Wedding & Functions Terms & Conditions
Please bear in mind that Beerwah Hideaway is also a guest house, therefore we endeavour to ensure that functions do not impact on the enjoyment of our accommodation guests or neighbours and ask that you do the same. In order to limit the impact on our accommodation guests, we require certain night time functions to book the accommodation rooms.
In paying the deposit it is deemed that you fully understand and accept these terms and conditions and accept responsibility for your guests.
Note: If you neglect to acknowledge the Terms and Conditions in writing, they will apply once the booking fee is paid. Terms and Conditions may be updated at any point in time.
A tentative booking may be held for 7 days, following a written request reserving the date and will automatically lapse should the booking fee not be paid within this period.
A booking will only become a confirmed booking once the booking fee has been paid. A booking fee of $1000 and a signed copy of the contract is required for a booking to be confirmed. In paying the booking fee, it is deemed that the terms and conditions are accepted and fully understood.
Schedule of payments
Wedding payments must be maintained in accordance with the following schedule to avoid your date being resold. Instalment payments may be made prior to due dates, by prior arrangement. Other functions will be supplied with a separate payment schedule. Late payments may incur extra charges and/or cancellation and loss of any payments made.
- $1000 Booking Fee – Due within 7 days of tentative booking. Non-refundable. Secures chosen date and confirms booking.
- 50% Progressive Payment – Due 6 months from event date. 50% of tatal booking amount. Non-refundable unless date resold for a wedding of equal or greater value for the same date.
- Final Payment – Due 6 weeks from event date. 100% of total booking amount. Non-refundable. Final guest numbers to be confirmed and final balance to be paid. Any reduction in guest numbers will not be refunded after this period.
- Sundry payment – Due immediately following event. Any additional guests or expenses not included within the package.
Public Holiday Surcharge
Any function or wedding held on a public holiday will incur a 15% surcharge of the total booking price.
The booking fee will not be refunded under any circumstances. Where 50% of the total booking (progressive payment) has been paid, this less the $1000 booking fee and any cancellation fees may be refunded if the date is resold for a confirmed booking of equal or greater value. Bookings are non-refundable once final payment has been made. Any refunds will only be paid to a bank account in the name of the contract holder/s.
A fee of $200 will apply to change the date for a confirmed booking. A booking may not be changed to a lower value package than originally booked. The current package pricing at the time of making the date change will apply.
The venue will be available for 4 hours for general functions and 8 hours for weddings. Additional hours by negotiation, however these must be within the closing times. The following closing times apply:
- General Functions – Sunday to Thursday – 8.30pm finish, unless all accommodation is booked by function
- Weddings – Sunday to Thursday – 10.00pm finish, with all accommodation booked by wedding
- General Functions – Friday & Saturday – 9.30pm finish, unless all accommodation is booked by function
- Weddings – Friday & Saturday – 11.00pm finish, with all accommodation booked by wedding
A function or wedding may be closed earlier if deemed necessary by management (due to unruly
behaviour by guests, inclement weather, excessive noise, etc)
A minimum of 30 adult guests is required for full weddings and functions held on Mon – Thurs, and a minimum of 50 adult guests is required for weddings and functions held on Fri – Sun. The number of guests attending must be confirmed 6 weeks prior for weddings and 2 weeks prior for functions. Payment for any additional guests will be deducted from the sundry payment. There will be no refund for confirmed number of guests not attending. Guests attending any part of the wedding will incur a cost and must be included in the contract and invoice. Maximum numbers must no be exceeded at any time during the wedding.
Whilst children are welcome, they are the full responsibility of their parents. Children must be supervised at all times and are not permitted to roam freely around the property.
External catering is not permitted, with the exception of wedding cake or cupcakes, which must be prepared in a licenced kitchen and if these foods are to be consumed on site, they must be cut and served by Beerwah Hideaway staff.
Beerwah Hideaway is a licenced venue. BYO alcohol is strictly prohibited – it is recommended that this is noted on invitations. Any guest in breach of this requirement may be asked to leave the premises. All alcohol must be purchased from Beerwah Hideaway and must be consumed within the licenced areas. Alcohol may be purchased via a prepaid tab or drinks package. A cash bar may also be available prior to or during this time. The bar will close 15 minutes prior the function finish time.
Music & Noise
Live bands are not permitted, however a solo or duo act or DJ may be permitted. Music must be finished 15 minutes prior to function finish time. As Beerwah Hideaway is adjacent to a residential area, this must also be a consideration when planning for music.
All accommodation guests must comply with Beerwah Hideaway’s Accommodation Terms & Conditions. Check-in time is from 2pm and checkout is by 10am. Where consecutive nights are booked, rooms will not be serviced unless they are vacated to allow servicing. Rooms will not be cleaned/ linen changed etc unless guests checkout and checkin in accordance with the above times.
There is onsite parking for up to 36 cars. Vehicles are parked at their owner’s risk. Any vehicles left overnight by non-accommodation guests must be removed by 10am the following day. Strictly no sleep overs in the car park.
Beerwah Hideaway is bound by Queensland Tobacco Laws. Therefore smoking is prohibited in any enclosed area or within 4 meters of any building entrance. Smoking is only permitted in the designated smoking area. Cigarette butts must be disposed of in the bins provided. Disposal of cigarette butts in the garden areas will incur a cleaning fee.
Loss or damage of guests personal effects
Beerwah Hideaway accepts no responsibility for any loss or damage to guests’ personal property. This also extends to gifts and wishing well contents which must be removed at the conclusion of the event. Any personal items such as decorations etc must be collected by 10am the following day. Any items not removed by this time may be disposed of.
It is recommended that you consider Wedding Insurance. This will give you peace of mind in the event that something unexpected happens.
Excessive cleaning or damages
General cleaning is included, however any excessive cleaning required (eg vomit, broken glass, cigarette butts etc) or damage to property will be recovered from the security bond.
Point of contact
Beerwah Hideaway will only discuss specific wedding details with the persons named on the contract.
Venue visits & rehearsals
Additional visits to view the venue may be arranged, by appointment only. One wedding rehearsal of no more than 1 hour can also be arranged by appointment (subject to availability).
Photos & media
Beerwah Hideaway shall be entitled to use any image, photograph or recording taken from a wedding or function, for advertising or marketing purposes.
Third party suppliers
Third party suppliers providing an onsite service on your behalf will be required to hold the necessary licences and public liability insurance. They will also be required to abide by any requirements or schedule as set by Beerwah Hideaway. All supplier visits are by appointment only.
Whilst making your event a special occasion is our priority, management reserves the right to enforce the above conditions where necessary.
Beerwah Hideaway may terminate a booking immediately and without notice to the client if
- The client breaches the terms and conditions; or
- If anyone associated with the client, wedding or function (whether or not an attendee), at any times conducts themselves in a way that a director, employee or other representative of Beerwah Hideaway, in their sole discretion, but acting reasonably, deems to be unreasonable, offensive, intimidatory, harassing, inappropriate or unlawful.
These Terms & Conditions may be updated at any stage. The current version will apply to all existing function/wedding bookings.