Function Staffing Levels
Should extra staff be required the following prices will apply:
Wait person $38 per hour, minimum three hours
Supervisor $45 per hour, minimum three hours
Security Guard $55 per hour, minimum four hours
Tentative Bookings
VenuesWest will hold tentative bookings for 7 working days or until such time that there is another request for the space. At that time, management will endeavour to contact the client holding the space tentatively, and require them to decide whether they wish to go ahead with the booking or not.
To confirm your booking a deposit equivalent to the full room hire charge may be required within 7 working days of making a reservation. Upon confirmation, normal booking conditions and cancellation penalties will apply. If VenuesWest cannot contact the client holding the space tentatively within 24 hours, the tentative booking will be cancelled.
Confirmation
No booking is confirmed until a complete booking check list is received by VenuesWest and acknowledgment is sent by the officer to the client. To confirm your booking a deposit equivalent to the full room hire charge may be required within 7 working days of making a reservation.
Confirmation of final numbers, room requirements and catering must be made 3 full working days prior to the event.
Room Reservations
VenuesWest reserves the right to switch bookings between rooms of comparable standard if necessary. However every effort will be made to provide space as originally booked. In the event that VenuesWest cancels a booking, it will do so in writing and refund all fees paid or offer alternative dates. VenuesWest shall not be liable for any loss sustained by the client as a result of any such cancellation.
Cancellation Policy
All cancellations must be received in writing, upon failure to do so the below charges will be incurred.
Cancellations notified to VenuesWest in writing 15 working days prior to the function will be reimbursed the full deposit.
Cancellations notified to VenuesWest in writing less than 15 working days prior to the function will forfeit the full deposit.
Cancellations notified to VenuesWest in writing less than 10 working days prior to the function will incur a 50% charge of the total function costs as it was quoted inclusive of catering and equipment.
Cancellations notified to VenuesWest in writing 3 business days or less prior to the function will incur the full quoted price for the function as it was quoted inclusive of catering and equipment
Keeping to time
Clients should keep to their booking times as closely as possible. Please advise your arrival and departure times. Please book your times in accordance with function start and finish times. Please incorporate any set up or pack down times in your booking. Additional charges will apply if guests have not vacated the premises within 30 minutes of the conclusion of the function.
Any bookings made outside usual VenuesWest operating hours may incur additional staff charges.
Room Requirements
If catering has been organised the client agrees to confirm in writing to VenuesWest the final numbers, including any catering changes, no later than 3 hours prior to the function. If numbers are not confirmed by this time Venues West reserves the right to charge the original estimate of numbers attending on the latest contract sent to client or the actual numbers attending, whichever is higher. It is not always possible to cater for an unexpected increase in the numbers of guests attending at short notice.
All equipment, chair and table requirements are to be advised by the client 3 full working days before the event. All equipment requested and included in the room will be invoiced regardless of whether it is
used or not. Room hire fee is inclusive of minimal room set up. For excessive requests of tables and chairs additional costs may be incurred by the client.
External Catering
Outside catering is not permitted to be bought into any VenuesWest venue.
Cleaning
General and normal cleaning is included in the cost of hiring the room. Additional cleaning charges will apply in instances where extraordinary cleaning is required; this will be at the cost of the client.
Damage
Any damage to VenuesWest property over and above normal wear and tear is the responsibility of the client and will be charged in full. This includes but is not limited to any damage to equipment,
fittings, and to paint or wall finishes arising from the placement of displays, signs, banners or posters etc.
The Business Development management reserves the right to request a security bond.
Decorations
Nothing is to be nailed, screwed, stapled or attached to any wall, door or other surface or part of the building. Signage in the public area is to be kept to a minimum and must be approved by VenuesWest management. Candles must be of a good quality (non-drip and smoke free). All decorations must be arranged prior to the function and may be subject to an additional charge. VenuesWest cannot accept responsibility for any equipment, provided by, for, or on behalf of the client, left unattended prior to, during or after the function.
Security
If VenuesWest has reason to believe that an event will affect the smooth running of VenuesWest’s business, security or reputation, it reserves the right to cancel the function or act to minimise any disruption with any additional costs passed onto the client. Most events with alcohol will require security to be present; this will be at the expense of the client.
Payment
Final payment is required within 7 days after the issuing of invoice. Invoices will be sent at the end of
each month.
Laws and regulations
At no time will the client commit any act or permit its employees, agents or invitees to commit any act that is illegal, noisome, offensive, potentially disruptive to other clients or in breach of any statutes, bylaws, orders or regulations, or other provisions having the force of the law, including but not limited to fire regulations and the liquor license act.
Smoking is strictly prohibited inside the venue, and within 10 metres of any entrance, exit or window.
Insurance
VenuesWest takes no responsibility for damage or loss of client property before, during or after a function. Organisers should arrange their own insurance for valuable items.
Emergency Procedures
Emergency evacuation procedure details are located in each function room and the main foyer.
Deliveries
All deliveries to VenuesWest are to be advised in advance and are to be marked clearly with the date and name of the function. This may incur a storage charge. Return of your goods at the conclusion of the event is the client’s responsibility.
