Round Rock Group uses best endeavors to ensure your event runs smoothly and to provide you any information or service requested.
Event Estimate means the event order provided with these terms and conditions setting out the details of your event.
Deposit means the amount specified in the Event Order. Event Charges includes all accommodation, Conference packages, additional food & beverages, and associated charges.
Event Charge means the total of the room hire, food and beverage account, delegate and organizer accommodation, any surcharges payable and any other payable by you for the event.
Estimated Event Charge means the estimate of the total of the room hire, food and beverage account, delegate and organiser accommodation, any surcharges payable and any other amounts payable by you for the event.
Event Date means the time and date of your event specified in the Event Order.
The Venue will provide you with details of your confirmed booking in writing.
2.1 A non-refundable Deposit (equal to 25% of the Event Estimate, including all accommodation, food & beverage, room and equipment hire costs must be paid to the Venue within 7days of your booking (the Venue may require payment of the Deposit within 48 hours if other tentative bookings are received); and
2.2 You must return the signed Terms and Conditions to the Venue & Event Charges Advice at the time your deposit is paid.
3.1 If a credit arrangement does not exist with Round Rock. The Estimated Event Charge in full less the amount of any deposit already paid, must be paid at least Two Business Days prior to your event. Any overpayment will be refunded to you.
3.2 Final Payment in the form of Company Cheque or EFT is required within 14 days of issuing of invoice. We do accept credit cards as payment for convention services.
4.1 The Event Charge will be based on the rates quoted in the Event Order unless you require any changes to your event in which case the Venue will advise you of any charges. The Estimated Event Charge has been provided to you as an indicative figure only.
4.2 All rates are given in Australian dollars and are inclusive of Goods and Services Tax as defined in A New Tax System (Goods and Services) Tax Act 1999.
4.3 If any additional or increased taxes or levies are introduced after the date of the Event Order, the Venue reserves the right to require payment of the relevant additional amount.
Where due to matters beyond the reasonable control of the Round Rock Group any event that is cancelled or interrupted whether by Government restrictions, outside contractors, guests, acts of god, power blackout, Earthquake, Extreme weather, fire, floods, pandemics, man-made or other circumstances that prevent the Round Rock Group from being able to perform its obligation under our Agreement, you release the Round Rock Group from any liability or loss for such matters, and consent to the Round Rock Group taking such action as it deems necessary to minimize damage or disruption in the interest of the safety of you and your guests.
If the Round Rock Group and/or your event space becomes unusable to you on the day of your Event, we will work with you to find the best possible alternative and will make all attempts to reallocate your event to an alternative day or Event space within the Venue. Your event payments will be transferred to an alternative date.
5.1 COVID-19
The Round Rock Group will act in accordance with the guidelines of the Australian and Victorian Departments of Health and will comply with all advice to prevent the spread of COVID-19.
We will follow all advice from the Government and Local Authorities. Upon acceptance of all Terms and Conditions you also consent to allowing us to implement any additional procedures that will be in the best interest of you, your guests, our staff and contributing suppliers.
6.1 All deposits paid are nonrefundable. In addition, the following cancellation fees apply if you cancel your Event: More than 30 days notice – unless otherwise specified in the Event Order the Deposit will be forfeited. Between 8- and 30-days’ notice – in addition to the Deposit (which will be forfeited) you must pay an additional 25% of the Estimated Event Charge (including The Conference package Food, Beverage, Accommodation, and any room hire charges based on numbers advised at the time of the Reservation). Less than 7 days notice – in addition to the Deposit (which will be forfeited) you must pay the total Full balance of the Estimated Event Charge (including The Conference package Food, Beverage, Accommodation, and any room hire charges based on numbers advised at the time of the Reservation).
6.2 Should your function Room be rebooked, with an event of a similar nature, the Venue in it’s discretion, may waive part of the Cancellation fee. Please check with the Venue after the date your event was due to be held.
6.3 A change of dates or postponement of an event will be considered a cancellation and the above charges will apply. The new date will be considered as a new reservation and our normal deposit policy will apply.
7.1 Round Rock Group will state the expected number of guests and number of Venue rooms booked in the event order.
7.2 Once the booking is confirmed by your Deposit, the Venue allows a reduction of up to 15% of the number of originally booked guests or accommodation Rooms detailed in the Event Order to occur without penalty. Any reduction in excess of 15% of the original booking will be treated in the same manner as cancellations and charged accordingly.
8.1 Preliminary event details (including accommodation) will be outlined in the Event Order. You need to confirm all details as soon as possible, but no later than 7 days prior to the event.
8.2 Final Guest Numbers and details including catering and detailed rooming list must be provided no later than two working days prior to your event.
8.3 Audio Visual – one working days notice will be required to arrange your audio-visual requirements to ensure that the equipment is available and suitable to your needs.
8.4 Catering – Final minimum numbers for catering are required two working days prior to the commencement of your event. Your account will be charged this amount as a minimum.
8.5 Round Rock Group reserves the right to provide all catering on the premises. No food or beverage may be brought into the Venue for consumption before, during or after an Event, without prior approval.
A) Displays of any kind intended to be located outside the designated event room.
B) Attaching anything by nails, screws or adhesive to any wall, door or other part of the Venue.
C) Advertising in relation to the event which includes reference to the Venue; and
D) The use of smoke machines, special balloon effects and/or pyrotechnics due to the effect on the Venue smoke detectors. Should the Fire Brigade respond to an alarm in the event room, which has been set off by an unauthorised use of smoke machines, special balloon effects and/or pyrotechnics, you will be liable for any charges incurred by the Venue.
10.1 Unless otherwise agreed by the Venue, your event must finish at the time specified in the Event Order.
10.2 Your event must be conducted in an orderly and lawful manner. The Venue reserves the right to end your event if the Venue reasonably believes that your event is not being conducted in an orderly or lawful manner. The Venue has no responsibility to you for any costs, damages or expenses that you may incur in relation to the Venue’s termination of your event.
10.3 The Venue may remove or deny entry to anybody being disruptive or acting in a disorderly manner.
10.4 The Venue practices principles of responsible service of alcohol. Intoxicated persons will not be served alcohol and may be removed from the premises.
10.5 You are not permitted to exceed any noise levels that in the opinion of the Venue, may disturb other guests.
10.6 You must ensure that you and your guests and invitees at your event do not Breach any statutes, by laws, or regulations including the Venue’s liquor license and fire regulations.
11.1 The Venue may assign an alternative function room for your event if the appointed Function room is unavailable for any reason, or the Venue believes the appointed Function room is no longer appropriate.
12.1 The Venue is not responsible for the theft, damage or loss of any goods brought into the Venue, or any introduction of food to the event and the effect of it afterwards.
12.2 The car park is a public car park. The Venue is not responsible for any theft, damage or loss to any goods that may occur with or to any Vehicle within the car park.
12.3 You are responsible for any additional cleaning requirements which the Venue considers to be In excess of general cleaning; and
12.4 You are responsible for loss or damage to the Venue arising out of your use, or any person attending the event and/or conference room accommodation.
13.1 Unless otherwise agreed, the party which signs these terms and conditions will be the party responsible for payment of the Event Charge.
13.2 If the event is being booked by an agent on behalf of a third party, the third party must also sign these terms and conditions. Alternatively, the agent must provide to the Venue written authorisation from the third party which confirms the agent is authorised to sign these terms and conditions.