Giving Back
not for profit programme at flaxmill
Flaxmill is owned by Big Toe Foundation (BTF)
As part of its philanthropic activities, BTF supports those who support others. We do this by providing reduced rates at certain times of the year, to approved groups that are doing ‘good work’ – charities, churches, non-profits or social enterprises. So they can:
- Have time out and recharge in a 4-star environment (including staff and team members)
- Have access to highly maintained, quality conference and accommodation resources
- Where mutually agreed, provide the opportunity for a group to support their own clients
Not For Profit (NFP) Programme
A group or organisation first needs to apply for registration with BTF and be accepted into the NFP programme.
Once accepted, a reduced rate is made available for bookings from 1 April to mid-December each year (excluding Easter and public holiday or popular event weekends) under the Framework and Special Conditions set out below.
Framework & Special Conditions
- Eligible groups registered and accepted through Big Toe Foundation (BTF) are offered direct access to Flaxmill’s ‘NFP rates’ for stays within the date range 1 April to mid-December (excluding Easter and public holiday and popular event weekends). For 2024 this is up until Friday 13th December.
- Registration acceptance is given at the sole and absolute discretion of the Trustees of BTF. A group remains registered until either party (for any reason) advises in writing that they are withdrawing from the arrangement.
- For groups/organisations – access to these rates is given to; the group, their team members and (in some circumstances where mutually agreed) their clients, under the special conditions below.
- Team members are defined as employees, fieldworkers and volunteers who are actively and regularly working for, or on behalf of, the registered group. The status as a team member or client (if applicable), will be verified when a booking is requested.
- Access to these rates is given to eligible bookings only, this cannot be transferred to family or friends. We reserve the right to deny access to these rates and/or cancel a booking if we cannot confirm this eligibility.
- This framework and special conditions is subject to change at any time.
- Read our FAQs for more information about NFP bookings.
Aside from the ‘Framework & Special Conditions’ for this programme, all bookings and payments are subject to availability and Flaxmill’s Rules of Occupancy and Terms and Conditions.
- NFP Rates are based on a 50% reduction of Flaxmill’s equivalent rack rate for stays within the eligible date range set above.
- Stays outside these dates will be at the standard applicable rack rate for the season (no reduction will apply).
- Rates include GST and are subject to change.
- There is a minimum stay of 2 nights, up to a maximum of 14 consecutive nights.
- There are no special rates provided for campsite bookings. Standard applicable rack rate applies.
- Special rates are available for the Event Centre for a group’s operational needs where 3 or more Houses are booked. These rates are not available for team member or client stays (standard rack rates will apply). Event Centre rates are based on the size of the group attending and are seasonal.
- Catering costs, food, travel or additional services (if applicable) are not included in any rates. If applicable, the relevant costs will be paid directly to the service provider.
- Booking requests must be made in writing and made, referred, or authorised, by the nominated Authorised Contact of the registered group.
- Stays for team members (or clients) are limited to bookings of one House or one Cottage at a time, unless special dispensation has been granted by the BTF trustees.
- For team member (or client) bookings, the House Rate covers the first 2 people with additional guests charged as extras – max. 6 people per House.
- For Non-Exclusive events, the Event House Rate is set at a minimum 4-people rate (regardless of the number of occupants) with additional guests charged as extras – max. 6 people per House.
- For Exclusive Use bookings, the Event House Rate is set at the full house rate for up to 6-people.
- For Exclusive Use bookings requiring additional accommodation capacity, a limited number of campsites may be made available (at standard rack rate). These are accepted at Flaxmill’s sole discretion.
- All credit card payments incur a 2% surcharge.
- A minimum 10% deposit is required to secure a booking. Deposits are non-refundable unless special dispensation has been given by the BTF trustees. They may be transferrable to another booking if the minimum notice period is given – refer Flaxmill’s Terms and Conditions for our cancellation policy.
Our offer to you
- Deluxe accommodation at reduced rates for eligible groups and their team members
- A peaceful environment to recharge, heal or spend family time
- Located in the beautiful Flaxmill Bay near Cooks Beach, within 2.5 hours from Auckland, Hamilton or Tauranga
- Conveniently located near many regional highlights
- A modern Event Centre with cooking and dining facilities for your self-catering options
- Stunning grounds for group activities, team building or recreation
Not For Profit Booking Requests
Tell us about your stay or event/function on the request form below. Once we have received this, we’ll be in touch to discuss availability and confirm costs. If you know your organisation ID, and this is not an event, you can also Book Online.
NOTE: Bookings made under the NFP programme are subject to the Framework and Special Conditions noted above. Your organisation must be registered with Big Toe Foundation to make a booking under these rates.
Have questions? - See our FAQs below
The rates are made available to help subsidise your use of the facilities at Flaxmill (applicable to bookings 1 April to mid-December, excluding Easter and public holiday or popular event weekends). This can be for:
- Refreshing getaways or respite breaks in Flaxmill’s Houses and Cottages for your team members and (where mutually agreed), your clients
- Small group meetings or courses utilising the accommodation plus our Event Centre facilities (if required)
- Larger ‘Exclusive Use’ retreats or courses that require full use of all the accommodation, Event Centre facilities and the beautiful grounds at Flaxmill
Yes! We wish to recognise the valuable work that your whole team does in this sector. Team members are granted access to these rates for their own personal accommodation stays (not personal events) under the same framework and terms. This is limited to one House or Cottage per booking and cannot be transferred to friends or family. Team members are defined as employees, fieldworkers and volunteers who are actively and regularly working for, or on behalf of, a registered organisation.
A team member booking request needs to be made (or approved) by the nominated Authorised Contact for your organisation, but once approved, Flaxmill will deal with the team member directly to arrange the finer details of their stay.
Flaxmill has 2 Accessible Houses onsite. These Houses are fully accessible for people in wheelchairs or with reduced mobility. Each has a hard stand parking area with access to the deck via a wooden path. They have wider doorframes, handrails and a roll in shower in the main bathroom, plus a wheelchair friendly kitchen layout.
In order to make this opportunity sustainable, a minimum of 2 nights is required for all stays and events (up to a maximum of 14 consecutive nights).
Once your organisation/group has registered and been accepted into the programme, you can make a booking request using the form on this page. Bookings must be requested (or get approved) by the Authorised Contact of your organisation. Flaxmill will then contact you to discuss your requirements and confirm cost and availability of your preferred dates.
NOTE: For team member bookings – if your organisational email address is used (not your personal one), this will speed up your booking request.
NFP Rates are based on 50% off the equivalent rack rate for dates within the eligible range.
For events/functions, you may have some unique requirements, so a formal quote will be given once a booking request is made and all details are finalised with the team at Flaxmill.
Please contact us if you need to make changes to your booking. For Events, Flaxmill requires a minimum of at least 30 days’ notice of any alterations that will affect your booking total as invoiced. Increases in guest numbers may be accepted subject to availability and the booking cost altered accordingly. Requests should be made (or approved) by the Authorised Contact of your organisation.
Quality bed linen, towels and all cleaning equipment are provided in the accommodation. Please bring any food supplies you need with you as there are limited options available in the area. There is a full supermarket enroute at Tairua and a general store in Cooks Beach. There are also 2 full supermarkets located in Whitianga. Coffee, tea and beverage supplies are not provided in the Event Centre so we ask that you please bring your own.
Includes the use of the Event Centre for the purposes of group meetings and/or as a space for communal dining. Rates include the use of A/V system, wi-fi, electronic whiteboard and pens, speaker lectern, water jugs and glasses plus dining facilities (crockery, cutlery and glassware) for the number of people in your group. Use of the central kitchen and our on-site catering equipment is provided, however unless Exclusive Use has been booked, this will be on an equal shared basis with other staying guests.
In addition to the Houses and Cottages at Flaxmill, there is a “sleeper” Cabin on site which can accommodate an extra 1-2 people in a bunk bed configuration. This can provide additional accommodation for large events (often used for caterers or helpers). The Cabin provides sleeping accommodation only and guests use the communal central facilities (directly opposite).
Flaxmill has no inhouse catering. We have found many groups choose to bring their own food and self-cater within their team or bring a dedicated caterer with them to stay on site. Smaller events have used the fully equipped kitchens (or BBQs) in the Houses or dined at local establishments. Larger events have utilised the central kitchen and communally dined together in the Event Centre.
We do have fabulous local caterers we can introduce you to if you do require more formal catering options. Catering is not provided for under this programme and will be payable directly to the relevant service provider.
This package gives you use of all the guest accommodation available on-site as well as full use of the full Event Centre, central amenity block, on-site catering equipment and communal dining facilities. No other guests will be on site other than the attendees of your event and the grounds are freely available for your timeout or team building activities.
Up to 74 people (twin-share) can be accommodated in the Cottages and Houses. With the addition of the sleeper Cabin, Flaxmill can provide accommodation for a total of 76 people (twin-share).
As an additional bonus for Exclusive Use events in the warmer months, if required, a small number of campers may pitch their tents or bring their campervans (subject to prior approval by Flaxmill’s Managers). Campers will use the communal facilities in the central block and are charged on a per person per night basis applicable to the season (no discount applies to campsite bookings).
Sometimes events have additional requirements which incur an extra cost to Flaxmill. While we try our best to be as flexible as possible, in order to remain sustainable at a 50% discount, some additional costs may be on-charged (examples below):
- Servicing of units during your stay (i.e. linen changes where new guests are coming in to a unit) – these will incur a cleaning fee
- Late accommodation check outs (after 10am)
- Early accommodation check ins (before 2.30pm)
- 10% of the total quoted rate is payable as a (non-refundable) deposit to secure the NFP booking
- For events, final numbers, room configurations and final balance is due 30-60 days before the arrival date depending on the size of your group
- Bank transfer to Flaxmill’s account is advised as credit card payments incur a 3% surcharge
A request must be made in writing from an authorised person at your organisation with the details of the change. We will verify any change requests.
