Selah Valley Estate Function Centre Booking Terms and Conditions
Welcome to Selah Valley Estate Function Centre, a premier venue located in New South Wales, Australia. These Terms and Conditions are designed to ensure all guests enjoy a safe, enjoyable, and seamless experience during events, weddings, or retreats held at the pavilion. Please read this information carefully as it governs your booking and use of the Venue. All events are DIY, and Selah Valley Estate provides access to the function centre only.
Definitions
For the purpose of this Booking Agreement, the following definitions apply:
• 'Venue': Selah Valley Estate Function Centre; including the pavilion, commercial kitchen, bathroom amenities, deck, and fire pit.
• 'Client': The person(s) or organisation booking the Venue for an event, wedding, or retreat.
• 'Venue Hire Fee': The agreed amount for hiring the Venue as stipulated in the invoice, covering use of the pavilion, commercial kitchen, bathroom amenities, deck, and fire pit.
• 'Contract': The full Venue booking agreement, including these Terms and Conditions.
• 'Cancellation Fee': Fees charged for lost revenue by the Venue due to cancellation or reduction in services.
• 'Venue Manager': The individual responsible for overseeing the Venue and its operations.
• 'Event Plan': The Event Order (EO) and related documents shared between the Venue Manager, Venue, and Client, outlining approved event details such as guest numbers, timeline, setup, and suppliers. The Event Plan may also be referred to as an "event schedule" or "order of events," but "Event Plan" is the primary term used in this Contract.
• 'Vendor': Professional suppliers delivering services for the event.
• 'Approved Vendor': Suppliers pre-approved by the Venue and operating on a preferred basis.
• 'Alternative Vendor': Suppliers not on the Venue's approved list, subject to approval.
• 'Event Zones': Approved areas for event activity within the Venue (pavilion, deck, etc.).
• 'The Caterer': The provider of food and/or alcohol services.
• 'Bar Service': The provider of bar and alcohol services.
• 'Event': The activity (e.g., wedding, retreat, corporate function) taking place at the Venue.
• 'Event Confirmation': The signed Contract together with payment of the specified booking fee from the Client.
1. Booking Confirmation and Terms and Conditions
1.1 A booking is confirmed only upon receipt of this signed Contract and payment of the specified booking fee (forming the "Event Confirmation").
1.2 The invoice description details the event booking. The Client must adhere to advised guest numbers or notify the Venue in writing of increases, subject to a maximum capacity of 100 guests.
1.3 Payments must be made via direct deposit.
1.4 Pavilion Hire: Venue hire includes use of the Selah Valley Estate Function Centre, encompassing the pavilion, commercial kitchen, bathroom amenities, deck, and fire pit. Guest accommodation is not included unless negotiated separately as part of the event hire process and coordinated by the Selah Valley Estate Weddings & Events Coordinator.
2. Fees and Charges
2.1 Venue Hire Inclusions: The Venue Hire Fee covers use of the Selah Valley Estate Function Centre (pavilion, commercial kitchen, bathroom amenities, deck, and fire pit). This includes one clean of the function centre on departure and support from a Selah Valley Estate representative for the coordination and placement of tables, chairs, and seating. All other event management is to be contracted with event managers separately or managed by the Client.
2.2 Exclusions: Venue hire does not include:
a) Additional cleaning beyond the one departure clean (additional cleans may require an additional cleaning fee).
b) Additional furniture, equipment, or décor beyond what is provided.
c) Additional staff beyond the Selah Valley Estate representative for table, chair, and seating coordination.
d) Additional waste removal.
e) Security personnel.
f) Immediate repair or response to non-critical systems/equipment failure during non-business hours.
g) Sub-contracted services (e.g., furniture hire, musicians, DJs, celebrants, photographers, videographers, florists, stylists).
h) Accommodation unless separately negotiated.
2.3 Pre-Authorisation: The Client's credit card will be pre-authorised up to $2,000 AUD to cover damage or unforeseen expenses (as outlined in Sections 4, 5, 7, 9, 10, 11, 12, and 14). Pre-authorisation occurs within 7 days and no later than 24 hours before the Event date.
3. Changes & Cancellations
3.1 The Client forfeits the booking fee if cancellation occurs after signing the Contract.
3.2 If the Client fails to pay an instalment by the due date, the Venue may cancel the booking.
3.3 The Venue may cancel a booking if environmental, bushfire, weather, or access conditions pose a risk to persons or property, refunding monies accordingly.
3.4 Partial or full cancellation by the Client incurs costs equivalent to the Venue's lost profit, including venue hire and any confirmed additional services (e.g., suppliers, equipment).
3.5 Cancellation Fee: A fee will be charged as compensation for lost revenue, calculated as:
• More than 12 months prior: 20% of venue and accommodation hire (if applicable).
• 12 months prior: 50% of venue and accommodation hire (if applicable).
• 2 months prior: 100% of venue and accommodation hire (if applicable).
3.6 All cancellations must be submitted in writing to events@selahvalleyestate.au.
3.7 Changes to attendance, space requirements, or services must be notified in writing and are subject to availability. Reductions in revenue may incur Cancellation Fees per the above scale.
3.8 Cancellation Fees are payable within 30 days of invoicing or as part of the final Event settlement. Booking fees may offset Cancellation Fees.
3.9 The Venue may close an Event or decline hire if guest behavior poses a risk to people or property.
4. Event Coordination
4.1 This Contract is between the Client and Selah Valley Estate. The Venue Manager oversees Venue operations and Events.
4.2 The Venue Hire Fee does not include on-the-day event coordination beyond the support from a Selah Valley Estate representative for tables, chairs, and seating (per Section 2.1). All additional coordination or setup must be arranged by the Client or contracted separately as an add-on service.
4.3 The Venue prefers Approved Vendors but may accept Alternative Vendors upon written application, reserving the right to decline at its discretion.
4.4 The Client must sign off on the Event Plan (Event Order) two weeks prior to the Event.
4.5 Client Responsibilities for Event Finalization
4.5.1 The Client is required to participate in a video call with the Venue Manager approximately 4–6 weeks prior to the Event to confirm final details and ensure alignment with the Event Plan.
4.5.2 No later than two (2) weeks prior to the Event, the Client must submit the following to the Venue in writing to events@selahvalleyestate.au:
a) A detailed timeline of the Event, outlining key activities and their scheduled times.
b) A floor plan specifying the Client's preferred setup for the pavilion, including table, chair, and seating arrangements.
c) A complete list of all Vendors and preferred suppliers engaged for the Event, including business name, lead contact name, email address, and phone number.
d) A comprehensive list of all staying and non-staying guests to support the Venue's natural disaster emergency planning.
e) A completed room configurations form, if applicable, as provided by the Venue.
4.5.3 The Client must review and sign off on the Event Plan (Event Order) no later than two (2) weeks prior to the Event, confirming all details submitted under Section 4.5.2. Failure to provide these documents or sign off by the specified deadline may result in delays or adjustments to the Event at the Venue's discretion, with no liability for any associated costs or losses incurred by the Client.
5. Event Timings
5.1 Vendors may access the Venue from 9:00 AM on the Event day.
5.2 The Client may access the Venue from 12:00 PM on the Event day for setup.
5.3 Vendors and Clients must remove all items by 9:00 AM the following day. Uncollected items will be disposed of within seven (7) days.
5.4 The Venue must close and be vacated by:
• 10:30 PM (Monday–Thursday and Sunday).
• 11:00 PM (Friday–Saturday).
5.5 Transport arranged by the Client must collect guests by these times.
6. Inclusions and Additions
6.1 Ceremony, cocktail, and reception furniture is available for use (list provided during planning).
6.2 The pavilion's fire pit is included for use during the Event, subject to responsible use (see Section 9).
6.3 Add-on options (e.g., buggy service, décor setup, gas heaters) are available at additional cost.
6.4 Vendors may require a generator for outdoor power needs (e.g., event lawn), arranged at the Client's expense.
7. Code of Conduct
7.1 Clients and their guests must behave respectfully toward staff, other attendees, and property. Harassment, violence, or disruptive conduct may result in removal from the Venue without refund. The Venue reserves the right to enforce this policy at its discretion.
8. Smoking
8.1 Smoking (including e-cigarettes) is permitted outdoors only, with cigarette butts disposed of in designated bins.
8.2 Smoking is strictly prohibited inside the pavilion or near the commercial kitchen.
9. Environmental Commitment
9.1 Guests must respect the natural surroundings. Littering, defacing property, or disturbing wildlife is prohibited.
9.2 No animals are permitted except:
a) Assistance animals.
b) Dogs or horses for ceremony proceedings, subject to written approval. Approved animals must be leashed at all times, and the Venue may decline or impose conditions.
9.3 Banned Items:
a) Fireworks, paper lanterns, balloons, rice, or confetti (except biodegradable petals on the event lawn).
b) Open fires, fire pits (beyond the pavilion's), or spit caterers.
10. Sound Restrictions and Entertainment
10.1 The Venue complies with Tweed Shire Council regulations:
• Music must not exceed 90 decibels (inside pavilion, measured 3 meters from speakers).
• Music must not exceed 75 decibels (outside, measured 3 meters from speakers).
• No percussion instruments (e.g., drums) allowed.
• Maximum 4 band members (including singers) at any time.
10.2 DJs and musicians must adhere to amplified music levels set by the Venue. Non-compliance may result in music being switched off, with no liability for lost value.
10.3 The pavilion's in-house speaker system and wireless microphone are available, with a Client-nominated representative responsible for music control.
10.4 The pavilion fire pit must be extinguished when unattended, and the Venue is not liable for improper use.
11. Theming and Decoration
11.1 All theming and décor must be pre-approved by the Venue.
11.2 All décor requires pre-approval, and no alterations to fixtures/fittings are permitted.
11.3 Sparkler entries/exits and outdoor lighting/marquees require written approval.
12. Cleaning and Candles
12.1 Excessive cleaning (e.g., rubbish, wax on furniture) incurs additional fees.
12.2 Candles must be in vessels or glass sleeves if tablecloths are not used.
12.3 Biodegradable confetti/petals are allowed on the event lawn only, not inside the pavilion.
13. Transport and Parking
13.1 Limited parking is available for non-staying guests and vendors.
13.2 Reserve spaces for elderly, disabled, or pregnant guests must be requested in advance.
13.3 Event Zone access supports a 57-seater bus and turning circle. Overflow parking on the event lawn is available upon written request.
13.4 No street parking is available.
13.5 Coach transfers must arrive 15 minutes before conclusion and depart by closing time, or fines apply.
13.6 Helicopter arrivals are not permitted.
14. Staff and Security
14.1 The Venue may book security personnel at the Client's expense if risks to persons/property are perceived.
15. Food and Alcohol
15.1 The Caterer or Bar Service must provide Responsible Service of Alcohol (RSA) staff (minimum 1 per 30 guests).
15.2 Alcohol service/consumption is limited to the approved Event period.
15.3 All plateware, crockery, and glassware must be provided by the Client's vendor.
15.4 Client-provided food must comply with legal food safety/hygiene requirements, indemnifying the Venue against claims or losses from non-compliance.
15.5 The Venue may terminate an Event if it is not conducted lawfully or orderly, with no liability for Client expenses. Disruptive persons may be removed.
16. Photos
16.1 The Client must provide five (5) professional photos post-Event for marketing purposes.
16.2 The Venue may take images/videos during the Event for marketing, with the Client waiving copyright and granting a royalty-free license. The Client confirms permission from guests/vendors for such use.
17. Venue Improvements and Maintenance
17.1 Maintenance or improvements may occur, potentially affecting the property during the Event due to unforeseen circumstances (e.g., damage, weather).
17.2 New structures or additions may be made between booking and Event date at the Venue's discretion.
18. Liability
18.1 The Client is liable for repair costs due to damage to equipment, buildings, or grounds.
18.2 The Venue must be left in a reasonably clean condition; excessive waste removal/cleaning costs are borne by the Client.
18.3 The Client is responsible for all loss/damage caused by themselves, guests, or vendors during the hire period.
18.4 Dams, creeks, and waterways are off-limits; entry is at the individual's risk, with no Venue liability.
18.5 Guests must stay on pathways/Event Zones and avoid paddocks/restricted areas. Children must be supervised.
18.6 Missing items must be reported within 24 hours of Event conclusion; the Venue is not responsible for lost property.
18.7 Public liability insurance may be required from Alternative Vendors.
19. Force Majeure
19.1 The Venue is not liable for delays or cancellations due to events beyond its control, including but not limited to floods, bushfires, epidemics, government orders, or power outages. In such cases, the Venue may cancel or reschedule the Event, refunding fees if funds remain available, with no further liability.
20. Privacy
20.1 Selah Valley Estate collects personal information (e.g., name, contact details) for booking and event management purposes. This data may be shared with third parties (e.g., payment processors) as necessary. Clients may opt out of marketing communications by contacting events@selahvalleyestate.au. See our Privacy Policy for details.
21. Substitution
21.1 Clients may substitute the listed contact person with another individual by providing written notice to events@selahvalleyestate.au at least 48 hours prior to the Event, at no additional cost.
22. Warranty Disclaimer
22.1 The Venue is provided 'as is,' with no warranties beyond those expressly stated (e.g., one clean, furniture access), to the extent permitted by law.
23. Governing Law
23.1 This Contract is governed by the laws of New South Wales, Australia. Any disputes will be resolved in NSW courts.
24. Amendments
24.1 Selah Valley Estate reserves the right to amend these Terms and Conditions. The version applicable at the time of booking applies unless the Client is notified of changes.
25. Acceptance
By paying the booking fee and receiving the Event Confirmation, these Terms and Conditions are binding on the Client. If you have questions, please contact events@selahvalleyestate.au before signing.