Terms and conditions for hire of The Pavilion Kiama
Please read the Terms and Conditions below carefully before booking.
Tentative bookings
Tentative bookings are not confirmed until a deposit is received in full and a signed agreement returned. A tentative booking is held for 14 days unless a second enquiry is made for the same date, in which case a priority is given to the first tentative for 24 hours only. Tentative bookings may be released at the discretion of The Pavilion if deposits are not paid.
Cancellation policy
We would be disappointed if you cancelled your event. Regrettably no refunds will be given on venue hire regardless of the amount of notice provided. Cancellation within 14 days of your event 100% cancellation fees apply. Wherever possible we will work with you to reschedule the event if postponed at least one month prior.
Catering/menus
Caterers are subject to availability. Catering selections are not guaranteed until a booking is confirmed with payment. All menus are subject to seasonal variations and changes without notice. Any variations in menus could incur additional charges and cancellation fees apply.
Confirmation of details
Final details, including menu choice, estimated numbers are required fourteen (14) days prior to your event. Event seating plans and set-up details are required seven (7) working days prior to the event date, unless by prior arrangement with the event coordinator.
Event confirmation and payment
Venue hire will vary based on room type, hours of hire and days of hire. A total cost would have been supplied to you for venue hire prior to receiving these confirmation terms and conditions.
Payment description – Venue Hire Only
Booking Within 30 Days – Full payment is due prior to your event
Deposit (100% of venue hire) – Payment and signed event confirmation must be returned within 14 days of making a tentative booking.
All estimated event charges – final payment due 14 days prior to event
School Formals – Final numbers and full payment required 4 weeks prior
Catering Deposit Payments (additional to venue hire above)
Due date Deposit Payable 90 days prior to event
Based on estimated numbers
Over 100 people $1000.00
50 – 100 people $650.00
Under 50 $250.00
Final payments on estimated numbers 14 days prior to the event
Any additional event charges added or incurred post event payment terms 14 days
Property damage
Accidents occasionally happen, however the client responsible for the booking will be financially liable for any damages to equipment and/or property during the period booked for the event. Any goods removed from the premises will be charged to the client.
Payment methods
Payment can be made via cash, bank cheque, credit card, online or BPay. (quote your debtor ID number as the reference) Payment details are listed at the end of your invoice.
Please ensure you send a remittance advice to [email protected]. Please include your debtor ID, amount deposited, event number, name and date.
Pricing
All prices are inclusive of GST. All prices quoted are subject to change.
Public liability insurance
It is a condition of hire that all hirers have public and products liability insurance with an insurer authorised by the Australian Prudential Regulatory Authority to conduct insurance in Australia in the minimum sum of
$20,000,000. A copy of this insurance must be supplied to the Venue at the time of the booking.
Bond
It is The Pavilion’s discretion to charge a bond where required.
Smoking
The Pavilion is a non-smoking venue.
Confidentiality
The Pavilion agrees not to disclose confidential information other than that which may be required by law.
Duration of event
Should you wish to extend the time of your event, a charge may be incurred. Venue must be vacated by 11.30pm unless otherwise agreed.
Delivery and pick up of items
After confirmation from The Pavilion, (this is subject to availability and other event bookings) items delivered to the venue for large events will only be accepted within 48 hours of the event start time and addressed:
ATTENTION: The Pavilion
Your name/organisation
(02) 4232 1419
2 Bong Bong Street
KIAMA NSW 2533
Event Name
Event Date
Room allocation
Should numbers decrease by more than 10% of the original booking, management of The Pavilion reserves the right to allocate the event to a more suitably-sized room.
Restrictions
The use of confetti, rose petals, sparklers, pins, glue, blue tac, double-sided tape, staple guns, nails and screws on any walls, floors or ceilings throughout the venue is not permitted. Smoke machines are also not permitted to be used unless prior approval is granted. Please note that candles must be placed on a base to prevent damage to linen and furniture.
Alcohol and food
All alcohol and food items brought onto the premises must have prior approval from The Pavilion Event Coordinator – strict restrictions apply.
For Community not for profit hire only – If alcohol is to be served the hirer must obtain the appropriate liquor license and qualified RSA servers and provide the
venue with a copy of the current licenses.