Booking Confirmation
* To confirm a booking, a minimum 50% deposit of the total costs (venue hire, beverage package, and security) is required and valid credit details provided. This payment secures your date and signifies acceptance of our Terms and Conditions.
Bookings are held for 7 days from quote acceptance. If deposit has not been paid after this period, the venue may release the reservation.
Cancellations and Rescheduling
* Cancelling an event after the deposit has been paid can only be done by consulting directly with management, and only by the person who has signed the hire agreement. Please note: deposits are non-refundable.
In the occasion your event needs to be postponed or a change of date occurs we are happy to accommodate the movement of event dates given the availability of the venue up until five months prior to your event date. While the deposits are non-refundable, a transferrable credit will be applied. Credits are not transferrable between people.
Security
* A security guard is required whenever alcohol is served at Whitestone Events. A security must be present to monitor the guest behaviour and in particular the venue entry. It may also be deemed necessary to have a guard present on other occasions. The Security Guard will be organised by Whitestone Events at the client’s expense and additional guards may be requested at the client’s expense if deemed necessary.
Service of Alcohol
* If alcohol is being served on premises, a minimum of two service staff with Responsible Service of Alcohol (RSA) Accreditation’s is required.
Public Liability Insurance
* Each supplier must provide a copy of their Public Liability Insurance before arriving at the venue.
Catering
* The setting of cutlery, crockery and glassware is the responsibility of the client and/or catering company. The clearing of the tables as well as cleaning of crockery, cutlery and glassware is the responsibility of the client and/or catering company. If this practice is not conducted the cost will be at the expense of the client.
Price Changes
* Prices are valid for 30 days from the initial enquiry and are subject to change. Minimum spend requirements apply.
Final Payment
* All catering, beverage and room set up requirements are requested a minimum of 30 days prior to your event date. Final payments need to be made thirty days before the event. Should payments not be received, the venue reserves the right to recover costs via authorised credit card details.
Property
* Any goods, properties or materials brought in by or on behalf of the hirer, are the responsibility of the hirer. Whitestone Events accepts no responsibility for damage or loss of goods or materials left at Whitestone Events prior to, during or after the event. All deliveries or collections for events must be arranged with and approved by the Venue Hire Team prior to delivery or collection. Delivery personnel are to follow any directions or instruction from Whitestone Events.
Guest Entry
* Guest entry to events will only be permitted in accordance with agreed start and finish times. The venue reserves the right to refuse entry to any patron in accordance with normal responsible service of alcohol procedures. Additional events guests (above and beyond the numbers of guests confirmed) may only be admitted in accordance with the venue’s licensed capacity. Minors are welcome to attend private events only when accompanied by a Legal Guardian, and they must vacate the premise by Midnight
Event Conduct
* Events must be conducted orderly, with full compliance with venue policies and responsible service of alcohol guidelines. When booking an event, it is the host’s responsibility to give accurate details in relation to the type of event and its guests. Misrepresentation can result in cancellation without notice at the host’s expense.
Additional Requirements
* Any external catering, equipment, decorations, or props must be confirmed with management at least two weeks before the event.
Set up and pick up for external suppliers
* A two hour set up time before the start time of event and one hour pick up time at the conclusion of the event is allowed for external suppliers. Any extra time required for set up or dismantling, prior to or after a function, may incur an extra charge. Please note that the venue must approve any and all equipment or decorations, and reserves the right to disallow any material deemed offensive or dangerous. It is the responsibility of the host to ensure any additional equipment, decorations etc are removed from the venue at the completion of the function.
Damage
* Please be advised that organisers are financially responsible for any damage, theft, breakage or vandalism sustained to the event room or venue premises by guests, invitees or other persons attending the function over the amount of $200.00. Management reserves the right to determine the cost of any damages. Should any extra cleaning be required to return the premise to a satisfactory standard, this will be charged to the client. The venue does not accept responsibility for damage or loss of merchandise left at the venue prior to or after the function. It is recommended that all client goods be removed from the venue immediately after the function.
Use of adhesive tapes
* Only low-adhesion tape is allowed. It must be tested before use and removed after the event. Damage from high-adhesion products will incur repair costs.
We note that products which bond firmly to the surface will damage the wall and floor finish, and will result in costly repairs to the venue at the expense of the hirer.
Dance Floor Safety
* Patrons are reminded that for safety reasons, beverages are not to be consumed on the dance floor area. If the venue manager considers that the dance floor has become dangerous for any reason, they may insist that footwear be worn by patrons who are engaged in dancing.
Pyrotechnics
* Suppliers must have public liability insurance and a fireworks license for pyrotechnics. Non-compliance will result in the prohibition of pyrotechnics at the venue.