TERMS & CONDITIONS
Venue rates are non- refundable deposits to be paid 7 days after booking date to ensure confirmation. Included in venue rates are full set up of your event to agreed floor plan, appropriate number of professional happy servers to make your occasion run efficiently & smoothly, organisation of any audio-visual requirements that you have & we clean up all the mess, you don’t have to touch a thing.
Deposits, Payment Terms & Confirmations
All bookings will be requested to pay a deposit of 50% of the venue hire & minimum spend to secure your booking. This is payable within 7 days of placing your booking.
The final number of guests & balance to be paid is required 30 days out from your event.
When estimating the final number of guests be sure to be as accurate as possible, whilst small increases in numbers are easily organised, large increases can be difficult for us to provide the exact menu decided on for all guests. Please note that you will be charged the final number given prior to your event even if you fall below that number.
Ember Byron Bay reserves the right to cancel any reservations not held with a deposit by the required date. We may also require you to supply us with credit card details (n.b. nothing will be charged without your consent unless to cover damage to the property caused by you or your guests).
All bookings will remain tentative until full payment has been received no later than 30 days prior to the event. All deposits & payments can be paid by direct debit or credit card.
We will email you the account details with your proposal.
When paid please make sure to email confirmation to firstname.lastname@example.org with REF – BookingNameDDMMYY (booking date)
Call (02) 5628 7070 or we will email a credit card authorisation for you to fill out and send back.
Due to any unforeseen circumstances, extreme weather conditions or accidents, Ember Byron Bay reserves the right to cancel any booking and refund any deposit at any time.
All cancellations must be in writing and venue rate/deposits are non-refundable once paid. Ember Byron Bay reserves the right to retain all monies paid if a cancellation is received after confirmation of numbers and final payment (30 days prior as decided when booking your function). Ember Byron Bay reserves the right to cancel a booking if:
- the venue or any part of the establishment is closed due to circumstances beyond our control
- the event may prejudice the reputation of the establishment
- the required deposits have not been made by the due date
- the client becomes insolvent or bankrupt
Availability & Usage of Equipment
Microphone & premium sound system with music connection. All equipment is included in the venue hire; please let us know what you require when booking your function. Any presentations need to be tested before the event. Failure to organise this means we may be unable to provide this part of the service if files/hardware are not compatible. We do not have time to resolve issues whilst your event is starting. Large TV screen for presentations available to hire at an additional cost on request.
Responsible Service of Alcohol
In accordance with the responsible service of alcohol regulations Ember Byron Bay reserves the right to act under the laws with complete discretion at any time during your event. All attempts to responsibly rectify the situation will be initiated first, failing this we may at the manager’s discretion cease serving any individual or close the whole bar should we deem this necessary.
If any patrons/guests are found to be supplying any minors with alcohol at any time in any event we will immediately close the whole event down. In this instance there will be no refund. No individual or company may claim any damages should the above situations arise. Ember Byron Bay & all employees are indemnified.
Ember Byron Bay is fully licensed, no byo is available.
Cakes & Cakeage
Ember Byron Bay does not provide wedding or birthday cakes, however we are happy to cut and serve your cake on individual plates with strawberries & cream or ice cream, at a cost of $5.00 per person. Cakes are to be delivered no earlier than the day of your event.
Table Cloths & Napkins
We can arrange table cloths & napkins. We require at least 2 weeks’ notice to do so.
$10.00 Large Cloth
$6 Small Cloth
$3.00 Cloth Napkin
Prices & GST
All prices are final & will not change once you pay your initial venue hire deposit.
All prices are inclusive of GST.
Entertainment & Music
All entertainment must be approved by the management and be in accordance with our internal policies. Ember Byron Bay reserves the right to reject or cease any entertainment that does not comply with our policies. All entertainment must cease at the designated time decided on before the event. Contact details of the entertainment must be supplied to us once the entertainment is confirmed.
Decorating your Event
Ember Byron Bay, will as part of your venue hire, organise the room to a ready-to-run standard (including table cloths if required). Any decorations or table settings are to be provided and set up by you. These need to be approved by management. We can also give local contacts for hire companies, florists, etc. The use of naked flame candles is not permitted. Candles may be used but must be enclosed in a holder.
Damage to Property
Any damage caused by the fault of you or your guests is payable by you the hirer. We do not accept any responsibility for damage or loss of property left during the course of, or after the event. You are not permitted to attach, print, glue or otherwise affix any sign or other material to wall, ceiling or glass surfaces on the premises without the manager’s consent.
No smoking is permitted inside Ember or the Mercato centre. A designated area will be organised for your event.
By payment of any venue hire, food deposits or your patronage on the day you agree to be bound by all the terms & conditions of ember Byron Bay.
For information or to discuss your function please call us on (02) 5628 7070.