Otaki Players - At The Civic


Theatre Hire


Hire charges and payments

Hire charges are as shown on the Theatre Application for Hire.  The breakdown of costs for each hire will be detailed on the hirer’s contract.  All payments must be paid prior to the hire period.


A refundable Theatre bond of $200 be required for all bookings.  If Lighting and/or Sound is required additional refundable bonds of $200 for each provision will be required.

Deductions from the bonds may occur if:

                  Venue, equipment or fittings are damaged.

                  Extra cleaning is required.

                  Rubbish is left inside or outside the venue.

Otherwise the bonds will be refunded in full within 30 working days of the function.  If additional charges are incurred the refunding of the bonds may be delayed.

Hire Contract

Two copies of the hirer’s contract must be signed by a person 18 years of age and over and returned to the Otaki Players Society.

Right of refusal to hire

The Otaki Players Society may, at its discretion, refuse any application for hire and may cancel any booking without assigning a reason.  In each case all monies paid will be returned in full.

Access to venues

The Otaki Players Society will provide access to the Civic Theatre for the booking period.

Cleaning and rubbish removal

Hirers are responsible for cleaning the venue.

Basic floor cleaning equipment is provided (in the Ticket Office cupboard).

Hirers must supply dishwashing materials and tea towels.

Chairs and tables must be cleaned and returned to their original location.

The cleaning of the venue must be completed within the booked period.

Hirers must remove all rubbish from the venue after their hire.

Setting up and dismantling

Assistance with setting up, dismantling and cleaning of the facility can be supplied by the Otaki Players Society.  The additional cost of these services may be added to the hire charge.

Hours of use

Hirers may not enter the Civic Theatre until the time booked and all functions must end at the completion of the booked period.  The booking period must include setting up, dismantling and cleaning of the venue.


X                  No staples or nails may be used to attach decorations.

X                  No naked flames.  If a fire alarm is set off by the use of these items a charge will be incurred.


The hirer is responsible for securing the facility upon completion of the function.  Please ensure:

                  All lights, heater, stoves and electrical appliances are turned off.

                  Windows and doors are closed and locked.

Liquor licence

Liquor can be sold with a Special Liquor Licence from the Liquor Licencing Agency.

Loss or damage

The Otaki Players Society accepts no responsibility for loss or damage to any property of the hirer or any guest or invitee’s property which may be brought to the venue, whether within or outside the premises. 

Accident or injury

The Otaki Players Society accepts no responsibility for accident or injury caused within the venue by a wrongful act of the hirer, performer, or any guest or invitee brought to the venue by the hirer.

Performing rights copyright

The hirer will be responsible for any fees which might be claimed.

Fire safety

Every hirer is required to be familiar with the procedure for evacuation of the facility in case of fire, and for following instructions of the appointed Fire Warden.  The appointed Fire Warden must ensure that all means of egress are checked during the hire period – once on entering the facility, and once during the course of the function.  In case of fire, evacuate the facility IMMEDIATELY then notify the Fire Brigade by phoning 111.

Earthquake Safety

In the event of an earthquake it is vital that everyone in the theatre stays CALM and in the case of the audience, individuals should remain at their seated location until the shaking stops.  Individuals backstage should congregate in the Dressing Rooms.  During this time everyone should adopt the

                  D -  Drop

                  C -  Cover      procedures recommended by the Government.

                  H -  Hold

Once the shaking has stopped EVERYONE must evacuate the theatre following the Fire Safety procedures (above).