Terms of Hire
Confirmation of bookings: Tentative bookings can only be held for up to 7 days. Once this period has lapsed, the venue reserves the right to release the tentative reservation. To confirm a booking, a minimum deposit of 50% of “venue hire” only is required and a valid credit card number to be kept on file. This payment should be made within 7 days of booking to secure the date. Upon receiving your deposit payment, you are agreeing to our Terms and Conditions outlined.
Security: Whenever alcohol is being served at Whitestone, a security guard must be present to monitor 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. If Whitestone Events deem it necessary to have more than 1 security guard present, we are within our rights to request more Security Guards to be hired at the cost of the client.
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: We require a copy of Public Liability Insurance from each supplier prior to their arrival on premises.
Catering: The cleaning and polishing of all cutlery, crockery or glassware and setting such items on the tables are the responsibility of your catering supplier and their staff.
Self Catering: If you are self catering food and beverages, you will be required to sign a waiver.
Prices subject to change: Whilst every effort is taken to maintain prices, these are subject to change. Prices noted are valid for 30 days from initial enquiry date. 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 authorized credit card details.
Cancellations: Cancelling an event after the deposit has been paid can only be done by consulting directly with management, and only by the person who paid the initial deposit. Please note: deposits are non-refundable.
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: It is required that the organiser will conduct the event in an orderly manner. All normal venue policies, procedures and legal responsibilities apply to any and all persons attending functions at all times, including total compliance to all responsible service of alcohol guidelines and standards. When booking an event, it is the host’s responsibility to give accurate details in relation to the type of event and its guests. If a guest falsifies information, or if an event is booked on forged pretences, the venue reserves the right to cancel the event without notice, and at the expense of the host.
Additional Requirements: Any catering/ equipment / decorations or props required, other than those supplied by the venue, must be confirmed with management a minimum of two weeks prior to the date of the function.
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 (9am to 10am the morning following 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: Any tape used to temporarily adhere things to floor or wall areas at Whitestone must be low adhesion, and must be tested on the surface prior to use. Client is also repsonsible for the removals of any of these tapes, transfers or adhesives post event. 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 leasee.
Responsible drinking on/around dance floor: 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.
If an event needs to be postponed due to Coronavirus restrictions, we are happy to accomodate the movement of event dates given availability of venue.
If the venue needs to be closed for a deep clean due to a coronavirus case being detected and event must be moved to another venue, deposits will be refunded.
It is the responsibility of the event organiser to ensure coronavirus restriction level guidelines are followed during the event, taking special note of:
- Social distancing requirements,
- Food service safety protocols,
- Density Quotas and
- Electronic record keeping.
For up to date information on current restriction levels at events, please visit: https://www.dhhs.vic.gov.au/victorias-restriction-levels-covid-19.
Whitestone will asist with the provision of QR codes, social distancing signage, and the provision of recommended guest numbers in the case of any density quotas.