TERMS AND CONDITIONS OF BUSINESS
Ballara is delighted that you have chosen us to host your upcoming wedding and we look forward to making memories with you while helping you plan your special day. These terms and conditions form the agreement between the person(s) making the booking (“You”) and Deronigo Pty Ltd ABN 28 006 596 158 (“Ballara Receptions”). The agreement commences when you make a booking with Ballara and payment of the initial deposit is received and Ballara confirms your booking in writing. Please read these Terms and Conditions carefully prior to making your booking and paying the initial deposit. If you need clarification with respect to any of the terms or conditions, we would be happy to assist you.
To give you the opportunity to double check everything, we can place a tentative hold on your preferred date for a period of seven (7) days. Ballara reserves the right to remove a tentative booking after it has been held for 7 days, without notice.
BOOKING & INITIAL DEPOSIT:
A booking is only considered confirmed by the payment of a non-refundable, non-transferable deposit of $1,000 and the receipt by Ballara of this Booking Form completed and signed by you. This deposit will be deducted from your final invoice.
A second non-refundable & non-transferable deposit is payable three months prior to your wedding. This deposit will amount to 50% of your minimum numbers. This deposit will be deducted from your final invoice. You may, if you wish, pay off further amounts in the lead up to your wedding.
Final payment shall be made by the client seven business days prior to the function in cash, cheque, direct debit or credit card (bankcard, visa & mastercard only). Credit cards incur a 1% surcharge. Final payment must be received on time for the wedding to proceed.
Your final guest numbers are required 16 days prior to the wedding date. The client agrees that the final cost of the function shall be determined by the guest numbers we have 10 business days prior to the function date and shall be determined by that number, or the minimum number of adult guests required for the applicable date, whichever is the greater.
We will not charge you an upfront bond prior to the wedding. However credit card details must be provided at the final appointment. If there is any damage to the venue, thefts, additional guests, bar TAB or other incidentals the supplied credit card will be charged. You will be notified before any such charge is made.
Ballara shall not be responsible for loss of, or damage to, property left on the premises prior to, during or after the function. The client accepts responsibility for any damage or theft to the premises or its fittings or equipment caused by the client, client’s guests or by outside contractors engaged by the client prior to, during or after the function.
The client is required to inform all relevant persons involved in the organising of the function, whether colleagues or contractors, of these Terms & Conditions.
Notice of cancellation must be made in writing and received by Ballara. Deposits are non-refundable. However if we are able to rebook your original date by 3 months prior with a similar function of equal value, then your deposit will be refunded minus a $500 Ballara cancellation fee and if you have the DJ as part of the package a further $250 cancellation fee will be applied. By 3 months prior to the booked date, cancellations forfeit both deposits paid. Cancellations made within 4 weeks of the wedding incur 75% of the payment for the minimum numbers applicable to the booking date. Bookings are non-transferable.
All prices are GST inclusive. All prices stipulated on this Booking Form shall be adhered to. Any other prices or optional extras are listed separately and are subject to change without notice.
The minimum spend equates to the minimum adults required for your selected date by the applicable rate. This does not mean you have to have that number of people here. If you have fewer people, once final numbers are received 2 weeks prior to your wedding date, management will calculate the extra value spend you have available once overheads, staffing etc are taken into consideration.
ALTERATIONS TO CONTRACT
Any alteration to these terms and conditions must be in writing and signed by both relevant parties.
DIAMOND PACKAGE FURTHER DETAILS
Suppliers other than ourselves who provide inclusions are explained as follows:
Cake Details – 60 to 99 adults a 2 tier cake is included, 100 to 160 adults a 3 tier cake is included. You make an appointment to meet with cake supplier to go through all of the following details. You can select the flavour of the mud cake – each tier can be the same flavour, or each tier can be different. The icing can be fondant, ganache, royal, naked or butter cream. You then select your trimming – options are ribbon, pearls or diamontes. The cake is finished with a fresh floral cake topper and sprays. Any modifications and upgrades are an additional fee payable directly to the supplier. Further details about your wedding cake will be enclosed in your congratulations email. – sent once deposit and this booking form is returned.
DJ Details– included in package is a DJ who is also available to act as master of ceremonies. We book the DJ for you. Once booked if cancelled a $250 cancellation fee applies. We arrange format and MC details with you at your final arrangement appointment and send this to the DJ, and once final forms have been given to Ballara, the DJ will contact you to discuss your music selections and all the finer details. If you extend your wedding and have opted to have the DJ, an additional charge will apply. The Ballara DJ meal is included complimentary.
Flower details: Bridal floral arrangement is included with seasonal white flowers and greenery and remains the property of Ballara. You select your preferred guest table centrepiece, which comes with seasonal white flowers and greenery, plus an accent colour of your choice. You may tailor this further and coordinate with your bouquets etc by going directly to the florist to coordinate details. The flowers from the guest table centrepieces are yours to keep at the end of the reception.
Access to the Ballara property for you and your guests, commences at the time stated on the booking form and must be adhered to. Any changes can only be made after discussion with Ballara and upon written confirmation. Please confirm your ceremony and reception commencement times with us before you print your invitations.
Evening functions are a 5 hour duration, lunches are a 4.5 hour duration and commence from the service of canapés & beverages. Ceremonies must be in the 1.5 hours immediately prior to the reception or as arranged and stated on this booking form. The celebrant and members of the bridal party may arrive up to 30 minutes prior to the commencement of the ceremony for set up purposes – no earlier unless discussed and confirmed with Ballara.
If not holding your ceremony at Ballara, you may arrive up to one hour prior to your reception time to commence taking photos. You will then have the pre-dinner drinks & canape time to continue taking photos. If choosing to hold your ceremony on site, you will have a gap period to take group photos and family shots before the reception commencing, and then pre-dinner drinks and canapes will commence while you take couple photos.
Evening weddings may also extend the duration of the reception if desired at an additional cost. Any optional items are included for the standard reception time frame, price on application for extensions. Guests must vacate within 30 minutes of the scheduled event completion. If you are unable to adhere to these times you may incur extra charges.
The standard access time for set up is the two-hour time period immediately prior to the commencement of your reception and the standard pack down time is the one-hour period from when your reception is scheduled to finish.
All entertainment is an additional cost to you and must be sourced by you. Ballara must approve details and set-up arrangements prior to the date of your function. Ballara has a noise metre installed to ensure guest enjoyment. Bands can be no greater than four pieces to fit on the stage, and any external bands must be checked with Ballara before booking. You will need to organise an MC – this can be through your DJ/Band or a guest. If organising BYO projectors, using Ballara’s background sound system etc, you must have someone in charge of controlling this for the duration of the reception – the function manager is not responsible for music or AV. DJ/Bands must comply with any noise or time restrictions as advised by the function manager on the day.
All table centres, lolly buffets and additional decorations required by the client but not included in Ballara’s packages, must be checked for their suitability with Ballara, and set up by external suppliers at a time deemed suitable. Ballara only puts out items that just require placement on a table with no set up. Wax candles are only permitted if the flame is fully enclosed. Nothing can be attached to walls etc with the use of staples, sticky tape, blue tac etc. No paper confetti, rice or glitter throwing is permitted – however fresh rose petals or bubbles are acceptable outdoors (silk petals only are allowed indoors). You will be liable for any breach of this and damages caused will be charged to the credit card on file. Ballara reserves the right to alter the décor, fixtures and fittings within the property at any given time without notice to you.
Henceforth you give Ballara permission to confirm details about your wedding with your listed suppliers e.g. musicians, photographers, florists etc. including your format sheet so that we can confirm access, set up, pack down etc. You give permission for Ballara to confirm details e.g. start and finish times etc. with guests who call us in the lead up to the wedding date. Aside from the bridal couple listed as primary and secondary contact as above, other people who are allowed to discuss and make changes to your wedding are to be listed below:
Henceforth you give Ballara permission to use your wedding photos supplied by yourself or your suppliers e.g. photographers, videographers etc, following the wedding day, for use on social media and advertising purposes. We will never sell-on your information to third parties.
CHILDREN & SUPPORT STAFF
Children are classed as between the ages of 2 and 12 years. Minimum number of guests does not include children. Children under the age of 2 years will not be provided with a meal or a seat unless charged for. We have 3 high chairs available at no charge. Support staff e.g. music (band or DJ), photographers, videographers etc. if working for you throughout the wedding, will require a meal. Support crew sit on a separate table to the guests. All of these meals are at a discounted rate.
Smoking is not permitted in any indoor facility on the Ballara property. There is a designated smoking area which everyone must use. Ballara may remove any person breaching this condition from Ballara’s property.
RESPONSIBLE SERVICE OF ALCOHOL
As a liquor licensee, Ballara is required to meet certain obligations in relation to the responsible service of alcohol. In accordance with these obligations, and not withstanding any other provision in these terms and conditions, Ballara has the right to refuse entry or reject patrons, at Ballara’s absolute discretion, if they are: intoxicated, violent, quarrelsome or disorderly, having glassware on the dancefloor, smoking in a smoke-free area, suspected of having or using illicit drugs on the premises, or in breach of the outline licensed map. Ballara reserves the right, and its absolute discretion, to close your event early or cease the service of alcohol, if it believes that patrons are acting in a way which may result in an infringement of the liquor laws. Under no circumstances can any alcohol be brought onto the Ballara grounds, except for pre-approved arrangements with management
SUPPLYING OWN FOOD
Certain items of food, if approved by Ballara, may be supplied in certain circumstances. This must be in accordance with the Food Safety ACT. If approved, you will need to sign a form to indemnify Ballara against any actions, claims, demands, losses, damages or costs arising from the consumption of the food that you have supplied.
Ballara can cater for special dietary requirements, however please note that special dietary requirements totalling 10% and over will incur the cost of an additional chef (e.g. for 100 guests; 10 people or more will enact this clause) at a cost of $250. All requirements must be confirmed with your final guest numbers. Only previously advised special requirements will be accommodated on the wedding day. The utmost diligence will be taken with all special dietary requirements, but please note meals may contain trace elements as the kitchen does process allergen items.
Ballara’s performance under these Terms and Conditions is subject to acts of god, war, government regulations or actions, terrorism, pandemic, disaster, civil disorder, strike or other industrial dispute, power outages, curtailment of transport and any other emergency conditions which are beyond Ballara’s reasonable control and which would render the performance of and this agreement by Ballara impossible or illegal (“Force Majeure event”). Where Ballara’s performance is impacted by Force Majeure Event, Ballara will endeavour to complete this contract to our best ability or may have to terminate this agreement by notice to you. If we cannot proceed with the event due to factors which are out of our reasonable control, a new date will be offered and all deposits paid will be transferred to that date. If a Force Majeure Event occurs within 5 days of your planned event, you will be required to compensate us for any expenses incurred to date. If planning for an outdoor ceremony, we will contact you two hours prior to the commencement time to make a decision regarding the weather. In the event of rain/high wind certain items of set up may not be possible to use due to OH&S guidelines.
Ballara, and its employees, agents or contractors, will not be liable to you or any of your guests for any loss or damage (howsoever caused) in respect of or in any way related to your use of Ballara’s property or the function.
You are liable for any damage sustained to Ballara, its employees, agents or contractors, its premises and contents, you, your guests, invitees or other persons attending the function, while in any area at the Ballara premises. Ballara accepts no responsibility, and is not responsible or liable to you, your guests or any other party, and you indemnify Ballara against, any loss or damage caused directly or indirectly by the conduct of you, your guests, invitees or other persons attending the function, including any failure by you or your guests to observe any legislative regulatory, license or authorisation.
20th March 2020 COVID – 19 update:
From the very first day we opened our doors to the public 33 years ago, our priority has always been on delivering the best possible experience for all our guests. We would like to confirm that our doors are very much open, and that your health and safety is of the utmost importance.
Unfortunately, we are now facing an unprecedented situation, as the world steps into uncharted waters surrounding the spread and attempted containment of Covid-19.
In light of this, we are following the advice of the Australian Government and World Health Organisation that has directed that any organised mass gathering over 100 people should be cancelled. We now find ourselves in the situation where we need to guide you on how to proceed with or postpone your event. At this stage, this direction only applies to events due to be held up until the end of May, 2020. We will turn our attention to events beyond the 31st May, on a rolling monthly basis based on further information provided by the Government. We know how distressing and disappointing that this is, we are all in this together and feel very deeply for everyone’s individual situation, and we will endeavour to find the best possible outcome for each event.
Option to proceed
Events of 100 people or less do not have restrictions on them at this stage. As updates come from the government we will have to revise where necessary. If you have the capacity to reduce your guest numbers, we will happily welcome you and your guests into Ballara (where we have stringent cleaning and hygiene practises for both employees and the venue in place to ensure the safety of all staff and attendees). We have every trust that our team can still deliver an exceptional experience for you.
Option to postpone
Postponing your event until the world has reached a state of normality is also an option. We ask for your patience in sourcing an appropriate date for your event. We want to continue hosting as many special occasions as we can and will do what is within our power to help you navigate this option.
As I am sure you understand, these uncharted waters that we all face has our team working beyond capacity. We have been a very fortunate to have built a strong foundation of clients. This does however mean that we have a significant number of clients that we are trying to help navigate through this time. If the COVID-19 situation is impacting your event, please call us to discuss your options so that we can talk to you personally about how you would like to proceed.
Ballara’s performance under these Terms and Conditions is subject to acts of god, war, government regulations or actions, terrorism, disaster, pandemic, civil disorder, strike or other industrial dispute, power outages, curtailment of transport and any other emergency conditions which are beyond Ballara’s reasonable control and which would render the performance of and this agreement by Ballara impossible or illegal (“Force Majeure event”). Where Ballara’s performance is impacted by Force Majeure Event, Ballara will endeavour to complete this contract to our best ability or may have to terminate this agreement by notice to you. If planning for an outdoor ceremony, we will contact you two hours prior to the commencement time to make a decision regarding the weather. In the event of rain/high wind certain items of set up may not be possible to use due to OH&S guidelines.