Conferences, Functions & Events
PLEASE READ THIS DOCUMENT CAREFULLY AS IT CONTAINS IMPORTANT INFORMATION
1.1 For the purpose of these terms and conditions, the following definitions apply:
1.2 ‘Event Order’ means the form provided to you prior to your event stating all details of your conference or event.
1.3 ‘Business Day’ means any day from Monday to Friday inclusive, except public holidays.
1.4 ‘Resort’ means Cedar Creek Lodges, Thunderbird Park and its managers, supervisors and employees.
1.5 ‘Resort Premises’ means the premises situated at Cedar Creek Lodges, Thunderbird Park.
2. TRAVEL INSURANCE
2.1 The Resort is not liable for any loss or damage to guests’ valuables/personal property.
2.2 The Resort suggests you purchase travel insurance at the time of booking. The policy should include, but not be limited to: loss of deposit and any payments made through cancellation, loss or damage to personal belongings, loss of money and reimbursement for medical expenses.
3.1 Your chosen venue/s and rooms will be held tentatively for seven days, from the date the Resort accepts your booking.
3.2 Confirmation of your booking is required in writing to the Resort, and a deposit payment made (paragraph 3 below) within seven (7) days of making your booking. If the booking deposit is not received by the Resort within seven days, the Resort Premises will be released and your booking may be cancelled. Exceptions and extensions may apply at management’s discretion.
3.3 One (a) clear Business Day before your conference or event, final payment with cleared funds to the Resort is required.
4.1 A non-refundable deposit is required within seven (7) days of booking.
4.2 Deposits are non-transferrable to other dates.
4.3 Upon receipt of the deposit, it is acknowledged that the client has accepted the Resort’s Terms and Conditions.
4.4 Tentative bookings without a deposit paid will only be held for a period of seven (7) days.
4.5 The Resort reserves the right to release any tentative bookings after the seven (7) days.
5.1 All payments are non-refundable or transferrable.
5.2 Full payment by way of cleared funds of your conference or event is required on or before arrival. Services will not be provided without the final payment being received in advance of the conference or event commencement.
5.3 Any additional charges need to be settled on departure.
5.4 Credit card details will be held on file for final settlement purposes. You will be notified regarding and charges processed on your credit card for any breakages, damages or incidentals.
6. CONFERENCE OR EVENT DETAILS
6.1 You are required to provide the Resort in writing particulars of all venues, beverages, entertainment, technical requirements, room set ups, starting and finishing times in connection with your conference or event. These details are required at least two weeks before your event.
6.2 Guaranteed Numbers – final attendance numbers must be notified to the Resort seven (7) days prior to your conference or event. Any reduction in attendance numbers within seven (7) days prior to your event will be subject to charging at the full contracted amount.
6.3 You must ensure that nothing is nailed, screwed or adhered in any way to any wall, door or other part of the building unless prior permission is granted by the Resort.
6.5 Cedar Creek Lodges is a private resort open to other guests, All guests are required to observe house rules, trespass, noise (music is to be turned down low after 10.00pm) and general behaviour, particularly at night. Anyone in your group creating a nuisance may be asked to leave the premises immediately and will be liable for any damages caused either to other guests or the proprietor.
7.1 All cancellations are required in writing.
7.2 All deposits / payments are non-refundable.
7.3 If cancelling a conference or event within 7 days of the conference or event commencement date, 75% of the estimated total conference or event value will be charged. If cancelling more than 7 days and less than 14 days of the conference or event commencement date, 50% of the estimated total conference or event value will be charged. If cancelling a conference or event more than 14 days and less than 30 days of the conference or event commencement date, 25% of the estimated total conference or event value will be charged. If cancelling a conference or event more than 30 days out from the conference or event commencement date, 10% of the estimated conference or event value will be charged.
8. CIRCUMSTANCES BEYOND THE CONTROL OF THE RESORT
8.1 If the Resort is unable to provide the facilities or any other arrangements for your conference or event or any part thereof, or to otherwise perform the terms of this agreement and the Resort’s failure is due to circumstances beyond its decision or control, the Resort is not responsible for any costs, damages or expenses that you may suffer or incur.
8.2 The resort cannot guarantee the same co-ordinator throughout the planning process. In the result of a co-ordinator ceasing employment a new co-ordinator will be allocated at our discretion.
9. CONDUCT OF THE CONFERENCE OR EVENT
9.1 Your conference or event must be conducted in an orderly and lawful manner.
9.2 The Resort may terminate your conference or event if the Resort reasonably believes that your conference or event is not being conducted in an orderly and lawful manner.
9.3 The Resort has no responsibility to you for any costs, damages or expenses that you may incur in relation to the Resorts termination of your conference or event.
9.4 The Resort may exclude or remove any persons or possessions from your conference or event or from the Resort premises. No food or beverages of any kind, other than those provided by the Resort, will be permitted at the conference or event or dining venue without the consent of a representative of the Resort.
9.6 This Resort practices principles of responsible service of alcohol. Intoxicated persons will not be served alcohol and may be removed from the premises.
10.1 A 17% surcharge is applicable to the total of conference or event packages and food and beverage accounts for conferences or events held on Public Holidays.
11. EXTERNAL SUPPLIERS
11.1 Where goods or services are supplied from an external supplier additional terms and conditions may apply, such as additional deposits, earlier confirmation of final numbers or cancellation fees. You are responsible for any fees that may apply in relation to an external supplier’s terms and conditions.
11.2 Cedar Creek Lodges acts as an agent for external suppliers, such as Transfers, Activities, Photography and Videography, Decorators, Equipment and others, therefore the suppliers hold all responsibility for their services.
12. ITEMS NOT COLLECTED
12.1 Any items that have not been collected after the conference or event will be disposed of within seven (7) days.
13. THE RESORT WAIVERS RESPONSIBILITY FOR:
13.1 Theft, damage or loss of any goods brought onto the Resort Premises
13.2 Any introduction of food to the conference or event and the affect of thereafter.
14. LOSS AND DAMAGE TO THE RESORT PROPERTY
14.1 You are responsible for all loss and damage to the property of the Resort (including the Resort Premises and any fixtures, furnishings or goods on or off the Resort) caused by or arising from any act or omission by you, your guests or any other persons attending your conference or event or present in the Resort rooms.
15. SUBSTITUTION OF CONFERENCE OR EVENT ROOMS
15.1 The Resort may assign you to another area or room for your conference or event in the event that the area or room originally designated for your conference or event is unavailable for any reason or the Resort believes the area of the Resort originally designated for your conference or event is deemed inappropriate.
16. PRICE VARIATIONS
16.1 Whilst every effort is made to maintain prices as printed or quoted, they may be subject to increase without notice to cover unforseen price rises.
16.2 If your conference or event date is changed for any reason, new quoted prices may apply.
Please read these terms & conditions carefully. If you do not understand any of the terms & conditions or have any questions, please discuss them with the Conference and Events Sales Executive.
In paying the booking deposit, these terms and conditions are binding upon the conference or event client.