You must be a financial full member of Blacktown Workers Club Limited (Club) to book an event or function (event) at any of the function and conference facilities located at any of the Club’s premises
(event venues), or to place a booking on behalf of a company or other organisation. A current membership number must be provided on booking the event.
1.Tentative Booking
Mandavilla Events can tentatively hold your date for 5 days after a consultation with a
coordinator. No date will be held without a consultation. If then after the 5‐day period, a Booking Fee has not been received the date will no longer be held. The Booking Fee is deducted from your final invoice.
2.Confirmation of Booking – Booking Fee must be paid, no exceptions.
All reservations must be confirmed with a coordinator. Booking Fee is applicable for all rooms. $1,100.00 is the standard Booking Fee required to secure the date. Mandavilla Events reserves the right to alter this fee at their discretion. This amount is deducted from the final amount due. Credit Card payments accepted (fee incurred). You must also return a signed copy of these terms and conditions within the booking period, to confirm your booking.
3. Progress and Final Payments
3.1 At our discretion, a progress payment may be payable. If it is deemed that your event will require a progress payment, you will be advised by the Functions Manager. All progress payments will be payable 8 months prior to the Event Date. Generally, an event with a minimum of 100 guests will require a progress payment.
3.2 You must pay the balance (or full amount contracted for the event) 10 working days prior to the
event. Settlement of Event charges may be made by Direct Bank Deposit, Cash or
Credit Card. A surcharge fee will be applied to Visa, Credit Card, or Mastercard payments.
4. Final Details Information Checklist
21 Days prior to your event, you will need to advise the event coordinator of the following:
a) Confirm adult guest numbers
b) Confirm children guest numbers
c) Menu selection:
– For 3 Course Menu – 2 Entrees, 2 Main Courses and 2 Dessert Selections for alternate serve.
– For Buffet Menu – Advise dishes selected. A minimum of 4 Salads, 2 Main Courses, 2 Side Dishes & 2
Desserts.
d) Arrival time of guests
e) Entrée service time
f) Any special dietary requirements – must include guest name and table number.
g) Completed Floor Plan – for seating of guests
h) Alphabetical Guest List with:
– Surname
– First Name
– Table No
– Dietary Requirements
Mandavilla Events make every effort to ensure Menu items are correct at time of printing, but they may change depending upon availability and seasonal pricing. i) If guests purchasing all drinks or bar tab to be approved.
The above information can be emailed to: [email protected]
5. Cancellation Policy
All cancellations must be submitted in writing.
The following conditions apply for cancellations on confirmed bookings:
0 – 3 months prior to event – total projected revenue will be payable.
3 – 9 months prior to event – 30% of total projected revenue will be payable.
9 – 12 months prior to event – Booking Fee retained.
12 months and over – 50% of Booking Fee is refunded.
Cancellation conditions are regardless of when deposit was paid.
CANCELLATION BY Force Majeure.
If any strike, act of God, inclement weather, or any other event beyond reasonable control, which prevents Mandavilla Events from hosting your event Mandavilla Events Pty Ltd will not be obliged to refund any part of the deposit or progress payments made.
6. Sundays & Public Holidays
A surcharge will apply to the total event charge if held on a Sunday (10%) Or a Public Holiday (15%).
7. Blacktown Workers Club Sign-In Policy
As the Club is a licensed venue, all event attendees must meet the Club’s requirements to enter and remain on the Club’s premises under its constitution, by-laws and any applicable law including the Registered Clubs Act 1976 and Liquor Act 2007. Any person who does not meet these requirements may be refused entry or be required to leave the premises. Event attendees may be required to provide proof of age and proof of address.
8. Minors
8.1 All minors must be always in the immediate company of a responsible adult. Minors are not permitted to enter restricted areas of the club such as gaming areas and some bar areas, all restricted areas are clearly signposted.
8.2 If the event is a school or other educational function you must ensure:
(a) All students remain in the event venue during the event and must not access other parts of the club premises and;
9. Conduct of The Event & Safety
9.1 Unless otherwise agreed by the club, the event must finish at the time specified when you confirm the booking.
9.2 As the event organiser, you must ensure the event is conducted in accordance with
applicable law, applicable safety standards, and any restrictions imposed on the use of the event venue as notified by the club. The club may terminate the event immediately if the club reasonably believes that the conduct of the event may have an adverse effect the operation of the Club’s business, security or reputation, or that the event is not being conducted in accordance with applicable laws, standards or these terms and conditions.
9.3 The Club is not responsible for any loss, liability, costs, damages or expenses that you or any other person may incur if the club exercises its rights under clause 10.2.
9.4 Smoke machines, special balloon effects and/or pyrotechnics must not be used without prior written approval from the Club’s Functions Manager.
10. Additional Food and Beverage
10.1 You must not and must not allow any other person to:
- Bring any food or beverage onto the Club Premises;
- Remove any food or beverage from the Club Premises during or after completion of the event;
- Bring liquor onto the Club Premises (including by offering liquor as a prize, gift or benefit at the event), without the prior written approval of the Club’s Functions Manager.
10.2 Special event cakes to celebrate birthdays, engagements, anniversaries, weddings etc. are permitted, if you notify the Club’s Functions Manager when you confirm the booking and make appropriate arrangements.
11. Live Entertainment & Audio Visual
11.1 If live entertainment will be provided at the event, you must follow the Club’s
Entertainment Guidelines which can be obtained from the Club’s Functions Manager. Those guidelines form part of these terms and conditions if you arrange entertainment. You are
responsible for all costs and expenses associated with the live entertainment at the event, unless otherwise agreed with the Club in writing.
11.2 If you want to use the Club’s audio-visual equipment, an Audio Visual Technician must be engaged for the event and the cost will be included in the total event charge.
12. Security
For the safety and protection of all Club patrons, security guards may be required for the event as specified by the Club’s Functions Manager on confirmation of your booking. You agree to pay the cost of such security and it will be included in the total event charge.
Normally, the club will require a security guard to be present at 18th and 21st birthday
celebrations to assist in meeting RSA obligations and assisting you to comply with clause 8 where there a number of attendees at the function who are under the age of 18.
13. Directions From The Club
You agree to comply with any reasonable direction given to you by the senior employee of the Club or his or her delegate then on duty.
14. Smoking / Vaping
All event venues are non-smoking. Smoking areas are located elsewhere within the Club’s premises for the convenience of event attendees and are clearly signposted.
Under the Smoke-Free Environment Act 2000 and Smoke-Free Environment Regulation 2016 the use of e-cigarettes (Including Vapes) is banned in all areas where smoking is banned. This includes all enclosed public areas and certain outdoor public areas.
15. Responsible Service Of Alcohol
Mandavilla Events or the Club may refuse service or supply of liquor to any person and require any person to leave the Club’s Premises in accordance with the Club’s Responsible Service of Alcohol Policy or any applicable law. Liquor must not be served or supplied by any person on the Club’s Premises other than authorised club employees.
16. Cancellation By The Club
Mandavilla Events and the Club are not responsible for any loss, liability, costs, damages or expenses that you, or any other person, may suffer or incur if the Mandavilla Events is unable to provide the event venue or any other arrangements for the event or any part of it due to
circumstances beyond Mandavilla’s reasonable control, including (but not limited to)
industrial dispute, lightning, fire, storm, flood, governmental or semi-government restraint or order, or any utility shortage or interruption. Mandavilla will endeavour to give you reasonable notice of any cancellation where possible.
17. No Responsibility
You agree that you are responsible to ensure the safety of any property which you or any other person brings onto the club’s premises in connection with the event. Mandavilla or the club takes no responsibility for theft, damage, or destruction of such property (except to the extent such damage or destruction is directly caused by the club).
18. Parking
Complimentary car spaces for guests attending Mandavilla Event.
At the conclusion of the Event, the Event Organiser shall instruct guests to leave the property in an orderly fashion, promptly and nuisance free to the adjusted neighbouring building and on exiting the car park.
19. Rates
All rates are quoted in Australian dollars. Every endeavour is made to maintain prices as printed but theses may be subject to change at the discretion of the Mandavilla Events, particularly in the event of tax alterations by the government. GST is applicable on all transactions. Invoices clearly outline all GST payable.
20. Ticket Sales & Merchandise
If you sell tickets to the function you will need to advise the Club’s Functions Manager when you confirm the booking. You must not sell a number of tickets which exceeds any maximum capacity of the event venue advised by the Club, or the Club may refuse entry to attendees or require them to leave the event venue. The Club may require tickets to be sold by the Club for large events at its discretion, in accordance with the Club’s Entertainment Guidelines which are available from the Club’s Functions Manager upon request.
21. Indemnity
You agree that you are responsible for and indemnify the Club against:
(a) Any breakages, loss, damage, destruction or defacing of Club property, arising out of your use of the event venue or in connection with the event. The Club may deduct any amount from moneys held by the Club and owning to you, to cover any such breakage, loss, liability damage or destruction;
(b) Any additional cleaning requirements which the Club reasonably considers to be over and above normal cleaning requirements, arising from your use of the event venue;
(c) Any claim, liability, loss, cost, expense or damage in respect of personal injury or the death of any person or loss of or damage to any property (including property of the club) arising out of or in connection with the event (except to the extent directly caused by the club); and
(d) Any claim, liability, loss, cost, expense or damage arising in connection with a breach of these terms and conditions by you, or in connection with any negligent act or omission by you.