Terms and Conditions

Read the terms and conditions for booking The Venue in Main Beach. Find essential information about bookings, cancellations, payments and more to ensure a seamless event experience.

Confirmation of Reservation

To confirm a booking at The Venue and secure your date, your Function Agreement Form must be returned and a deposit must be paid, your booking is not locked in until these are received and we cannot guarantee The Venue will remain available until these are received.

Final Details & Numbers

All final details, including catering and beverage options, event schedule and indication of final numbers for your event must be sent through in writing no later than fourteen (14) days prior to the function.

Birthday Celebrations - Age Restrictions

Birthday celebrations are only available for 25 years and over. A security guard is required for all events for ages 25-30 year celebrations. The security guard is to be onsite for the duration of the event, be booked through The Venue security company and is an additional charge payable by You.

Cancellations & Date Changes

Deposits for events are refundable up until 30 working days of the event date. You must send notification of postponement or cancellation by email to info@thevenuemainbeach.com.au to the attention of the The Venue Manager. In the event of a cancellation, the entire deposit paid for an event will be forfeited if a function is cancelled within 10 working days of the event. In addition, cancellations made within 10 working days of the event date will incur a charge to You of 50% of the venue hire fee; Cancellations made within 5 working days of the event date will incur a 100% charge to You of the venue hire fee.

Should your event be cancelled by The Venue for reasons beyond the control of The Venue we will refund to You the full deposit paid and any associated venue hire that has been paid. In such case The Venue will not be liable for any damages caused as a result of the termination.

Postponement of an event must be made no later than 14 working days prior to event date. Deposits can then be transferred to a date within six months of the original event date. Deposits can only be carried forward once; a second postponement would result in the deposit being forfeited. Postponements made less than 14 working days prior to event date will forfeit 25% of the deposit paid.

Payment of Account

Once the agreement is signed, full payment is required thirty (30) days prior to the event, unless otherwise authorised by the manager. If full payment is not received within this time, The Venue reserves the right to cancel the event. All prices include GST. Any alterations to a reservation or final details must be made and approved by way of written confirmation; at no point is verbal advice to be acted upon as confirmation or deemed as final.

Venue access and Equipment

Bump in and bump out times are to be arranged with The Venue when making the booking. In addition to the function times, a small hourly fee is charged for bump in and bump out. All decorations and equipment to be brought in for the function by You must be pre-approved by The Venue.

WIFI

A portable WIFI dongle is available for use by You. Please advise when confirming your booking if you require this service. WIFI will enable you to connect to the Samsung TV screens (2) in The Venue for use during the event to display images/presentation from your laptop, tablet or phone.

End of Booking Period

You must vacate The Venue by the end of the Booking Period.

At the end of the Booking Period, You must:

1. Leave The Venue in a clean and tidy condition;
2. Pay for any damage to The Venue or any facilities or equipment that happened during the Booking Period;
3. Remove everything that You or Your Guests have brought into The Venue during the Booking Period or in connection with The Venue Hire Agreement;
4. Leave clean any conveniences, appurtenances, fixtures, fittings, furniture, equipment or other things in The Venue that You have used during the Booking Period, and put them back where they were at the start of the Booking Period;
5. Remove all waste – including bathroom paper towels (excluding sanitary bin waste) and place in general waste bins at the rear of The Venue.*
6. Remove all recycling – including boxes, bottles and place in recycling bins at the rear of The Venue.*
7. Sweep floors, wipe down benchtops and all surfaces.
8. Turn off air conditioning
9. Turn off all lights
10. and otherwise, give The Venue back to the Owner in the same condition as The Venue was in at the start of the Booking Period.

*Emptying of waste and recycling to be carried out only during the hours of 8.00am to 8.00pm. If event concludes outside of these hours, rubbish/recycling should be disposed of the following day.

Liability

You use The Venue, and invite Your Guests and other people to The Venue, at Your own risk.

The Owner is not liable for, and You indemnify the Owner against, any costs, expenses, action, demand, obligation, damage, penalty or other liability of any kind (whether suffered by or against You, the Owner or someone else) arising directly or indirectly in respect of any of the following:

1. Your acts, omissions and conduct; Your use of, or presence at The Venue;
2. any act, omission, conduct or occurrence for which You are responsible under the Venue Hire Agreement;
3. a fault, defect, misuse or failure of any equipment, machinery, conveniences, appurtenances, fittings, or other things brought by You or Your Guests to The Venue;
4. a cancellation or postponement of the Activity or part of the Activity caused by You;
5. or any loss of property or personal injury suffered by any of Your Guests, except to the extent it is caused by the negligence of the Owner or its employees or agents.
6. You also indemnify the Owner from and against all loss or damage caused or contributed to by:

• the negligence or wrongful act of You or Your agents, employees or contractors;
• and a breach of the Venue Hire Agreement by You, except to the extent that the loss or damage is caused or contributed to by the Owner or its employees or agents.

Insurance

The Venue maintains its own public liability insurance; however, this insurance does not extend to cover the Hirer, the Hirer’s guests, or any external suppliers engaged by the Hirer. The Venue recommends that You take out a Small Event Public Liability insurance to cover any risk of personal injury, property damage or loss.

Catering

This clause applies if the Activity is a Catered Event.

1. You must instruct the Caterer to comply with all reasonable directions of the Owner in relation to the provision of catering services at The Venue.
2. You indemnify and release the Owner in relation to any claims, expenses or costs that the Owner may sustain or incur as a result of any failure by the Caterer to comply with the Owner's directions and requirements in relation to catering at The Venue.
3. The Venue is a licensed venue under the Liquor Act 1992 and must comply with the terms of that Act and the liquor licence. The Owner (or your certified caterer who holds a current liquor licence) will provide any alcohol supplied at the Venue. The Venue is not BYO for beverages.
4. Alcohol can only be served by staff holding an RSA certificate.
5. All food must be provided by a business that is licenced for off site catering and hold a Food Safety Program certification. Any additional food items such as cakes must be advised to The Venue in advance and served at Your own risk.

Looking after The Venue

1. You must keep The Venue in a clean and tidy condition at all times.
2. You must keep the keys to doors in the Venue in the charge of a person authorised by the Owner.
3. You must ensure that You and Your Guests do not do any of the following things:

• use any sound, lighting, electrical or other equipment or devices (other than those supplied by the Owner) without the prior written consent of the Owner. You must ensure that any such equipment complies with any relevant Australian Standards, is currently tagged within electrical test date, and is used only in accordance with any manufacturers' directions;
• bring any weapons, knives, fireworks, explosives, smoke, canisters, aerosols, air-horns, laser devices, flares, controlled, dangerous hazardous and illegal items and substances, bottles, glass vessels, cans, poles or animals (other than guide, hearing and assistance dogs as permitted by law, including as defined under the Guide, Hearing and Assistance Dogs Act 2009) into the Venue without the written consent of the Owner;
• bring any scenery, curtains, props or flammable material of any kind to the Venue unless:

• they have been fireproofed to the standard required by Queensland laws, and You maintain them in that fireproofed condition so long as they remain at the Venue;
• or You have sought and been granted the written consent of the Owner, which consent may be granted or refused in the sole discretion of the Owner;
• do anything to overload any electricity supply to The Venue;
• damage, remove or interfere with any part of The Venue or any conveniences, appurtenances, fixtures, fittings, equipment or other things in or on The Venue;
• make any alterations or additions to any part of The Venue (including but not limited to, the floor or wall surfaces) or the conveniences, appurtenances, fixtures, fittings, equipment or other things in or on The Venue , without the written consent of the Owner;
• damage, block or remove any sinks, drains, toilets or similar equipment;
• use any conveniences, appurtenances, fixtures, fittings, equipment or other things in The Venue other than for purposes for which they were designed and in a usual and careful manner; obstruct or restrict access to any designated exit (whether directly or indirectly);
• or disobey any reasonable directions or requirements of the Owner regarding noise levels (even if they are stricter than the legal or regulatory restrictions). The Venue licence requires that sound does not exceed 75 Decibels.
• Candles (apart from flameless LED candles) are not permitted in The Venue. An exception may be made for birthday candles if discussed with the Owner prior to the event.

You must comply with any reasonable directions or requirements of the Owner regarding protection of the floor or wall surfaces from excessive wear or damage and to cover the floor or walls with appropriate materials if required by the Owner.

Safety and Security

You must take reasonable steps to ensure the safety of Your Guests at The Venue, and the security of valuables and belongings brought into The Venue by Your Guests, during the Booking Period.

Legislation prohibits smoking in The Venue. You must ensure that neither You nor Your Guests smoke in or in the vicinity of The Venue.

You must comply, and ensure that Your Guests comply, with:

• the Owner's reasonable requirements and directions affecting safety and security, including but not limited to any conditions of entry to The Venue, the terms of the Owner’s emergency and evacuation plan or policy of the Owner;
• and directions given by officers of the police, fire brigade, ambulance service or security services. The Owner may request a police officer to remove from The Venue any person who does not comply with this clause.

You must immediately notify the Owner of:

• any damage to The Venue, or any convenience, appurtenances, fixtures, fittings, equipment or other things in or on The Venue ;
• any potential or actual hazard or issue that may affect the health or safety of anyone at The Venue;
• and any death or injury of any person in The Venue during the Booking Period upon becoming aware of such damage, hazard, issue, death or injury.

You must not, and You must ensure that Your Guests do not, do any of the following things:

• breach any law;
• do any act, make any omission or engage in any conduct that prejudices any insurance held by the Owner for The Venue ;
• do any act, make any omission or engage in any conduct that is or could reasonably be expected to become a public nuisance or a nuisance to the Owner or the owner or occupier of any other premises in the vicinity of The Venue ;
• do any act, make any omission or engage in any conduct that could reasonably be expected to cause any licence or permit in respect of The Venue to be breached, forfeited or suspended or any renewal refused;
• or do any act, make any omission or engage in any conduct that will or could reasonably be expected to cause the Owner to suffer any loss, damage or expense or be exposed to any liability.

You must comply with, and ensure that Your Guests comply with, any reasonable directions given by the Owner about:

• the number of people allowed to be in The Venue;
• the use of The Venue ; looking after The Venue ;
• and the provision or completion of an incident report, and/or the provision of information required by the Owner for the purposes of completing any such report.

Emergency & Evacuation Plan

Responsibility of the Hirer
As this is a space-only venue hire with no venue staff onsite, You are responsible for managing any emergency situation that arises during Your booking. You must ensure any appointed event helpers, understand this plan prior to the event commencing.

Raising the Alarm
If an emergency is identified (fire, medical incident, threat, structural risk, etc.):

• Call 000 immediately.
• Alert all guests to stop activities and prepare to evacuate.

Evacuation Procedure

• Direct all guests to the nearest safe exit. Either via the front or back stairs.
• Move promptly to the designated Assembly Point located the corner of Peak and Tedder Avenues if this area is a safe distance from the emergency. If not, move guests to a safer Assembly Point.
• Ensure that mobility-impaired guests receive assistance.
• Do not allow anyone to re-enter the venue until Emergency Services give the all-clear.

Exits & Access

• All exit doors, pathways and stairwells must remain clear at all times.
• Decorations, furniture, and equipment must not block access or create hazards.

Fire Safety

• Open flames (including candles), pyrotechnics, sparklers, and smoke machines must not be used unless approved in writing by the Owner.

Medical Emergencies

• Call 000 for any serious medical issue or if unsure.
• You must ensure a responsible adult is present at all times who can manage or coordinate emergency services access.

Post-Incident Requirements

• You must notify the Owner of any emergency, injury, or evacuation as soon as practicable after the event.
• Any damage or incident must be documented by You.