Guidance and resources for the day-to-day operation of community-managed Council facilities.
Community organisations play an important role in creating welcoming, active and resilient neighbourhoods by managing many of Council's community facilities.
Whether you are new to managing a facility or have been operating one for many years, this page provides practical guidance, templates and resources to support you in the day-to-day operation of your community facility.
The resources below have been developed to complement your lease or occupancy agreement. They provide practical advice and example templates that can be adapted to suit your organisation.
If you cannot find what you are looking for, please contact the Community Facilities team at infocouncil@ccc.govt.nz or 03 941 8999.
Getting started
If you're new to managing a Council community facility, we recommend reading these guides first.
- Quick start guide [PDF, 392 KB]: A practical introduction to managing a Council community facility, including your key responsibilities, contacts and where to find further support.
- Operating guidelines [PDF, 284 KB]: A comprehensive guide covering governance, health and safety, reporting, maintenance responsibilities, financial management and working in partnership with Council.
Running your community facility
Ideas, good practice and practical tips to help create an active, welcoming and financially sustainable community facility:
- Run a successful community centre [PDF, 349 KB]: Governance, community programming, volunteers, financial sustainability, marketing and promotion, and building partnerships.
Bookings and hiring your facility
Example templates that can be customised for your own organisation:
- Community facility booking form [PDF, 453 KB]: An editable booking application template.
- Terms of hire [PDF, 453 KB]: Example conditions of hire covering bookings, payments, cancellations, responsibilities and facility use.
- Simple hire rules [PDF, 513 KB]: A one-page summary of facility rules that can be displayed within your venue or provided to hirers.
Templates and tools
A collection of practical templates to assist with day-to-day facility management.
- Community facility toolkit [PDF, 349 KB]: Annual compliance checklist, maintenance request guide, example hire fee schedule, maintenance log, incident register, asset inspection checklist, annual planner and other practical templates.
Information about Council facilities
- Information for community organisations and our facilities [PDF, 329 KB]: A reference guide outlining Council support available, facility management information, useful contacts, frequently asked questions, and additional resources.
Lease resources
Where a community group is not an incorporated legal entity, an umbrella agreement may be appropriate.
- Umbrella agreement for unincorporated groups [PDF, 78 KB]: This example template illustrates how an incorporated organisation may hold a lease on behalf of an unincorporated group. Please contact us before using this template, as each arrangement is assessed individually.
