Event Booking Terms & Conditions
Booking and Confirmation
Tentative bookings will be held for a period of 14 days. If a deposit is not received within this time, the booking will be released. A Booking Request Form must be completed and date and venue availability confirmed before a deposit will be accepted. Payment of the deposit acknowledges the Terms & Conditions herein. Confirmation of the reservation will be provided via written approval, only after receipt of the deposit. Your event date and venue are not confirmed until you have received direct written confirmation from Whitsunday Sailing Club. Bookings may take up to 14 business days to process from the time of receiving the full deposit. Additional services should not be booked until receipt of written confirmation. Whitsunday Sailing Club will take no responsibility for any client's financial loss where deposits/payments have been made to external parties prior to your event date and venue being confirmed.
Deposit
Initial deposits must be received within 14 days of booking, or venue space held will be released. A 20% non-refundable deposit is required to secure your event. Additional non-refundable deposits may be requested for additional suppliers and/or services. All deposits are non-refundable. All details for payment are listed on your supplied invoice. A surcharge may be applicable for payments made by credit card/eftpos.
Payment
20% non-refundable deposit is required upon booking. The full balance is due 60 days prior to the event. Payment for any final changes is due no later than 28 days prior to the event. If payment is not received 28 days prior to the function we reserve the right to release the venue. Any charges incurred on the day of the function must be paid at the conclusion of the function, or by arrangement with Whitsunday Sailing Club. All details for payment are listed on your supplied invoice. A surcharge may be applicable for payments made by credit card/eftpos.
Setup Inclusions
Whitsunday Sailing Club provides the venue for use as a 'blank canvas'. All food catering, furniture, marquees, lighting and audio etc. is to be outsourced by the hiring party at their own cost. Whitsunday Sailing Club may be able to provide crockery, cutlery and disposable napkins depending on guest numbers, however, provision remains at the discretion of Whitsunday Sailing Club. Appropriate level of staff service is included in line with the package duration chosen. Additional hours of service after the standard inclusion will incur a $350 per hour fee. This is not included in the venue fee. Family and friends may not be guaranteed access to the venues any earlier than 1 hour prior to the function commencing. Access times can be discussed 28 days prior to the event.
Catering
All catering for special events is to be outsourced by the hiring party at their own cost. Whitsunday Sailing Club will aim to provide space for caterers when possible, if required.
Celebratory Cakes
Celebratory cakes are the responsibility of the client. Whitsunday Sailing Club will not accept responsibility of celebratory cakes which includes storing, setting up or transporting. Celebratory cakes, including cake stands, decorations and storage containers remain the responsibility of the client.
RSA & Beverage Service Policy
Client BYO alcohol is not permitted within Whitsunday Sailing Club premises/venues. RSA will be strictly adhered to. Whitsunday Sailing Club in accordance with Liquor Licensing laws, reserves the right to refuse the service of alcohol. Whitsunday Sailing Club reserves the right to request attendees leave the venue premises and grounds. All events will be limited to the package timeframe of service of alcohol. Written permission will be required should additional service be requested for your event and fees may apply for extension of time. Should you request a specific spirit please specify at time of confirmation, otherwise our basic range will be provided. Special beverage requests will be on a 'request only' basis, which must comply with our 28 day final BEO timeframe, to ensure quantities are ordered accordingly. Please note due to contractual agreements not all brands of beverages may be available, however, Whitsunday Sailing Club will endeavour to supply the requested beverage or like-for-like substitute. Please be aware that a maximum of two red wine selections, two white wine selections, one sparkling wine selection, two standard strength beers and one light strength beer are permitted per function. RTDs may be available on request.
Confirmation of Attendees
Final number of attendees must be confirmed 28 days prior to the event. If this day is a weekend then the previous working day is the requirement. This minimum final number will form the basis of the charging, where applicable. A reduction in numbers after this time will not attract a refund. An increase in attendees may be accommodated, where possible, although no guarantee is provided. Additional guests may incur an additional fee.
Event Timings
All events must finish at 11.00pm, start times are flexible. Whitsunday Sailing Club will do its best to accommodate functions that start after the contracted time due to late arrival or delays on the part of the client or guests, however, it is not obligated to do so. Attendees should arrive at the scheduled time to ensure the best service and adherence to the contracted event schedule. Events that exceed the agreed event finish time may incur additional fees.
Event Orders
A draft banquet event order (BEO) will be provided to you at least 35 days prior to the event, and a final BEO must be signed and returned no less than 28 days prior to the event. Any amendments received less than 28 days prior to the event will not be guaranteed. In the case that the BEO is not received at least 28 days prior to the event, the Event Manager may finalise any outstanding details on the behalf of the hiring party, at their discretion.
Location
Due to the possibility of inclement weather, it is recommended that a wet weather plan be arranged prior to the event in the case of poor weather, eg; marquee, tepee, backup venue, etc. at the client's own cost. The club may, where possible, move the event to another onsite venue, however, this is subject to availability and cannot be guaranteed. A specific venue cannot be confirmed unless a venue fee is paid, price on application. Whitsunday Sailing Club also reserve the right to change, amend, cancel and/or relocate a venue, should other extenuating circumstances arise including unscheduled maintenance.
Noise Levels
Noise levels of your event must be in accordance with noise restrictions and liquor licensing agreements. Noise levels of your event must not disrupt other patrons/in-house guests/nearby businesses. A strict curfew of 11.00pm applies for all music, and guests are to be offsite by 11.30pm. Whitsunday Sailing Club reserves the right to regulate the volume of performers, the noise of the guests and refuse the use of instruments such as, but not limited to, drums, whistles and amplification devices, or end the event early should refusal to comply occur.
Personal Items
Any personal items which include, but are not limited to, decorations, bonbonniere, card boxes and personal effects, remain the sole responsibility of the client. Whitsunday Sailing Club takes no responsibility for items left behind after an event, which may become damaged, lost, stolen or otherwise affected.
Property Damage and Theft
Whitsunday Sailing Club reserves the right to pass on fees relating to any damage caused to the venue and/or its equipment, or if additional cleaning is required as a direct result of your event or event guests. Whitsunday Sailing Club does not take any responsibility for damage or loss of attendees' items before, during, or after a function, nor does management take any responsibility for loss or damage relating to items belonging to external suppliers. The use of glitter, diamantes, beads, and/or crystals inside the Club will incur an additional cleaning fee charged to the client. The use of glitter, diamantes, beads, and/or crystals in the external venues of the Club is prohibited and additional cleaning fee charged to the client. Clients are financially responsible for any damages sustained to the venue, and its contents and property prior to, during and after the event by the client, guests, or contractors engaged by the client. Clients are responsible for costs incurred due to excessive cleaning required of the venue by the client, guests, or contractors engaged by the client. All external decorators/contractors must supply Whitsunday Sailing Club detailed information of any equipment and installs. No screws, nails or adhesives are to be used unless permission from Whitsunday Sailing Club is granted. All contractors and external providers must adhere to the Whitsunday Sailing Club guidelines of use.
Security
We reserve the right to require security personnel at a cost to the client if deemed necessary. Whitsunday Sailing Club highly recommends the client books security personal for all events.
Force Majeure
If Whitsunday Sailing Club is unable to fulfil booked duties due to unforeseen circumstances out of the control and not by fault of Whitsunday Sailing Club, a refund will only be applicable to a value deemed suitable by Whitsunday Sailing Club or a refund may not be applicable at all. In the case of forced changes to venue, supplier and/or service due to weather or for any other reason, a new pricing structure may be advised to accommodate revised venue, supplier and/or service. Forced changes could be more or less than the original booking. Any additional costs associated with unforeseen circumstances and/or forced venue change, regardless of fault or reason, will be the sole responsibility of the client. Any additional payment/s will be required prior to commencement of further planning and/or events. Availability and price of revised products and services are not guaranteed until confirmed in writing. Whitsunday Sailing Club does not take responsibility for any forced changes and/or additional fees incurred as a result.
Cancellation Policy
Fees apply for events cancelled by the client, as per the below timeline schedule –
• with more than 90 days' notice – your required non-refundable deposit will be retained along with any other amount charged by Whitsunday Sailing Club, to cover work to date or additions added to your package, at the discretion of Whitsunday Sailing Club. Any additional money paid towards your event contract price will be reimbursed.
• with less than 90 days' notice but more than 30 days' notice – your required non-refundable deposit, and non-refundable progress payment will be retained along with any other amount charged by Whitsunday Sailing Club, to cover work to-date or additions added to your event package (i.e. accommodation), at the discretion of Whitsunday Sailing Club. Other suppliers booked in conjunction with your package may also pass on cancellation fees of their choice. Any additional money paid towards your event contract price will be reimbursed.
• with less than 30 days' notice – the total amount of your booking will be retained.
If you choose to cancel your event, payment for any outstanding amount/s is due to Whitsunday Sailing Club within 7 days of cancelling. If payment is not made 10% surcharge of the balance will be added for each week the account goes unpaid. Rescheduling the date of the event within the above timeframes may be considered a cancellation and the same fees and terms may apply. Leniency in cancellation fees for rescheduling the event may be considered on a case by case basis at the discretion of Whitsunday Sailing Club. In the case that government-enforced travel restrictions prevent you and your guests from attending your event, payments besides your deposit will be refunded and a postponement permitted within 12 months of the event date.
Liability
The client agrees to indemnify Whitsunday Sailing Club and hold harmless from and against all damages, costs, actions, claims, and demands that may be sustained or suffered or recovered against Whitsunday Sailing Club, its employees and agents by the client or any other person. The client needs to determine its public liability responsibilities for activities undertaken by the client, guests, or contractors engaged by the client.
Event Set Up and Suppliers
Whitsunday Sailing Club requires advance written notice by the client of suppliers being used for event set-up or during the event. All suppliers being used for your event must hold a current public liability certificate. Proof can be requested at any time and it is the responsibility of the client to ensure each supplier is adequately insured with public liability. We reserve the right to deny permission for services that pose potential damage to our property or violate our lease terms. Whitsunday Sailing Club holds no responsibility for the services provided by suppliers/vendors.
Agreement
Payment of the deposit is acknowledgement of, and agreement to, the conditions set above.
