• 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. The Deposit is non-refundable.
  • Payment of the Deposit can be made by cash, EFTPOS or by bank transfer.
• 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.
• OPERATIONS FEE: All bookings are subject to an Operations Fee, which is separate to the deposit, per-person cost and the Bond. This fee covers the cost of utilities and cleaning. The Operations Fee for functions at Grand on Cathies is $500.
• 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 Finals Pack 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.

• Venue Hire agreements require a $3,000.00 Bond to be paid 14 days prior to the function.
• The Bond is refundable 14 days post function. Any additional costs resulting from excess guest numbers, unsatisfactory kitchen clean-up, damage to fittings, fixtures, equipment, or property due to negligence on behalf of the client/guests/external suppliers will be deducted from the Bond amount prior to being refunded to the Client.
• Children under 5 years old are free of charge, however they are counted in the total guest number.
• Any increase of guest numbers after the Final Meeting and/or during the function, will incur additional fees. Venue Management reserves the right to cancel the function if the number of guests in attendance exceeds safety limits.
• Any decrease of guest numbers after the Final Meeting and/or during the function will not be deducted from the final cost or refunded to the Client.

• 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.

• The maximum duration of the function is 5 hours. A 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.
• 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.

• The Client and/or external suppliers may begin to set-up (bump in) the venue 3 hours prior to the function start-time.
• The Client and/or external suppliers must complete the pack-down (bump out) of the venue 1 hour after the function end-time.
• The Duty Manager will ensure that the venue is set-up per the floor plan approved in the Finals Pack prior to the Client and/or external suppliers beginning bump-in.
• The Client is responsible for placing externally sourced stationery on tables such as place cards, guest favours and menu cards.
• The Client is responsible for coordinating the removal of rubbish and tidying of the venue after they or their suppliers have completed their respective set-up. For example, if a client chooses to bring in external centerpieces and finds that they must move plates and cutlery from the table to place the centerpiece, it is their responsibility to reset all objects on the table to their original position.
• On the day of the function, should the Client request the Duty Manager to organise in-house staff to tidy the venue or remove rubbish brought in by the Client or external suppliers, the Client will be charged $150 per hour required to do so.
• On the day of the function, should the Client request the Duty Manager to organise in-house staff to change the floor plan or accommodate a different list of stylistic arrangements from those agreed to in the Final Meeting, the Client will be charged $150 per hour required to do so.
• The Client is liable for any expenses incurred as a result of damage caused by themselves and/or external suppliers during the set- up or pack-down process.

• 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.

• Entertainment providers such as singers, bands, DJs, dancers, performers etc. must be approved by the Event Coordinator. They are to use the Venue Sound System or connect through our equipment to make sure the level of sound stays at permitted decibels. Bypassing the system is a serious breach. The host will be responsible for any fine issued by the council or other government organisations.   must agree to limit the noise level to 95 decibels, as per the venue sound policy.
• Venue Management reserves the right to alter the volume setting at any time during the function if it exceeds the sound policy or is a matter of safety.
• It is expected that the Client, or the Client’s contracted sound engineer, will immediately address any sound issue raised with them by the Duty Manager. Failure to do so will result in a breach of this Contract and potential termination of the function. The Client may also be charged a fee or lose the Bond.

• 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.

• In compliance with Health and Safety laws, clients and guests are not permitted to enter the Venue Kitchen and/or Bar Areas during functions, unless directed by Venue Management in emergency circumstances. This clause applies to all functions, regardless of internal or external catering arrangements.
• Clients wishing to communicate with chefs or kitchen staff during the function must do so via the Duty Manager.
• Children aged 5 to 12 years old will be charged 50% of the adult price; they will be served a smaller portioned “kids’ meal” which will be confirmed by the Event Coordinator.
• Children under 5 years of age are free of charge. They will be served a smaller portioned “kids’ meal” which will be confirmed by the Event Coordinator.
• The Client must provide any special seating such as highchairs for children.
• For health and safety reasons, dietary requirements will only be accepted for functions that are catered by In-House chefs and have allocated seating plans to ensure accurate plated service.
• The Client must complete and return the dietary requirement list within the Finals Pack to the Event Coordinator 14 days prior to the function date.
• Any increase of guest numbers after the Final Meeting and/or during the function, will incur additional fees. Venue Management reserves the right to cancel the function if the number of guests in attendance exceeds safety limits.
• Any decrease of guest numbers after the Final Meeting and/or during the function will not be deducted from the final cost or refunded to the Client.
• Any requests to amend the dietary requirements list after the Final Meeting will only be accepted at the Chef’s discretion.
• Due to unforeseen circumstances (e.g., supplier shortages), Venue Management may not be able to provide the agreed menu or services. Venue Management reserves the right to adapt the menu or beverages in consultation with the Client. Menus are  seasonal and may change from current menus. They may be subject to price increases.

• 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.

• A $2000 Re - Allocating fee will be charged if the Client wishes to transfer the function date to a different date.
• Requests for date changes must be submitted in writing via email to the Event Coordinator no later than 30 days prior to the scheduled function date.
• The Client must agree with any pricing conditions that arise with this request. These conditions are determined by the Event Coordinator. For example, changing to a day of the week that would typically offer a lower per-person rate than the original function day, may not necessarily be granted access to a lower price. Conversely, changing to a day of the week that has a higher per-person cost than the original function day may incur an additional cost to the Client to cover the difference.
• If the Client’s request is successful, all payments made until the time of the request will be transferred to the new function date.

• Notice of cancellation must be confirmed by the client with the Event Coordinator by email
• In the unfortunate event of a cancellation, related to Covid-19 or otherwise, your deposit will be transferred to a postponed date (subject to availability)
• Deposits are NON-REFUNDABLE
• Cancellations within 6 months of the function date are not eligible for refunds of any payments made up to that point. Cancellations within 12 weeks of the function date will incur a further fee of $4000.
• 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.
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              In the event of a government-imposed Lockdown which extends up to 1 week prior to the function date, the below allowances will be made by Venue Management in relation to the Client’s contractual obligations.

• FINAL PAYMENT: Final Payment may be made 4 to 7 days prior to the function. For Venue Management to honour the per- person price quoted prior to Lockdown intervention, the Client will be required to meet the “Permitted number of Guests” per State Government regulations at the time of the function. Should the Client’s guest numbers fall below the “Permitted number of Guests”, there will be an increase in the per-person cost in order to meet minimum-spend requirements. This cost adjustment will be negotiated and agreed upon by the Client and the Event Coordinator prior to the Final Payment.
• FINALS PACK: Finals Packs may be finalised 4 to 7 days prior to the function.
• DATE CHANGES/POSTPONEMENT: Requests for date changes or indefinite postponement will be approved up to 7 days prior to the function.
• Postponed functions will have all payments made until the time of the request held on credit until a new date is selected.
• For date changes, the Event Coordinator and Client will agree on a new date that aligns as closely as possible with the original function’s parameters such as venue, day of the week and per-person cost.
• NOTE: All restrictions put in place by the Victorian State Government and the Department of Health and Human Services at the time of the function must be strictly adhered to by all guests. Venue Management reserves the right to suspend, terminate or control the function in any way necessary in the event of failure to comply with the rules by guests present at the venue.