Terms and Conditions

FINALS PACK

• GUARANTEE OF PAYMENTS: The contract signatory is personally liable to pay all money owed in full to Venue Management. Where the invoice has been addressed to another person, company or entity, personal liability remains the responsibility of the contract's signatory.

• DEPOSIT: All bookings are to be confirmed with a minimum deposit of $3000 and a signed copy of this contract. 
  • Payment of the Deposit can be made by cash, EFTPOS or by bank transfer.
  • The remittance of a deposit constitutes formal validation of the contractual agreement
  • The Deposit is non-refundable.

• PER-PERSON COST: Functions are typically charged on a per-person cost basis. This cost will be confirmed by the Event Coordinator with the Client and will cover an agreed-upon list of inclusions and services.

• BOND: Applicable only to Venue Hire functions, a Bond is financial protection for Venue Management in the case of a breach in agreement or additional costs incurred on the part of the Client. The value of the Bond required is $2000, and is separate to the deposit, per-person cost, and Operations Fee, which is paid prior to the function. Further information about the Bond is provided under the heading “VENUE HIRE”

• FINAL PAYMENT: Full payment of the balance owing must be made 14 days prior to the function date.

• MINIMUM SPEND: A minimum spend will apply to all bookings as per the Agreement signed by the Client and Venue Management.
• FINALS PACK: After the Deposit is received, the Event Coordinator will provide the Client with a Finals Pack. This form gathers vital information about the function, per the list below. The Program Overview Document or POD must be completed by the Client and returned to the Event Coordinator 14 days prior to the function.
  • number of guests (adults and children) menu selection
  • dietary requirements floor plan
  • run sheet (event schedule) external catering requirements
  • external supplier information (decorations, performers, photo booths, etc.)

• FINAL MEETING: The Client must attend a Final Meeting with the Event Coordinator 7 days prior to the function. During the Final Meeting, both parties will finalise each section of the Finals Pack. The Event Coordinator must also approve and test all multi-media, such as lists, messages, images, or videos being displayed on Easels, Kiosks, TVs, and LED screens.

• Deviation from details confirmed in the Finals Pack after the Final Meeting may incur additional costs to the Client, as outlined in the remainder of this Contract. This includes and is not limited to increased or decreased guest numbers, the use of unapproved decorations or structures, and exceeding the function duration.

• POST-FUNCTION CHARGES: The Client will be invoiced for any additional charges accumulated during the function, which are detailed in the headings below. The invoice must be paid by the Client within 7 days from the date of invoice.

To be completed TWO WEEKS prior to the function:

• Menu selection - Finalise all selections of food and beverages for the function. Client to provide a complete list of guests who have specific dietary requirements.
• Floor plan (seating) - Finalise placement of tables, chairs, staging, and External Suppliers such as decorations, cake stands, performers, photo spaces, balloons, etc.
• Run sheet (schedule) - Finalise the timeline of the function, from the arrival of External Suppliers, through the live event, to the pack up of any External Suppliers. Main timings to include:
  • Access to venue for set up Arrival of guests
  • Entrance of Bridal party/Special Guests Meal service times
  • Conclusion and pack up
• External Suppliers - Service information of all External Suppliers to be provided by the Client. External Supplier services are subject to approval by Venue Management.
• Finals Pack - Your Event Coordinator will provide you with a Finals Pack to finalise function details, which must be completed and returned.

To be completed ONE WEEK prior to the function:

• Kiosk and TV visual - Client must provide, via email or USB, the image to be displayed (in PNG or JPEG format). Testing conducted in the Final Meeting.
• LED screen visual -Images: Client must provide, via email or USB, the image to be displayed (in PNG or JPEG format) through in-house computer. Montages/videos & music: Client must provide all digital content through personal device. Visual and audible content must not contain any offensive or inappropriate material.
• Testing conducted in the Final Meeting.
• Final Meeting - A Final Meeting will be held between the Event Coordinator and the Client in order to confirm the above-mentioned information.
• NOTE: If the Confirmation Timelines for services stated above are not met by the Client, Venue Management reserves the right to remove or amend the service at their discretion.

Function Duration

• The maximum duration of the function is as agreed start-time and end-time will be approved by the Event Coordinator.
• All guests must exit the venue no later than 30 minutes after the function’s end-time. Pre-booking taxis or shuttle buses for the departure of large groups is encouraged for a swift exit.
• Extension of hours: Additional costs will be charged to the Client if the function continues beyond the end-time, including music, performances, and speeches, at a rate of $500 per half-hour elapsed.
• Venue Management reserves the right to conduct business activities during the day of a function, up to 30 minutes prior to the function start-time. These activities include, but are not limited to, food tastings, client meetings and maintenance.

• External structures and decorations must be installed and removed at the expense of the Client.

• If the Client, or any External Suppliers hired by the Client, wishes to bring in props for additional styling, lighting, vision, or sound into the venue, they must return the venue to the pre-function state. They are responsible for ensuring that all lights or fixtures that are removed or adjusted to accommodate their equipment are replaced in the same configuration and the same condition as it was in prior to the function.

• Decorations and structures must not be affixed to the walls or curtains. The cost of repairing any damage to the venue caused by decorations or styling structures will be deducted from the Bond or charged to the Client.

• Confetti and glitter are strictly not allowed on the premises. Any costs associated with the clean-up of any confetti and/or glitter will be deducted from the Bond or charged to the client at a rate of $150.00 per hour.

• Access to the venue (bump-in) for External Suppliers will be arranged and agreed with your Event Coordinator and confirmed in the Final Meeting via the Finals Pack.

• The Client and all guests must comply with conditions of the venue’s liquor license.

• Venue Management offers Bar Service of alcoholic drinks for 4.5 hours; alcohol service concludes 30 minutes prior to the function end-time.

• Venue Management reserves the right to reduce or refuse service as per the RSA guidelines. Our policy is to serve our guests in a responsible, friendly, and professional manner. Venue staff are instructed not to serve any alcoholic beverages to guests under the age of 18 years, or to guests in a state of intoxication.

• Venue Management reserves the right to exclude or reject any guests from the function or the premises because of drunken and/or inappropriate behavior.

• The Client must provide the Event Coordinator with a copy of the following documents pertaining to any External Caterers, 14 days prior to the function:
  • Name of catering company
  • Name and contact number of head caterer Menu of all dishes being served
  • In-house utensils required for food preparation and food service
  • (Note: The Venue provides Chafing Dishes, but does not supply burners) Public Liability Insurance ~ $20 million
  • Certificate of Registration

• All external caterers must meet with the Event Coordinator and Duty Manager prior to the function, at a time that will be scheduled by the Events Coordinator.

• It is the Client’s responsibility to ensure that the catering company receives all venue-related information, and that all documents are provided to the Event Coordinator 14 days prior to the function date.

• The external caterer is solely responsible for ensuring that food is prepared in accordance with Food Safety regulations and that the Client’s dietary requests are met.

• Aside from certified Caterers, in accordance with the Food Safety Act of Victoria, Venue Management does not permit any food to be brought into the venue or left-over food to be taken out of the venue.

CLIENT AND ASSOCIATE CONDUCT

• The Client is responsible for the behaviour of their guests, suppliers, and any associated parties.

• The Client is liable for the cost of any damage to property or items at the Venue by anyone associated with their function. Costs for damages will be deducted from the bond or charged to the Client.

• The Client must ensure that children present at the function are supervised at all times by parents or guardians.

• Venue Management reserves the right to suspend, terminate or control functions in any way that is necessary to prevent drunk or disorderly behaviour, damage being sustained to the property, or to protect any persons from injury or risk.

• Venue Management is not responsible for any loss or damages of merchandise and personal items left in the premises, including the office, prior, during or after the function.

• Lost property will be held by Venue Management for 7 days after the function. Unless the Client or property owners contact a member of staff in that time frame, lost property items will be discarded.

• When contacted by the Client or property owners, Venue Management will hold the lost property items for collection for up to a further 7 days, unless an alternative date is agreed upon.

• Venue Management is not responsible for vehicles or valuables left in vehicles during the function.

• Venue Management is not responsible for any loss or damage suffered or incurred by the Client or any other person if such loss or damage is due to circumstances beyond the control of Venue Management, including natural disasters and power failure.

• Notice of cancellation must be confirmed by the client with the Event Coordinator by email.

• Whilst Cathies Lane Reception shares in your disappointment, if your function were cancelled, however your deposit  is non-refundable. In the event of a cancellation, a booking fee of $3000.00 will be charged. ( Non - Refundable )

• Cancellations within 6 months of the function date are not eligible for refunds of any additional payments made up to that point.

• Cancellations within 12 weeks of the function date will incur a further fee of $10000.

• Cancellations within 6 weeks of the function date will require a full payment as agreed on page 1 of this contract.

• In the event of an emergency or natural disaster, Venue Management reserves the right to cancel or reschedule the function to a new date agreed upon by Management and the Client.