Standard Function Terms

Porirua Club Inc – Function Room Hire Terms & Conditions

1. Bookings & Payment

  • A booking is only confirmed once the hire fee is paid and the booking form or written confirmation is received.

  • Payment is to 03-0547-0814040-00, using your name and date of hire as a reference.

  • If payment is not received within 24 hours and another enquiry is made for the same date, the Club may release the booking.

  • If you cancel the booking, the hire fee is non-refundable.

  • The final payment (including any agreed fees) must be made before the event, unless otherwise arranged in writing.

2. Facilities Available

  • The Phypers Room (Upstairs):

    • Seats up to 50 people.

    • Includes Projector Screen and TV.

    • Hire from $200 per day

  • The Board Room (Upstairs):

    • Seats 8–10 people.

    • Hire from $100 per half-day.

  • The Sports Bar (Downstairs):

    • Seats up to 110 people.

    • Fully operational bar with bar staff supplied (conditions apply)

    • Private courtyard

    • Hire from $300 per day

  • The Pritchard Lounge (Upstairs)

    • Seats up to 250.

    • Private courtyard

    • Fully operational bar with bar staff supplied

    • Hire from $400 per day

  • Equipment

    • Equipment: Projector screen, TV.

    • Sound system ($75 hire fee, pre-booked).

    • Bar Service: Available under Club licence and management approval.

    • Tea & Coffee: Available in limited quantities (conditions apply).

    • Catering: Provided through our in-house Eastwood Restaurant (see Section 5).

    • The hire covers only the booked space and agreed hours, including setup and pack-down, unless otherwise approved.

3. Fees & Charges

(All fees are subject to change and will be confirmed at the time of booking.)

Item
Details / Rate
Membership Fee
$25 per year – required to hire a function room (Members only).
Room Hire
· Phypers Room – from $200 per day
· Board Room – from $100 per half-day.
· Sports Bar – from $300 per day
· Pritchard lounge – from $400.00 per day
Sound System Hire
$75 per event (if requested).
Tablecloth Hire
$12 each.
Setup / Pack-down Assistance
From $100 each (depending on requirements).
Extra Cleaning / Damage
From $250 (for significant cleaning or damage beyond normal use).
Decoration Breach
Up to $500 if prohibited materials (glitter, tape, pins, etc.) are used.
Security (If required)
$50-55 per hour (minimum 4 hours).
Refundable Bond (Optional)
$500 may be required for large or high-risk events.
Special licence
When required: Council fees plus $50 admin fee.
Catering Costs
As per menu agreed with the in-house caterer.
Cake service
Dependent on requirements: starting at $50

 

4. Liquor Licence & Bar Rules

  • The Club is licensed to serve alcohol until 1:00 am. Bars close at 12:30 am, and guests must vacate by 1:00 am.

  • Bar tabs can be arranged with management and are pre-loaded onto membership cards.

  • No alcohol may be brought onto the premises. Any breach may result in the person responsible being asked to leave the venue and/or the event being ended immediately.

  • 21st birthdays and similar functions require security arranged through the Club (see Fees).

  • The hirer must be a current financial member and remain on site for the duration of the event.

5. Catering & Food Service

  • All catering must be provided through our in-house Eastwood Restaurant.

  • No external food may be brought onto the premises (except a celebration cake by prior arrangement).

  • Menu selections, guest numbers and dietary needs must be confirmed at least 5 working days before the event.

  • After this time, final catering numbers cannot be reduced and will be charged as confirmed.

  • Catering costs must be paid directly to the caterer or to the Club before the function.

  • For menu enquiries, contact Chef Kylie at chef@poriruaclub.co.nz.

6. Hirer Requirements & Responsibilities

  • Function rooms may only be hired by current financial members of the Porirua Club.

  • In some cases, more than one member will be needed to hire a function room or a special licence may be required. See fee information.

    • Annual membership is $25 and can be paid online to 03-0547-0814040-00 or at the Club.

  • The hirer is responsible for the behaviour of all guests and for compliance with Club rules and licensing laws.

  • The hirer must remain on site for the entire event.

  • The venue must be left clean and tidy, with all decorations, rubbish, and personal items removed unless prior arrangements have been made.

  • Damage to Club property, furnishings or equipment will be charged to the hirer.

  • The use of tape, Blu-Tack, pins, glitter, confetti, smoke machines, or similar materials is not permitted without written approval.

  • All equipment brought in (e.g. DJ gear or lighting) must be safe, tested and pre-approved by management.

  • The Club reserves the right to refuse entry, remove guests or close the event if conduct breaches these terms or the liquor licence.

7. Parking & Access

  • Members’ parking is available under the Club and to the rear after 6 pm (Mon–Fri) and all day on weekends.

  • Public parking is available nearby, across from the Club near Pizza Hut.

  • Access for setup or pack-down must be arranged in advance.

8. Cancellation & Force Majeure

  • If you cancel the booking, your room hire payment is forfeited.

  • If the Club must cancel due to circumstances beyond its control (e.g. building issues, natural disaster, regulatory order), all hire fees will be refunded but no further compensation will be paid.

  • Date or time changes must be agreed in writing and may incur additional fees.

9. Liability & Insurance

  • The hirer indemnifies the Club against claims or costs arising from the event, except where caused by the Club’s own negligence.

  • The Club accepts no responsibility for lost or stolen items.

  • Hirers are encouraged to obtain their own event or public liability insurance if required.

10. Governing Law & Privacy

  • These terms are governed by the laws of New Zealand.

  • Personal information collected for booking purposes will be handled in accordance with the Club’s privacy policy.