Terms & Conditions for Hosting a Delegation.

Requests to visit Manukau City Council

Delegations or study groups wishing to visit Manukau City Council should submit an online application 28 days before the proposed visit date.

 The CEO Advisory Unit is responsible for approving all visits from external delegations and study groups. After a visit application has been submitted the CEO Advisory Unit will advise the applicant whether or not their visit can be hosted.

 It is important to ensure as much information as possible is included in the application form.

Visit charges:

Table One: Charges for hosting international delegations

Table Two: Charges for hosting delegations from within New Zealand

Exemptions

Delegations from Manukau's formal international partners are exempt from charges when the visit is arranged through their city council or official counterpart organisation.

Delegations from within New Zealand that come from government agencies or charities will not usually be charged for visits. Other exemptions may apply.

Exemptions are at the discretion of the CEO Advisory Unit.

Catering charge

If catering is required, it is charged to the delegation separately (i.e. in addition to the visit charge).

Conditions:

Visit requests

Visit requests are to be submitted, using the online form, no less than 28 working days before the requested visit date. The council reserves the right to accept or decline all visit requests. If a visit request is made less than 28 days prior to the requested date and the CEO Advisory Unit believes there is benefit in hosting the visit, exceptions to the 28 day rule may be made.

Interpreters

If an interpreter is required, the delegation or agent is responsible for arranging a professional and experienced interpreter at their own cost.

Payments

The CEO Advisory Unit is responsible for arranging an invoice for payment. Payment of the full visit charge, in New Zealand dollars, is to be made by the delegation or agent before the visit where possible. If, because of unforeseen circumstances, the payment cannot be made before the visit, it should be made as soon as possible in accordance with the instructions on the invoice. The payment options are as follows:

• Payment on the basis of an invoice sent by the council to the delegation or agent prior to the visit. Payment of the invoice can be made by cheque or direct debit according to the instructions on the invoice.
• Payment in cash to a nominated representative of the CEO Advisory Unit before the presentation begins on the day of the visit. A receipt will be provided at the end of the presentation or sent by mail after the visit depending on time constraints.

Changes

Following confirmation of the visit, one change of date and/or time is accepted free of charge. Each subsequent request for change is considered at the discretion of the CEO Advisory Unit and, if accepted, will incur an additional charge of 25 percent of the full visit charge. If not accepted, the visit either proceeds as confirmed or is cancelled and the delegation incurs the cancellation charge.

Cancellations

Cancellations received prior to five working days before the visit date incur a charge of 50 percent of the full visit charge. Cancellations received within five working days of the visit date incur the full visit charge. Delegations that fail to appear without notice of cancellation incur the full visit charge. Cancellations are to be received by the CEO Advisory Unit by email or fax. Cancellation fees are only applicable if the cancellation is received after the visit has been confirmed.

Procedure for requests to host a delegation

• The applicant reads the information on this website.
• The applicant completes and submits the online visit request form 28 days before the requested visit date.
• Manukau City Council's CEO Advisory Unit decides if the visit request is accepted or declined and informs the applicant by letter or email within five working days, noting the cost of the visit, if applicable.
• If the visit request is accepted, the applicant accepts the terms and conditions outlined in the letter or email sent by the CEO Advisory Unit within five working days.
• A nominated representative from Manukau City Council arranges the visit programme in cooperation with the applicant.
• Manukau City Council's CEO Advisory Unit sends the applicant an invoice, if applicable.
• The applicant pays the visit charge, if applicable, before the visit date.
• The visit is hosted by Manukau City Council.

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