1. Definitions:  In these Terms and Conditions:
    1. “we” or “us” means Goodwin Turner Lawyers Limited trading as “Mediation HQ Professional Meeting Spaces”
    2. “you” means the person/organisation making the booking
    3. “premises” means the Mediation HQ Professional Meeting Spaces situated at Unit B3, 63 Apollo Drive, Albany, Auckland (noting that these facilities are located in, and form part of, the offices of Goodwin Turner Commercial Lawyers).
    4. “fee” means the amount payable for your booking (as advised to you at the time you make your booking, but subject also to any additional fees or charges that may apply in accordance with these Terms and Conditions).
  2. Application: These terms and conditions shall be deemed to have been accepted by you upon making a booking with us.  We reserve the right to amend our terms and conditions at any time, and the terms and conditions which apply to any particular booking will be those accepted by you as part of the relevant booking process.
  3. Booking: Subject to availability, a booking may be made online via our website and the fee shall be paid at the time of booking via the online payment portal.  Please note that following a successful booking, we will confirm that booking by email to you and your booking is only confirmed upon the issue of such an email.  We reserve the right to decline any booking.  If for any reason you do not receive that confirmation email, please contact us as soon as possible to ensure your booking has been received and correctly processed.
  4. Cancellations: We rely on accepted bookings being honoured, and may need to turn away other potential bookings for the same day/time after accepting yours, so please do not make a booking until you are certain you do in fact wish to book with us.  If however, something comes up after you make a booking, which means you need to cancel or reschedule, please let us know asap by email to miranda@goodwinturner.co.nz, quoting the relevant booking name, date of hire, and booking reference number.  If a written cancellation request is made at least 10 working days before the date of the relevant booking, we are likely to be able to rebook the rooms to another party, and so will refund your booking in full (less any credit card fees charged by our bank).   In all other situations involving cancellation on lesser notice, we will not be obliged to provide a refund, but may consider doing so at our discretion based on whether the room in question is in fact subsequently booked by someone else in your place.
  5. Hire times: The start and finish times of any particular booking will be confirmed to you, as part of the booking process.  Please note that if no refund will be given for any unused period of time that you have booked for if you find you do not require the booking for the full time for any reason.
  6. After Hours Access and Security: Our facilities are accessed by pin-code entry panels at the various doorways.  Some of these doors are likely to be unlocked allowing free access during the day, but subject to automatic locking at other times.  If your booking is for a time that commences before 8.30am or ending after 6pm, you will be provided with a PIN code, that allows access during the relevant period regardless whether doors are otherwise locked.  The PIN code will be specific to your booking party, and only active during the time of your booking.  You are required to only disclose that PIN code to persons attending our premises as part of your booking, and your party will be held responsible for any damage caused by persons entering our premises using the PIN code allocated to your booking party.
  7. Parking: Depending on the options you select during the booking process, allocated onsite parking may be included.  If so, your booking confirmation email will include details of the particular parks allocated to you.  Additional parking spaces may potentially be booked separately, subject to availability and at the then applicable rates per park per day.  Please contact us if you would like advice on other local parking options.
  8. Conduct:  Except where otherwise agreed in advance with us, our rooms and facilities are only provided, and to be used, as professional meeting spaces, and in a manner consistent with an office environment.  You agree that you will not do anything likely to cause unreasonable disturbance to any other users of the same or adjacent areas, and will not do or permit anything in our premises or their surrounds which is illegal, immoral, disorderly, offensive, or likely to cause a nuisance to other parties.  We reserve the right to terminate a booking, and require you to vacate our premises, if we consider our terms have materially been breached so as to warrant that step being taken.  In that situation, no refund will be given and we will not be responsible for any other loss you may suffer as a result of the booking termination.
  9. Security: While we endeavour to keep our premises reasonably safe and secure, they are part of a working office environment, and we cannot and do not accept responsibility for any loss or damage of personal belongings.  You will be responsible at all times for ensuring the security of your own belongings (and ensuring that you take them with you when vacating the premises).  If you vacate the premises after the offices of Goodwin Turner Commercial Lawyers have been locked, you will ensure that the lights and air-conditioning, are turned off, and that all doors (including the external doors to the upstairs boardroom if you have been using that room) are closed and secured before you leave the premises.
  10. Provision of Equipment/Facilities and Reasonable Use Policy: We aim to provide a high quality environment, and include certain facilities such as printing, internet and/or coffee-making facilities in particular meeting rooms for your use.  We encourage you to use these as an incidental part of your use of the rooms, but note that to assist us to keep costs down, and ensure the facilities will also be available for others, these are provided strictly subject to a “reasonable use” policy (with what is reasonable to be determined by us if there is any dispute).   We reserve the right to impose an additional charge, which is reasonable in the circumstances, if we consider there has been an unreasonably heavy usage of any facilities or equipment we provide.   Please advise us immediately if any provided equipment is not working as anticipated, and we will use reasonable endeavours to assist you, but we will not be liable, and no refund will be given, if any particular equipment is not available or functioning as intended for any reason.
  11. Damage and/or Cleaning and related Liability: You will be responsible for any damage to our premises or facilities/equipment or any mess caused by you or any member of your booking party.  Any damage of any kind must be reported to us promptly.  To avoid potential issues, please treat our premises, facilities and equipment with respect, follow any reasonable instructions/directions that are given, do not affix anything to the walls, use items other than as provided for, or do anything else which is likely to cause damage or mess requiring attention/remedy.   We expect that when you vacate the rooms, they will be left in a reasonable, tidy condition similar to that which they were provided to you in, and we reserve the rights to impose reasonable additional charges, and/or to recover additional costs or losses we incur as a result of any damage or mess caused by you (or anyone attending the premises as part of your booking group).
  12. Compliance: You are responsible for compliance with all applicable laws and regulations in relation to your booking and the orderly behaviour of your employees, agents, contractors and/or guests.   You will not do anything likely to invalidate or prejudice our insurance policies.  We reserve the right to intervene as we consider necessary to prevent unreasonable risk of harm or damage to persons or property, including, without limitation, adjusting any set up to comply with fire, health and safety codes.
  13. No Subletting: Any booking which we accept from you is personal to you, and you are not permitted to assign or otherwise transfer or sublet any booking to another party.
  14. No Smoking: Our premises, and the development of which it forms part, are non-smoking facilities, and smoking is prohibited both in and around our building.
  15. No animals: No animals are permitted in our building, with the exception of those required or permitted by law (eg: guide dogs) unless with our prior written approval.
  16. Maximum Numbers: The maximum number of persons permitted to attend our premises as part of your booking may be specified in your booking confirmation, but in any event, may not be more than 20 (noting that we reserve the right to restrict excessive numbers of people from entering the premises as we consider necessary to prevent breaches of applicable consents and fire regulations).
  17. Limitation of Liability: You acknowledge and agree that:
    1. To the extent permitted by law, we disclaim any warranties that may otherwise apply, and because our rooms are provided as professional meeting spaces for business purposes, the provisions of the Consumer Guarantees Act 1993 will not apply;
    2. we will not in any circumstances be liable to you for an indirect or consequential forms of loss or damage, including without limitation, loss of profits; and
    3. if for any reason whatsoever we are however liable to you, our maximum liability will be limited to the amount you have paid to us for the relevant booking.
  18. Circumstances beyond our control: Should we be unable to provide for or honour your booking due to circumstances beyond our reasonable control, we will notify you as soon as possible, but are not responsible for any costs, damages or expenses that you may suffer or incur apart from reimbursement of any booking fee you have paid to us.
  19. Law: These terms and conditions are governed by the laws of New Zealand and both parties submit to the exclusive jurisdiction of the Courts of New Zealand.