are acceptable with less than 24 hours’ notice,
they shall be charged for 50% of their fee. When more than one weeks’ notice is given they shall be entitled
to a full refund.
Please email: groundsbookings@codc.govt.nz
Grounds and Parks Booking Application Form
Updated 7/18 3
Special Requirements Note:
For events requiring any of the following, you may be asked to discuss or your requirements with the Council
prior to booking. Permission will be subject to written approval and may incur additional costs.
Changing Rooms – number 1, 2, 3, 4 (please circle)
Litter – Additional wheelie bins on request and at cost - (See Clause 2)
Commercial Activities
Power/water
Marquees/caravans etc. (See clause 12)
Circus, Gypsy fair/carnivals etc.
(Note: - Events of this nature are to contact the Council on arrival to arrange a meeting onsite to show the site setup area to avoid
damage to irrigation pipes.)
Alcohol or food supplies (See clause 9)
Events including animals
Vehicle Access
Activity requiring sound systems
(Note: - Vehicle access is discouraged but can be discussed and specific conditions given for your event. Keys to be obtained from
CODC offices and returned at the completion of your event). If the key is not returned a charge of $75 will be incurred by the hirer.
It is the hirer of the grounds responsibility to leave area in same condition. Please refer to Clause 5 of the
Terms and Conditions.
Toilets
(Note: a special clean will be done before your event. Any unreasonable mess will be charged back to hirer. Hirer to top up toilet paper
supplied by us during the event. We will ensure full at the start of the day.)
Disruption to parking and traffic – or requiring Traffic Management Plan
After-hours access
Other __________________________________________________________________________
CODC thank you for booking a park/sports ground and trust the event is a success and all participants enjoy
the facility.
Please note all our parks and reserves spaces are smokefree. We ask
that club users and general visitors to our parks respect this policy for
the enjoyment of all.
Grounds and Parks Booking Application Form
Updated 7/18 4
Note: The Event Organiser shall supply contact details of all Auxiliary Activity Providers to be used as part
of this event, and ensure they have read and agree to the ‘Terms and Conditions’ for the use of the
parks.
Ground/Park charge $ ______________ Paid after ground checks
Special Requirements $ ______________
$ ______________
Bond $ ______________
Total Amount Due $ ______________
Office Use Only:
Cost of Hire: $ __________________________ Date Booking Confirmed: _____________________________
Invoice Number: ________________________ Staff Signature: ________________________ Debtor No: _____________________
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Grounds and Parks Booking Application Form
Updated 7/18 5
Terms and Conditions of Hire
The Customer agrees that where the Central Otago District Council (‘the Council”) supplies the Customer
with goods and/or services, the following terms and conditions will apply:
The Terms and Conditions of Payment (if applicable)
The Terms and Conditions for grounds/parks
Any additional Terms and Conditions agreed in writing between the Council and the Customer.
Equipment – posts, flags etc. to be supplied by Customer and erected by others.
Lead in notice for sports groups and events
o Cricket wicket – 3 weeks
o Rugby/soccer field – 2 weeks
o Athletics – 2 weeks
o Event – 2 weeks (depending on scale)
Terms and Conditions for Supply of a Ground or Park Area
1. Where the Council provides the Customer with the use of grounds or parks the Customer shall not
use any of the grounds or park areas for any other purpose other than agreed to by the Council.
2. The Customer shall remove any extra rubbish and waste from the grounds/park area and keep area
in a tidy condition. Extra bins can be supplied at $30 per bin per event.
3. The Customer shall give the Council prompt notice of any accident on the grounds or park area or
defect that they become aware of.
4. The Customer shall not use any area in any noisome, noxious, illegal or offensive way or allow
anything or any act to be done on or in any area that causes a nuisance or disturbance.
5. A ground inspection will be completed prior to commencement and at the conclusion of your event
any damage caused by the Customer will be charged back to the customer.
6. A bond is charged for the following events Circuses, Gypsy fairs/carnivals and must be paid before
the keys to the ground/park area are given out. The bond will be refunded to the Customer after a
ground check has been completed and no damage has been sited.
7. Motorised vehicles are not permitted into grounds/parks areas beyond car parking facilities, with the
exception of authorised vehicles and motorised wheelchairs. Temporary vehicle access may be
granted for specific finite purposed and then terminated at the completion of the purpose.
8. A building consent is required to erect a marquee if it is 100m
2
or greater.
9. The sale or supply of liquor requires a special licence.
10. Dogs are prohibited from all designated playing areas at all sports grounds and must be kept under
control at all times. Owners are responsible for cleaning up after their dogs.
11. No drones are permitted on Councils sportsgrounds or park areas without prior approval from
Council.
12. No pegs or waratahs to be installed without Council approval, due to risk of damage to underground
services including irrigation.
Grounds and Parks Booking Application Form
Updated 7/18 6
Event Health and Safety
The organiser is required to complete the health and safety Hazard Register for small events and maybe
requested to complete a health and safety plan for approval.
Guidelines for small events
It is strongly recommended that event organisers have:
1. A first aid kit and some who knows how to use it.
2. A working mobile phone and with sufficient credit on it, with phone numbers readily available of who
to ring in case of an emergency and knowledge of closest Accident and Emergency Clinic, fire
brigade and police.
3. Check that gas bottles for BBQ’s or outdoor heaters are certified, last date checked to be within 10
years.
4. Put the BBQ on an incombustible surface material so that grease does not fall on the original surface
under the BBQ.
5. Organised a sufficient amount of adults so that children are closely supervised at all times.
6. Check that the area that is being used for the event is free of any hazards during event pack-in, the
event, and pack-out. Please refer to the attached hazard register that suggest potential common
hazards that may occur and means of controlling them. Note that this list is not exhaustive and it is
the responsibility of the event organiser to ensure that additional hazards are being identified and
controlled accordingly.
7. Fully brief all event officials on their roles and responsibilities.
8. Thoroughly brief all participants who may be exposed to any hazards.
9. Take those with disabilities into consideration when planning your event e.g. toilets, parking
accessibility etc.
10. All cables/leads or other trip hazards are to be covered by appropriate matting.
11. Any mains or generator powered portable electrical equipment must be used in conjunction with an
RCD (Residual Current Device).
12. Alcohol is NOT allowed to be sold and supplied on site unless you have been granted a liquor
license. NB: All reserves prohibit the consumption of alcohol between 10pm and 10am seven days a
week.
13. Any ground penetration, e.g. pegs, Hangi will require permission from the asset owner.
Grounds and Parks Booking Application Form
Updated 7/18 7
Guidelines for small events – Hazard Register
As the organiser of an event, you are required, under the Health and Safety in Employment Act, to take all
practical steps to eliminate, isolate or minimize hazards in areas affected by and part of the event. To do this
you will need to document and demonstrate what practical steps are been taken to fulfil your obligations.
Events with direct access to Central Otago District Council premises should consider the consequences
associated with the hazards on and around premises when developing their own hazard assessments and
safety for an event.
Hazard: Any source of potential damage, harm or
adverse health effects on something or someone
under certain conditions.
Isolate: Sometimes it is not possible to eliminate all
significant hazards from the area. In this case they
must be isolated. This means separating people
from the hazard (e.g. a physical barrier).
Identify: All hazards should systematically be
identified in areas affected by and part of the event.
Minimise: Sometimes it may not be possible to
eliminate or isolate a hazard. Hazards that can’t be
eliminated or isolated must be minimized as much
as possible (e.g. personal protective equipment).
Eliminate: Once hazards have been identified,
organisers must take all practicable steps to
eliminate significant hazards.
Control: this includes the steps taken to eliminated,
isolate, or minimise the hazard. If the hazard cannot
be eliminated, a process needs to be in place to
monitor the hazard control.
Public Liability Insurance
Central Otago District Council may request the event organiser to obtain Public Liability Insurance. This will
provide protection against claims for compensation in respect of unexpected and unintended personal injury
or property damage for which they may be legal liable arising out of their business activities.
Grounds and Parks Booking Application Form
Updated 7/18 8
I have read and agree to the ‘Terms and Conditions’ for the use of the parks and reserves for events.
I acknowledge that Council is entitled to impose conditions upon use of the ground/park at its discretion.
I acknowledge that as Events Organiser I am responsible for ensuring that all auxiliary activity providers have
read and agree to the ‘Terms and Conditions’ for the use of grounds/parks for events. A list of these activity
providers is attached to this form.
I agree to pay all charges/bonds for the use of the grounds/park as requested by Council.
I have been authorised to bind my organisation to this agreement.
I have reviewed the Parks Booking Hazard Register, available online at www.codc.govt.nz
Name: __________________________________ Position/Organisation: __________________________
Signed: _________________________________ Date: _______________________________________
Confirmed: ______________________________ Council representative Date: _____________________
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Completed 3 July 2020

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