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Venue Terms & Conditions

The terms and conditions of this Booking Agreement apply to all bookings at Freycinet Eco Retreat. In paying the deposit the client confirms that he/she has read, understood and agrees to be bound by these conditions.

Deposit

To confirm a booking, we require a deposit, at which time the client will be sent a confirmation.

We also require a bond which is payable 14 days prior to arrival, which is held against any out of the ordinary cleaning, rubbish removal or damage, and is refundable, less any deductions, 14 days after the booking is complete.

Payment

Final numbers must be given and the balance of the venue fees paid no later than 30 days prior to the function. Arrangements for the function will not proceed until this payment is received. Payments may be made using cash, cheque, Mastercard, Visa or direct transfer.  Credit card payments (other than for the deposit and the bond) carry a 2% premium to cover bank charges.

Cancellation

The deposit is fully refunded if the booking is cancelled within 7 days of the deposit being received. After this time, deposits paid are non refundable. For cancellations within 30 days of the event, the full booking fee is non refundable. Freycinet Eco Retreat reserves the right to cancel a booking for whatever reason. Should this occur then the deposit and/or booking fee will be fully refunded, but no responsibility will ensue to Freycinet Eco Retreat for any consequential loss to the client as a result of that cancellation.

Timing of Events

Access to the Arc or Barn will be available from 10am on the day of the booking. Delivery and / or removal of any equipment or goods before or after that time is to be by prior arrangement only. If, because of other bookings, deliveries have to be made to an alternative location, or goods removed to an alternative location after the booking, then extra charges may apply. The prearranged duration of a function forms part of this agreement and should fall between 10am and midnight. If an event runs past midnight then a fee of $550 per hour or part thereof will apply.

Accommodation

Where a client requires The Arc or Barn venues for a function running past 7pm, then we require the client to also hire the two self catering Lodges at Freycinet Eco Retreat, at a rate of $360 per night each, with a minimum 2 night stay (3 nights at peak periods and public holidays). A deposit of one night is due for each unit at the time of booking, with the balance due 30 days in advance of the booking.

Alcohol Consumption

Clients have a duty of care to their guests and should refuse service of alcohol to minors or persons believed to be intoxicated or who may do harm to themselves or others. Freycinet Eco Retreat does not accept any liability for the responsible service of alcohol even if its owners, agents or employees assist with the service of alcohol.

Guest Behaviour

Clients are responsible for the behaviour of all invited and uninvited guests at Freycinet Eco Retreat prior to, during and following all functions. Clients may therefore wish to consider security staff for certain types of functions. Freycinet Eco Retreat reserves the right to ask any guest who does not follow management’s instruction to leave the property. It is the client’s responsibility to ensure such persons leave the property and are provided with safe transport to their home or accommodation. If a guest is unwell or intoxicated, it is also the client’s responsibility to ensure they are provided with safe transport to their accommodation. Smoking is only permitted in the designated smoking areas.

Content of Function/Event

If Freycinet Eco Retreat has reason to believe that any function/event involves any illegal activity, or will affect the smooth running of Freycinet Eco Retreat's business, its security or reputation, the management reserves the right to cancel or curtail a function at its discretion without notice or liability. If your function/event will involve pyrotechnics or special effects, then prior approval of the management is required.

Signage

Nothing is to be nailed, screwed, stapled or adhered to any wall, door or other surface or part of the buildings. Any additional signage is to be approved by management prior to erection.

Damage

Any damage to property or equipment or theft caused by the client, their agent, employee, invited or uninvited guests or outside contractor arising as a result of this booking will be the financial responsibility of the client and the costs associated with replacement, repairs or abnormal cleaning will be charged. Abnormal cleaning is at the rate of $30 an hour per staff member. The cost of any repair will be at the appropriate professional contractor rate. Stolen items will be charged at full replacement cost. No form of confetti or glitter is permitted under any circumstances, but flower petals are welcome. Candles may only be used if placed in glass containers, and flowers must have any stamens with loose pollen removed.

Indemnity

The client undertakes to indemnify Freycinet Eco Retreat for any losses arising from their booking in any way whatsoever other than that arising as a result of the negligence on the part of the owners, agents or employees of Freycinet Eco Retreat. Freycinet Eco Retreat does not accept responsibility for damage to, or loss of, any patron’s property left on the premises, prior to, during or after a function. Freycinet Eco Retreat does not accept any liability for personal injury or damage caused by equipment not supplied by Freycinet Eco Retreat.