Tono puka | Make a booking

Ngaa whakamaarama me ngaa koorero here | Terms and Conditions of Hire

1. Purpose of Hire

1.1 The Marae is hired solely for the purpose agreed to in the booking application. Any changes to the nature of the event must be approved by the Marae Booking Officer prior to the event.

2.  Tikanga and Kawa

2.1 All hirers, guests, and service providers must respect and adhere to the Tikanga and Kawa of Kai-a-te-mata Marae at all times. This includes, but is not limited to:

2.1.1 Following the guidance and instructions of kaumaatua, kuia, and designated Marae representatives
2.1.2 Respecting waahi tapu, the wharenui, and all Marae facilities
2.1.3 Maintaining appropriate behaviour, language, and dress

2.2 Failure to comply may result in the event being stopped and/or future bookings being declined.

3.  Booking, Payment, and Approval

3.1 The person making the booking is responsible for:

3.1.1 All attendees
3.1.2 Adhering to marae rules, Tikanga and Kawa
3.1.3 Any damage or issues that arise

3.2 A Marae representative may be present during your event.
3.3 A completed booking form and confirmation from the Marae Booking Officer are required before any hire is confirmed.
3.4 All bookings are subject to final approval by the Marae Trustees, in accordance with the Kai-a-te-mata Marae Reservation Charter.
3.5 Payment must be made at least five (5) working days prior to the booking date, unless otherwise agreed in writing.

Hiring Fees:
3.6 $200.00 per day + GST (as invoiced) for Hura Koowhatu, Hapori, and Ngaati Hauaa entities
3.7 $750.00 per day + GST (as invoiced) for Corporate or Government entities

Bond:
3.8 A $100 bond is required prior to arrival

Privacy Statement
3.9 Information collected is used only for booking, payment, and refund purposes, stored securely, and managed in accordance with the Privacy Act 2020.

3.10 You may request a correction of your information.

4. Cancellations

4.1 All cancellations must be made in writing
4.2 Refunds (if any) are at the discretion of the Marae Booking Officer and may depend on the notice period given.
4.3 The Marae reserves the right to cancel bookings due to unforeseen circumstances, including tangihanga or emergencies.

Important Notice:
4.4 Tangihanga takes precedence. In this event, all bookings will be cancelled, and the hirer notified. Where possible, the Marae Booking Officer may assist in locating an alternative venue at another Ngaati Hauaa Marae. If booking an unveiling, the Marae Booking Officer must be informed, as a formal process applies.

5. Use of Facilities

5.1 The hirer is responsible for the care and appropriate use of all buildings, equipment, and grounds.
5.2 No alterations, decorations, or equipment may be installed without prior approval.
5.3 All areas used must be left clean, tidy, and returned to their original condition.

6. Alcohol, Drugs, Smoking, and Prohibited Items

6.1 No alcohol, drugs, gang insignia, weapons, smoking, or vaping are permitted inside the Marae, on Marae grounds, in the carpark, or at the urupaa.

7. Health and Safety

7.1 The hirer confirms that they have read and understood the Kai-a-te-mata Marae Health and Safety Policy and agree to comply with it at all times during the booking period.
7.2 The hirer is responsible for the health and safety of all attendees.
7.3 Any accidents, incidents, or hazards must be reported immediately to the Marae Booking Officer.
7.4 All emergency procedures must be followed.

8. Damage, Loss, and Liability

8.1 The hirer is responsible for any damage or loss caused by themselves, their guests, or contractors.
8.2 Costs for repairs, replacements, or additional cleaning will be charged to the hirer.
8.3 The Marae is not responsible for loss, theft, or damage to personal property.
8.4 Any damage or breakages must be reported immediately to the Marae Booking Officer.

9. Noise and Behaviour

9.1 Noise levels must be kept reasonable and comply with local regulations.
9.2 Disorderly, offensive, intimidating, or unsafe behaviour will not be tolerated.
9.3 This is a whaanau space:

9.3.1 Look after our tamariki
9.3.2 Be kind to one another
9.3.3 Bullying, intimidation, and violence will not be tolerated

10. Photography and Media

10.1 Photography, filming, or media use must be approved by the Marae Trustee Chairperson or Marae Committee Chairperson, particularly within the wharenui.
10.2 Cultural sensitivity and consent must be respected at all times.

11. Cleanliness and Waste Disposal

11.1 The hirer is responsible for removing all rubbish and food scraps (excluding approved non-perishable items).
11.2 All rubbish must be disposed of in the skip bin located behind the kitchen.
11.3 The Marae must be cleaned according to the provided cleaning checklist.

12. Environmental Care

Tiakina te wai me te whenua. Manaakitia te taiao.
12.1 Look after our waters and land.
12.2 Care for our environment.

13.  Keys and Key Holder Responsibilities

13.1 A booking key will be issued and must be signed for.
13.2 The key must be returned to the Marae Booking Officer at the conclusion of the hire, unless otherwise agreed.
13.3 If the key is lost, the $100 bond will be used to replace locks and keys.

14.  Koha (Optional Donation)

14.1 Koha is welcomed but not required. If you wish to contribute, please transfer to:
14.2 Bank Account: 03-0371-0138404-001
14.3 Please include your Name, Invoice Number, and the word “Koha” in the payment particulars.

15. Bank Account and Payment Details

15.1 Bank Account Number: 03-0371-0138404-001
15.2 When making payment, please include your Name and Invoice Number (top left of invoice) as reference.

16. Breach of Terms

16.1 Failure to comply with these Terms and Conditions may result in:

16.1.1 Immediate termination of the event
16.1.2 Loss of bond
16.1.3 Refusal of future bookings

17. Declaration

By confirming the booking, the hirer acknowledges that they have read, understood, and agree to comply with the Kai-a-te-mata Marae Terms and Conditions of Hire, and accept responsibility for all guests during the booking period.

Ngaa kaupapa here hauora | Health and Safety Policy

Policy Statement

Kai-a-te-mata Marae is committed to ensuring the health, safety, and wellbeing of all people who use or visit our marae, including staff, volunteers, kaimahi, and manuwhiri. We recognise that a safe marae is a cornerstone of the wellbeing of our whaanau and wider community.

This policy aligns with the Health and Safety at Work Act 2015 and relevant New Zealand health guidelines. It also respects kawa and tikanga in all safety procedures.

Table of Contents

Policy Statement
1      Scope
2      Roles and Responsibilities
3      Hazard Identification and Risk Management
4      Marae Traffic Management Plan
5      Emergency Procedures
6      Emergency Contacts
7      Incident and Near-Miss Reporting
8      Safe Work Practices
9      Security and Site Safety
10      Gates and Access Control
11      Cultural Considerations
12      Training and Communication
13      Wellbeing and Fatigue Management
14      Reporting and Incident Management
15      Monitoring and Review

 1. Scope

• • This policy applies to:
    • All marae buildings and grounds
    • All activities held on the marae, including hui, tangihanga, waananga, celebrations, and community events
    • All people present at the marae, whether permanent, temporary, paid, or voluntary

2.  Roles and Responsibilities

3. Hazard Identification and Risk Management

• • Regular inspections of the marae buildings and grounds.
  • Identification of hazards such as wet floors, damaged structures, fire risks, and kitchen equipment.
  • Risk assessment and implementation of control measures.
  • Review hazards after events or incidents.

4. Marae Traffic Management Plan

• • Ensure safe movement of vehicles and pedestrians on marae grounds
  • Clearly signposted entry, exit, and parking areas
  • Priority parking for kaumaatua, mobility permit holders, and emergency vehicles
  • Low-speed limits (5km) enforced at all times
  • Restricted vehicle access near wharenui and other high pedestrian areas
  • Use of trained marshals during large events
  • Emergency access routes kept clear at all times
  • Traffic arrangements reviewed after events to improve safety
  • All gates and access points must be managed to ensure safe vehicle and pedestrian movement.
  • Gates are to be secured when directed by the Marae Committee and when the marae is not in use.

5. Emergency Procedures

Fire

• Review all safety procedures for each marae facility
• Follow posted evacuation routes.
• Assemble at designated meeting points.

First Aid and Medical Emergencies

• First aid kits are available in Te Whare Tuupuna O Wairere (Wharenui) and Te Whare O Te Ora – Tutekapua (Wharekai).
• An Automated External Defibrillator (AED) is located in Te Whare Tuupuna O Wairere (Wharenui) and is available for use in medical emergencies. Clear signage identifies its location. Where possible, marae representatives are encouraged to be familiar with its location and basic use.

Communicable Diseases

COVID-19

• Follow current Ministry of Health guidance for testing, isolation, mask use, and vaccination.
• Encourage vaccination and good hygiene practices.
• Provide hand sanitizer and maintain physical distancing where possible.

Measles

• Notify all attendees if there is a confirmed case.
• Isolate suspected cases immediately.
• Follow Ministry of Health guidance on vaccination and quarantine.

Natural Disasters

• Earthquake, flood, or storm procedures to be followed as per local emergency services guidance.

6. Emergency Contacts

7. Incident and Near-Miss Reporting

• • All incidents must be reported to the Health and Safety Officer, Marae Booking Officer or Marae Committee.
  • Near misses, injuries, or unsafe conditions must be recorded and investigated.

8. Safe Work Practices

• • Wharekai: safe food handling, cleaning, and hygiene.
  • Manual handling: correct lifting techniques to prevent injury.
  • Tools and equipment: safe use and storage.
  • Cleaning and maintenance: appropriate protective equipment and safe chemicals.
  • Event setup: ensure safe use of temporary structures, lighting, and decorations.

9. Security and Site Safety

• • Security cameras are installed on marae grounds to support the safety and security of whaanau, staff, volunteers, and manuwhiri, and to help protect marae property.
  • Cameras are used for safety, monitoring, and incident review purposes only.
  • The use of security cameras complies with the Privacy Act 2020.
  • Footage is accessed only by the Marae Chairman and/or the Marae Secretary, stored securely, and retained only for as long as necessary.
  • Footage will not be shared unless required for safety, incident investigation, or by law.
  • Clear signage will advise that security cameras are in operation.

10. Gates and Access Control

• • All gates must be securely locked when the marae is not in use or as directed by the Marae Committee.
  • During events, access points are to be monitored to prevent unauthorized access and to ensure the safety of all attendees.
  • Responsibility for locking gates after events rests with the designated key holder or booking contact.

11. Cultural Considerations

• • Safety procedures respect the kawa and tikanga of the marae.
  • Karakia and other cultural practices are integrated into events without compromising safety.
  • Sacred areas are identified and access controlled as required.

12. Training and Communication

• • Induction for new staff, volunteers, and contractors.
  • Regular briefings on health and safety, including communicable diseases.
  • Signage in key areas for hazards and safety instructions.
  • Whaanau-friendly communication methods (oral, written, visual).

13. Wellbeing and Fatigue Management

• • The marae recognises the importance of wellbeing, especially during tangihanga and long events. Reasonable steps will be taken to:
    • Encourage rest breaks
    • Share workloads
    • Support physical, mental, and cultural wellbeing

14. Reporting and Incident Management

• • All accidents, injuries, near misses, and health concerns are to be reported.
  • Incidents are documented and investigated.
  • Follow-up actions to prevent recurrence are implemented.
  • Confidentiality is maintained for sensitive incidents

15. Monitoring and Review

• • Health and safety practices are reviewed regularly.
  • Policy is reviewed at least annually or after significant incidents or changes in legislation.
  • Internal inspections and audits ensure compliance and continuous improvement.

Raaranga Whakapai | Cleaning Checklist

1. Te Whare Tuupuna o Wairere | Wharenui

1.1 Remove all rubbish.

1.2 Vaccum all floors.

1.3 Tidy mattresses, pillows, and bedding.

2.  Te Whare Tuupuna o Tumataura

2.1 Remove all rubbish.

2.2 Vaccum all floors.

2.3 Pack away all tables and chairs.

3.  Kaua Iti | Small Kitchen

3.1 Use only the designated kitchen broom and dustpan.

3.2 Disinfect all benchtops thoroughly.

3.3 Empty the fridge completely.

3.4 Remove all rubbish and food scraps.

3.5 Replace bin liners after emptying bins.

3.6 Restock tea, coffee, and sugar.

3.7 Clean all cups, plates, and utensils and return them neatly to their drawers.

4. Wharepaku | Toilets

4.1 Remove all blue mats and wash them outside using disinfectant. Return once fully dry.

4.2 Empty rubbish bins and replace liners.

4.3 Empty the fridge completely.

4.4 Refill toilet paper and hand towel dispensers (supplies are in locked cupboard).

4.5 Ensure the locked cupboard remains secured at all times.

5. Te Whare o Te Ora – Tutekapua | Wharekai

5.1 Clean benches and tables using only the supplied disinfectant.

5.2 Mop floors using Sugar Soap only (1 cap full mixed with hot water).

5.3 Wash, dry, an return all dishes and utensils to their correct places.

5.4 Ensure cutlery containers are sealed with lids.

5.5 Replenish manuwhiri tea and coffee and return them to the cupboard by the bank.

5.6 Remove all opened food – no kai is to be left behind.

5.7 Do not leave kai, water, or juice in the chiller. Clean the chiller shelves and floor before leaving.

5.8 Stack cup trays neatly on the corner bench on the wet area.

5.9 Remove all rubbish and food scraps.

5.10 Replace bin liners after emptying bins.

5.11 Wash, dry, and return tea towels to their container (under the dishwasher bench).

5.12 Pack away all tables and chairs.

5.13 Thoroughly clean the stove area and Combi oven.

6. Tomokanga me te waahi noho tahi | Entryways and Shared Spaces

6.1 Remove all rubbish.

6.2 Vaccum and mop all floors.

7. Waahi waho | Outdoor Areas

7.1 Collect all rubbish.

8.2 Sweep steps and entrances.

8. Arowhai whakamutunga | Final Checks

8.1 All rubbish and food scraps removed.

8.2 Cleaning equipment washed and stored correctly.

8.3 Lights, heaters, and appliances turned off.

8.4 Doors and windows securely locked.

8.5 Report any issues to the Marae Booking Officer.