Wesley Conference Centre - Terms and Conditions
1. PERMITTED USES
Wesley Conference Centre is administered by the Wesley Mission, which is a Parish of the Uniting Church in Australia. The Centre is situated on land owned by The Uniting Church in Australia Property Trust (N.S.W) therefore, all intending users of the Centre should be aware that no part of the premises may be used for any purpose contrary to the principles and standards of the said Wesley Mission.
No alcohol, drugs or smoking are permitted in the Centre.
2. CONFIRMATION OF BOOKING
Confirmation of all bookings must be made by an authorised company representative in writing or facsimile by completing and signing the following:
(a) The attached quotation
(b) Acceptance of these terms and conditions, and
(c) Method of Payment Form
(d) Credit Application Form where applicable.
(e) Payment of a required deposit of 25% of the total function amount or $1,000, which ever is the greater amount, or full payment if total cost of function is less than $1,000, or an amount as indicated in the quotation.
(f) For all Wesley Theatre bookings, a non-refundable Booking Fee of $1,000 is also required. This will be deducted from the final invoice only on completion of the event.
Please note that space and time cannot be confirmed until the signed documents and full deposit are received. Any correspondence received within 4 weeks of the event date indicating the intention to confirm a booking will be deemed binding and the cancellation clause will be activated.
Wesley Conference Centre reserves the right to require payment in full of the advised cost prior to the date of the function, and to cancel the booking if that payment is not made. All additional costs incurred in respect of the function will be invoiced to the client forthwith after the date of the function, and accounts must be paid within thirty (30) days of the date of the invoice.
4. OVERDUE PAYMENTS
In the event that any payment or part thereof as referred to in condition 3 remains unpaid after forty five (45) days from the date of the function, then interest at the rate of 3.0% per month compounding will be payable on such overdue monies from the date referred to in condition 3.
Advice as to the minimum number of guests attending the function must be confirmed in writing no later than seven (7) working days prior to the event. Unless altered at least three (3) working days prior to the event, the number specified on the quotation is the number which will be the minimum number catered and charged for. A 50% deposit for catering may be required at the time of ordering.
If catering rooms have been set aside free of charge and the number of attendees drops by 25% or more from the original quotation, then venue hire may be charged.
6. OPENING HOURS & SURCHARGES
Normal operating hours are between 7am and 10pm, Monday to Friday. Additional fees may apply to functions starting before, or finishing after these hours, as well as to Saturday events.
The client will agree to commence the function at the scheduled time and agree to ensure that guests vacate the designated function area at the closing hour indicated in the booking.
There will be occasions when a booking has to be cancelled due to changes in a client’s arrangements. Wesley Conference Centre still incurs expenses and in order to cover these expenses the following policy applies to all cancellations:
In the event of cancellation
I. Within two (2) weeks of function or during function - full charge of total estimated cost.
II. Between 2-8 weeks a cancellation fee of 75% of total estimated cost including audio visual and catering or paid deposit, whichever is the greater (minimum payment of $1,000), and retention of Booking Fee where charged.
III. Over 8 weeks, refund of 50% deposit and retention of Booking Fee where charged. In the case of a deposit being waived a minimum of $500 applies and payment of Booking Fee if applicable.
Any cancellations, changes or additions must be received in writing.
9. PRICE VARIATIONS
If the charges or prices referred to in the quotation become subject to any tax imposed by Government or any other authority, an amount equal to the said tax paid or payable in respect of the goods or the supply of services referred to in the quotation or otherwise supplied by the Centre shall be added to the amount of charges and/or prices referred to in the quotation.
10. SALE OF GOODS/EXTERNAL FOOD & BEVERAGE
No client may sell any item unless approval has been given by Wesley Conference Centre Management. All areas of Wesley Conference Centre are catered for and therefore organisers or clients are not permitted to bring food and beverage to a function for sale or consumption. Any breach of this condition is subject to charges commensurate to the loss of income incurred by Wesley Conference Centre.
11. UNAVAILABILITY OF ROOMS
If because of unforseen and unavoidable circumstances the room or space reserved for the function becomes unavailable, Wesley Conference Centre reserves the right to substitute a similar or comparable area. The Centre will use its best endeavours to advise the client within a reasonable period of time prior to the date of the function and the client will have the right to withdraw or vary the booking as a result of such advice.
The Centre reserves the right to book another event in the same function room up to one hour before the scheduled event commencement time and one hour after the scheduled event finishing time. The Centre reserves the right to book another function in adjoining rooms at any time
In the event that the client wishes to use the name of Wesley Conference Centre, Wesley Mission, the Uniting Church or any similar reference in its advertising or brochures, excluding reference to the location of a function, written permission must firstly be obtained and a copy of the proposed form of advertising or brochure submitted to the Wesley Conference Centre and approved PRIOR to publication. Wesley Conference Centre reserves the right to cancel the function if this condition has not been fulfilled and particularly if Wesley Conference Centre becomes aware of advertising which within its absolute discretion it finds to be objectionable or harmful to the purposes of the Mission and/or the Uniting Church.
Any cancellation by Wesley Conference Centre that arises due to a breach of this condition is subject to charges as per clause 8.
13. DAMAGES TO PREMISES/EQUIPMENT
All clients will be responsible for the cost of excessive cleaning, damage or breakage sustained to the property of Wesley Conference Centre during a function arising from want of care, misuse or abuse on the part of the clients, invitees, servants, agents, contractors or sub-contractors of the client. This includes any person permitted by the client to be on the Centre's premises or otherwise occasioned by any breach or default of the client and will pay the cost of making good such damage or breakage within seven (7) days of the submission by the Centre of an invoice therefore.
At the discretion of the Management of Wesley Conference Centre, clients will be required to cover any damage to walls or floors during the set-up for or following completion of a function.
The use of walls within the Centre for display purposes will not be permitted unless approval has been given by Wesley Conference Centre Management.
A $1,500 cleaning deposit will be required for events that relate to Performing Arts. This deposit will be refunded subject to the Centre Manager being satisfied that the premises have been left in a satisfactory condition and that no additional cleaning costs or repairs will be involved as a result of the event.
Wesley Conference Centre will not accept responsibility for loss or damage to any equipment or merchandise left on the premises prior to, during, or after the function.
15. DELIVERY AND COLLECTION OF GOODS
The Centre will only accept delivery of goods one working day prior to an event unless otherwise agreed, and a fee may apply. All goods must be collected within two working days of the conclusion of the event.
All signage in public or common areas of Wesley Conference Centre must have prior approval of Wesley Conference Centre Management.
Any signage proposed to be erected directly outside the Wesley Conference Centre or visible to the public from outside Wesley Conference Centre should be of a professional design and quality and may require the approval of the building owner and/or the Council of the City of Sydney.
17. RESERVED SEATING
Wesley Conference Centre reserves the right to have the use of up to eight seats during functions held in the Wesley Theatre, subject to availability.
The Centre Management may require evidence of adequate insurance to cover both for Property Damage and Public Liability. If the client brings sub-contractors onto the premises, they will be responsible for providing certificates of currency for Workers Compensation and Public Liability insurance for all contractors. By agreeing to these terms and conditions you release the Centre and Property Trust from all actions, suits, damages, claims, costs, expenses and demands that they may incur in respect to injury to or the death of any person or damage to any real or personal property arising in any way whatsoever out of the use of the Centre's premises or any part thereof (unless arising as a result of the negligence of Wesley Conference Centre).
19. SAFETY & FIRE REGULATIONS
All functions are subject to compliance with current Health & Safety Regulations and to the requirements of any other Government, semi-Government or local Government authority.
The lighting of candles, naked flames or flammable items are not permitted in the Centre. We do not encourage smoke producing machines to be used in the Centre though this can be arranged provided that payment of a surcharge of $2000 minimum per day is made.
Any material used for stand construction or display purposes must conform to the following standards:
Non combustible material, inherently non-flammable material, flame-proof fabric, self extinguishing plastic material, plywood, hardwood, pulpboard or fibreboard rendered flame resistant by a process of impregnation acceptable to the authorities.
Cooking demonstrations should only occur within the designated food preparation areas, and in these areas must be conducted under an operating exhaust system.
Additionally, the use of the Wesley Conference Centre is subject to the requirements of the owner of the building. The administration of all these requirements will be at the absolute discretion of Wesley Conference Centre and all clients, their contractors, invitees, servants, agents and any other person permitted by the client to be upon the premises must at all times follow the instructions of the Wesley Conference Centre Management.
20. ELECTRICAL EQUIPMENT
Clients bringing electrical equipment for use on Wesley Conference Centre premises are responsible for ensuring the equipment is maintained in a safe condition, including the completion of inspections and tests as required by the NSW OHS Regulation 2001. Wesley Conference Centre reserves the right to review client equipment maintenance records, including inspection and test records, prior to allowing a client to bring electrical equipment for use on Wesley Conference Centre premises.