Below is a outline of our Terms & Conditions. When you wish to book your Wedding, you will be sent a current and up to date Terms and Conditions that will become the terms of your contact - the terms and conditions of the contract you sign might be different to the below, but what you sign will be your terms even if the content on our webpage is different.

Terms & Conditions - Contract for Wedding Function

Abbey of the Roses

TERMS AND CONDITIONS CONTRACT FOR WEDDING FUNCTION

A wedding is a very special and personal event. To ensure the planning of your wedding and your wedding day runs as smoothly as possible we want to be you to be aware of our terms and conditions and ask that you read through this carefully. If you have any questions please don’t hesitate to contact us so we can clarify.

During the planning stage there a number of decisions that need to be made and more often than not changes are made as time progresses and you discuss plans with each other and family members.

To ensure any changes or confirmation of the event that we discuss are followed, we will confirm them to you via email (or by post if you don’t have an email address). If after making changes or emailing us to discuss your special day, at Abbey of the Roses, you do not receive a confirmation email of the discussion within 3 working days, please ensure you follow up the discussion/correspondence to ensure that the change requests have been received, understood and made to avoid any upset on the day if directions where not received or understood.

We have covered below in our ‘terms and conditions’ most of the questions we get asked at some stage during the wedding planning process, some things you might not have thought to ask in the early stages but, we have tried to cover the most asked topics.

Once signing the following bookings page you are accepting that you understand and accept all these conditions as well as our House Rules policy and confirm the wedding plan details.

We ask that if the Bride and Groom are not responsible for payment of the wedding then the person who is responsible reads these pages and also signs their acceptance of the terms and conditions.

If the person responsible for payment of the wedding does not pay the account, the Bride and Groom will then be jointly responsible for paying the account and claiming it off the person responsible for paying.

CONFIRMATION OF BOOKING

Tentative bookings can be held for 14 days with a refundable $400 deposit if you change your mind at any time in these 14 days. After the 14 days a signed contract together with a further deposit of $1000 and approximate numbers attending is required to confirm your booking. If the deposit is outstanding past the due date or we do not receive your signed contract, the booking may be cancelled without further notice.

Your deposit CAN NOT be transferred to another date – change of dates will result in cancellation policy fees, as per below, even if the Abbey secures another booking or event for that date, so please be sure of your dates.

CANCELLATION POLICY

Notification of cancellation MUST be in writing via email or post. We will acknowledge receipt and acceptance of your cancellation via email or post within 3 working days of receiving your correspondence. When we confirm receiving your cancellation the date in question will be made available for another function or event to enable the Abbey of the Roses to hopefully secure another function. Whether or not another function is secured cancellation policy is as per below.

No payments/deposits are transferable to another date or another event.

If you cancel your booking in the initial 14 days for any reason, you will receive your full $400 deposit back.

If you cancel your booking anytime after the 14 days, you will forfeit your initial $400 deposit plus the following

50% of the $1,000 payment/deposit will be refunded if cancelled 180 days prior to the event.
20% of the $1,000 payments/deposits will be refunded if cancelled 90 days prior to wedding.
No refund of any payments/deposits made as per this contract, will be refunded, transferred or credited to another event if cancelled within 90 days of wedding date.

Should the Abbey of the Roses cancel your wedding reception for any reason whatsoever – you will receive a full refund of any payments or deposit you have paid to us for this event – including your initial $400 deposit. You will however not receive any remuneration or compensation of any sort, including but not limited to - you or your guests or any third party having to cancel accommodation, travel, travel expenses, difference in booking another venue, loss of deposits or other payments due to other suppliers or third parties due to the Abbey being unable to hold your event etc.

PAYMENTS

A $400 holding deposit is payable to hold a specific date for up to 14 days – if you cancel or change your mind for any reason in this 14 days you will receive a full refund of $400.

To confirm the booking after the 14 days a further $1,000 and a signed contract is required to secure the date.

90 days prior to wedding date a further $1,000 is required to hold your booking.

60 days prior to wedding date a further deposit, bringing the deposit amount up to 50% of expected total account is required.

10 working days prior to wedding date a full balance of expected total account (excluding extras) is required.

Any extra charges made to your account, including but not limited to, extra cleaning and any charges incurred for damage by guests attending the wedding will be invoiced to you.

A 15% surcharge on all food and beverage applies to public holidays and will be added to your final account.

A 1% surcharge will be added if paying by Visa or MasterCard. Sorry we don’t accept Diners or AMEX cards

Final amount of any charges made to your account are due prior to leaving the Abbey, if it is not it needs to be paid within 10 days of receiving our invoice

CONFIRMED NUMBERS

Upon booking your wedding you will have been required to give an approximate number of guests you are expecting to attend.

60 days prior to wedding date we require a more precise number attending and confirmation of which package you have chosen.

10 working days prior to your wedding date we require a final number of guests attending your function this can be up to 10% different to the last numbers confirmed, any changes to the menu along with special dietary requirements needs to be confirmed and finalized and seating plans sent to us at the same time.

You may adjust your final numbers by a further 10%, of last confirmed number, 5 working days prior to your wedding day and this will be the minimum number you will be charged for. If we do not hear from you to the contrary, you will be charged the last confirmed numbers quoted.

Please note:- Some days or packages have a minimum spend or minimum numbers quoted for a specific package or per head price. Should your numbers or minimum spend fall below these requirements when you confirm numbers, you will still be charged the minimum spend or numbers for the day or package, which ever is greater – NOT the final numbers you give us.

MINIMUM SPEND

A minimum spend of $6,000 is required to hold a wedding in the Long Room on a Saturday night or Sunday night of a long weekend. Should your final account be below $6,000 you will still be billed and liable to pay for $6,000 unless otherwise agreed to in writing. Minimum spends on Friday or Sundays (other than public holidays) will apply – please enquire.

Other nights or packages may also have minimum spend – you will need to pay which ever is the greater dependant on your choice of package. For example, if you book a package that is $140 per person for a minimum of 80 guests and this changes to 76 guests at anytime, you will still be charged for the 80 guests.

HOUSE RULES

Abbey of the Roses has its own set of House Rules. Please read these as upon confirming your booking you are accepting that all your guests are bound by these rules and if they don’t adhere to them we may unfortunately have to ask them to leave. There will be no remuneration or compensation to any persons asked to leave due to breaching any of these rules or terms and conditions in the terms set out on these pages or liquor licensing regulations.

Our contract is with you and as such, any damage done by your guests will be chargeable to you and left to you to get reimbursement off whoever you find did the damage.

DURATION

The times and duration of the event cannot be extended unless at least 14 days prior to the wedding it has been confirmed by the Abbey of the Roses in writing, plus any extra charges for the extension have been paid for with the final payment 10 days prior to the wedding. Sometimes it is not possible to extend function times due to other bookings or unavailability of our staff.

It is your responsibility to ensure that your function starts at the correct time. Should you be late starting your function it does not mean it can run overtime.

GUESTS & DEPARTURE TIMES

For security and safety, only persons who are checked into stay overnight at the Abbey are allowed past the function room door and upstairs. The function door to the rest of the house will be closed and guests who are not staying at the Abbey will be asked to only use the access door through the verandah of the function room and toilets at the end of the verandah.

If the wedding is in the evening please note due to liquor licensing laws there can be no extension past 12pm unless discussed at time of booking and a special license is approved by liquor licensing. Please refer to heading ALCOHOL SERVICE / LATE LIQUOR LICENCE

If you have an evening functions that finishes at 12PM

Bands and music needs to cease by 11.00pm – unless later times is a part of the package you book.
Bar will close at 11pm on Friday night and 11.30 on Saturday nights.
All guests of the wedding, who are not booked into the Abbey for the night, need to have left the premises prior to midnight on the night of the function & in house guests retire to their rooms – sorry, no exceptions.
For the enjoyment, respect, comfort and security of all persons sleeping at the Abbey, including other guests and the family who live here, it is house policy that all guests retire to their rooms no later than 12pm and no one, other than guests, are invited into the house past the function room or upstairs.

PRICES

Prices are valid for any weddings booked that occur during 2012 – excluding public holidays which as stated above incur a 15% surcharge. Menus might increase by up to 10% for weddings booked in 2013-2014. If our prices do increase prior to your wedding you will be informed at least 3 months prior to wedding date. Tailor made package prices are valid for up to 30 days from being written, subject to availability of date and may also incur up to 10% if a 2013-2014 wedding date.

If full payment of any wedding package has been made prior to any price increase made by Abbey of the Roses you will not be charged for any increase if your wedding package increases. This however does not include any extra charges incurred by outside suppliers that we or you may have organized, including but not limited to marquees, photographers, car hire, alternate accommodation, flowers, DJ’s and cake makers – any increase in these charges will be passed onto you.

HERITAGE RESTRICTIONS

SMOKING IS NOT PERMITTED INSIDE THE BUILDING ON ANY VERANDAHS OR AROUND THE DOORWAYS OF THE BUILDING
NO ITEMS ARE TO BE ATTACHED IN ANY WAY TO THE WALLS, FLOORS, OR CEILINGS.
FIREWORKS ARE NOT PERMIITED INSIDE THE BUILDING
DUE TO A LACK OF STORAGE ALL EQUIPMENT THAT IS HIRED HAS TO BE DELIVERED AND COLLECTED WITHIN 24HOURS OF THE EVENT.

ALCOHOL SERVICE / LATE LIQUOR LICENCE

In accordance with the Liquor Act, responsible service of alcohol will be practiced at The Abbey of the Roses. This requirement will be taken into consideration when determining client requests for beverages. We also have the rights to refuse service to any guest.

The Abbey of the Roses is licensed from 10am to midnight

No one under the age of 18 is permitted to drink alcohol on our premises even if with their parents.

All of the grounds and the ground floor of the Abbey is fully licensed and there is no BYO permitted. If any guest brings alcohol onto the premises it will be confiscated without remuneration and they may be asked to leave.

STAFF LEVY AND SURCHARGES

Events which proceed after midnight, incur a room surcharge of $220 & staff levy of $45/staff member every hour or part thereof PLUS a special permit from Liquor Licensing to go past midnight must be obtained with all charges passed on to you.

There is a surcharge of 15% for Public Holidays and 10% for Sundays unless prior arrangements are made.

DAMAGE OR LOSS

While the Abbey of the Roses Management and Staff exercise care to ensure the safety and well being of all its clientele, clientele’s suppliers, guests, and their property - the client agrees to indemnify Abbey of the Roses for any personal injury or property loss caused by the client or by the client’s guests, agents, contractors or third parties before, during or after an event. As such, the client may wish to consider arranging insurance cover in order to have further protection.

CLEANING & DAMAGE CHARGES

Some extra charges that may be imposed, at the discretion of management of the Abbey, to the person responsible for payment of the account are:

A cleaning fee will be charged for cleaning of the function room if excessive mess occurs.
Any damage internal or external to the building or furnishings caused anytime during the wedding function will be charged to the person responsible for payment of account, it will be their responsibility to investigate and try to get reimbursement from the person who caused the damage should they so desire.
Any candle wax found on linen, a fee of $20.00 per tablecloth ($50.00 for coloured) will apply
Any vomit that is found inside the house or bathrooms will incur a $150 cleaning fee at each point and $50 cleanup fee if outside
Any excess mess caused to grounds or the building will be charged for.
Any confetti thrown in the grounds will incur an extra $300 cleaning fee.
Any confetti thrown in the building will incur an extra $150 cleaning fee.
It is illegal to smoke anywhere in the building including the verandahs and all bedrooms, should it be discovered that someone has their will be a $300 fee charged to the account. Our DOSA ‘s are outside
If the fire alarms are set off by someone smoking and the fire brigade are called out to investigate, all charges made by the fire brigade will be charged to the account along with the $300 fee for having smoked in the house.

MISCELLANEOUS

Any electrical equipment, extension leads etc that are bought onto the premises for use at your event must be tagged – if it is not tagged it can not be used.

Please ensure you bring your own tagged extensions cords and adaptors we do not have spare cords.

Anyone making a nuisance of themselves whilst on the premises will be asked to leave and no compensation will be given.

We are NOT a BYO venue. You can not bring any alcohol on to the grounds or premises.

We do not allow any food or other beverages to be bought onto the grounds or premises unless agreed to in writing prior to your event.

Only staff at the Abbey are permitted to light fires in the fire places – for the safety of everyone at your event and guests staying the night we ask that you please do not allow your guests to do this. If you have requested your room fire be lit, please do not leave your room unattended.

Please do not put any cloths on or near any heaters in the house.

If you don’t achieve minimum numbers for the Function Room you have booked, we may put you in a different Function Room or we may give you the option of paying a room hire charge to make up for fewer numbers if the room is not hired for another wedding.

Only in house guests who are residing at the Abbey are permitted on the accommodation floors.

Whilst the Abbey will make ever effort to provide what is included or extras ordered for your wedding, sometimes due to short supply, lack of a service or product, food item etc, the Abbey will need to substitute with something similar. We will discuss this with you when we find there is an issue and advice you of the substitution selected.

If you are providing extra decorations or table place settings for your wedding please ensure you are aware you only have access to the function room on the day of your wedding as per your package stipulations so have ‘helpers’ who are able to attend inside those times.

Please read these Terms and Conditions in conjunction with what ever else might be on the individual package you have chosen.

Please ensure any inclusions or changes to packages are confirmed via email from Abbey of the Roses.