KAITOKE. 1 INFORMATION PACK 2 - CONFERENCES & EVENTS YMCA KAITOKE OUTDOOR EDUCATION CENTRE OUTDOOR EDUCATION CENTRE

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1 KAITOKE YMCA of Greater Wellington OUTDOOR EDUCATION CENTRE INFORMATION PACK 2: CONFERENCES AND EVENTS 1 INFORMATION PACK 2 - CONFERENCES & EVENTS YMCA KAITOKE OUTDOOR EDUCATION CENTRE

2 WELCOME TO YMCA KAITOKE OUTDOOR EDUCATION CENTRE Kaitoke Outdoor Education Centre (KOEC) has been successfully developing people from all walks of life within its camp programmes since Situated at the foothills of the Rimutaka Ranges, YMCA Kaitoke is just 45 minutes from Wellington CBD or 55 minutes from Masterton. It is set in 38 acres of natural and regenerating bush and accommodates a total of 169 people in cabins, and is soon to include another 60 in our camping village. Guests of YMCA Kaitoke will have the opportunity to use our unique outdoor recreation facilities, farmland, native bush and open fields - ideal for building mind, body and spirit. YMCA Kaitoke Outdoor Education Centre is a picturesque outdoor venue for hire, perfect for community church, music or sports groups or family functions such as reunions or weddings. Kaitoke Outdoor Education Centre is located within an hour s drive of Wellington s CBD and each has a wide range of services to make your stay with us a success. Groups looking for a Wellington venue for hire will find everything they need with options for group accommodation, self-catering facilities, catering services, cleaning services and a wide range of indoor and outdoor spaces to suit any event. Kaitoke Outdoor Education Centre can accommodate a variety of group sizes. Our venue is hired by corporate groups, community groups, family groups, international groups and sports teams, so if you re a group looking for a venue for hire in Wellington, we can help. Money spent on your event at Kaitoke Outdoor Education Centre directly helps the Greater Wellington community. The YMCA is a non-profit organisation that puts its energy into building strong kids, strong families, and strong communities. Your support directly helps support the programmes and services we provide at Kaitoke Outdoor Education Centre for our young people. CONTENTS ACCOMMODATION...3 CHECK IN & CHECK OUT TIMES...3 CATERING...3 MENUS...3 OUTDOOR ACTIVITIES...5 PRICING...6 HOUSE KEEPING...7 CONFIRMATION CHECKLIST INFORMATION PACK 2 - CONFERENCES & EVENTS YMCA KAITOKE OUTDOOR EDUCATION CENTRE

3 ACCOMMODATION Three rows of cabins accommodate a total of 169 people. We supply all mattresses, guests are asked to provide all linen/sleeping bag and a pillow. We can provide linen (subject to availability for an extra charge, please talk to us specifically if you this is you) Hiring charges at YMCA Kaitoke apply to all guests that visit YMCA Kaitoke. Charges cover the use of all facilities, accommodation, power, kitchen, cleaning materials, toilet paper and hand soap. All guests also, have access to cooking, dining, ablutions, outdoor showers, gas BBQ and camp fire areas. For a real camping experience campfire sites are located in two areas within the bush and are available at no charge. Instructors can also be requested to facilitate your camp fire experience at an additional charge. Depending on the time of year fire restrictions may apply. Kaitoke Outdoor Education Centre is 100% Smoke free. Smoking on site is a fire risk and a danger to our facilities. A $250 fine will be added to your bill if any of your group members are found to be smoking on site, this includes all outdoor areas. CHECK IN AND CHECK OUT TIMES Weekday arrival time is from 4pm and departure by 3pm. Weekend arrival times is from 11am and the latest check out time is 3pm. CATERING KOEC has an excellent catering service available to all groups. The food programme is organised by our Catering and Events Coordinator and is ideal for all types of events. The catering team has many years experience working at KOEC and are used to developing a menu to suit individual dietary requirements. We provide three different menu types: Event Menu Plus (Dinner Only) Event Menu (Dinner Only) Traditional Camp Menu (24 hour menu) Please feel free to discuss your meal options when you enquire. We aim to source local produce and grow much of our vegetables in our very own vegetable nursery. Groups have the choice to self-cater or utilise our catering service to provide the meals for your stay. Our kitchen is fully equipped with a wide range of appliances and cleaning materials. There is a daily charge for self-catering groups that use our kitchen. Your group will also need to bring sharp knives and tea towels. 3 INFORMATION PACK 2 - CONFERENCES & EVENTS YMCA KAITOKE OUTDOOR EDUCATION CENTRE

4 MENUS TRADITIONAL CAMP MENU (24 hour menu) $35pp Breakfast Morning Tea Lunch Afternoon Tea Dinner Dessert Cereal, Toast, Spaghetti or Baked Beans, Hash Browns, Sausages Biscuits or Muffins, Seasonal Fruit Wraps or Seasonal Soup with Bread or BBQ Slice or Muffins, Seasonal Fruit Roast Meat & Vege or Macaroni Cheese with bacon or Nacho s or Curry or Spaghetti Bolognese Fruit & Ice Cream or Ice cream sundaes or Chocolate Mousse EVENT MENU $35pp Dinner Entrée s Main s Sliders, Samosa s, Curry puffs, Sausage rolls Roast chicken, Seasonal vegetables (Roasted or steamed), Mediterranean Salad, Vegetarian curry with rice Dessert Supper Seasonal fruit with fresh cream/ice cream, Lemon Tart with fresh cream Cheeseboard EVENT MENU PLUS $45pp Dinner Entrée s Arancini, Sliders (Falafel and Beef), Mini wrap s, Stuffed Peppers, Asparagus wrapped in parma ham, Pizza (mixed), Bocconcini Main s Fish, Roast Beef, Seasonal Roast Vegetables, Mediterranean Salad, Vegetarian halloumi and herb cakes, Vegetarian Curry with Rice Dessert Fresh Fruit Salad with fresh whipped cream, Lemon Tart, Ice cream Supper Antipasto platter, Crackers and pate, Cheese board Notes: Those purchasing the event menu s, if onsite for a period other than dinner time or for additional meals outside of dinner should refer to the traditional camp menu for catering options and pricing for additional meals can be found on Page 7. If you have menu requirements or enquires that differ from significantly from the above menu s, please get in touch with our Events & Catering Coordinator. Custom menus maybe able to be designed and will be priced accordingly. 4 INFORMATION PACK 2 - CONFERENCES & EVENTS YMCA KAITOKE OUTDOOR EDUCATION CENTRE

5 OUTDOOR ACTIVITIES You can include professionally facilitated outdoor activities to build adventure into your event (minimum numbers apply). YMCA Kaitoke aims to provide a safe, stimulating and caring, educational environment where people of all ages can increase their knowledge, awareness, skills and self-esteem. YMCA Kaitoke is committed delivering safe outdoor recreational and personal development opportunities for people of all ages. As part of this commitment we have had our activity safety management system audited and certified through the OutdoorsMark accreditation scheme and provide professional instructors to lead all activities at YMCA Kaitoke. Our instructional staff are also trained in first aid, risk management, behaviour management and child protection. We work hard to ensure your activities are well managed, rewarding and enjoyable. ACTIVITIES IN THE AIR Abseiling Giant swing Tree top trail/ high ropes Super fox Tyrolean Traverse Climbing (May 2018) Abseiling is a skill developed by mountaineers to make a controlled decent down rock faces too steep to climb down without a rope. Best view In Kaitoke. But you have to earn it! Scale the heights, as tall as the trees in fact. 143m of pure fun! High Ropes & Crate Stack coming Jan 2019 ACTIVITIES IN THE BUSH Bush skills Tramp to camp Expedition Challenge Course Outdoor Cooking Mountain Biking Orienteering Team dynamics and leadership skill will be put to test during the creation of a built rope access bridge. Custom built indoor climbing wall with lead capability. Participants will Immerse themselves in nature - stay a night in your shelter!! A great way to begin your Kaitoke experience We can tailor expeditions to suit your group needs including overnight. Test yourself and your group in a serious of Adventure Based learning Activities. Fire and bread. Basic yes, could you survive with flour and a box of matches? Explore the beauty and history of the Rimutaka Incline through this double expedition session Lost? Find yourself in this educational session UHF Radios Copy! Over and Out! Have fun while learning universal radio etiquette ACTIVITIES ON THE WATER Kayak (sit in) Kayak (sit on) Raft building PROJECTILES Designed as a skills session older participants will develop a range of essential kayaking techniques First learn how to paddle, then have some fun! Will your knots hold? Will your raft float? Can your group create HMS Kaitoke? Archery Air rifles Learn the ancient art of shooting arrows Develop responsible firearm skills on the path to finding the best shot 5 INFORMATION PACK 2 - CONFERENCES & EVENTS YMCA KAITOKE OUTDOOR EDUCATION CENTRE

6 PRICING Below is our pricing list for all events (for example: Weddings Conferences, Community group camps) please note our special events include all items on that menu. Accommodation only $25 per person, per night (check in 3pm, check out 9am) Catering Costs See p. 6 for catering information Menu Options Event Menu Plus (Dinner Only) $45 per Person Event Menu (Dinner Only) $35 Per Person Traditional Camp Menu (24 hour menu) $35 Per Person DEPOSIT A deposit of 20% of your estimated booking is payable to: YMCA Greater Wellington within 30 days of making your reservation/pencil booking. Deposits are non-transferable and will be applied by the YMCA towards the hiring charge. Breakfast Morning Tea Lunch Afternoon Tea Additional Meal Options* Dinner & Dessert (Traditional Camp menu) Tea & Coffee Self Catering Self-Catering large kitchen & dining area Self-Catering small kitchen & dining area $9.00 per person $4.00 per person $12.00 per person $4.00 per person $19.00 per person included $ per day or part thereof $ per day or part thereof Facility Hire Upper Conference Space (Rimutaka Room) $ per day or part thereof Lower Conference Space (Tararua Room) Gymnasium $ per day or part thereof $ per day or part thereof Outdoor Activities Activities as per outdoor education (page 4) From $405 for 3 activities for a group of 10 Exclusive use Any group that wants to have the whole Kaitoke facility to themselves (60 minimum 110 maximum) $3000* *conditions apply CHANGE IN GROUP NUMBERS: You will confirm the number of your group upon confirmation of your booking. If you change this confirmed number before three weeks prior to your booking you will be charged an administration fee of $120. Please note if your original numbers guaranteed exclusive use (110) which then drops below this number you will be charged the exclusive use fee of $2000 or for your original number confirmed (whichever is less). If your numbers change within three weeks of your stay you will be invoiced for your confirmed numbers as of three weeks prior your stay. 6 INFORMATION PACK 2 - CONFERENCES & EVENTS YMCA KAITOKE OUTDOOR EDUCATION CENTRE

7 ADDITIONAL COSTS: Additional costs that YMCA reserves the right to charge include: Cleaning charges - should the camp not be left clean and tidy as per the end of stay clean up schedule. Further costs will apply for cleaning of the non-accommodation facilities should that be required. Cleaning can be done for you at your cost, please contact us to discuss should this be you. Special Diets We reserve the right to pass on the cost of special dietary requirements to the groups. Kaitoke Outdoor Education Centre is 100% Smoke free. Smoking on site is a fire risk and a danger to our facilities. A $250 fine will be added to your bill if any of your group members are found to be smoking on site. This includes all outdoor areas. CANCELLATIONS: Cancellations more than 12 weeks before your stay, you will have the deposit refunded, less $120 administration costs. For cancellations within 12 weeks of your visit, your group will not have its deposit refunded. If your group cancels within one month of your stay, YMCA Kaitoke will pass on any losses it has incurred due to your cancellation; such as services booked Prices are subject to change without prior notice. Please ensure you are aware of current charges relating to the dates of your hire period. ALL PRICES ARE GST INCLUSIVE. Surcharges apply on public holidays. Please contact the office for further details. Prices are effective from 1 January 2018 (please note those bookings that have been made with the previous edition of the YMCA Kaitoke booking pack will be honoured at the prices quoted subject to deposit already being paid) Invoices will be issued Three weeks prior to your arrival. Any extra costs accumulated during your stay will be invoiced separately HOUSE KEEPING There are specific housekeeping requirements that all groups need to follow: DURING YOUR STAY Sweep cabin floors daily. Sweep the dining room daily. Clean bathroom areas daily - toilet paper and soap is obtained from YMCA staff. Rubbish - please place all rubbish in the bins provided. There are general waste bins and recycling in most areas. Our staff will empty bins throughout the week, if you notice that a bin is full, please don t hesitate to contact any staff to help us keep a clean camp. 7 INFORMATION PACK 2 - CONFERENCES & EVENTS YMCA KAITOKE OUTDOOR EDUCATION CENTRE

8 END OF STAY CLEAN UP All groups are required to do basic cleaning chores prior to your departure. Please see the list below. Please ensure all rubbish and recycling is put into the appropriate bins. Ensure all windows closed and locked. BEDROOMS Wipe wooden bunks, especially the area between slats. Clean mattresses with hot disinfected water Lean mattresses against wall Lock windows Vacuum the floors, especially the areas under the bunks and remove all rubbish. BATHROOMS Clean toilet pans, seats and cisterns Clean shower trays and soap dishes Clean basins and benches Clean walls Note: All of the above should be done with hot disinfected water Sweep and mop the floors KITCHEN Wipe down all bench tops, shelves and walls Empty and clean oven, microwave, fridge and freezer Sweep the floors with the kitchen only broom Stocktake kitchen equipment. There are clear labels in each kitchen for where our equipment goes. Please ensure the correct amount of equipment is there. Mop the floor DINING ROOM Wipe down the tables, fold and stack them in designated area Stack all chairs Sweep and mop the floor GYMNASIUM & CONFERENCE ROOMS Close and lock all windows & doors Sweep then mop the floor Stack all chairs 8 INFORMATION PACK 2 - CONFERENCES & EVENTS YMCA KAITOKE OUTDOOR EDUCATION CENTRE

9 CONFIRMATION CHECKLIST 6 MONTHS BEFORE CAMP: Make reservation/initial pencil booking Meet with catering event manager 20% deposit must be paid within one month of pencil booking to confirm stay Return completed booking form You will receive a Participant and Supervisor information sheets which will need to be returned for ALL participants and supervisors attending KOEC 6 WEEKS BEFORE CAMP: Confirm catering menu with Catering & Events Manager. 3 WEEKS BEFORE CAMP: Confirm final numbers for your group Return Participant and Supervisor information summary, these cover: Confirmation of dietary requirements Confirmation of any group members pre-existing medical conditions Invoice for confirmed numbers will be sent 1 WEEK BEFORE CAMP: You will receive a phone call from us, checking in with any last information required or needed ON ARRIVAL: YMCA staff will brief your group on arrival An induction to the facilities will be completed with the group organiser Then your group is free to move into the facilities ON DAY OF DEPARTURE: Inform the office of departure time, to ensure facilities are inspected before departure. Complete all cleaning as outlined on housekeeping section Complete and return feedback form Pencil any future booking Invoice for additional expense will be sent. 9 INFORMATION PACK 2 - CONFERENCES & EVENTS YMCA KAITOKE OUTDOOR EDUCATION CENTRE

10 Head Office 67 Pilmuir Street, PO Box Lower Hutt (04) CONTACT US 184 Marchant Road, Upper Hutt Customer Care Administrator Deanna Holman Outdoor Education Programmes Manager Russ Jacobi Caterting & Events Coordinator Matthew Clark 10 INFORMATION PACK 2 - CONFERENCES & EVENTS YMCA KAITOKE OUTDOOR EDUCATION CEN-