use of property
TERMS & CONDITIONS
When you make a booking at Te Mata House for a private wedding or event, you agree to the terms of these booking conditions.
Please read these Terms and Conditions carefully.
1. DEFINITIONS
1.1 The Property – The Cottage, The Pool house, The School house, Tennis court, The Homestead and grounds.
1.2 Us, we, our – Te Mata House Host, Event Co-ordinator, Event stylist, vendors
1.3 You – all future, current or past guests of Te Mata House
2. RATES & INCLUSIONS
2.1 Te Mata House full property hire is charged at $NZ 38,000 + GST
2.2 Rates are quoted in New Zealand dollars ($NZD) and are GST exclusive
2.3 Rates are charged based on event type
2.4 A 50% deposit will be required at time of booking for all wedding bookings
2.5 Final payment must be made 6 weeks prior to the wedding. If payment is not received by the day of the event, Te Mata House reserves the right to charge the credit card provided on the Venue Hire Contract.
2.6 A 3% surcharge will apply to all credit card payments. A direct payment to Te Mata House Limited’s bank account is also available to NZ residents.
2.7 A 15% surcharge will apply to reservations on New Zealand Statutory holidays.
2.8 Inclusions: the following are included in each guest visit
2.8.1 2-nights’ accommodation for up to 5 guests, wedding venue celebration for up to 250 guests.
2.8.2 Stylist Claire Donaldson (One Lovely Day) and Event Co-ordinator Sarah Heywood (Story Events) must be employed to oversee the planning and celebrations including the set-up and take down, enforce noise control and implement traffic plan (if over 250 persons), book and oversee approved suppliers.
2.8.3 The venue includes the use of the pool house, the garden & garden games, WIFI, and tennis court for staying guests only
2.8.4 The garden games and the arena are available for the after wedding day party for staying guests and visitors. These facilities, plus the tennis court are available for staying guests only on the day before the wedding day. The pool and pool house is not for use during wedding celebrations or after party.
2.8.5 Accommodation is only to be accessed by staying guests during the three-day event. Notice is required for visitors to access the Property.
3. RESERVATION & CANCELLATION POLICY
3.1 Booking confirmation: A 50% deposit non-refundable is payable to reserve the property at the time of confirmation of the booking. Balance payment is due 6-weeks prior to arrival for the wedding. If any payment is not made within the times set forth then Te Mata House reserves the right to charge the credit card provided on the Venue Hire Contract and/or treat the contract as cancelled.
3.2 Bond: The security bond for the sum of $NZ5,000 will be charged with the final payment. This bond will be fully refunded once Te Mata House has confirmed that there is no damage to the property, excessive cleaning required or excessive rubbish to be removed. Failure to adhere to the terms and conditions outlined within this agreement will also result in the loss of the entirety of the bond.
3.3 Cancellation:
3.3.1 The following applies to the cancellation:
• Due to the intimate size, private location of the property and the demand for forward bookings, cancellations affect us greatly. No refunds shall be made on payments received. Te Mata House strongly recommends the Client to take out event insurance, including Public Liability cover if preferred, to cover the Client in the event of cancellation due to circumstances beyond their control.
4. CANCELLATION BY US
4.1 If you do not pay the required deposit at booking, your reservation will not be confirmed, and we will be entitled to terminate the booking and retain any funds paid to us.
5. FORCE MAJEURE
5.1 Neither Host or Guest will be liable for any delay or failure in the reservation if it is caused by an event beyond its reasonable control (for example natural disasters), provided that the Host or Guest gives written notice of fact and circumstance. The wedding can be postponed for up to 24 months and the credit will be held until the wedding day.
6. YOUR RESPONSIBILITIES
6.1 You may not accommodate more than the maximum number of occupants as stated when booking.
6.2 You are responsible for the cost of repairing any damaged or missing furniture, glassware breakages, fixtures and fittings on the Property.
6.3 You must take reasonable care of your own health and safety and must make sure that you behave in a safe manner at all times. You agree to observe any health and safety notices on the Property at all times, and must ensure that your acts do not endanger the health and safety of any other person.
7. ARRIVAL & DEPARTURE
7.1 Unless otherwise agreed, Clients staying at Te Mata House should check-in between 12pm-6pm on the day of arrival (day before wedding day) and vacate the property by 2pm on the day of their departure. Throughout the hire period, all music must cease by 11.30pm. Buses and other pre-arranged transport must be scheduled before 12.00am and outside lights are to be turned off by 12.30am. All non-accommodation guests must depart the property by midnight. This is applicable to the day of the event. All guests must vacate the property by 2pm on the third day of property hire if an after-party event is held.
8. ACCESS
8.1 Property of the Client, and their suppliers must be delivered no earlier than 12pm on first day of the hire period and removed from the estate by 5.00 pm on the departure date. Any deliveries or contractors scheduled to arrive before or after these hours must be authorised by the planner through prior arrangement. The wedding planner/co-ordinator is responsible for the arrival and departure of all guests in a quiet and orderly fashion, in accordance with the timings specified.
8.2 Public access to Te Mata House is prohibited at all times except for those attending the wedding
9. SET UP & TAKE DOWN
9.1 Nothing is to be nailed, screwed or adhered in any way to any wall, door or other part of the buildings unless Te Mata House grants prior permission.
9.2 No naked flames may be used at Te Mata House apart from candles on the wedding tables where appropriate fire precautions have been made. All lighting of candles must be organised by the Event Coordinator only, at all times.
9.3 All tables, chairs and furniture inside the buildings of Te Mata House are not for outside use.
9.4 It is the Event Coordinator’s responsibility to ensure that Te Mata House is left in a clean and orderly state at the end of the hire period with all rubbish, flowers and foliage, candles and candleholders, decorations and bottles removed. Te Mata House may, at their discretion, charge for any excessive cleaning required at Te Mata House or for the disposal of any rubbish or decorations not removed by the end of the hire period.
10. CONDUCT OF THE EVENT
10.1 The Client and persons in attendance shall always behave in an orderly manner and comply with all laws, regulations and venue rules.
10.2 The Client, and the party who hire the venue, are responsible for ALL actions of its guests and acknowledges and agrees that it will be financially liable for the actions of said guests while on the property.
10.3 Te Mata House shall be entitled to remove any persons from the event whose behaviour, in the opinion of the company, is objectionable, improper or undesirable.
10.4 The Event Coordinator is responsible for informing agents and guests of these Terms and Conditions.
11. ENTERTAINMENT
11.1 The Event organiser must ensure that any contracted parties booked for The Hire Period are in possession and provide proof of a Public Liability Insurance document. All equipment used for The Hire Period must be Portable Appliance Tested (PAT).
11.2 The Event co-ordinator must ensure all amplified music is ceased by 11.30pm.
12. PHOTOGRAPHY
12.1 It is agreed by the hirer that photography shot at Te Mata House may be used by Te Mata House Limited for advertising purposes unless this clause is deleted.
13. SECURITY
13.1 For all functions that will have number of attendees exceeding 100 persons and may have a large consumption of alcohol throughout the celebration - we require that the Event co-ordinator hires the service of a security person or persons.
13.2 Security cameras on the property are active at all times.
14. SMOKING, VAPING, DRUGS & ALCOHOL
14.1 The Event Coordinator will locate designated areas on the property for smoking cigarettes and vaping. All guests must smoke in these areas. No smoking is permitted while walking around the property. The planner must hire ash trays for the event.
14.2 Please dispose of cigarette butts appropriately in the ashtrays provided in designated smoking areas
14.3 The use of illegal substances or conduct of illegal activities at the property is strictly prohibited and will be reported to the police and result in eviction
14.4 Te Mata House does not supply, sell or serve alcohol as any part of our venue hire. The Event Coordinator is responsible for licencing and the safe, sensible and moderate serving and consumption of alcohol to wedding guests on the premises. The Client acknowledges they will comply with all Alcohol Legislation.
14.4 No smoking or vaping inside the Cottage
15. PETS
15.1 No pets are allowed on the Property unless they are part of the wedding celebration, or guide dogs.
16. DAMAGE AND LOST PROPERTY
16.1 The client will be responsible for all damages caused to the venue gardens and/ or infrastructure by any persons in attendance at the event and shall pay to Te Mata House the cost of rectification of any damages. Damages to glassware and crockery and other hire equipment made by any persons in attendance at the event shall pay to the event co-ordinator.
16.2 Te Mata House does not accept any responsibility for damages to, or loss of, any property brought onto the premises.
16.3 Return of lost property can be arranged at a cost of NZ$20 + the cost of postage
17. USE OF THE PROPERTY & ON-SITE ACTIVITIES
17.1 Under no circumstances can the extra facilities at the property, including, but not limited to, sporting equipment, arena, treehouse, tennis court, spa and swimming pool, be used during a wedding event. Guests who have booked the accommodation package, may use these facilities on the day before the wedding, and the day after. This is for the guests staying on the property only
17.2 Use of extra facilities at the property, including, but not limited to, sporting equipment, arena, treehouse, tennis court, spa and swimming pool is entirely at your own risk
18. CAR-PARKING & TRANSPORT
18.1 All vehicles must park in the designated parking area and there is no more than 15 event guest vehicles on the premises at any given time. Parking and/or driving on the driveway, lawn, grassed areas and gardens is strictly forbidden.
18.2 There shall be no parking on Te Mata Road or on the property accessway.
18.3 There is a small amount of carparking available for accommodation guests only. Te Mata House will allow up to 15 vehicles for the event day itself however, bus transportation is preferable.
18.4 All buses, taxis and other pre-arranged transport depart the site by 12.00am and that of guests travelling in independent vehicles too.
18.5 The event planner must liaise with all contracted helicopter pilots to ensure that access the property via the flight path outlined by Te Mata House. All helicopters must land within the designated area.
19. INSURANCE/LIABILITY
19.1 Your personal effects are not insured by us. You are responsible for all personal items you bring to the Property and for any loss or damage to such items.
19.2 All facilities and any activities you participate in will be at your own risk. We do not accept any responsibility for injury or loss suffered.
19.3 Children under the age of 14 must be supervised at all times by a parent or responsible adult. Any damage caused by children will be charged to the hirer.
20. HEALTH & SAFETY
20.1 Te Mata House with your selected planner shall be responsible for the Health and Safety of all those in attendance of the event. They must provide a fire evacuation procedure, in accordance with NZFS Fire Safety and Evacuation of Buildings Regulations and obtain all supplier public liability insurance certificates. Please refer to the Health & Safety Policies.
21. DISPUTES & COMPLAINTS
21.1 Should any problem occur with the property, the Client must immediately (within 24 hours) notify Te Mata House. The Client should allow Te Mata House reasonable opportunity to remedy the problem during the rental period; failure to do so will void any claim following the rental period.
21.2 If a dispute arises between you and us, we will use our reasonable endeavours to obtain resolution of the dispute by discussion between all concerned parties. If that process does not result in resolution of the dispute, then the dispute may be referred by any of the parties to the New Zealand Disputes Tribunal. A dispute does not excuse any party from performing its obligations under these Terms and Conditions.
22. PRIVACY & WEBSITE POLICY
We respect your privacy. Any information collected will not be viewed or sold to anyone and will be used only by Te Mata House for the purpose of managing your experience as a guest of Te Mata House. To better protect your privacy, we have provided a Privacy & Website Policy explaining our online information practices and the manner in which information is collected and used on this site.
For detailed privacy & website policy, please view on the Te Mata House website
23. THE COTTAGE
23.1 Please read the Terms & Conditions of the Cottage
23.2 No fake tan applications are to be made in the Cottage the night prior to the wedding. This will need to done at home and before check in.