Historic Farm Stay and Event Venue
TC Photographics Pty Ltd trading as Bush Bank
59 Princes Highway,
Kiama Heights NSW 2533
Ph: (02) 4232 4676
ABN: 84 001 764 727
Terms and Conditions 2019/2020
Bush Bank is committed to ensuring your function is an enjoyable, unique, private and happy event. We will be attentive to your needs at all times and extend to you our professional and friendly advice.1.0 Pricing Quoted prices are subject to change without prior notice. Final catering costs are determined by seasonal food selection and duration of staff hours required for the event. Prices are based on a maximum 10 hour ceremony/reception time. A 15% surcharge will apply to events (or clean up) held on a public holiday. ALL PRICES INCLUDE GST.
2.0 Venue hire, event management fees and accommodation breakdown (80 – 150 adult persons cocktail style; 80 – 140 adult persons seated)
• Venue hire includes: Event insurances blue stone cottage hall & verandahs, grounds and garden preparation, clean up kitchen, dish washer Commercial kitchen, cooking equipment, gas, electricity, cool room and commercial bar fridge 3 x toilet bathroom suites in blue stone cottage, toiletries, paper & enviro-cycle pump out.
• Event management includes: Co-ordination of staff, rosters, suppliers, deliveries etc, e-mails, face to face meetings, phone calls & supply marquee layouts. A traffic marshal is provided at the end of night. It does not include styling or decorating.
• Accommodation (3 days, 2 nights) includes breakfasts both mornings & light lunch on wedding day for UP TO 8 in-house guests with check-out at noon. Post wedding brunch may be order at additional cost.
• Catering (per head incl. chef, kitchen and wait staff) minimum depending on choice of menu.
• RSA staff (minimum 2) to serve client supplied drinks (includes Bush Bank supplying ice and non-alcoholic punch and iced water on the day of the event).
• Hire of two marquees: 24m x 6m marquee and 6m x 9m marquee per head (including bar, glass washer, dance floor, entertainment deck, silk linings, light fittings, tables, chairs, linen, crockery, cutlery and glassware, power points & dimmer switches)- full list of inclusions attached.
• Set-up and set-down of tables, chairs, games, bar, linen, lights & silk linings, stock take of hire goods, and cleaning of cottage and marquee day prior, day of and day after the wedding day
• Rubbish removal fee (approximately).
• Security deposit (refundable if no claim for loss or damage is made).
Venue hire includes access to specified areas of the Homestead, the Blue Stone Cottage hall and 3 bathrooms and surrounding specified areas of the grounds. Event management includes 2 x 1.5 hours pre-event on-site consultations, providing layouts, receiving deliveries, set up and pack up of hired goods and co-ordination of all staff and security. Styling and decorating services are an additional cost. Accommodation is provided in the Homestead in 3 rooms, for 2 nights, for up to 8 persons.
3.0 Access to the venue Access to the venue is permitted from 11.00am on the day prior to the event for the purpose of set up of personal and hired goods and decorating and up to 12.00pm on the day after the event for the purpose of removing all personal possessions. On the day of the event guests have access until 11.00pm. Last drinks will be called between 10.00pm and 10.15pm and any entertainment must be concluded by 10.30pm. Guests must proceed to buses in a quiet and orderly manner and all persons must vacate the venue by no later than 11.00pm. Guests staying at the Homestead should be at the Homestead by no later than 11.00pm to allow staff to carry out final cleaning and lock up of the cottage, marquees and surrounding areas after the event. As the Homestead is our private residence, only those guests staying at the Homestead will be permitted to enter the Homestead during the event. Guest access is restricted to specified areas.
4.0 Accommodation Bush Bank offers comfortable accommodation in the Love’s Bay king room with ensuite and two queen rooms (one with an additional 2 single beds) with ensuite/private bathroom. Accommodation pricing includes continental & full cooked breakfast for in-house guests, coffee/tea making facilities, microwave and fridge. A light lunch for in-house guests will be provided on the day of the event and is included in accommodation pricing. The guest lounge and king bathroom can be used for make-up application and hair styling purposes for in-house guests on the day of the event. Only guests staying at the Homestead are permitted to get ready at the venue, unless otherwise agreed. Due to health and safety and insurance regulations, no room change-overs are permitted. This means that only the same in-house guests are permitted to stay at the Homestead on both nights although partners of guests staying the first night may join them for the second night.
5.0 Bookings To secure a booking, the following is required:
• Payment of a non-refundable booking fee of $3,000.00.
• Signed acceptance of Bush Bank’s terms and conditions must be submitted within 7 days of payment of the booking fee.
6.0 Payment of 50% of the agreed costs is required to be paid at least 180 days prior to the event, or at the time of booking if made less than 180 days in advance. Full payment is required at least 21 days prior to the event together with final guest numbers. Failure to meet Bush Bank’s payment terms will result in the event being suspended until such time as full payment is made. Payment can be made by cash or direct debit. Please note Bush Bank does not have credit card facilities.
7.0 Cancellation Notification to Bush Bank of the cancellation of your booking will result in the following charges being made:
• Retention of the non-refundable booking fee.
• 50% of agreed costs where cancellation occurs between 180 and 90 days prior to the event.
• 75% of agreed costs where cancellation occurs between 90 and 22 days prior to the event.
• 100% of agreed costs where cancellation occurs 21 days or less prior to the event. If the event is postponed and moved to another date (if a suitable date is available), 50% of the non-refundable booking fee may be applied to the new date booked, at Bush Bank’s discretion. Notice of cancellation must be in writing.
8.0 Equipment hire Bush Bank recommends the use of our preferred suppliers for equipment hire. Quotes can be provided to your specific needs. A list of suppliers will be provided to you. You are responsible for the condition and security of all externally hired equipment. Bush Bank does not accept any responsibility for any damage to externally hired equipment.
9.0 Catering All catering is prepared by Bush Bank’s contracted chefs. The cuisine is always fresh and beautifully presented. Special dietary needs will be considered. We must be advised of any medical food allergy conditions well in advance. All care, but no responsibility will be taken for the preparation of these meals. Self-catering is not permitted. Menus may change due to seasonal availability.
10.0 Cocktail bar A cocktail bar can be set up upon request for 1 hour for an additional fee, which includes RSA staff, bar set up and pack up, glassware, ice and cleaning. You are to supply drinks and any garnishes required.
11.0 Guest numbers Anticipated guest numbers must be provided at the time of booking and must be a minimum of 80 adults. In addition, vendor meals i.e. meals for entertainment personnel, photographer etc, must be catered for. Final numbers are required 21 days prior to the event and must not vary by more than 10% of anticipated guest numbers provided at the time of booking. Quoted prices only allow for a 10% variation in guest numbers. This means that you will still be required to pay 90% of the agreed costs in circumstances where the variation is more than 10%.
12.0 Liability/loss and damage Whilst all care is taken, Bush Bank will not accept any responsibility for loss, damage or injury to guests and/or goods or personal effects left at the venue prior to, during or after the event. Any items not collected within 7 days after the event will be disposed of. You are financially responsible for any damage sustained to the venue by yourself, your guests, invitees or other persons attending the venue (including all areas of the marquee, Homestead, Blue Stone Cottage and all surrounding areas). You will be charged for any additional cleaning necessitated and considered by Bush Bank to be over and above general requirements (minimum $250.00).
13.0 Confetti The throwing of confetti, rice, feathers any other celebratory throwing material is prohibited. It is your responsibility to inform your guests not to use such matter. You will be charged an additional cleaning fee (minimum $250.00) should Bush Bank’s staff be required to pick up such matter.
14.0 Naked Flames The use of candles inside and outside the marquees must be used under strict guidelines. All flames must be enclosed in glass storm shades. Total fire ban laws must be strictly observed. The lighting of fireworks is strictly prohibited. Sparklers are not permitted.
15.0 Smoking Bush Bank has dedicated smoking areas. Containers for cigarette butts will be provided near verandahs and at the entrance of the marquees and Blue Stone Cottage. No smoking is permitted inside the marquees, Blue Stone Cottage, Homestead or on certain verandahs. You will be charged an additional cleaning fee (minimum $250.00) for excessive littering.
16.0 Guest conduct You are responsible for the conduct of guests. Guests are required to be respectful of others at the venue and neighbouring properties at all times. In the event of offensive behavior, guests will be asked to leave the venue immediately.
17.0 Consumption of alcohol/use of illegal substances Bush Bank reserves the right to refuse service of alcohol should we believe a guest is intoxicated or underage and to ask guests to leave if they do not co-operate. No spirits will be allowed to be served during the event except for use in cocktails where cocktail bar set up has been agreed prior to event. Guests are not permitted to bring their own alcohol to the event. All alcohol bought onto the property has to remain on the premises and is not to be removed till the following day and only to be removed by the Bride and Groom or nominated representative. Bush Bank operates a zero tolerance policy on the use of drugs and illegal substances. Any guest found to be under the influence will be asked to leave. Any evidence or suspicion of drug use will be reported to the police immediately.
18.0 Children Due to health and safety regulations and public liability concerns, children attending the event are to be supervised by an adult at all times and are not permitted near the bar service area. An area can be set up in the Blue Stone Cottage for children attending the event if required. Children may be fed in the Bluestone Cottage if not seated in the marquee. No children are permitted in the Homestead during the event.
19.0 Meetings and appointments All meetings and appointments must be pre-arranged. We will provide up to 38 hours of our time to extend planning advice and guidance in support of your needs (in addition to pre-event on-site consultation). However should your requirements extend beyond 38 hours an hourly charge rate of $60.00 will apply. This includes face to face consultations, phone calls and up to 60 emails to and from you or anybody else representing you including suppliers of any goods and services in addition to what is included in the normal venue hire.
20.0 Parking and direction Parking is available for a maximum of 8 vehicles in the car park provided adjacent to the Homestead for guests staying at the Homestead only. You will need to arrange for all guests to be brought to the venue by bus in accordance with Bush Bank’s Transport Management Plan (TMP). This is a Council and RMS requirement and must be strictly adhered to. You must engage the services of a bus company that is familiar with the requirements of the TMP. Names of preferred bus companies with compliant 19 to 24 seat buses will be supplied. Bush Bank will supervise the parking arrangements, as per the TMP and it is suggested that persons with authorisation to park at Bush Bank be issued with passes to avoid any confusion on the day. Kiama Cabs can supply taxis outside this arrangement. We suggest you provide a map and directions for bus pick up points with your invitations, as no exception will be made for any vehicle that does not have prior permission to park at the venue. Bush Bank does not accept responsibility for any loss, damage or injury to any vehicle at any time or for any loss, damage or injury arising from non-compliance with the TMP. You are responsible for ensuring safe travel for guests at the conclusion of the event.
21.0 Wheelchair access Being a farm, the area around the Blue Stone Cottage and marquees is not wheelchair friendly. However, we will do our best (within reason) to accommodate any guests in a wheelchair. WE provide a steel wheel chair ramp if required for entry to the cottage. If a disabled toilet facility is required, then it is your responsibility to hire a portable disabled toilet unit for this purpose.
22.0 Entertainment It is your responsibility to advise Bush Bank of any additional power requirements for pre-approved entertainers/DJ’s/bands. Entertainers must provide their own leads and sound systems. Bush Bank is situated in a semi-rural area. Bush Bank reserves the right to determine if the planned entertainment is appropriate and within noise level guidelines. Should any member of the public object to the noise levels, you must reduce the sound to an acceptable level immediately as directed. Bush Bank will endeavor to accommodate your choice of entertainment where possible.
23.0 Unforeseen circumstances Due to any unforeseen circumstances or accidents, Bush Bank reserves the right to cancel any booking. Any monies deposited will be refunded to you, however Bush Bank will not be responsible for any costs, damages or expenses that you may suffer as a result.
24.0 Additional charges Additional charges not already stated may apply under the following circumstances:
• If your event exceeds arrangements previously agreed.
• If your event requirements change.
• If your event continues past the pre-arranged finishing time.
• Additional cleaning and maintenance that is not considered normal.
• Increased food and staff costs due to extended period between booking and event dates. Bush Bank reserves the right to provide you with amended terms and conditions and to require you to sign an acceptance of those amended terms and conditions at any time.