Terms + Conditions of Field Entry
Our promise to you: Mangamaire Sunflower Field (hereinafter referred to as FARM) will provide all the services specified in the client’s (hereinafter referred to as CLIENT) proposal for their booking (hereinafter referred to as BOOKING) and work with CLIENT if any adjustments need to be made.
The following terms and conditions have been developed to ensure your booking runs smoothly with minimal disruption. By making payment to THE FARM for field hire you will be deemed to have accepted these terms and conditions of hire. Please retain a copy of this contract for your reference ensuring that you are aware of the responsibilities of your booking.
Main Notable Conditions
● At the end of the agreed booking hire period CLIENT must ensure they vacate the field. An overstay fee of $100 per half hour over the grace period will be charged by the FARM.
● Any guests posing a threat to their own or others’ safety will be safely removed from the field at the CLIENT’S expense.
● Permission for people to smoke away from buildings and other people as long as ashtrays are used and no butts left on the field/paddock/car park.
● A cleaning fee of a minimum $50 will be invoiced if the site is not left as found. This will be at the discretion of the FARM.
●No Sunflowers are to be picked from the field without first gaining permission from the FARM.
● Any damages to field or failure to comply with conditions will result in an invoice to the CLIENT, and prevention of future entering the field.
● No COVID19 Positive people are permitted to enter the FARM. No refunds are available for those bookings.
Bookings: It is the CLIENT’S responsibility to make themselves familiar with the Field - in particular: cleaning requirements, layout, available space, and parking on arrival. The FARM will provide the CLIENT with access to the field. It is the CLIENT's responsibility to not share the code for the access gate with anyone else.
CLIENT must precisely state the type of activity and Event to take place and use the field only for that purpose. CLIENT must use only the area that has been booked and confirmed.
Set up and pack down time must be included in the Hire Period.
CLIENT shall ensure that all persons have vacated the Field by the end of the Hire Period.
The FARM reserves the right to have staff present at the Field at any time during the Hire Period.
CLIENT must adhere strictly to the confirmed Hire Period. Failure to do so will incur additional charges.
Cancellation rules apply to all amended bookings that result in a different time period, except for the extension of bookings at the discretion of the FARM.
Cost: Full payment is due at the time of booking, doing so secures the booking and deems this agreement signed.
Payment may be made via the website booking portal. Any other fees associated with payment must be borne by the CLIENT.
Additions prior to bookings will be accepted up to 5 days prior to booking and must be paid within 24 hours. No guarantee is given if Add-ons are not available.
Refunds due to adverse weather events are referenced below under CANCELLATIONS
Damages: No bond is paid; however the FARM has the right to invoice the CLIENT after the fact for excessive breakages, damage or excessive soiling by guests. Excessive soiling includes wax left on furniture, brought in rubbish not taken away and cigarette butts left on the property.
General conditions:
The person who makes the booking is required to be present for the duration of the Hire Period. The capacity of the FARM must not be exceeded at any time. It is the CLIENT’S responsibility to understand the capacity and ensure it is not exceeded.
CLIENT must not allow any illegal activities to take place in or outside the Field during the Hire Period. All statutory rules, regulations and bylaws in force shall be strictly observed by CLIENT. No drugs or excessive alcohol is to be consumed at the FARM.
CLIENT must ensure that a parent or designated caregiver, who is at least 18 years of age, responsible for all children 10 years of age and under. There are pools of water on the property so we expect children to be supervised at all times. Notwithstanding any other provision contained in this Agreement, FARM may refuse admission to any person or require any person attending the booking to leaving the Field at their sole discretion.
All persons signing or accepting this Agreement online shall be bound personally to abide by all of the terms and conditions contained in this Agreement and to fulfil all of the CLIENT obligations under this Agreement as a principal debtor.
No animals are permitted at Mangamaire Sunflower Field, other than guide dogs for the visually impaired, registered companion animals or official animals of the NZ Police unless previously agreed upon by the FARM. On a working farm, sheep measles transmitted through dogs is a high threat.
Maximum numbers are based on the number of adults attending.
Please note our field has a shutdown time of 8pm each evening.
Please note any fines resulting from failure to comply with the conditions above will be passed on to The CLIENT including any penalty for late payment of fines and extra administration time by the FARM.
Cancellations: If CLIENT cancels the BOOKING (including by notifying the FARM that it wishes to cancel any booking), The FARM will refund the BOOKING as follows:
i. Cancellation notice received more than 2 weeks prior to the original date of the Event: Full refund less booking fees.
ii. Within 2 -1 week prior to the original BOOKING date – 50% of booking less booking fees.
iii. Within 7-2 days prior to the original BOOKING date – 20% of booking less booking fees.
iv. Under 48 hours prior to the original BOOKING date - No Refund.
Any refund due will be made to the account from which online credit card payment of the Field Hire Price was made via the website.
If payment of the Field Hire price was not made by the main contact on the booking, proof of payment must be supplied.
The FARM may terminate any booking(s), any Event and/or this Agreement in its sole discretion under force majeure if it considers: In the Event will, or might, contravene any statute, order, regulation, bylaw, rule of law or any other requirements of a public or local authority, or otherwise be in breach of this Agreement; or the FARM reserves the right to cancel BOOKING where circumstances so warrant. These may include but are not limited to, emergency situations and adverse environmental/weather conditions. If the ability to provide services is disrupted by factors out of their control the FARM will work with the CLIENT to either find another common date, offer to hold their BOOKING or refund the CLIENT’s payment minus booking fees and 20% of the total booking.
The FARM shall be entitled to suspend or cancel all or any part of this Agreement, in addition to its other rights and remedies, in any of the following circumstances:
i. If the CLIENT fails to meet any obligation under the Agreement with the FARM.
ii. If any information given on the booking form is found to be untrue.
Adverse weather cancellations:
Contact is made on the day of the BOOKING by the FARM to the CLIENT on the morning of the BOOKING before 8 am if adverse weather is expected.
If a BOOKING is cancelled by the FARM due to adverse weather a FULL Refund less the booking fee is automatically initiated in the first instance. The FARM would then work with the CLIENT to find an alternative date if the CLIENT wishes to do so.
Covid:
In the event of the lockdown falling on the agreed booking date, the first option will always be to reschedule the booking to the next best date agreed by the FARM and the CLIENT.
If the CLIENT wishes to cancel rather than book another date the FARM will refund the booking charges minus the booking fees. If the CLIENT has purchased a Package that includes outside vendors, then policy is as follows:
Live Exhibition:
The FARM, works hard to have the Sunflowers blooming for as long as reasonably possible. If the FARM deems the Sunflowers not suitable for marketing material standards, then a refund will be processed to the CLIENT in line with the refund policy, in consultation with the CLIENT.
Sustainability: In the interest of sustainability, the FARM asks that the CLIENT thinks about where supplied products are going after their booking. Please consider composting, recycling, repurposing or returning to the FARM. For this reason, ballroom powder, confetti, balloons, or glitter are not permitted on the property.
We do our best to look after our local ecosystem so please refrain from bringing in any florals that have been declared by the Department of Conservation as noxious weeds such as pampas.
Cleaning, rubbish & lock up: The CLIENT is responsible for ensuring the field and space is left tidy.
The CLIENT is not responsible for wiping down surfaces etc. where used.
The CLIENT must remove all rubbish off site at the end of the Event and must leave the field how they found it.
Charges will be incurred if rubbish is not removed off-site through a retrospective invoice.
All rubbish must be bagged and disposed of in accordance with FARM’s recycling and waste minimisation policy.
For private events of 50 guests or more rubbish management is quoted as two rubbish and two recycling 240l roller bins to be in line with the average volume of waste output by events. CLIENT will be retrospectively charged $25+gst per bin and a $90+gst delivery charge should extras be required to dispose of event rubbish and recycling.
It is the responsibility of the CLIENT to ensure the gates are locked if their booking is ending at 9pm. Failure to lock the gates will result in a $100 fine and the cost of any damages incurred by people trespassing or stock getting on the road.
Insurance: Contractors are not permitted to do any work on the property until they confirm they have General Liability Insurance.
Alcohol: The CLIENT will comply with all alcohol requirements, restrictions and guidelines. CLIENT confirms they understand that the FARM is an unlicensed field.
It is the CLIENT’S responsibility to ensure that the requirements of the Health & Safety in Employment Act 2015, the smoke-free Environments Act 1990 and the Sale and Supply of Alcohol Act 2012 as they apply to the Hirer’s intended use of the field are met.
Rental: CLIENT will be charged for the repairs or full replacement cost of any damaged items depending on the amount of damage.
Liability: CLIENT will indemnify the FARM, its employees or agents against all claims, demands, losses, damages, costs and expenses arising from the CLIENT’S use of the field or any breach of this Agreement.
The FARM is not responsible for the loss of or damage to any of the CLIENT’S property in or around the Field. Any equipment/property left in the field is at the CLIENT’S own risk.
The FARM is not liable for any loss or expense that the CLIENT incurs if the FARM is not able to make the field available to the CLIENT as a result of fire, flood, earthquake, pandemic, failure or other unavailability of any building services or other event beyond the FARM’s control.
The CLIENT is aware of the wharf at the Luxury Picnic Space and that this is deemed unsuitable for children. If the CLIENT wishes to bring children, the FARM is not responsible for keeping children off the wharf or any injury sustained by children supervised by an adult or not.
Noise: Neighbours & Music: Noise levels must be always kept to an acceptable level. Failure to reduce noise levels at the request of a FARM agent or the police will result in the booking being shut down. Music to be shut off at 8pm and special care is taken to keep noise to a minimum when leaving the field.
CLIENT’s must maintain noise levels below 60 decibels (sound limit read at Field boundary).
If commercially recorded music is used in the field, it is the responsibility of CLIENT to comply with all copyright requirements.
Parking: CLIENT shall ensure that no vehicle obstructs access in any way. CLIENT shall pay for any damages caused by any guests, contractors or staff to any of FARM’s property.
Health & Safety: CLIENT must ensure that access and egress for residents or emergency vehicles are always available and that the public is not duly inconvenienced by their booking.
It is the CLIENT’S responsibility to ensure exits are clear of any obstacles in case of emergency.
First Aid Kit is accessible to CLIENT and located in the Red Shed
It is the CLIENT’S responsibility to contact the Police immediately if there are any safety concerns from a person(s) disorderly behaviour.
Please wear closed toe shoes for all activities. If you’re carrying things around, please be aware of your own capabilities and do not overwork yourself.
Please refer to the Mangamaire Sunflower Field Health and Safety plan.
Upon booking, it is understood that the CLIENT agrees that they enter the FARM at their own risk.
The FARM asks that guests do not venture further onto the farm beyond the field without first gaining prior permission.
The wharf at the Secret Sunflower Field can only hold the weight of approximately three adults. We encourage that the CLIENT does not bring children to the Secret Sunflower Field as the wharf does not have a barrier, and as above the FARM accepts no liability for injuries from falling off the wharf.
Miscellaneous matters: CLIENT must take proper care of the field and surrounds and ensure that no damage occurs.
No substance shall be deposited in the toilets, sinks or drains that will cause blockage or damage.
Lighting with a naked flame is not permitted within the field unless previously confirmed with the FARM.
Publishing Work: The FARM reserves the right to publish photos of the FARMS’s own events for marketing purposes but will always ask CLIENT permission to use face recognition photos.
We draw on our expertise, experience, creativity & hard-earned vendor relationships to put your proposal together – our time, heart & soul goes into the details. We will not view competitor’s Intellectual Property -
Please refrain from sharing ours.
The privacy policy can be found at www.sunflowerfield.co.nz/privacypolicy