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BOOKINGS

For Schools, Youth Groups and Adult Education Groups

Booking priority is given to groups who meet our mission and objectives. Other school, youth and adult education groups may book the centre if there is vacancy.

Please see our bookings calendar, then complete the booking form below. Once your booking form has been received, we will confirm that the dates are in fact available and invoice you for your $500 deposit. Your booking is only confirmed once your deposit has been paid.

If you have any questions please do not hesitate to contact us on [email protected]oec.org.nz

BOOKING FORM
TERMS & CONDITIONS
BOOKING CALENDAR

RATES

Rates are inclusive of 15% GST. For Educational Groups, there is a minimum charge of $400 to hire the centre per day /night. A Public Holiday Surcharge Applies. PLEASE NOTE that rates may be subject to change without any notice.

School Students/Children Adults
Night Stay $15 Night Stay $18
Day Stay $12 Day Stay $15

CONSUMABLES

An additional charge of $1.20 per person per night/day applies to cover the cost of all consumables, now supplied by AOEC (previously supplied by lodge users)

DEPARTURE CLEANING SERVICE

You are required to leave the centre as you would like to find it. If you prefer not to do the clean yourself, you can book a departure cleaning service, Please inquire about rates and conditions with the centre manager. Please be aware that your time of departure may need to be adjusted, to allow cleaners to complete the clean in time before the next group arrives.

OCCUPANCY TIMES

Unless special arrangements have been made with the Manager occupancy times are as follows:

Day Arrival Departure
Monday 8pm
Tuesday, Wednesday, Thursday 1pm 12pm
Friday 3pm 12pm
Sunday Flexible

ACTIVITIES

You can find our about the activities we offer here.

BOOKING FORM

Name of Group/Occupier

Contact Name/ Group Leader

Overall Purpose of Visit

Estimated Numbers

Accommodation (no more than 92 total)

Day Visitors

Adults

Students/Children

Pre-School Children

Age(s) of Students/Children

Occupation to commence on

Occupation to end on

Please note arrival and departure times stated above

Contact phone number of School/Organisation

Mobile number of Group Leader/Contact Person

Please list your possible activities to give us an indication of instructor needs

Postal address

Email address of Group Leader

Email address for Accounts

Do you wish to book a departure clean?

Do you require catering?

Checking this tickbox certifies that the terms and conditions shown below are agreed to.

Our Terms and Conditions

Bookings, Payment & Cancelation:
  • Once we received your booking form, we will confirm that the dates are in fact available and issue you with an invoice for a $500 Deposit. Only once your deposit has been paid, your booking is confirmed. Your deposit will be refunded with your final invoice on the day of your departure. PLEASE NOTE: There is a minimum charge of $400 to hire the centre/lodge per day /night
  • Public Holiday Surcharge: If your booking includes a Public Holiday, a $150 Public Holiday Surcharge is applicable, if you arrive or depart on the Public Holiday or if you require any instructors for this day.
  • We reserve the right to terminate any booking that does not comply with our H&S Policies and Terms & Conditions.
  • Consumables Charges: In the past lodge users had to bring all of their own consumables like cleaning solutions, dishwashing detergents, dish brushes, cleaning cloths, toilet paper, hand paper towels, hand soap, rubbish bags etc. In a bid to play a bigger part in environment care, as of the 1st July 2021, AOEC will provide all environment friendly consumables. A 50c per person per night/day charge applies.
  • Cancelation Policy: Your Deposit is not refundable if a booking is cancelled less than 3 months of intended occupation. For Public holiday weekends and official NZ school holiday weekends this is 6 months. If cancelation is made less than 2 months of booked dates, our minimum night fee of $400 per night booked is payable unless we can rebook those dates within 2 weeks of the booking. An administration fee of $100 will be imposed. If you have a repeat booking for every year or every second year, we require cancelation at least 6 months ahead of time.
  • Covid19 Cancelations: If your booking can’t proceed due to major and unexpected changes of Government Covid regulations, then we can transfer the booking to another possible date, subject to availability or refund your deposit. An administration fee of $100 will be imposed as an “allowable expense”.
  • Payment for occupation must be made by direct credit. An Invoice for your booking will be e-mailed to you after your stay and is payable within 14 days of Invoice.
1. Health & Safety
  • If COVID19 Community transmission is present, there will be an additional $150 COVID Sanitation Fee per booking.
  • Ensure you have read and implement the Health & Safety procedures outlined in the Hazard Register and in the Emergency Action Plan. A copy of these documents are also displayed at the Safety Station in the Lodge Kitchen. You can find copy of these documents on the Booking Information Tab.You will be asked to sign the Occupancy & Safety Log on your arrival.
  • Ensure that pursuant to the Fire and Evacuation of Buildings Regulations 1992, the Evacuation procedure for the A.O.E.C. is operational during the occupation. You can find this in our Emergency Action Plan. This is also available in every building.
  • All Accidents and Incidences must be recorded in the Occupancy and Safety Log or by completing an Accident/Incident Report Form
  • Ensure you bring your own First Aid Kit.
2. Pre-Arrival
  • Please organise a pre-camp/event visit well ahead of time. We are unable to allow pre-camp viewings and visits while the lodge is occupied.
  • A Pre-event orientation is compulsory for any bookings where alcohol is likely to be consumed.
  • If you wish to book any AOEC Activities for your group or require an instructor for any of your activities, this has to be pre-booked with the manager at least 3 months ahead of time to ensure instructor availability. (further information about AOEC Activities and how to plan for your camp can be found here)
3. Arrival
  • Be sure that your estimated time of arrival is known by the manager a couple of days before your arrival.
  • The gate to the lodge is an automated gate. You will receive a unique gate code the week before your arrival. This code is valid from you arrival until your departure. Everyone in your group who is arriving by vehicle needs to have this pin. Be sure to allow sufficient time on your arrival for a Health & Safety brief and orientation from the manager.
4. During your Stay
  • No pets are permitted.
  • No open fires, brasseries or fire works are permitted on DOC land or on lodge grounds.
  • No firearms will be permitted on the property.
  • No smoking shall be permitted inside any buildings.
  • If alcohol will be consumed during your stay, please note that we have a Responsible Alcohol Consumption Policy. If alcohol will be consumed during your stay, this will need to be declared to AOEC Management when making a booking.
5. Departure
  • It’s is the responsibility of the occupant to remove all their rubbish on departure.
  • Buildings and grounds are to be left clean and tidy, as you found them. The refund of your deposit depends on this.
  • You may prefer to book a Departure Clean. Special conditions apply. Please contact our manager to find out more.
6. Damages and breakages
  • All damages or breakages will need to be reported on the Occupancy and Safety Log or to the manager and AOEC will reserve the right to pass on associated costs to the booking holder.
  • The Occupier will indemnify the AOEC against all loss or damage resulting from damage to property or injury to persons occurring on AOEC property during occupancy. The occupier shall recompense the AOEC for all expenses incurred, in making good, any damage resulting from their occupancy.
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