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.

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.

Tentative Bookings

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 and the signed agreement returned within this period.

Confirmed Bookings

A booking fee of $1000 and fully signed wedding agreement is required for a booking to be reserved and confirmed. In paying the booking fee, you confirm that you have read, fully understood and accepted these terms and conditions.

Schedule of payments

To avoid your date being cancelled or resold, wedding payments must be paid in accordance with the following schedule. Instalment payments may be made prior to due dates, by prior arrangement. Late payments will incur late payment fees 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 the booking. 
  • $1000 I Do Crew Upgrade Booking Fee – Due within 7 days of tentative booking. Non-refundable. Secures chosen date and confirms the booking.
  • 50% Progressive Payment – Due 6 months from the wedding date. 50% of the total booking amount. Non-refundable.
  • Final Payment – Due 6 weeks from the wedding date. 100% of the 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.
  • Security Bond – A credit card pre-authorization of $1000 is required prior to the wedding commencing. The wedding will not commence without a $1000 pre-authorization. Providing there are no additional costs incurred or breach of the Terms & Conditions, the funds will be released 7 to 10 days after initial pre-authorization.
  • Sundry payment – Due immediately following the event.  Any additional guests or expenses not included within the package.

Other functions will be supplied with a separate payment schedule.

Public Holiday Surcharge

Any function or wedding held on a public holiday will be charged at weekend package prices and incur a 15% surcharge of the total booking price.

Cancellation Policy

The booking fee will not be refunded under any circumstances. Progressive payments are not eligible for a refund once the payment due date has passed. Any refunds will only be paid to a bank account in the name of the agreement holder/s.

Date Change

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. A date change is not an option when requested less than 6 months prior to the original wedding date.

Hours & Closing Times

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 – 9pm finish, unless all accommodation is booked by function
  • Weddings – Sunday, Wednesday & Thursday – all non accommodation guests to have left the venue by 10.00pm, with all accommodation booked by wedding
  • Weddings – Friday & Saturday – all non accommodation guests to have left the venue by 11.00pm (or earlier finishing time on agreement), 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).

Guest Numbers

Up to 60 guests are included for full weddings held on Wednesday to Sunday. There is no discount for less guests. The maximum number of guests is 100 for sit down meal options and 150 for stand up meal options. Maximum numbers must not be exceeded at any time during the wedding. The number of guests attending must be confirmed 6 weeks prior for weddings and 2 weeks prior for functions. There will be no refund for the confirmed number of guests not attending. Guests attending any part of the wedding will incur a cost and must be included on the agreement and invoice. Payment for any additional guests will be deducted from the security bond or added as an additional item in the sundry payments. 

Guest Behaviour

By signing the wedding agreement, you take full responsibility for your guests and ensuring they are made aware of, and comply with both the Accommodation and Weddings & Functions Terms & Conditions, including not bringing alcohol onto the venue and vacating the venue by the designated time. Any breach of the Terms & Conditions by you or your guests may result in the full security bond being retained.

Children

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. Children must not be left unattended in accommodation rooms. There is no provision for babysitting of children on site. Children over 2 years old are to be counted as paid guests.

Food

External catering is not permitted, with the exception of wedding cake or cupcakes, which must be prepared in a licenced kitchen. If externally made cakes etc are to be consumed on site, they must be cut and served by Beerwah Hideaway staff.

Alcohol

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. Any bar tab credit included in the booked wedding package is not transferable or refundable if the full value of the bar credit has not been used. Drinks packages will commence 30 minutes after the scheduled ceremony starting time.

The bar will close 30 minutes prior to the function or wedding finish time. Any outstanding bar tab amount must be settled as soon as the bar closes.

Music & Noise

Live bands are not permitted, however, a solo or duo act or DJ may be permitted. As Beerwah Hideaway is adjacent to a residential area, this must also be a consideration when planning for music. Music must cease 15 minutes prior to the wedding or function finish time.

Noise levels must not exceed reasonable levels or create a nuisance, as determined in our sole discretion. We reserve the right at any time to stop the wedding or function if you do not follow or obey our requests or directions in this regard.

Accommodation

Accommodation for up to 14 guests is included for the night of the wedding for full wedding bookings. There will be no discounts or refunds for any accommodation not used. Accommodation guests must comply with Beerwah Hideaway’s Accommodation Terms & Conditions

Check-in time is from 2pm and check out is by 10am.

There may be an option to book accommodation for the night prior to the wedding, however ALL rooms must be booked. Where consecutive nights are booked, rooms will not be serviced unless guests fully checkout and check-in in accordance with the above times.

Car parking

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 sleepovers or camping in the car park.

Smoking

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.

Confetti

Any form of manufactured confetti, including biodegradable paper or synthetic rose petals are not permitted. Natural plant products such as real flower petals or leaf cutouts are permitted in outdoor garden areas only.

Candles

Real candles must be contained within an enclosed heat proof candle holder to prevent the spillage of wax.

Loss of or damage to 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.

Insurance

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 fake confetti/rose petals, 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 wedding agreement. 

Venue visits & rehearsals

Additional visits to view the venue may be arranged, by appointment only. Any additional visits/appointments will generally be on weekdays 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. By accepting these terms and conditions, you confirm your permission and authority for us to do so.

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. Access and entry to the property by third party suppliers is subject to any third party supplier complying with these terms and conditions. We reserve the right to refuse entry and access to any third party supplier that does not comply with this clause. Third party suppliers are also required to comply with all our directions and rules whilst on the venue or anywhere on the property and we reserve the right to remove them if the situation arises.

Package inclusions & upgrades

There will be no reimbursement for any package inclusions or upgrades not utilised. Alternative service providers must comply with the third Party Supplier requirements.  

Termination

Beerwah Hideaway may terminate a booking immediately and without notice to the client if:

  1. The client breaches the terms and conditions; or
  2. 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 representatives of Beerwah Hideaway, in their sole discretion, but acting reasonably, deems to be unreasonable, offensive, intimidation, harassing, inappropriate or unlawful.

Whilst making your event a special occasion is our priority, management reserves the right to enforce the above terms and conditions where necessary.

Updates

These Terms & Conditions may be updated at any stage. The current version will apply to all existing function/wedding bookings.