

Booking Terms and Conditions
Effective Date: January 2025
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Definitions
Client(s): means the individual(s) who execute the event booking.
Venue: means all buildings, infrastructure, gardens, carparks within the vicinity of Edith Valley.
Event: means any wedding, ceremony, reception, private event or corporate event with a confirmed date as executed by Edith Valley and the Client(s).
VENUE
Access to the venue for set up/styling is between 10.00am and 4.00pm the day prior to your event, and the venue must be left how it was found, clear of all personal/hired items by 12noon the following day (unless prior arrangements are made with Edith Valley management).
The earliest ceremony time is strictly 3pm and events are to conclude by 12midnight. The premises must be vacated in an orderly manner and Edith Valley reserves the right to charge a fee of $800.00 per half hour should the premises not be vacated by 12.30am. Under no circumstances are guests or vendors allowed to stay on the property overnight.
We request that nothing is nailed, screwed, stapled, adhered or permanently fixed to any wall, door or other surface within the vicinity of the venue and we reserve the right to charge the Client(s) for any damage caused or extra cleaning costs.
Edith Valley is not responsible for organising additional suppliers or service providers associated with the Clients event unless otherwise agreed by the Venue Manager. Edith Valley is not responsible for any setup/pack-down associated with any items bought to the venue by either the Client(s) or outside vendors and suppliers. All suppliers and external service providers are to contact the Venue Manager on enclosed details prior to the event to confirm details and arrival times etc.
The included furniture and styling items are subject to change due to wear and tear and/or the replacement and/or damage of items. Edith Valley will endeavour to notify the Client(s) should there be any dramatic changes to the furniture and styling items on offer.
There is ample on-site parking available for guests and we request that vehicles stay on the roads when driving on the property. All vehicles (including bridal cars) are prohibited from driving on any lawn or grassed areas of the property and under no circumstances can you drive into paddocks – please remember this is a working farm. It is the Client(s) responsibility to advise photographers and any other parties that may be driving around the property to adhere to these rules.
The property is locked up overnight and will be accessible from 9.00am the following day unless prior arrangements are made with the Venue Manager. Vehicles that are left overnight must be removed from the premises by 12noon the following day. We do recommend that the Client(s) consider providing a bus service for their guests to ensure that everyone travels safely. Edith Valley accepts no responsibility for theft or damage to any vehicles on the property.
Edith Valley is pet friendly but please note that it is a working farm and therefore pets must be on a lead and under control at all times. Only well-behaved pets are welcome! Pets must depart the venue at the conclusion of the ceremony. The venue will be cleaned before and after each event and any additional cleaning charges will be deducted from the Client(s) bond (or invoiced if a greater than the bond amount). Cleaning days/times are arranged by the Venue Manager and the client(s) will be notified of these times in the lead up to the event.
SET UP AND STYLING
Confetti, glitter and non-biodegradable items are not permitted to be thrown or sprinkled at the venue. Additional cleaning charges will apply should this condition be breached.
Candles must be in a solid holder where the top of the vessel is above the flame of the candle. If using stick/taper candles they must have a tray or surface (other than the tables) underneath to catch the wax as most stick candle holders do not have enough room to catch the wax.
Outdoor dancefloors must be removed within 48 hours of installation to avoid damage to the grass.
Sparklers are not permitted during fire ban season. Outside of the fire ban season, sparklers are only to be used on the grassed area adjacent to the venue (not on the veranda or indoors) and they must not be lit all at once. Fire pits are permitted outside of the fire ban season and can be set up on the grassed area adjacent to the venue. The fire pit must be a contained fire drum with some form of protection underneath to avoid damage to the grass. Firewood for the fire pit must be supplied by the client(s).
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CATERING
Catering is to be provided by one of Edith Valleys preferred caterers unless approved by the Venue Manager.
The Client(s) is required to liaise with their chosen caterer directly to make a booking for their event and confirm menu choices.
Edith Valley accepts no liability for guests with dietaries or allergies.
Payment for catering is made directly to the Client(s) chosen caterer and Edith Valley accepts no responsibility for the terms and conditions bound by the Client(s) chosen caterer.
Should the Client(s) wish to gain approval to engage a caterer that is not an Edith Valley preferred caterer, the Client(s) must provide a copy of the caterers business registration and insurance documents, and a copy of their proposed menu.
BEVERAGES
Beverage Service Staff are strictly to be provided by Edith Valley. There is strictly no self-service for alcoholic beverages; this includes keg-pouring systems. A basic beverage service package (open & serve style of service) is included in all venue hire packages. Any additional hours/service requirements will be quoted accordingly and charged upon the final invoice.
Beverage service staff are required to start a minimum of 30 minutes prior to the commencement of the event and work through until 30 minutes after the conclusion of the event.
The beverage staff requirements are based on your final guest numbers and service requirements (ie. you may require additional staff if you would like an outdoor bar, cocktail service and/or table service) and will be determined by the Venue Manager.
Beverages must be supplied and stacked in the fridges by the Client(s).
Client(s) are required to provide their own bagged ice.
Allowance of spirits, liquors and kegs of beer/cider are subject to approval by the Edith Valley Venue Manager. Please note that we do not supply provisions for kegs.
Under no circumstances may a person under the age of 18 years consume alcohol on the premises.
Edith Valley will adhere to RSA practices at all times and reserve the right to withhold liquor services should they deem necessary for the safety and wellbeing of guests and staff.
Guests are required to wear footwear at all times as a legal requirement. Guests who do not will be asked to leave the venue so we recommend guests bring comfortable footwear to change into if needed.
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CONDUCT
The Client(s) is responsible for the orderly behaviour of guests and external service providers. Edith Valley reserves the right to evict anyone who behaves in an anti-social manner and terminate an event that is not being conducted in a lawful or orderly manner.
Under no circumstances are guests or external providers to enter the water or any other part of the property other than the direct vicinity of the venue.
Children are to be supervised by a responsible adult at all times. Edith Valley will not be responsible for any injury/damage caused to or by guests and/or external providers whilst attending an event at Edith Valley.
Edith Valley has zero-tolerance in respect of drugs being consumed on the property and reserve the right to notify the police and evict patrons should this occur.
Edith Valley reserves the right to cease the service of alcohol should a guest(s) be deemed too intoxicated or behave in an offensive manner. Should security personnel be required this will be charged to the Client(s).
Edith Valley accepts no responsibility for damage or loss to any personal belongings or equipment bought to Edith Valley by guests or external service providers before, during and after an event.
Under no circumstances will Edith Valley take responsibility for injury caused to or by guests and/or external providers whilst attending the Client(s) event.
The Client(s) are financially liable and agree to indemnify Edith Valley for all damage sustained to the venue during an event as an action of guests or external providers.
Smoking is not permitted within the vicinity of the building/veranda. A designated smoking area will be allocated for your event by Edith Valley staff. Cigarette butts should not be left around any area of the property. The Client(s) will incur costs if Edith Valley staff are required to clean up cigarette butts and litter from guests following an event. Under no circumstances are guests to smoke in the vicinity of the Bush Chapel.
DAMAGES/RESPONSIBILITIES
A damage bond of $1000.00 is applicable to all events held at Edith Valley and the Client(s) will be required to transfer funds directly to our nominated bank account no later than 7 days prior to their event.
Any damage to or loss of the property or equipment at Edith Valley will be the sole responsibility of the Client(s) and all costs associated with repairs and/or cleaning charges will be charged to the Client(s). Any known breakages/damage must be reported to Edith Valley staff at the conclusion of the Client(s) event.
Should Edith Valley have cause to believe that an event will adversely affect the operation of its business, security or reputation, Edith Valley reserves the right to cancel an event booking at any time.
PRICE AND PAYMENTS
All prices quoted are GST inclusive.
Quoted prices are valid for a period of 14 days and a tentative date will be held for a period of 14 days. If the booking is not confirmed within 14 days the date will be released.
To secure a date Edith Valley requires a non-refundable 30% deposit along with a completed booking details form, signed copy of the quote and signed copy of the booking terms & conditions. Please note that the deposit is to secure the date and will be deducted from the total package fee.
Final payment - guest numbers must be finalised and the balance of the package fee is payable four weeks (28 days) prior to the event. No refund will be given for a reduction in guests after this payment has been received and an updated invoice will be issued for any additional guests or services.
The $1000.00 bond is payable 7 days prior to the event and will be refunded (less any charges) within 10 business days after the event into the Client(s) nominated bank account.
Edith Valley reserves the right to cancel an event or charge interest for any payments not received within the aforementioned time frame.
The Client(s) must submit their completed Worksheet at the time of making the final payment outlining the details of all external providers and proposed set-up/pack-up, rehearsal times etc.
Edith Valley accepts cheques (made out to Cotton Holdings Pty Ltd), direct deposit or cash payments.
It is the responsibility of the Client(s) to pay all external providers as per their booking terms and conditions.
CANCELLATION
Should the Client(s) cancel their booking the 30% booking deposit shall be forfeited in full.
Should the Client(s) cancel their booking less than four (4) weeks prior to the event date, the total cost shall be forfeited and the client(s) will be invoiced for the outstanding balance.
Should the Client(s) cancel their booking within six (6) months of the event date, 50% of the total fee shall be forfeited. The booking deposit (30%) shall be deducted from this total and the remaining amount will be invoiced to the Client(s).
Any cancellation from the Client(s) is required in writing.
Edith Valley takes no responsibility for inclement weather and reserves the right to cancel an event in the unlikely occurrence and extreme weather warning is implemented which impacts the venue. Should an event be cancelled for this reason or due to weather events beyond their reasonable control, all monies will be refunded in full or the event can be re-scheduled.
Should the Client(s) wish to cancel a function due to weather issues not assessed as severe by Edith Valley management, the Client(s) forfeits all amounts paid or owing in accordance with the above cancellation terms.
All correspondence and changes to an event can only be made by the Client(s) and must be in writing, with confirmation of receipt and agreement from Edith Valley management.
Please note that these Cancellation terms & conditions do not apply to Covid related cancellations/postponements which will be dealt with by Edith Valley Management on a case by case situation.
* Booking Terms & Conditions are subject to change without notice.