Room Hire Terms & Conditions

By submitting a booking request, you confirm you have read and agree to these terms and conditons.

A booking request (through our booking calendar or via email) is NOT a confirmed booking. Your booking is not confirmed until we have reviewed and accepted your request, sent you an invoice and your deposit has been paid.

Conference Room - Gresham Room

The Tauranga Volunteer Coastguard Headquarters (TVCG Headquarters) has an air conditioned meeting room available for hire complete with TV, video, data projector, whiteboard and airconditioning for your comfort. There is no charge for the use of equipment. TVCG does not provide any computer/laptop adapters (dongles).

We have full kitchen facilities that you are also welcome to use. All coffee, sugar, milk etc. must be supplied by the hire. TVCG allows catering to be brought into the room if you wish.

Complementary internet is provided. You can access the internet via the connection TVCG_Internet. The password will be supplied om booking confirmation. A QR Code poster is by the double doors allowing quick access to the internet if needed on a phone. Whilst Internet access is complementary it cannot be guaranteed by TVCG.

The Gresham Room can cater up to 80 people and can be used as a boardroom, or can be broken down to any required layout, that you are welcome to change to suit your day. There is plenty of free parking available. The Gresham Room has a lot of natural light, with blinds that can be pulled down when the data projector is in use.

We do have an upstairs meeting room (access is via stairs only), that would comfortably sit up to 12 people.  This has a TV and whiteboard and airconditioning for your comfort.  For more information regarding this room please contact us on (07) 578 5579 or email tauranga.support@coastguard.nz

Room Hire Terms & Conditions

  • A booking request to be sent to tauranga.support@coastguard.nz to book the function room. You will receive an email confirmation from TVCG to confirm your booking.
  • Sub-letting a booking is not permitted.
  • For each hour, or part of an hour that you occupy the rooms after the end of the hire period, you will be charged for the additional time used.
  • A reliable address and contact telephone number must be given for all bookings.

Payment

  • A deposit may be asked for; this is at the discretion of TVCG.
  • Payment will be made to TVCG upon the Hirer receiving an invoice.

Cancellation Policy

  • TVCG requires at least one month’s cancellation notice. If a cancellation is made within that month period you will be charged 50% of the hireage fee. If the room is cancelled within one week you will be charged 100% of the hireage fee. If TVCG are successful in re- booking the room within the one month, or one week period, there will be no charge.
  • TVCG reserves the right to vary or cancel any bookings, subject to reasonable notice being given to the hirer.
  • In the event that these Terms and Conditions are breached, TVCG reserves the right to cancel a booking without notice.
  • TVCG may cancel your booking and the agreement if TVCG considers that the use of the rooms will or might contravene any statute order regulation, bylaw rule or law or any other requirements of a public or local authority or otherwise be in breach of reasonable standards of public decency.
  • TVCG may also require any person(s) to leave the premises during an event if TVCG reasonably considers that a person or persons be intoxicated or under the influence of drugs or otherwise behaving in a manner which puts other people at risk, or causes damage or increases the risk of damage to the premises or other property, or is causing a public nuisance or breaches any of these terms and conditions.

Terms of Use

  • The use of pins, nails, staples and adhesive tape on tables, chairs, walls, pillars or any fixture is not permitted. Any damage resulting from the above will be invoice direct to the hirer.
  • Hirers may prepare or set up the room one hour prior to the booking provided that it is not booked during this time, or at other times in consultation with TVCG.
  • TVCG will take all necessary care of the client’s property but will take no responsibility for loss or damages.
  • Catering is available from Marina CafeĢ, next door to TVCG. Hirers are free to arrange their own catering.
  • Full kitchen facilities are available. However, once you have finished please make sure the crockery are brought into the kitchen area and placed in the dish washer.
  • TVCG is not a licensed premise. If you would like to bring beverages to TVCG for your function, prior permission will be required and a license may need to be obtained from the Tauranga City Council.
  • In the event of any damage or losses caused by any facilities, furniture or equipment of any description, it shall be immediately reported to TVCG and the hirer may be held liable.
  • The Gresham Room must be left in a clean and tidy condition, including removing all dirty dishes and putting them in the dishwasher, wiping down the tables. A vacuum cleaner is situated in the kitchen and the floors must be vacuumed (and mopped if necessary). In the event that the room is left in a dirty, or unsatisfactory condition, or any damage has taken place, the hirer shall be liable to meet the full costs of TVCG for employing a cleaning contractor, and/or for any repairs that may be required for remedying a situation.
  • It is up to the hirer to ensure that the building is left secure, all accesses and windows are securely locked and lights and air-conditioning units are switched off. If it is an evening booking, the hirer must leave from the back door (by the toilets) ensuring that the lock has been secured correctly.
  • Smoking is NOT permitted in any part of the building and fire safety regulations forbid the use of candles or other naked lights with the confines of the buildings. No exemptions will be allowed.
  • Every hirer is required to be familiar with the procedure of evacuation of this facility in case of fire, and for following instructions of the appointed fire warden, which in most cases is the Radio Operator on duty during the hours of 7am – 6pm. In case of fire, evacuate the facilities immediately and notify the fire brigade by calling 111, a phone is available in the Radio Room, dial 1 for an outside line. In case of fire or any other such emergency, please follow the evacuation guidelines posted on the hall wall by the sliding doors. Fire exits shall be kept free of any obstruction. The hirer is responsible for ensuring the safe evacuation of the premises in an emergency with the assistance of the fire warden, if on duty.
  • The hirer must sign the attendance book on arrival and departure, this is located at reception also providing the amount of people in the room at any one time.
  • In the event of a dispute or difference arising as to the interpretation of these Terms and Conditions, the decision of TVCG and its officers shall be final.