Book Marae for a Hui

Book Hui Forms

Procedure for booking a hui at Otakou Marae

  1. There are TWO forms that MUST be completed and sent

    The Otakou Marae Booking Form (CLICK HERE) must be completed by the person/group wanting to book the hui

    The Otakou Marae Booking Form for Sponsors (CLICK HERE) must be completed by the sponsor

  2. If you are wanting to stay at the marae or have a day hui at the marae you must have a SPONSOR for the hui.

    The Role of the Sponsor:

    The SPONSOR must whakapapa to Otakou

    The SPONSOR needs to preferably be living in Otakou/Dunedin

    The SPONSOR must understand tikanga and kawa on the Otakou marae

    The SPONSOR must have contacts with caterers for Otakou or external caterers

    The SPONSOR must be able to organise Powhiri and or Poroporoaki

    The SPONSOR must have direct communication with the Administration staff at the office of Te Runaka o Otakou

    The SPONSOR must complete the sponsor form before a hui can be booked

    The SPONSOR must forward the Koha to the office as this is separate to the payment

Booking Hui Form










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Costs for Catering

Prices for Ōtākou

APPROVED PRICES – as at Oct 1st 2010

Accommodation$23.00 per person per day
Breakfast$11.00 per person
Lunch$16.00 pp
Dinner$22.00 pp
Morning and Afternoon tea$6.00 pp

Cleaning$80.00

Speakers/PresentersTo be negotiated.
If you need a speaker from Otakou please organise this with the sponsor for the hui.


No booking fee
However if you are a group who are using the facilities and have your own caterers and everything else is organized by your group the cost is
$160 for a half day use of the marae
$320 for a full day use of the marae

Must bring own rubbish bags and remove rubbish. No wheelie bins provided.

*Special dietary needs – please read the menu provided and if there are special needs outside of this menu the caterer needs to be informed a week before the hui and an extra $10.00 per person (depending on the dietary requirements) may be charged

Pricing exclusive of GST
Please be advised that any damages or breakages are payable
This booking can be cancelled at any time and with little notice in case of a tangi

MENU – Ōtākou

This menu may change depending on produce available:

1 breakfast - eggs - tomatoes -bacon or sausages
- cereal -yoghurt -fruit -toast -spreads -juice, tea, coffee

Morning tea -muffins, savouries, biscuits Lunch -Soup and bread rolls -Salad, beetroot, bean salad (another type of salad) - Meats and salad dressing Afternoon tea - Nuts, biscuits, cheese, crackers, hummus Dinner -Roast meat, Gravy, Roast veges and mixed veges -Icecream and fruit or chocolate cake and fruit

*Fruit provided all day

Numbers/Payment

Confirmation of numbers will be required 2 weeks prior to the hui and this is the number that will be charged for. This hui can be paid for prior by cheque or the cheque can be brought to the office or given to the sponsor on the day of the hui. The Koha is separate to the payment.

a)Hui run by whanau for whanau will be by koha only, although we expect that the koha will at least cover the basic marae expenses.

b)Damage to marae property will be charged for.

Please make cheques payable to : Te Runaka Otakou Ltd

Until this completed booking sheet and the sponsors sheet are received in this office your hui cannot be considered as confirmed at Otakou Marae.

Fire Evacuation Rules

YOU ARE REQUIRED TO

  1. appoint a fire warden

  2. have a clear written list of all members of your party.

THE ASSEMBLY POINT IS MAIN GATES ON TAMATEA ROAD IN FRONT OF MARAE

Rules of Otakou Marae

Please ensure that everyone intending to stay in your group is familiar with these rules as they are designed with the marae kawa and your safety in mind.

  1. No alcohol or drugs on the marae or the environs.

  2. Food should be brought directly to the kitchen via the back door after the powhiri.

  3. All baggage should be taken into the marae via the front door.

  4. Visitors are asked to respect the marae atea by not driving vehicles onto the marae. Please use the car parks provided.

  5. Shoes are not to be worn inside Tamatea when mattresses are set out. Slippers or warm socks are a good idea.

  6. No eating or drinking in Tamatea.

  7. Do not place chairs or mattresses in passages or doorways.

  8. No items are to be placed on the windowsills in Tamatea.

  9. Note: Lighting of fires is strictly prohibited unless prior arrangement has been made.

  10. No property belonging to the marae is be removed from the premises.

  11. Any furniture that you need to move in order to facilitate your stay MUST be returned to its original position prior to your departure.

  12. On vacating the marae, the marae buildings and grounds are to be cleaned and left tidy. All rubbish is to be removed from the marae by the hirer.

  13. Tangihanga will take precedence on the marae. This may result in the cancellation of your booking at short notice.

    Note: It is the responsibility of the hirer to contact the Administration Office to ensure confirmation of the booking and that the Sponsor has admitted his or her form to the office.

  14. Parents/Caregivers are to control tamariki. Teach them marae kawa:

    • Not to play in front of wharenui during a powhiri or tangi;
    • Not to run/walk across speakers
    • Not to jump on the mattresses
    • NO sitting on pillows or tables.

  15. Animals are not permitted on the marae. However, Guide Dogs are exempt from this rule. Please advise the Administration Office at the time of confirming your booking.

  16. Swimming in the sea is extremely dangerous – please beware!

  17. Use of skateboards or similar is strictly prohibited on the Marae grounds.

  18. Please DO NOT drape clothing over the heaters to dry. Drying racks are available at the marae for this purpose.

  19. All accidents/injuries are to be recorded on the Incident Sheet provided and the sheet given to the office.

  20. KEYS are to be collected from the Administration Office prior to the powhiri by the Sponsor of the hui. Security procedures will be explained. Responsibilities for keys are explained in the Key Policy attached hereto.

  21. SHOVELS and other tools required by your group (eg for putting down a hangi) MUST BE BROUGHT WITH YOU if they will be needed.