BOOKING CONDITIONS
Your booking is not confirmed until terms and conditions are accepted and full prepayment is received. Customers have up to two (2) calendar days from the event enquiry to complete this process, after this time, event agreements are null and void. Once confirmation is received the booking is subject to full terms and conditions. Management of the Hotel reserve the right to cancel the booking and allocate the venue to another client if the deposit is not received within the specified time frame. 
All online bookings require full prepayment in advance to secure the bookings. 

ENTIRE AGREEMENT
Subject to amendments specified in subsequent Event Orders, the Event Order and these Terms & Conditions will constitute the entire agreement of both parties and supersede all prior discussions, negotiations and agreements in relation to the conference/event.

RATE DISCOUNT AND PROMOTIONAL OFFERS
When a discounted or promotional offer for accommodation/catering/room hire has been included, the discount will only apply should the relevant booking conditions be fully satisfied. In the event that these conditions are not met, full charges may be applicable and a new agreement issued.

CONFIRMATION OF BOOKING
Bookings are not confirmed until a copy of the event agreement is completed and returned to the hotel along with payment of the initial deposit (see Deposit schedule) and acknowledgement of receipt and processing has been issued from the hotel.

FUNCTION ROOM ALLOCATION
Please note that the allocation of the Conference rooms is subject to the number of guests listed in this Contract. The Hotel reserves the right to change the initial allocation of these rooms, on condition that this does not affect the proper course of the function organised by the Client.

Kindly note, rooms are reserved for the hours noted only and may be sold by the Hotel outside of these times. Should you require a 24-hour hold on your function rooms please contact your coordinator as soon as possible to discuss applicable rates.

Maximum guest numbers per meeting room are applicable at all times. The hotel reserves the right to remove guests from or deny guests access to any meeting room where maximum occupancy has been or will be exceeded.

REDUCTION IN CATERING GUEST NUMBERS
All cancellations received by the hotel must be made in writing. Client can release 10% of contracted catering guest numbers without penalty up to five (5) business days prior to the event. All reductions of guest daily catering numbers in excess of the permissible amount will incur a fee. The fee is based on the difference between contracted numbers and updated numbers and is equal to 50% of the total estimated daily catering charges per guest. If catering numbers are reduced within 5 business days, the client will still be charged for the guest numbers last provided to the hotel.

ATTENDANCE GUARANTEE
Final number of guests attending is required five (5) full working days prior to the start date of the event. It is the responsibility of the client to contact the hotel regarding final numbers, should a guaranteed number of guests not be received then the most recently advised number of attendees will be considered as final. If final numbers are less than totals prepaid as part of this schedule, a refund will be issued after the conclusion of the event.

CATERING, MEETING ROOM AND ACCOMMODATION POSTPONEMENT
Postponement of catering, room hire or guest accommodation is considered a cancellation. Applicable cancellation fees and charges will apply as per those detailed in this agreement.

CATERING AND EVENT ROOM CANCELLATION
All cancellations received by the hotel must be made in writing. The Client’s failure to show at the hotel on the appointed date shall be regarded as a cancellation. The hotel reserves the right to charge the client all charges listed on this contract due to the cancellation. The hotel reserves the right to consider that any partial cancellation representing over 60% of the total amount for the function constitutes a full cancellation.

Any form of entertainment or outside services retained by the Hotel on the Client’s instruction may incur a full charge for the services retained, regardless of when the services were cancelled.

Cancellation Fees
Should a decision be made to cancel your event and/or your whole accommodation group (including any additional event space or accommodation rooms requested for this event) after the return of this signed agreement, the following schedule will apply.

Should you have any special account instructions regarding billing items please contact the undersigned so arrangements can be made.

FORCE MAJEURE
Neither party may be held accountable for any act, omission or circumstance due to an event beyond their control which that party could not have avoided with a reasonable effort, providing it advises the other party in detail and in writing, as soon as possible after the occurrence of the said event, and that it takes reasonable steps to remedy the situation quickly and remove the cause of those acts, omissions or circumstances.
These acts, omissions or circumstances shall include but not be limited to:

• War, declared or undeclared, revolution or action taken by public enemies; riots or civil disturbances; strikes, lock outs or work stoppage affecting all or part of the Hotel staff; acts of nature; fire, floods, storms; constraints imposed by any government or public authority; or any other cause that is reasonably beyond the control of one of the other party.
• The duty to remedy any one of these causes quickly in no way includes the duty to end strikes or industrial conflict by accepting the demands of the other party or parties.

SURCHARGES
Should an alteration be made to the room set up or final guest numbers within 48 hours, a labour surcharge will be applied. Should an event be booked on a Public Holiday, a surcharge of 15% of the total booking value will be applied.

ACCOMMODATION ATTRITION
If the client needs to release accommodation, the following schedule will apply.
 
If the client wishes to release additional rooms above the release terms, they will be subject to a 100% charge of one nights’ accommodation for each room cancelled.

Rates

• All rates within the contract are inclusive of 10% GST and quoted in Australian Dollars.
• Accommodation and Day Delegate rates are commissionable at 10% to bono fide PCO’s and travel agents.
• Accommodation rates are based on Single or Double Occupancy, unless otherwise stated.
• Maximum guest room occupancy is 3 Adults or 2 Adults + 1 Child.

Please note accommodation rates, unless specified in guest accommodation section, are variable and will fluctuate with market demand. On occasions of high occupancy or predicted nights of high demand such as those that occur when large public events are hosted within the city, the hotel reserves the right to enforce a minimum stay requirement.

FOOD AND BEVERAGE REQUIREMENTS
Menus and Food Service
It is the organiser’s responsibility to ensure guests do not bring any food products into the Hotel for consumption. Food products for display or product training are to be approved by the Hotel. Menus must be advised in writing twenty-one (21) days prior to the contracted arrival date. Should requirements not be advised within this time frame, the Hotel reserves the right to substitute food and beverage requirements accordingly.

Alcohol Service
The Hotel upholds the principles of Responsible Service of Alcohol in accordance with the liquor license applicable to these premises; the Hotel reserves the right to refuse service to persons suspected of being under the age of eighteen (18) years, and to any person who shows signs of intoxication. The hotel also reserves the right to remove the offending guest/s from the premises or to close the bar entirely.

Function Security
Upon request by the Hotel, one (1) security guard must be provided by the client for a minimum 4.5 hour period, for the first one hundred guests. One (1) additional security guard is required for every additional 50 guests or part thereof. The hotel can supply a security guard for $50.00 per hour at your expense for the event.

GENERAL INFORMATION & POLICIES
Check in/Check out
While every effort will be made to have your rooms ready as soon as possible, normal check-in time is from 1500 hours. Check-out time is 1100 hours.
Should your conference have any special requests for check-in or check-out, we are happy to discuss these details with you.

Group Transfers
Please advise the hotel of your group transport arrangements with details pertaining to: name of transport company; arrival and departure patterns and number of people.

Group Luggage
Please arrange for all delegates to clearly label their luggage by guest and group name. This will facilitate a more efficient and accurate process for luggage delivery to guestrooms.

Content of Function
If the Hotel has reason to believe that an event or any part of it will affect the smooth operation of the Hotel business, its security or reputation, the Management reserves the right to cancel/stop the function or any part of it at their discretion without notice or liability.

Internet Access
Access is available at $15.00 per user, per day. A connection fee and user limits may apply.
Please advise your sales or event coordinator within ten (10) working days if you require the use of Broadband Internet.

Signage
In public areas of Hotel, signage should be kept to a minimum and must have prior approval by the Hotel’s management.

Advertising
Prior permission is required to use the Hotel’s name and/or logo in print, and/or audio-visual display. All proposed artwork must be approved by the Hotel prior to publication.

Audio Visual
Audio Visual Dynamics acts in the capacity of audio visual and theme supplier. All requirements and details regarding audio visual and themes are to be discussed directly with Audio Visual Dynamics. If another audio visual or theme company is appointed for your conference, all requirements and details must be approved by the Hotel.

Whenever an external audio visual or Event Production Company is involved in an event in any of our function rooms it is a requirement that a Technician on Duty (TOD ) be present at all times unless deemed unnecessary by the Rendezvous Management. Our TOD policy is an Occupational Health and Safety requirement to safeguard the hotel’s technical and audio visual fixtures and fittings and to oversee the work practices of the outside company employed by the client.

The Technician on Duty will be charged at a rate of $83.05 per hour for the entire time the outside company is onsite (with a 3 hour minimum charge). Charges for the Technician on Duty will be listed on the Event Order and included on the client’s Master Bill along with room hire and other relevant charges.

Outside Contractors
All plans must be approved by the sales department not less than 14 days prior to the event/conference. The outside contractors must liaise with the Conference Sales Department in all matters of delivery, set-up and break down in accordance with the Hotel’s occupational health and safety code and indemnify the Hotel against any liability or injury arising from the contracted event.

Additional Services
The Hotel will be pleased to arrange a variety of additional services upon request, such as entertainment, technical equipment, etc. A charge may be incurred for some services. If the function is cancelled, such service charges are the responsibility of and payable by the client.

Conduct
It is the organiser’s responsibility to ensure all their guests behave in an orderly manner during the function. The Hotel reserves the right to remove any guests from the premises if they behave in a manner unreasonable or potentially disruptive towards the wellbeing of the other guests and staff members.

Responsibility
Should the Hotel be unable to provide the facilities reserved due to circumstances beyond our control, no further claim other than the entitlement to a full refund of any deposits paid may be made. The Hotel will endeavour to provide the organiser with reasonable notice.

Commission
The appointed Agent must claim all commission claims in relation to this contract within 90 days after the last day of the event. If such claim for commission is not made, the agent acknowledges that it has forfeited the right of claim for commission. The bona fide travel agent must claim for commission by way of tax invoice and if requested, supply evidence of correspondence between the hotel and itself in specific relation to this event prior to the issuing of the first contract by the hotel.

Loss or Damage
The Hotel will endeavour to take all possible care but accepts no responsibility for damage or loss of equipment, merchandise or other property left on the premises prior to, during and after the event. The Hotel recommends that guests carry their personable valuables at all times and suggests that the organiser/client arrange an independent insurance policy to cover such damages and/or losses. It is also the responsibility of the organiser/client to provide Personal Insurance Cover for their employees or contractors.

The Organiser is financially responsible for any damage sustained, or loss incurred, to the Hotel’s property, carpet, fixtures or fittings, whether through their own action or the action of their guests, appointed agents, contractors or sub-contractors prior to, during and after the function. The Organiser is to ensure that nothing is nailed, screwed, stapled, pinned or adhered to any wall, door, ceiling, furnishing or other surfaces or part of the Hotel.

Payment
The client shall pay the balance or full amount contracted for event including accommodation, 14 days prior to the event unless prior credit facilities have been established at the hotel. A new credit application may not be approved for functions confirmed less than 14 days prior to arrival. Alternatively, payment can be made by company credit card including all major credit cards, company cheque/s, cash or direct debits. Where the hotel has granted credit, all accounts must be settled 14 days after the function date. For credit card payments, please note that a 1.2% transaction fee applies for Visa Card, MasterCard, American Express and China UnionPay, and a 2.5% transaction fee applies for Diners Card and JCB. There is no fee associated with payment via cash or EFTPOS.

Companies or Associations accept responsibility where their delegates fail to pay for sundry delegate charges and where necessary may be sent to the company or association to be honoured within 14 days of departure.