Terms & Conditions – Gladstone Events Centre

1. Confirmation & Deposits

1.1: Bookings are confirmed once the club has received the deposit amount and signed terms and conditions by the due date specified in the booking agreement.
1.2: A non-refundable minimum deposit amount is calculated as 10% of total invoice amount.
1.3: If venue hire is required inside 10 days of the initial contract, full prepayment amount may be requested
1.4: Deposit and final payment amounts can be made by cash, EFTPOS at Gladstone Events Centre. Or via credit card, electronic funds transfer or account.

2.1: Final payment to The Gladstone Events Centre is required 10 days before your event for all associated costs. Additional charges incurred during your scheduled event can be invoice after completion of your event if;
(a) An account has been established with your Events Manager. Account applications must be received 21 days prior to the commencement of your event unless otherwise advised.

2.2: If an account has been approved, The Gladstone Events Centre will provide you with an invoice for additional extras.
2.3: Advantage Plus privileges do not apply to conference bookings.

3.1: You are required to provide The Gladstone Events Centre in writing with particulars of all venue requirements, beverages, catering & number of attendees, technical equipment required, room layout, start and finish times, meal times, accommodation requirements in relation to your event and the number of attendees for your event. These details are required at least 10 days prior to your event date.
3.2: Confirmation of minimum numbers is required 10 days before the event commences, if no amendments are received verbally or via email the contracted numbers apply. Should numbers be increased the venue requires a minimum of 3 working days notice for catering purposes.
3.3: Any materials that you propose to present must be received 3 days prior to event date.
3.4: All attendees must leave the designated function space at contracted event finish time. Should you need to extend your finish time, please see your Event Manager.
3.5: Should you opt to confirm any additional event bookings, catering or beverages and this is received by the Club, these items will be considered as an addition to your agreement and will be bound by these terms and conditions.

4.1: Changes to catering numbers will not affect your agreement if received in writing 10 days prior to your event.
4.2: At 10 days and under, contracted numbers stated in your agreement will apply and will be charged.

5.1: Gladstone Events Centre may assign you to another area to hold your function in the event that the area or room originally designated to your event is unavailable for any reason or the area is deemed inappropriate for use should attendee numbers be significantly reduced.
5.2: If attendees are reduced within 10 days prior to your event and a smaller room is deemed more suitable the original agreed room hire fee will remain applicable.
5.3: Should numbers be reduced 10 days prior to the commencement of your event and The Gladstone Events Centre deems a smaller room more suitable the room hire fee stated in the agreement will be amended.

6.1

All cancellations must be confirmed in form of written correspondence. In case of the event being cancelled the following terms are applicable;

(a): Over 30 days prior to event date the deposit can be transferred to a future booking within the same calendar year.
(b): Should the booking be cancelled between 10 – 30 days of the event date your deposit amount will be forfeited.
(c): Should the booking be cancelled within 10 days of the event date 50% of the total invoice amount is payable to Gladstone Events Centre.
(d): Should the booking be cancelled within 3 days of the event date 100% of the total invoice amount is payable to Gladstone Events Centre.
(e): The deposit amount is a non-refundable payment.

7.1: Your event must be conducted in a lawful manner; The Gladstone Events Centre holds the right to terminate your event if the venue reasonably believe that your event is not being conducted in an orderly and lawful manner.
7.2: The Gladstone Events Centre takes no responsibility for any costs, damages or expenses that you may incur as a result of the termination of your event.
7.3: The Gladstone Events Centre may exclude or remove any attendees or possessions from your event or from our premises.
7.4: No food or beverages other than those provided by the Club will be permitted in any of the function areas without the consent of a representative of the club.
7.5: Nothing is permitted to be nailed, screwed or adhered to any part of the event space unless the venue has granted prior permission.
7.6: Any items left behind will be stored for 14 days after your event, once notified you must collect all items.
7.7: Property of Gladstone Events Centre and Mercure Gladstone must be used in a correct manner, should there be any faulty equipment in use, a venue representative must be notified immediately.

8.1: Theft, damage or loss of any goods brought onto premises
8.2: The Club is not responsible for any theft damage to any goods that may occur within the Hotel, Events Centre or Carpark.

9.1: Rates /prices for any food & beverage or other associated costs are subject to change without notice.

10.1: All attendees are required to adhere to the clubs houses policies, this includes dress code standard whilst outside of the function area.

11.1: Unless otherwise agreed, the party whom signs these terms and conditions will be responsible for full payment of the event charge. Alternately the party must provide the Event Coordinator written authorisation from the third party whom takes responsibility of payment.