BEACH ROAD WINES – WEDDINGS
TERMS & CONDITIONS
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1. Tentative Bookings
Tentative bookings are valid for 7 days and require an email to weddings@beachroadwines.com.au. If confirmation is not received within 7 days, the date and space may be released.
2. Pricing
All prices are current at the time of quotation and subject to change until final confirmation.
3. Booking Confirmation and Deposits
3.1 Booking Confirmation
A booking is confirmed only upon receipt of the deposit and a signed Terms & Conditions agreement. If not received within 7 days, Beach Road Wines may release the booking.
3.2 Deposits
All deposits become non-refundable and non-transferable after 30 days.
If cancelled within 30 days of booking, a $500 refund will be issued, and the bond released.
After 30 days, no refund will be issued; the bond will still be released.
If cancellation occurs within 90 days of the event, no refund or bond will be issued.
3.3 Additional Deposits
Additional deposits may be required to secure special equipment or as otherwise advised by management.
3.4 Bond
A pre-authorised bond of $500 will be held and released 36 hours after the event, subject to no breaches under Section 14 (Damages & Additional Costs).
4. Cancellations, Postponements & Change of Date
4.1 Cancellations
All cancellations must be submitted in writing by the client 1 and client 2 and acknowledged in writing by Beach Road Wines to be deemed valid.
·       If a cancellation occurs within 30 days of the booking confirmation, a $500 refund will be issued, and the bond will be released.
·       If a cancellation occurs after 30 days, no refund will be issued, and Beach Road Wines will retain all monies paid to date. The bond will be released.
·       If a cancellation occurs within 90 days of the event, no refund will be issued, and the bond will also be retained to cover potential loss of income.
·       For cancellations made under a payment plan, refunds will be issued as per the terms outlined in Section 18 and still subject to the terms above.
4.2 Postponements
In the event of a declared Catastrophic Fire Danger Day or government-mandated pandemic restrictions, Beach Road Wines may permit the postponement of the function to a new date (subject to availability).
The safety of guests, clients, staff, and suppliers is the top priority. Management will be guided by CFS or government directives.
If a function must be postponed under these circumstances, Beach Road Wines will work with the client to reschedule the event to a mutually agreed date.
Postponement terms under these circumstances do not incur a change of date fee. However, package pricing may be subject to updates based on the new date.
If the event is still permitted to proceed under restrictions and the client chooses to cancel, the standard cancellation policy (Section 4.1) will apply.
4.3 Change of Date (Client-Initiated)
Clients may change their confirmed wedding date once, with no additional fee, if the request is made at least 12 months prior to the original wedding date.
A $1,000 administration fee will apply if:
·       The change of date is requested within 12 months of the original date, or
·       The date has already been changed once before.
Any new date is subject to venue availability and must be confirmed in writing by both parties.
Wedding package pricing may be adjusted to reflect current rates at the time of rebooking.
5. Food & Beverage
5.1 Dietary Requirements
Special dietary and allergy requirements must be finalised with final guest numbers. A $10 surcharge per person applies.
5.2 Nut-Free Policy
Beach Road Wines is a nut-free venue. No food containing nuts may be brought onto the premises.
5.3 External Food
External food is only permitted with prior agreement and must come from suppliers with public liability insurance and an allergen list.
Beach Road Wines does not guarantee storage space for external food or take liability for any damage that may incur if delivered prior to pre-arranged time.
5.4 Alcohol
Service of alcohol complies with the Liquor Licensing Act. Service will be refused to intoxicated or underage guests. Management reserves the right to remove patrons breaching this.
The client must nominate a designated responsible person for their event—this person will be a point of contact for the venue regarding guest behaviour and overall responsibility. This helps ensure a safe and enjoyable experience for all attendees.
6. Minimum Spend Requirements
Minimum spend applies to food and beverages only, unless otherwise agreed in writing:
·       Weekend Weddings: $12,000
·       Friday Weddings: $10,000
·       Mid-Week Weddings (Mon–Thurs): $8,000
Minimum spend must be met 14 days prior to the event.
7. Final Numbers and Payment
Final numbers are due 30 days before the wedding.
Final payment is due 14 days before the wedding.
Beach Road Wines reserves the right to cancel the booking if payment is not received.
Reduction in guest numbers within 30 days may still incur charges based on original numbers.
8. External Suppliers & Customer Responsibility
8.1 General Responsibilities
It is the client’s responsibility to ensure that all relevant parties, including family members, contractors, and suppliers, are made aware of and adhere to Beach Road Wines’ Terms & Conditions.
A copy of these Terms & Conditions must be provided to all external suppliers involved in the event.
8.2 Entertainment
All entertainment (e.g. bands, DJs, musicians) must be disclosed to Beach Road Wines a minimum of 28 days prior to the event.
Beach Road Wines reserves the right to approve, limit, or cancel entertainment based on volume, suitability, or safety.
Management retains final discretion over all entertainment choices and may cancel any act that is deemed unlawful, inappropriate, or disruptive.
All entertainment must conclude by the times listed under Section 13 (Entertainment & Noise).
8.3 External Supplier Requirements
All external suppliers (e.g. stylists, florists, DJs, hire companies) must meet the following conditions:
·       Certificate of Currency (proof of current public liability insurance) must be provided to Beach Road Wines no later than 7 days prior to the event.
·       All electrical equipment brought on-site must be tested, tagged, and compliant with safety standards.
·       Access to the venue is permitted no earlier than 1 hours prior to the function unless previously arranged. Early access may incur an additional venue fee.
·       Suppliers must contact or visit Beach Road Wines to confirm delivery and collection times at least 7 days in advance.
·       Beach Road Wines will not be liable for any damage or loss incurred to supplier equipment or goods left on the premises.
8.4 Use of Own Entertainment Equipment
Clients and their guests are permitted to bring personal entertainment equipment (e.g. speakers, iPads, playlists) only with prior written approval from Beach Road Wines.
All personal or hired equipment must be tagged and tested and fully installed and managed by the client or a qualified supplier.
Beach Road Wines does not provide technical support or storage for any entertainment equipment.
If Beach Road Wines staff are required to move, manage, or store equipment without prior arrangement, a $500 charge will be deducted from the bond.
If management is informed in advance and agrees to assist with managing or storing equipment, a $350 service fee will be added to the final invoice, payable before the event.
Beach Road Wines takes no responsibility for issues related to non-venue equipment, including compatibility or technical faults.
9. Venue Access and Use
The client agrees to use the venue within agreed times. A $500 fee applies per half hour for extended use.
Early or late use must be pre-arranged and is subject to additional venue hire fees.
10. Damages & Additional Costs
Clients are liable for any damage caused by guests or suppliers.
Standard cleaning is included. Excessive cleaning, damage, or emergency callouts will incur additional charges taken from the bond.
11. Loss or Theft
Beach Road Wines is not responsible for lost, stolen or damaged items. Items left for more than 7 days post-event will be discarded.
12. Spirit Service
Beach Road Wines permits the service of spirits under the following conditions:
·       Spirit service is at the sole discretion of Beach Road Wines management and must be agreed upon prior to the event date.
·       If approved, a licensed security guard is required on-site for the duration of the event to ensure responsible service and guest safety. The cost of security is $500, which will be added to the client’s final invoice.
·       Shots, shooters, or doubles are strictly prohibited under our Responsible Service of Alcohol policy. Spirits may only be served as standard mixed drinks or over ice.
·       Beach Road Wines reserves the right to cease spirit service at any time if guest behavior or conditions breach licensing obligations or safety protocols.
13. Entertainment & Noise
All entertainment must comply with Liquor Licensing regulations and Beach Road Wines’ internal policies regarding music and noise levels.
Entertainment must conclude by 11:00pm Friday–Sunday, and 10:00pm Monday–Thursday, with all guests to depart the premises promptly unless otherwise agreed in writing.
Beach Road Wines requires that all entertainment be appropriate in content, volume, and tone for the venue.
If entertainment is deemed excessively loud, disruptive, or offensive, management will request that the volume be reduced, or the content adjusted.
Failure to comply with this request may result in Beach Road Wines shutting down the entertainment to ensure the comfort and safety of all guests and compliance with licensing requirements.
14. Decorations & Equipment Hire
Clients are responsible for setup and pack-down timing.
Confetti, scatters, and sparklers are prohibited. Use of eco-confetti incurs a $100 cleaning fee from the bond.
No installation in gardens is permitted without public liability insurance.
15. Working Winery Notice
Beach Road Wines is a functioning winery. Netting and equipment may be visible from late January to April. Bottling and production may also occur during some event dates.
16. Total Fire Ban / Force Majeure
Beach Road Wines may modify menus for fire safety.
Events may be postponed due to declared Catastrophic Fire Days.
Management will follow CFS guidance and prioritise safety.
Beach Road Wines is not liable for cancellations due to weather, natural disasters, or external disruptions.
17. Payments, Surcharges & Payment Plans
17.1 Final Payments
The final invoice must be paid in full no later than 14 days prior to the event date.
Final guest numbers are required 30 days prior, and the final balance will be adjusted accordingly.
Any additional charges incurred on the day (e.g. for extra guests, supplier meals, or bar tabs) must be settled on the day of the event.
17.2 Accepted Payment Methods
Beach Road Wines accepts EFT, Visa, Mastercard, AMEX, and cash.
Card payments incur a surcharge as per standard banking fees.
All payments are to be made through secure payment links issued via MYOB invoicing; Beach Road Wines does not store or accept bank or credit card details directly.
17.3 Payment Plans
Beach Road Wines offers flexible payment plan options for couples who wish to pay for their wedding in instalments.
Eligibility
Payment plans are available for weddings scheduled at least 3 months in advance.
The total wedding cost must exceed $8,000.
Structure
Payment plans are capped at 12 months or the time remaining until the wedding date—whichever is shorter.
An initial invoice will be issued for 50% of the total estimated costs, unless a different amount is agreed upon in writing.
Remaining instalments are scheduled monthly or bi-monthly, based on the couple’s preferences and event timeline.
Terms
A written agreement will be issued outlining payment amounts and due dates.
All instalments must be paid on or before the agreed dates to keep the booking in good standing.
Failure to meet a payment deadline without prior arrangement may result in the cancellation of the booking and forfeiture of monies paid, in accordance with Sections 3 and 4.
Payment Management
Couples are responsible for managing their own instalments via EFT or the MYOB credit card link.
Beach Road Wines does not initiate direct debits and will not store any banking or credit card details.
Changes or Cancellations
If the couple is unable to meet a scheduled payment, they must notify Beach Road Wines in writing at least 14 days in advance.
Should the couple choose to cancel their wedding, payments made under the plan will be refunded according to the cancellation policy outlined in Sections 3 and 4.
18. Pandemic Policy
If required by pandemic restrictions, Beach Road Wines will offer an alternative date.
Cancellations due to restrictions that still allow events to proceed will result in forfeited payments.
Refer to the Venue Policy for further details.
19. Wedding VIP Status
Clients receive 15% off Cellar Door wine sales.
