CONTRACT OF HIRE | TERMS & CONDITIONS

All events at Bayly’s Farm are governed by the Terms and Conditions set out below. It is important that you
read this document carefully.

For the purposes of the Terms and Conditions, “Baylys’ Farm” means J & J Bayly Company Limited, and
“Client” means the Client named in the Booking Form.

1.0: SUPPLY OF SERVICES

- 1.1: Baylys’ Farm shall supply the following Services:

a. Use of facilities and grounds on the Event Date as agreed with the Venue Manager and
specified in the Booking Form (including the use of agreed back-up facilities).

b. Reasonable access to the grounds two days prior to the Event Date for set-up, and one day
after the Event Date for pack-down.

c. Meetings and communication with Venue Manager prior to the event (by appointment
only).

d. Baylys’ Farm staff overseeing throughout the event on the day.

e. Any other Services as agreed with the Client and specified in the Booking Form.

2.0: CHARGES AND PAYMENT

- 2.1 Charges

a) In consideration for the provision of the Services, the Client shall pay Baylys’ Farm the Price
as agreed between Bayly’s Farm and Client and as set out in the Booking Form. The Price is
inclusive of GST.

- 2.1: Deposits

o A tentative booking may be held for 14 days only, after which confirmation by deposit or
release of the date is required. This is a courtesy only and does not give rise to any legal
obligations.

o To confirm and secure your booking, we require a non-refundable Deposit of 20% of the
Price. The Deposit must be paid into the following account:

Account Name: J & J Bayly Company Limited
Account Number: 06-0493-0392793-00
NOTE: Please reference your surname on payment.

 o By paying the deposit you accept these Terms and Conditions. Following payment of the
Deposit the completed Booking Form must be returned to Baylys’ Farm via email within 14
days of the deposit being made.

- 2.2: Full Payment

a) The balance of the Price is due and payable in full three months prior to the Event Date. In
the event that the booking is made fewer than three months prior to the Event Date, the
Price is payable immediately upon booking.

b) This is to be paid into the following account:

Account Name: J & J Bayly Company Limited
Account Number: 06-0493-0392793-00
NOTE: Please reference your surname on payment.

3.0: CANCELLATION

- 3.1: By the Client

a. All cancellations must be made by phone to the Venue Manager and confirmed by
email.

b. In the event of cancellation for any reason, Baylys’ Farm shall have the right to impose a
cancellation charge, which shall be calculated as follows:

i. If cancelled anytime before 30 days prior to the Event Date the cancellation
charge shall be the Deposit already paid (20% of the Price).

ii. If cancelled 30 days or fewer prior to the Event Date, the cancellation charge
shall be the Deposit (20%) plus an additional 30% of the Price.

- 3.2: By Bayly’s Farm

a. Baylys’ Farm reserves the right to cancel the Booking if:

i. The Client breaches any of its duties or obligations under the Booking
Form and/or the Terms and Conditions;

ii. In the opinion of Baylys’ Farm the event might prejudice the reputation of
Baylys’ Farm; or

iii. Baylys’ Farm is requested to cancel the Event by order of any public
authority.

b. In the event of cancellation by Baylys’ Farm pursuant to clause 3.2(a)(i) and (ii) above,
the Deposit, together with any payments made in respect of the Price, will be retained
by Baylys’ Farm. In the event of cancellation by Baylys’ Farm pursuant to clause 3.2(a)(iii)
above, the Deposit, together with any payments made in respect of the Price, will be
returned to the Client.

4.0 CLIENT’S OBLIGATIONS:

- 4.1: The Client shall:

a. Co-operate with Baylys’ Farm in all matters relating to the Services;

b. Provide, in a timely manner, such information as Baylys’ Farm may reasonably require;

c. Comply with the specific guidelines set out in clause 4.2 – 4.10 below.

- 4.2 Appointment of liaison person

a. The Client must identify to the Venue Manager a responsible ‘go to’ person to liaise with
during the evening in the event of unforeseen issues.

- 4.3: Facilities

a. Capacity: The Client acknowledges that the maximum capacity of the venue is 150
persons (including bridal party and children). The Client will ensure that the number of
guest does not exceed this without express permission from Baylys’ Farm.

b. Power: It is the Client’s responsibility to make the appropriate arrangements for power
in cooperation with Baylys’ Farm. Please note that there is no power on the farmland
therefore generators are required for marquee style weddings. The woolshed has
running power, but a generator may be needed for events that use electricity in excess
(e.g. excessive lighting, styling, catering needs and entertainment).

c. Toilets: Clients wishing to hold events on the farmland will need to arrange toilet
facilities in the form of Portaloos. Receptions held in the Woolshed are permitted to use
the building’s toilet facilities. Please note, Baylys’ Farm currently does not have disabled
toilet facilities.

d. Caterers: Clients must ensure caterers aware of the venue requirements prior to the
Event Day. Caterers are to provide their own kitchen facilities for food storage,
preparation, and assembly. Caterers are welcome to use the Woolshed kitchen if
required, however need to be mindful that this is a small space with limited facilities.
Baylys’ Farm is happy to discuss terms with caterers directly.

e. Decoration: Clients must ensure that extra decoration inside the woolshed does not
include the use of hammers, nails, screws, etc, without express permission from Baylys’
Farm.

- 4.4: Alcohol & Smoking

a. Alcohol:

i. Bayly’s Farm does not supply, sell or serve alcohol as any part of our venue hire. The
Client is responsible for the safe, sensible and moderate serving and consumption of
alcohol to their guests on the premises.

ii. The Client acknowledges they will comply with all applicable alcohol legislation.

 iii. In the event that Baylys’ Farms requests that overly intoxicated people and/or
people behaving inappropriately are removed from the venue, the Client must
cooperate with this request.

b. Smoking:

i. Strictly no smoking is permitted inside the woolshed. Clients must allocate an
outside designated smoking area with ashtrays and bins for cigarette disposal.

ii. All cigarette butts must be cleaned up following the event.

- 4.5: Noise & Effects

a. Due to the nature of the farm we do not impose noise restrictions, therefore noise is
permitted up until the 12pm curfew.

b. Out of respect to our animals and concerns about fires, we cannot allow the use of
firecrackers, sparklers, flying lanterns or any entertainments that involve naked flame.

- 4.6: Health & Safety

a. Baylys’ Farm incorporates rock walls, beaches, farmland, and large animals (cattle,
horses, sheep) as integral aspects of its surroundings. While every practicable measure
has been taken by Bayly’s Farm to mitigate or eliminate potential hazards, the Client
acknowledges that such features may, under exceptional circumstances, constitute a
safety risk.

b. The Client must take all reasonable steps to ensure that they, and their guests, are not
exposed to the risk of potential harm.

c. It is the Client’s responsibility to ensure that there is adult supervision of any children at
the function at all times, and to ensure that children are not playing alone on the beach
and farmland areas.

- 4.7: Parking & Traffic

a. Parking is available for the bridal party, as well as parents of the bride and groom only.
The bride and bridal party are permitted to travel to the ceremony in their chosen
vehicle(s), however should be mindful that the vehicle will be travelling on farm roads
that may be wet, dusty or muddy depending on conditions. Vehicles cannot be left at
the venue overnight.

b. All other guests must be transported to and from Baylys’ Farm using an approved bus
company. This is to ensure the safety of guests who are consuming alcohol during the
occasion, to minimise traffic to/from the venue and to look after our ‘one way’ unsealed
driveway.

c. In the event that alternative arrangements are agreed between the Client and Baylys’
Farm, this should be recorded on the Booking Form.

 d. Please note that if at all possible it is good to minimise the amount of vehicular traffic
used in the setting up of your day. With our venue being predominantly ‘grassed’, too
many cars/trucks/trailers tend to make things look very ‘worn’ very quickly (especially if
the conditions are damp or wet). The grass springs back but unfortunately not for a few
days and we would like it to look at its best for your event.

- 4.8: Cleaning & Rubbish Removal

a. So far as reasonably possible, the Client is required to leave the facilities in the same
condition as they were in prior to the Event Date. All cleaning, rubbish collection and
pack-down must be completed within 24 hours of the Event Date. If you require
assistance with rubbish from the Bayly’s Farm staff, please let us know (an additional fee
will apply for these services).

b. All food/wine/dirty dishes must be cleared away at the end of the evening of the Event
Date so as not to attract the interest of possums, flies etc.

- 4.9: Photography

a. The Client is welcome to use any area of the farm and coastline for
photography/videography.

b. Baylys’ Farm would love to showcase your wedding on our website and social channels,
therefore we may request that a selection of official photos is supplied following the
wedding for these purposes.

- 4.10: Pets

a. Out of consideration for our own animals, we are unable to accommodate animals at
celebrations held at Baylys’ Farm.

5.0: LIABILITY – PLEASE READ CAREFULLY

- 5.1 Baylys’ Farm

a) The entire liability of Baylys’ Farm in connection with the contract whether for negligence,
breach of contract, misrepresentation or otherwise, is limited to an amount equal to the
Price.

b) The liability of Baylys’ Farm in connection with the contract whether for negligence, breach
of contract, misrepresentation or otherwise, will not extend to any special, indirect or
consequential damages or losses, or any loss of profits, loss of revenue, loss of contracts or
opportunity, whether direct or indirect, even if the Client has advised Baylys’ Farm of the
possibility of those losses, of if they were within Baylys’ Farm’s contemplation.

c) Any personal items brought to the venue by guests are at the sole risk of the guests. Bayly’s
Farm will not be held responsible for any damage/removal (whether as a result of its
negligence or otherwise) of guest’s personal items during the function.

d) Baylys’ Farm shall not be liable to the Client for loss or damages arising from prevention or
delay in performance as a result of circumstances beyond the control of Baylys’ Farm which

 is the result of force majeure, including, but not limited to, acts of God, fire, explosion,
adverse weather conditions, flooding, earthquakes, or lack of power.

e) Any claim by the Client against Baylys’ Farm, in contract, tort or otherwise, must be notified
to Baylys’ farm within 30 days of pack-down, following which no proceedings may be
brought. 


- 5.2: Client

a) The Client shall be liable for any loss or damage (howsoever caused, and whether deliberate,
negligent or innocent) to either the premises, grounds or the fixtures and fittings therein by
the Client, Client’s guests, invitees, contracted parties, or other persons attending the
function.

b) In the event that Damage is caused to property of Baylys’ Farm, Bayly’s Farm has the
exclusive right to determine how that damage should be repaired, including the right to
determine who should carry out the required repair work.

c) The Client shall indemnify, keep indemnified and hold Baylys’ Farm harmless from and
against all claims, actions, damage, liabilities and costs which may be brought against or
incurred or suffered by Baylys’ Farm, its employees or agents in connection with the
contract, including but not limited to: any any claims which arise as a result of or due to the
actions, omissions, or negligence of the Client or others for whom it is responsible; and any
claims by third parties against Baylys’ Farm in connection with the contract or the Services of
any kind whatsoever. For the avoidance of doubt, this includes any physical damages caused
to any of Baylys’ Farm’s property by the Client, Client’s guests, invitees, contracted parties,
or other persons attending the function.

6.0: GENERAL

- 6.1: Entire Agreement

a) The contract constitutes the entire agreement between the parties and supercedes and
extinguishes all previous agreements, promises, assurances, warranties, representations and
understandings between them, whether written or oral, relating to its subject matter.

- 6.2: Governing law and jurisdiction

a) The Contract, and any dispute or claim (including non-contractual disputes or claims) arising
out of or in connection with it or its subject matter or formation, shall be governed by, and
construed in accordance with the law of New Zealand.

b) Each party irrevocably agrees that the courts of New Zealand shall have exclusive jurisdiction
to settle any dispute or claim (including non-contractual disputes or claims arising out of or
in connection with the Contract or its subject matter or formation).

I/we have read and understand the above Baylys’ Farm Terms and Conditions and agree to the Terms and
Conditions in their entirety.




SIGNATURE: _________________________________________________________________



PRINT NAME: _________________________________________________________________



DATE: _________________________________________________________________





SIGNATURE: _________________________________________________________________



PRINT NAME: _________________________________________________________________



DATE: _________________________________________________________________

 BOOKING FORM


Date: ____________________________________________________

How Did You Hear About Us? ____________________________________________________


Client Name: ____________________________________________________

Contact Phone Number(s): ____________________________________________________

Contact Email Address: ____________________________________________________


Client Name: ____________________________________________________

Contact Phone Number(s): ____________________________________________________

Contact Email Address: ____________________________________________________


Wedding or Event: ____________________________________________________

Event Date: ____________________________________________________

Facilities to be used: ____________________________________________________



Event start time: ____________________________________________________

Event finish time (please note all events must finish by midnight): _____________________________

Estimated number of Guests Attending: _________________________________________________



Wedding/Event Package Price: TBC

Any additional charges not included in Package price: TBC

TOTAL: TBC

20% Deposit Required TBC


Special Conditions:

- No special conditions have been discussed. If you think of anything that might fall under this
category for your wedding after reading the Terms and Conditions, please let us know as soon as
possible.