Ko Awatea Centre is open Monday – Friday from 7:00am to 5:00pm. All users must vacate the centre by 5:00pm. Ko Awatea Centre is available for after hours and weekend bookings on request. Please note for after hours and weekend bookings minimum numbers and extra costs are involved. If you require Ko Awatea Centre services after hours there is a minimum of two week notice request period required.
All bookings are made via the booking form on the Ko Awatea website. A client may make an enquiry by phone but must confirm by email. If an alternative enquiry is made for the same period, the original client will be given 48 hours in which to confirm the enquiry booking. Ko Awatea will then confirm acceptance of the enquiry booking or otherwise to the client. All bookings must be made at least 24 hours prior to the commencement time. Ko Awatea reserves the right to decline any provisional booking or part thereof.
If you are looking to make a booking for a formal event or meeting at Ko Awatea, please contact our Events Coordinator Alexandria Parvin on Alexandria.Parvin@middlemore.co.nz for further details. We can provide a full range of services and tailor-made support to make your event a total success.
Any cancellation, postponement or partial cancellation must be in writing.
Any confirmed booking cancelled less than 24 hours prior will be allocated to the client for charging purposes along with any other associated fees.
To be clearer can we say:
Cancellation of a confirmed booking less than 24 hours prior will result all fees associated with the booking being charged to the client.
In the event that a designated room is not available, Ko Awatea reserves the right to substitute comparable facilities and where possible will give the client prior written notification of the substitution.
We operate to a strict timetable. It is agreed that the function will commence at the scheduled time and that the function room allocated will be vacated by the nominated time. In cases where a function should go beyond the agreed finishing time and if the following client is inconvenienced, Ko Awatea reserve the right to charge whatever costs are reasonably incurred to ensure the smooth operation of the following function.
If the function exceeds its scheduled time, as per the confirmed booking, by more than one (1) hour, then the client may be liable to pay an afterhours charge of a minimum of four (4) hours based on commercial rates for the space booked.
Ko Awatea reserves the right to enforce minimum numbers in conference rooms as per the conference pack. Where a client does not meet the minimum delegate numbers, they may be moved to a smaller room.
Ko Awatea does not provide room configuration setup, unless it is a formal booking for a formally quoted Event. Room users may reconfigure the room to meet their requirements. At the end of the scheduled time the client is responsible for restoring the room to its original configuration. Layout formats are provided in each room for reference. Any rooms not returned to configuration may incur charges at the discretion of centre management.
All bookings will be allocated 15 minutes prior to start and prior to end of booking to allow for setup and breakdown of room facilities.
So if your booking is for 9.00 – 10.00, your room will be free from 8.45 for you to set up, and after 10.00 for 15 minutes (till 10.15) for you to break down. At 10.15 the next group can come and set up for their subsequent use.
Please note this will mean bookings will start from 7.15am and finish by 4.45pm to allow for this activity.
Ko Awatea does not provide dedicated IT/AV support but this can be quoted for if required. Pre presentation checks with IT support are available by booking in advance of your event with our IT help team. Basic IT operation information is available on the website for reference, please click here.
Any extra equipment required should be booked in advance when making the room booking. Charges may apply and will be quoted at the time of booking these resources.
Please bring your own consumables such as white board pens, any flip chart paper etc. We can provide these items on request and will charge them to your account.
Catering is allowed in all Ko Awatea rooms but must be fully cleared at the end of the scheduled booking time. Wishbone is the preferred on-site caterer. There are no facilities at Ko Awatea for users to prepare food for meetings; however a limited number of microwaves are available for reheating. All food must be prepared off site and brought in for consumption.
Caterers must remove all catering supplies and rubbish by 4pm, or before the centre closes, or at the end of any evening or weekend event, as agreed with management. Clients are responsible for the coordination of caterers whilst on site unless otherwise agreed with Event Management.
Centre management reserves the right to request the use of approved catering suppliers only for provision of services at Ko Awatea.
Ko Awatea recognises that the consumption of alcohol on site by staff and associates present organisational risk factors. On that basis, Ko Awatea in general does not endorse the consumption of alcohol on site by staff, contractors, visiting health professionals or students. However, there may be occasions where, due to the nature and setting of the event, an exemption to the above position will be sought by the event manager for special events. On these occasions, exemption will require Chief Executive approval and is contingent upon the adherence to the principles and guidance of the alcohol consumption policy document, in order to manage potential organisational risks associated with alcohol consumption. In the event that Chief Executive approval has been given for alcohol to be offered at a special event, there are principles that will apply.
The final invoice will be based on the number of rooms booked by the client on the Booking form or on the actual number used on the day, whichever is the greater figure. At the conclusion of the function, a final invoice will be issued and payment is required upon receipt. Ko Awatea Centre reserves the right to increase prices without notification. The client is liable for the cost of recovery of debt.
The client shall make good at its cost any damage that is done to Ko Awatea Centre by the client or any person for whom the client is responsible. The client shall keep Ko Awatea Centre clean and tidy at all times when used by the client. The client shall not cause a nuisance to Ko Awatea Centre or other users of the centre. The client will be responsible for the removal of all property or merchandise after the conclusion of the function and any goods left in Ko Awatea Centre after the function without prior arrangement will be deemed abandoned. Ko Awatea Centre will not accept any responsibility for any damage to or loss of property or merchandise left in the building prior to, during or after any function. It is recommended that the client arrange their own personal liability insurance and security, as required. Ko Awatea Centre accepts no liability for cars parked in its designated parking area or surrounds.
All parking needs should be coordinated through Middlemore Hospital Carparking Ltd on 09 276 0044 ext 2592 or harlicR@middlemore.co.nz.
The client may not use Ko Awatea’s logo without Ko Awatea’s prior written permission.
Ko Awatea Centre uses 24 hour video surveillance for the safety of both the centre and its users.
Any recording of events or the Ko Awatea centre facility must have prior written approval from Centre Management and Communications Team. CMH media policies will apply.
- Ko Awatea Centre Management has a lost property system in place. There is a spread sheet that lost property will be entered on, with details of the item, date handed in, and the name and contact details of the person who handed in the item. The following guidelines will apply:
- Items of value will be under lock and key in the Centre Management office.
- Lost property items will be held for two months and then given away to local charities.
- Any confidential paperwork found in the building will be held in the Centre Management office for 24hours then destroyed.
- Crockery left behind in the kitchen that does not belong to any of the catering companies will be washed and stored in the cupboard under the sink. Crockery will be given away if not collected after a week.