These Terms and Conditions (“Terms”) apply to all Hospitality Package purchases for the Round the Bays event (“the Event”) and must be read alongside the Hospitality Sites Managers Guide (“the Guidelines”), which will be provided to purchasers prior to the Event. “Stuff Limited” (“Stuff”) is the Event host; “you” or “Site Holder” refers to the purchaser/hirer of a Hospitality Site (“the Site”).
By purchasing a Hospitality Package, you accept these Terms, which may be updated by Stuff at any time without notice and you and the Site Holder declare that all the information supplied upon purchasing the Site is true and correct.
1. Waiver, Release, and Indemnity
1.1 The Site Holder waives all claims against Stuff and its representatives (including directors, officers, employees, contractors, volunteers, landowners, authorities, sponsors, and partners) for any loss, damage, or injury arising from participation in the Event.
1.2 The Site Holder indemnifies Stuff and its representatives against all claims, costs, and liabilities arising from their participation or actions at the Event.
2. Compliance and Conduct
2.1 The Site Holder and all guests must comply with all Event rules, these Terms, the Guidelines, and any instructions from Event officials or police.
2.2 The Site Holder is responsible for the conduct of all guests and for ensuring responsible service of alcohol where permitted.
2.3 Inappropriate, offensive, or unsafe behaviour may result in removal from the Event without refund.
2.4 Stuff or its representative may remove/exclude the Site Holder and its guests from the Event and/or the Site if behaviour is inappropriate, offensive, or abusive, to prevent damage to any property, on medical or health and safety grounds (including to prevent possible harm or injury to myself or any other person).
3. Sustainability and Safety
3.1 Only recyclable, reusable, or compostable serviceware is permitted for the Auckland and Christchurch Events. For the Wellington Event, only reusable serviceware is allowed.
3.2 The Site Holder is responsible for the safety of all persons at their Site and must comply with all health and safety laws, including the Health & Safety at Work Act 2015, as well as any other policies or directions issued by Stuff or its representatives.
3.3 Any safety concerns must be reported to Stuff immediately.
4. Site Access and Use
4.1 No trucks over 5 tonnes are permitted on Site.
4.2 All vehicles must display an official vehicle parking pass and be parked within Site boundaries; no overnight parking is allowed.
4.3 Vehicle access may be restricted in wet conditions.
4.4 The Site Holder is responsible for all equipment and belongings; Stuff accepts no liability for items left overnight.
4.5 No water or power is supplied. Silent generators may be used on the day of the Event if approved by Stuff and operated safely. They cannot be left unattended or running overnight.
5. Pack In and Pack Out, Building Consents
5.1 The Site Holder will remove all tents, marquees, waste bins, rubbish, and any other equipment and waste from the Site by 12:00pm the day following the Event close. Failure to do so will result in being charged for the removal of any items left behind.
5.2 The Site Holder is responsible for obtaining any necessary building consent for any marquee or temporary structure erected which is over 100 square metres on its site(s). All costs and fees for permits for temporary structures are payable by the Site Holder and are not included in the site fee. The Site Holder will notify Stuff whether or not it has been granted a building consent and will provide a copy of the building consent (if granted) to Stuff. The Site Holder will ensure that it complies with any conditions or terms of the building consent.
6. Activities and Marketing
6.1 No unauthorised activities (eg inflatables, rides, water-based activities) are permitted without Stuff’s prior approval.The Site Holder will not introduce any feature including (but not limited to) inflatable children’s activities, water based activities, amusement rides, or other display or interactive item onto their Site which has not received pre-approval from Stuff. All “LBI” devices must comply with WorkSafe Land-borne inflatable device operating requirements.
6.2 All promotional activity, including distribution of products or materials, must be pre-approved. The Site Holder will not engage in any unauthorised marketing or promotional activity of any product or service. This includes, but not limited to, the sale or distribution of any product, (including samples) or promotional activity including flyers, banners or hawkers, which can equate to real or perceived “ambush marketing”. Stuff or its representative may remove/exclude the Site Holder and its guests from the Event and/or the Site if the Site Holder or its representatives engage in any ambush marketing activity.
6.3 Site signage is permitted within Site boundaries if securely installed. No signage or decals are to be added to the Site marquees.
7. Insurance and Liability
7.1 The Site Holder must hold public liability insurance of at least $2 million per occurrence, with an excess not exceeding $5,000, and provide proof to Stuff at or before the start of the Event or upon request.
7.2 The Site Holder is liable for any damage or disruption caused by themselves, their contractors, or guests.
8. Privacy
8.1 To the extent that personal information is collected about the Site Holder, its employees, agents and contractors, the Site Holder has read and understands Stuff’s Privacy Policy available on the Stuff website.
8.2 Personal information may be used for Event administration and management. Stuff may disclose the information provided by the Site Holder contact person to Stuff related companies, business units and departments, including but not limited to the Event sponsors and partners, and may use the information for marketing future events,and other marketing and promotional purposes, including offering products and services of potential interest to the Site Holder.
9. Cancellations and Postponements
9.1 If for any reason the Site Holder wishes to cancel their site booking, this must be communicated in writing to Stuff more than 30 days prior to the event date. In this instance, up to 50% of the Site fee, less applicable fees paid, will be refunded to Site Holders. If notification is received from Site Holders to cancel a site booking less than 30 days prior to the event date, no refund will be issued.
9.2 If the Event is postponed due to government restrictions or for any reason, Site bookings will transfer to the new date with an opt-out option.
10. Force Majeure
10.1 Neither party will be in breach of these Terms nor will they be liable to the other party for delay or failure to perform an obligation under these Terms due to a Force Majeure Event. Further, the Site Holder acknowledges it is not entitled to any reimbursement of fees paid in respect of any Force Majeure Event affecting it or Stuff. For the purposes of this clause, "Force Majeure Event" means an event or circumstance beyond the reasonable control of a party, including (without limitation) acts of God, war, rain, hail, fire, epidemic, pandemic, explosion, civil disobedience, legislation not in force at the date of this Agreement or labour disputes.
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