Terms and Conditions

TERMS & CONDITIONS

Tentative Bookings - Tentative bookings will be held for a period of seven (7) days. If written confirmation and deposit is not received, all reservations will be released.

Prices - Every attempt is made to maintain prices. Although the prices are current at the time of quotation, they may be subject to change at management’s discretion to allow for variations in the cost of goods, wages and living trends. Upon deposit monies being received, quoted prices will remain fixed.

Deposit Requirements - A deposit of 15% of the estimated cost of the Event is required to confirm the booking. The amount will be applied against the final tax invoices. Until the deposit is received, Ormond Hall management reserves the right to allocate the date to another client.

Minimum Spends - Ormond Hall reserves the right to apply minimum spends where a room is specifically allocated for a function. This amount will be outlined in the confirmation letter were applicable. Minimum spend requirements include food and beverage only, this does not include auxiliary costs. Minimum spend requirements must be settled in advance and in full as per the “Payment” clause below. This includes any functions that may opt to base beverages on consumption rather than an hourly beverage package.

Beverages on Consumption - Please note that beverages on consumption also incur a minimum spend of $5.00 per person per hour. A pre-signed credit card authorisation form will be required to be kept behind the bar until settlement of the account and any excess amount that has contributed to the minimum spend will be deducted from the final beverage account on the day.

Payment (Corporate Customers) - Following the receipt of the deposit the outstanding balance is payable five (5) business days prior to the Event date. Any additional charges incurred during the Event will be invoiced by Ormond Hall at the conclusion of the Event, payable within seven (7) days of the invoice date.

Payment (Private Customers) - Following the receipt of the deposit the outstanding balance is payable five (5) business days prior to the Event date. Any additional charges incurred during the Event must be paid by the client at the conclusion of the Event, in full.

Surcharges - A surcharge is applicable if the duration of the event is altered on the event date or during the event. The duration of the event can only be extended by the client in consultation with Ormond Hall management.  A surcharge of 15% will apply on food and beverage for functions booked on public holidays/special days.

Event Details / Final Numbers - Requirements for estimated number of guests, menus, beverages, audiovisual, entertainment, room set up, start and finish times is required in writing within fourteen (14) working days prior to the Event.Confirmed final numbers must be received in writing (5) days or (120) hours prior to your Event. Failure to do so will result in the full charge of the original estimated numbers. Variations to confirmed numbers that are minor can be accommodated up to three (3) days or (72) hours in advance of the Event in writing. If an Event is confirmed and then changes date(s) it is treated as a cancellation. Please refer to the cancellation details below.

Cancellation - All cancellations must be notified in writing and the following terms apply -  In the event of a cancellation of a confirmed booking by the Hirer, made 60 days or more before the Function Date, a cancellation fee equal to 50% of the Deposit will apply. Cancellations between 30 – 60 days prior to the Event will be charged the equivalent to 20% of the total estimated value of the Event. Cancellations between 15-30 days prior to the Event will be charged the equivalent of 50% of the total estimated value of the Event. Cancellation 14 days or less prior to the Event will be charged the total value of the Event as a cancellation fee.

Client Liability and Responsibility - The person(s) or organisation listed as the Client shall be liable in full for all costs and charges raised as a result of the agreed booking. The Client is required to inform all relevant persons involved in the organising of the Event of the Terms and Conditions.

Client Obligations & Objectionable Persons - It is understood that the Client will be responsible to ensure the orderly manner of their guests. Ormond Hall reserves the right to exclude or eject any persons from the event or the premises without liability.

Liquor License & BYO Policy - In accordance with the Liquor License Regulations all functions at Ormond Hall are to conclude by 1.00am. On Sundays and Public Holidays functions are to conclude by 11.00pm. No food or beverage of any kind is permitted to be brought into the Venue by the client or guests of the client for consumption by the client or any other guest with out prior approval from Ormond Hall. Function extensions are granted at the discretion of the Venue Manager on duty.

Entertainment - Ormond Hall welcomes clients wishing to supply their own music, our in-house system can easily accept Ipod or MP3 players. No access to Ipod or MP3 players during the Event are possible, therefore playlists should be set up and ready to go. Any light jazz or acoustic pieces are also permitted in the function space. We do insist that bands keep the volume to a reasonable level. Sound checks must be done prior to the function and all groups must be set up ½ hour before the function is due to start.

Noise Control - Ormond Hall reserves the right to control the level of music and noise throughout the duration of the function. If at any time, Ormond Hall believes the function will be detrimental to the future operation of the venue, or negatively impact upon the reputation of the venue, Ormond Hall reserves the right to cease service.

Insurance - Ormond Hall will not accept responsibility for damage, or loss of merchandise left on the premises prior to, including delivery, during or after the event. It is the client’s responsibility to arrange and take out the necessary insurance.

Damage and Loss - Clients or client’s guests, outside contractors, invitees or other persons attending an event are financially responsible for any and all damages sustained in any part of Ormond Hall.

Security - A security charge and bond may apply for some Events. In the case of security being required at an Event, the cost of contracted security will be borne by the client.

Cleaning - General and normal cleaning is included in the cost of the room hire. You may incur additional charges in instances where an Event has created cleaning requirements that are considered to be over and above normal cleaning.

Premature Termination - Ormond Hall management shall be entitled to cancel the contract without notice if the following apply. The client fails to fulfil any of its obligations laid down in the contract. The client alters the purpose of the function without the approval of Ormond Hall. If Ormond Hall becomes aware of conditions whereby the event could jeopardise public safety or order, or potentially involved an unacceptable risk of personal injury or damage to property.

Displays/Signage/Decorations - No items are to be nailed, attached, stapled, blue tacked or glued to any wall, door, or other surface or part of the building. All signage must be approved by management prior to the event.  A cleaning fee of $150.00 applies when confetti, streamers, sequins or rose petals are used throughout the Venue.

Suppliers  - Ormond Hall has preferred suppliers for audio visual, lighting, production and like requirements. Should the client wish to use alternative suppliers, a detailed brief will need to be submitted to Ormond Hall at least thirty (30) days prior to the event date.

Outside Contractors - Any event that requires outside contractors organised by the client require approval of plans by management prior to the event. All outside contractors must liaise with management in all matters of delivery, set up and break down. Individual Public Liability Insurance must be provided by all outside contractors.

Set Up / Break Down - Ormond Hall requires the number and names of people involved with their expected times of arrival, equipment requirements and a detailed floor plan, to be confirmed with management at least 5 days prior to event date. 

Venue Access - Clients or client’s guests, outside contractors, invitees or other persons attending an event may have access 1 hour before and after the agreed starting and finishing times of the function. If additional time is required an application must be made with the Venue at least five (5) working days before the event. A fee will apply and is based on availability.

Credit Card Payments - We welcome Visa, MasterCard, Diners Club and American Express. Please note that credit card payments over $2,000 will incur a 2% surcharge for Visa & MasterCard and a 4% surcharge for Diners & American Express.

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