Conferences, Weddings & Events

Events Terms and Conditions

All prices quoted are GST inclusive.

Tentative Bookings

Tentative bookings will be held on a first option basis indefinitely. If another client requests this space, then we will contact you to ask for immediate confirmation in writing.

Confirmation

Confirmation of all bookings must be in writing. A deposit is required for weddings and large events.

Cancellation

All cancellations must be in writing. Cancellations within 14 days of the event will be subject to a cancellation fee. The fee will be at the Hotel Management’s discretion.

Price Variations

All prices are current at the time of quotation and every effort is made to maintain prices. However food and beverage prices are subject to change. In the unlikely event that quoted prices change, we will endeavour to notify you prior to your event.

Confirmed Numbers

All final details, menus, beverages, room set up, AV requirements and timings must be confirmed 14 days prior to the event. A guaranteed minimum number is required 14 days prior, with a final number to be advised 76 hours prior. Charges will be based on this number, or the final head count – whichever is greater.

Surcharges

Extra charges may apply for functions scheduled on Public Holidays. Extra labour charges may apply if your event extends beyond midnight prior to a Public Holiday.

Payment

Credit facilities may be available upon completion and approval of a credit application form. Unless credit terms have been arranged, full payment by cash, direct credit or credit card is required immediately following the event. A 7-day invoice may be arranged, with credit card details required to guarantee payment for any outstanding charges.

Food & Beverage

Only food and beverages purchased from the Ascot Park Hotel can be consumed on the hotel premises. Licensing and food safety regulations prevent the removal of food and beverages from the hotel premises.

Deliveries

The hotel is to be notified of any deliveries. The Hotel will not be responsible for packages, parcels or equipment that arrive without prior notification. Deliveries will be accepted

one working day prior to the event and must be collected within 24 hours following the event.

Insurance

It is the client’s responsibility to be insured for all items belonging to them for the period these items are in the hotel. While the hotel will take all necessary care, it will not accept responsibility for the loss of any property left in the Hotel prior to, during or after the event unless specific arrangements have been made with hotel management. Clients are responsible for any damage sustained to hotel property by them or their attendees.

Compliance

Clients will be responsible to ensure orderly behaviour of their guests and the hotel reserves the right to intervene and eject any objectionable person from the function and the hotel premises without liability. The Hotel accepts this responsibility within guidelines set by the Sale of Liquor Act.

The hotel retains the right to adjust any setup to ensure fire and safety codes are not breached. Particular attention will be paid to the accessibility of fire exits during trade shows where partitioning is erected. Floor Plans must be approved by Hotel management prior to setup.

Function Rooms

We reserve the right to reallocate function rooms due to circumstances beyond our control. If final numbers increase or decrease significantly from those advised at the time of reservation, we may substitute a more appropriate room. We will discuss changes with you when the decision is made.

Unauthorised Extras

Unless otherwise instructed in writing, the client will be liable for all charges incurred by the client or his agents during the course of the function.