Running Events in Haere-roa

So you want to book a room in Haere-roa for an event, but don’t know which dates are available?

Head along to: https://clubsinfo.ucsa.org.nz/haere-roa-bookings-ngaio/

So you’ve checked our venue availabilities and now you want to book in your event?

You can do so here: https://clubsinfo.ucsa.org.nz/event-forms/my-booking-requests/booking-form/

The UCSA has an exclusive contract with Flicket to support clubs when putting tickets on sale for events.

You can learn how to set up tickets for your event here: https://clubsinfo.ucsa.org.nz/article-categories/event-ticketing/

The UCSA has a number of avenues you can use to help promote your event.

To learn more, head to: https://clubsinfo.ucsa.org.nz/article-categories/advertising/

For some bookings in Haere-roa, a House Technician will be required to assist with your event. Examples include Concerts or Theatre shows in The Ngaio Marsh, balls in Bentleys or when you need particular things like Zoom capabilities. As a general rule, whenever you have a band or DJ, we require a tech to manage sound.
 
For more info, check out the Production & Equipment FAQ’s

Yes, but please run your plan past your Event Coordinator first.
 
We do not allow anything to be stuck to walls, concrete, lecterns (except the perspex front), signage etc, and please do not use any kind of tape, Blutack or 3M hooks in Haere-roa. These are really hard to get off!! Also please no confetti, glitter or similar (including inside balloons). Basically, anything that makes life hard for our awesome cleaners.
 
If the venue is left in an unreasonable state after your booking, you may be charged a special cleaning fee.

For events held during UCSA Office hours, the scanners and Eftpos Machines can be collected from Reception.

For events held outside of office hours, please ask for them at The Foundry when you arrive.

In some instances, we require clubs to pay for Security in order to hold their event in Haere-roa. This is generally only for high risk events, such as Concerts and Balls, however sometimes we do require for security for medium risk events with large bar tabs.

The Invoice for Security will be invoiced after the event.

High Risk events are events with alcohol as a core element of the event – for example Concerts, Gigs, Balls.

Medium Risk events are with alcohol present, but not as the core element to the event – for example Quiz Nights, theatre shows.

Low Risk events are events that are alcohol free.

Yes, in some circumstances.

If your event does not include alcohol, you can bring in your own commercially prepared food instead of ordering catering from the UCSA.

Any external food provider must meet the relevant food safety requirements and any venue requirements set by the UCSA.
Please let the UCSA Clubs Team know in advance if you are planning to self-cater so this can be included in your event booking.
If your event includes alcohol, you cannot self-cater and any food required for the event will need to be supplied through the UCSA.

Clubs are responsible for complying with relevant Christchurch City Council and Ministry for Primary Industries food safety requirements.

Any rubbish generated by externally supplied food must be removed by the Club and must not be placed in Haere-roa rubbish bins or UCSA skips.

Alcoholic Beverages:
Unfortunately, it is a condition of the liquor licence attached to Haere-roa that alcohol must be supplied by the UCSA. Under no circumstances are you allowed to bring alcohol onsite.

Non-Alcoholic Beverages:
Unless otherwise agreed with the UCSA in writing, non-alcoholic beverages may only be bought in for small club meetings (less than 20pax) and show rehearsals and must be supplied by UCSA for all other needs.

Food trucks may be used for alcohol-free events at Haere-roa when The Foundry Bar is closed, subject to prior approval from the UCSA Clubs Team.
The following requirements apply:
– The food truck must hold the appropriate Christchurch City Council registration/certification, and the Club must provide a copy to the UCSA if requested.
– Food from the food truck can only be served and consumed in the Amphitheatre and cannot be brought into Haere-roa event spaces.
– Food trucks can only set up in the Amphitheatre.
– Food trucks may only drive across the lawn to access the Amphitheatre with UCSA permission.
– Any damage caused by a food truck to the Haere-roa grounds may be charged to the Club.
Please discuss any proposed food truck with the UCSA Clubs Team before confirming your supplier.

You can see our clubs menus here: https://clubsinfo.ucsa.org.nz/knowledge-base/catering-menus/

If you are ordering catering from the UCSA, a minimum catering order of $300 applies.

If you would like a dedicated bar in your event space, separate minimum spends also apply. See “Can we have a Bar in the space?” below for more information.

If you’re not sure what will work best for your event or budget, talk to the UCSA Clubs Team and we can help you work through the options.

All catering and beverage requirements must be confirmed with the UCSA Clubs Team by Thursday of the week before your event.

This gives our Food & Beverage team enough time to order food, roster staff and prepare for your event.

If you are ordering UCSA catering, a minimum order value of $300 applies.

Catering invoices must be paid at least 24 hours before the event.

Changes or cancellations made after the Thursday deadline may incur costs where food has already been ordered or prepared, staff have been rostered, or other non-recoverable costs have been incurred.

Yes! A dedicated bar can be provided in spaces such as Bentleys or Tī Kōuka, but minimum spends apply to cover the cost of providing the service.

During normal Foundry opening hours

During normal Foundry operating hours a dedicated bar has a minimum food and beverage spend of $200 per hour.

The Food & Beverage team will determine how many staff are required based on your event and the type of service you need. More complex service, such as cocktails, may require additional staff.

If your event is unlikely to meet the minimum spend, we may recommend that your attendees purchase their drinks directly from The Foundry instead.

Outside normal Foundry opening hours

If you require a dedicated bar, or require The Foundry itself to open outside its normal operating hours:
– A minimum food and beverage spend of $250 per hour applies.
– There is a minimum four-hour booking.
– After the first four hours, the minimum spend reduces to $150 per hour.

If your event begins while The Foundry is open but continues beyond normal Foundry hours, the out-of-hours minimum spend may apply once The Foundry closes where Food & Beverage staff are required to remain onsite.

What if we don’t meet the minimum spend?
If the required minimum spend isn’t reached, the Club will be invoiced for the difference between the actual spend and the minimum spend.

Talk to the UCSA Clubs Team when planning your event and we can help you work out the most suitable and cost-effective option.

So you want to put on a bar tab for your event? Here are the rules:

The bar tab must be paid before the event starts. Any leftover money on the bar tab will be refunded after the event

Be a good host! You must order a sufficient quantity of food to go with your bar tab

The tab can be used to provide a complimentary drink (via a drink token), or to subsidise the price of drinks at your event (i.e. $2 off per drink)

However, you cannot advertise these price discounts on social media, the tickets, or on physical marketing outside of the venue itself. Instead, we recommend you advertise “Drink Specials”.

Please let the UCSA Clubs Team know as soon as possible if your plans change.

Cancellations made after Thursday of the week before your event may incur charges where the UCSA has already committed costs for your event.

These may include:
– The cost of food or other consumables which have already been ordered, prepared or cannot reasonably be used elsewhere.
– Staffing costs where staff have already been rostered, charged at $30 per hour per staff member for their rostered shift.
– Any other non-recoverable costs incurred specifically for your event.

These charges are only intended to recover costs the UCSA has already incurred as a result of the booking.

A technician is required if your event has technical aspects that are above the standard AV in the room or requires someone to operate equipment. If you have a band or performer at an event you will require a technician.

UCSA Technicians are $40+gst per hour, having a technician allows the use of the more advanced equipment UCSA has.

Technicians have a minimum call time of 3 hours. A technician is charged from roughly 45minutes before soundcheck until the technical aspects of your event are packed down (roughly 30mins after the band/DJ has finished)

House Technicians are your technical point of contact for your event.  They are included with your booking and will be available to answer your questions and ensure your event needs are being met. While they may not be exclusively dedicated to your event, they will be roaming and present to help with any issues that arise.
 
When you require exclusive use of a technician, e.g operating sound/lighting, packing in your event, then you will be charged for this time.

The UCSA has a wide range of equipment which clubs can book and take offsite. This is booked via the Equipment Booking Form in the clubs portal on a first in first served basis.
 
There is also a wide range of equipment which can be used in Haere-roa including
Advanced sound, lighting and video equipment
Furniture, gazebos, power distribution etc.
 
UCSA has pricing agreements with external production and event hire companies and passes on all discounts to the user. If you require any equipment, ask if we can help!

Does the performer have a tech rider (what are their requirements?), if they do, send this through to the UCSA Production staff.
 
The Band may not bring their own instruments (Guitar amps, drumkits etc), check with them and if not the UCSA Production team can organise the right equipment.

The UCSA has their own in house production team which manage all events in Haere-roa.
 
All equipment bought into the building must have a current test and tag.
 
If you have booked a DJ or Band, the UCSA can nearly always provide all the equipment required, avoid the performer bringing their own equipment in where possible. The UCSA does not have any Instruments and Guitar/Bass amps, these will need to be supplied by the performer or the club. UCSA can help source some if required.

No! The UCSA production team can travel and support events offsite.