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MICE Terms and Conditions
Terms & Conditions
To secure your booking, we require a signed copy of the terms and conditions to be returned together with payment by the date outlined in your invoice.
Final payment for incidental charges incurred throughout the event is due to be paid on departure. A credit card is required to be placed on your file which is to be provided before your arrival. Incidentals are able to be paid by EFT if so desired and are required within 7 days of departure, otherwise the credit card on file will be charged.
Cancellation
In the circumstance of the event or accommodation rooms being cancelled or a date change being made, the following terms and conditions will apply:
- Between return of the signed agreement and 91 days (inclusive) prior to the arrival date of this booking:
- Cancelling the entire event will incur a fee that is equal to 10% of the total contracted accommodation cost of the event.
- Postponing or changing dates at this stage will not incur any penalties.
- Between 90 and 45 days (inclusive) prior to the arrival date of this booking:
- Cancelling the entire event, postponing or changing the dates will incur a fee that is equal to 50% of the total contracted accommodation cost of the event.
- Reducing the number of rooms or number of guests travelling up to 30% of the total contacted numbers will not incur a cancellation fee. Any changes above this will incur a fee that is equal to 50% of the total contracted accommodation cost that is being cancelled.
- Less than 45 days prior to the arrival date of this booking:
- Cancelling the entire event, postponing or changing the dates will incur a fee that is equal to 100% of the total contracted cost of the entire event (including accommodation, food and beverage).
In the event of postponing or changing dates, the event must take place within 12 months of the original date. The retreat reserves the right to amend the contract pricing and terms should the new date fall within a new pricing period. We will advise you of when the new pricing period commences at the time of your postponement or date change.
Cancellation of any third party services
Where third-party services are organised on behalf of the Client, which are non-refundable under the third party's terms, you will not be eligible for a refund for cancellation of those services. Where the third party applies cancellation fees you are responsible for payment of the fees.
Amendments
Amendments to these agreements shall only be valid if made in writing and signed by Spicers Retreats. The waiver of any terms and conditions for one particular occasion shall not be deemed a waiver of such terms and conditions of any future occasions.
Confirmation of Information
At 30 days prior to arrival, final arrangements including final room list, menus, specialist events and additional activities must be confirmed. If these items are not received, we reserve the right to select and finalize options on your behalf. Where options are finalised on your behalf, we will use reasonable efforts to ensure the finalised options are selected from your shortlist notified to us or as otherwise discussed with you prior to the Confirmation Date, and that the cost of the finalised options does not exceed your budget notified to us. Menus, dining times and beverage options are subject to change, and we will advise you as soon as possible if a change is necessary and work with you to select alternative options.
Rooms & Spaces
Accommodation rooms and room types will be allocated according to availability and the size of the group. Check in time is from 2pm on the day of arrival. Guests are requested to check out of their rooms by 11am on the day of departure. In all cases, the property reserves the right to alter meeting room/event space assignments based on the most appropriate and efficient space utilization, and we will advise you as soon as possible if a change is necessary and work with you to select alternative options.
Retreat Grounds
As a commercial property, we are required to operationally upkeep and maintain plant and equipment, including (but not limited to) septic systems, water tanks and filtration systems, as well as the grounds and any structures on the property. The retreat reserves the right to perform maintenance, renovations and improvements. All efforts and consideration will be given to ensure the visual and aesthetic appeal of the property.
Security
Should your guest numbers exceed our recommended capacity; security may be required. Additional costs will apply if this is required for your event. We will advise you of the additional costs at the time we become aware that your guest numbers exceed our recommended capacity. You may choose to reduce your guest numbers below our recommended capacity at that time.
Provision of goods & services
All deliveries to Spicers must be advised to the event coordinator prior to the delivery. Deliveries and external service provider equipment and materials must be delivered to and stored in the area / room blocked. Spicers will not transport goods, equipment and/or materials left on the loading bay and will not be responsible for any damage or loss sustained. Items remaining after the event, without prior written arrangements, will be deemed abandoned. Services including external suppliers such as florists, styling companies and/or activity providers need to confirm access time to the retreat directly with the event coordinator.
Sustainability
As part of our ongoing efforts to head towards a zero-waste future, Spicers proudly supports ‘The Last Straw’ initiative to tackle mass produced plastic across Australia. As such, drinks will not be served with straws. Should you or your guests require a straw for medical reasons, a paper straw will be provided. Due to our ongoing commitment to reduce our impact on the environment, please note that we cannot allow any balloons on the property, including balloon arches, decorations or balloon releases.
Noise
Our hotel licensing regulations and neighbour agreements allows for outdoor and indoor music until a certain time. Depending on the style of your event, the events coordinator will communicate the applicable times with you. Any guests not staying overnight at the property are required to vacate at a certain time. As taxis and Ubers are scarce in some areas, we recommend you organise transport in advance for guests staying off site or returning home.
Unforeseen circumstances
The management reserves the right to amend menu costings, cancel any booking and refund any deposits paid without notice at any time, in the event of inability to comply with any of the provisions of the contract by virtue of any cessation of electric, gas or telecommunications supplies, industrial disputes, plant or equipment failure, unavailability of food stuffs or any other inevitable accident or unforeseen contingency including acts of God, pandemic, epidemic, quarantine restriction, government direction, lightning strikes, earthquakes, floors, storms, explosions, fires and any natural disaster, acts of public enemies, terrorism, riots, civil commotion, malicious damage, sabotage, revolution and acts of war, general strikes, embargo and power, water or other utility shortage. Due to unforeseen circumstances, should the rooms/ spaces reserved be unavailable, the property reserves the right to substitute similar or comparable venues. Every effort will be made to advise the Clients in advance and work with you to select alternative options.