Conditions of Booking

Public Performance Licensing:

Did you know it is a legal obligation to obtain a PPL when screening a film in a public space? The fee for this licensing can vary depending on the Distributor. We can source the licensing on your behalf with all fees going directly to the Film Distributor.

Event Management Services:

Want your event to have the WOW factor? We can take your event to the next level with our professional event management expertise. Offering competitive rates, talk to our Cinema Coordinator regarding a quote for your event.

Venue Fees & Film License Sponsorship:

Applications are available for partial sponsorship of film licensing and venue hire for Charitable Trusts, Fundraisers and some case-by-case private events.

For further details, email cinema@theincubator.co.nz with a brief synopsis of your event, including name of organisation, ticket pricing if applicable, and any additional costs of your event. Please include Event Sponsorship in the email Subject bar.

Once your date has been booked & this form has been completed:

An invoice will be emailed, to be paid into bank account 06-0433-0478552-03 using the event date as reference details.

The payment must be received within 2 weeks prior to your event, unless otherwise negotiated with Village Cinema management.

Conduct:

The Incubator is proud to call the Village our home and we stipulate up front that this is not a place for abuse, drunken behavior, drug use or damage to property, either ours or the Village grounds.

We will not tolerate any of the above behaviors and security measures will be used without hesitation.
Please take the following into consideration at your event:

All trash must be taken away with the guests at the end of the show.
No drinking of alcohol, including outside the direct proximity of The Village Cinema unless within Liquor Licensing regulations.
There is to be no smoking within any of the buildings within the Incubator Creative Hub or in or around the Village Community Cinema. The Village by day is a family clean place and we do not want smokers ruining it for families and other visitors.
Respect for other tenants- as its name suggests, The Village, there are other tenants and organisations operating and we ask that when walking around the Village your guests are mindful of other events and gatherings. There are 2 CCTV cameras feeding directly back to the Tauranga City Council, so any drunken, illegal behaviour will be on TV.

Cancellation Fees:

Events cancelled within 7 days will incur a 30% cancellation fee.
Events cancelled within 48 hours are not refundable.

If we are co-promoting your event you will need to provide:

Social media graphics (JPEG poster and Facebook tile) so we can help to promote you if this is necessary.

We will set up an event page for your event if needed and share via our vast social media outlets.

All flyers and events held at the Village Cinema must feature The Village Cinema logo – This can be downloaded directly from our website https://www.theincubator.co.nz/the-village-cinema

The poster marketing graphic must be to a reasonable graphic design standard.

We are a volunteer organisation so if you have a publicist or are able to provide a great press release it is very helpful. If not, please can you provide some answers in the booking form below.

Marketing:

The Incubator provides a designed poster Instagram tile, Facebook event & tile, What’s On Tauranga, Creative BOP & Eventfinda promotion (on request), which we will share on our social media platforms (with over 11 000 followers) & website, in the lead up to your event.

The Village Cinema logo is to be displayed on all marketing collateral and https://www.facebook.com/thevillagecommunitycinema/

and https://www.instagram.com/thevillagecommunitycinema/

is tagged and mentioned in all your social media.

Village Cinema AV Equipment:

Important to know:

The Village Cinema A/V equipment operates 1080p 60hz

The A/V system will accept 4k 30hz. Peak performance runs at 1080p, with USBC having the potential of resolutions being too high.

Projector

Panasonic PT-RZ570
1-chip DLP ‘laser’ projector
5400 lumen brightness
2,304,000-pixel (1920 x 1200) HD resolution • 20,000:1 dynamic contrast ratio

Projection Screen

Grandview 180” fixed screen • 16:10 aspect ratio

Touch Control Panels

RTi 2.8” fixed RTi iPad licence for full function wireless system control Wall mounted ‘Touch Panel’ System controller
Launchport iPad wall mounted inductive charger and sleeve

Amps

3x Behringer iNUKE 3000 series power amplifiers with built-in DSP

Speaker System

Community Commercial 7.1 Channel Speaker System Comprising: -
2x Community V2-28 front left & right speakers • 1x Community V2-28 centre speaker
2x Community V2-6B rear surround speakers
2x Community V2-6B side surround speakers
1x Community VLF208LV sub-woof
DCP’s (Digital Cinema Packages) are not compatible with the cinema A/V equipment.
If using your own Mac computer, we recommend you use your own compatible HDMI adapter.
For events using HDMI, it is a requirement to schedule an A/V check pre-event with Cinema Management.

VENUE COSTS:

FUNDRAISER/CHARITABLE TRUST VILLAGE CINEMA VENUE HIRE

Inclusive of cinema staff and use of A/V equipment

Minimum Hire (half day up to 4 hours): $215.00 +gst

Full Day Hire (up to 8 hours) $430.00 +gst

Administration fee: $50.00 +gst

Additional hours if required: $55.00 +gst per hour

Bond: $100.00

Film License: $125.00 - $200.00 +gst per film

*Cost is dependent on Film License Distributor

PRIVATE EVENT/ NOT FOR PROFIT VILLAGE CINEMA HIRE

Inclusive of cinema staff and use of A/V equipment

Minimum Hire (half day up to 4 hours): $240.00 +gst

Full Day Hire (up to 8 hours) $480.00 +gst

Administration fee: $50.00 +gst

Additional hours if required: $65.00 +gst per hour

Film License: $125.00 - $200.00 + gst per film

*(Cost is dependent on Film License Distributor)

COMMERCIAL &/or GOVERNMENT ORGANISATION VILLAGE CINEMA VENUE HIRE

Inclusive of cinema staff and use of A/V equipment

Minimum hire (half day up to 4 hours) $340.00 +gst

Full day hire (up to 8 hours) $680.00 +gst

Administrative Cost: $50.00 +gst

Additional hours: $85.00 + gst per hour

Film License $125.00 - $200.00 +gst per film

*(Cost is dependent on Film License Distributor)

Pricing continued:

Onsite cinema staff, the use of the cinema AV equipment, cinema tables, tablecloths and additional chairs, are all included in the venue hire cost. Additional external equipment can be hired separately on request.
An Incubator Village Cinema team member will meet you at the cinema for set up on the day of the event and talk you through the Health & Safety requirements and ask that you announce this to your guests. They will also assist you with any queries and AV support and will be onsite for the duration of your event.

For events using HDMI, it is a requirement to schedule an A/V check pre-event with Cinema Management.
Unless prior arrangements have been made with the cinema manager, you will be invoiced before the date of your event.
An evaluated case-by-case Bond will be paid in advance of all events, to be held by The Incubator. The cost of bond will be between $100.00 - $300.00, dependent on the event, evaluated by Incubator management. Bond will be reimbursed accordingly upon final inspection of the Village Cinema by The Incubator, within 7 days post-event.
Please note the cinema can host up to 60 people, including organisers and helpers at your event (but excluding cinema staff)