Bookings & Deposits
• To confirm an event booking, a non-refundable deposit is required. No exceptions
• This deposit will be deducted from the final payment and applied toward the
minimum spend requirement of the function.
• Upon payment of your deposit, you agree to the terms and conditions outlined in this
document for your event at The Vintage Secret Garden.
• Bookings must be made no less than two weeks prior to the event date.
Final Numbers & Catering
• Final numbers and catering details must be confirmed no later than 7 days prior to the event date.
• Full payment is due 10 days before the event.
• Any changes to catering after this time may still require the original payment agreed upon. Final charges will be based on the confirmed numbers or the final headcount, whichever is greater.
• Your credit card details will be held to create the bar tab account once the minimum spend amount is reached. This will not be charged until the conclusion of the function.
• Tab Bar will attract weekend surcharges for events falling on Saturday & Sunday
Minimum Spend
• The minimum spend amount is specified in the descriptions of each private space available for booking.
• The minimum spend may increase during peak periods.
• If the minimum spend is not met, you will still require paying.
Payment
• Full payment for the event must be settled 10 days before the function date. The Vintage Secret Garden requires a direct deposit for both the deposit and final amount to our event account. When processing a direct deposit, the description must include the event date and customer name (e.g., John Smith Jan 24 2023).
• Full function payments are non-refundable and are not transferable for any other products or services in accordance with our cancellation policy.
Cancellation Policy
• The event deposit is non-refundable. No exceptions
• If you wish to cancel the event after deposit or full payment, notification is required via email to events@thevintagesecretgarden.com.au at least 10 days prior to the event. You will lose your non-refundable deposit/full payment.
• If cancellation notice is provided less than 10 days before the event, the full amount is payable and non-refundable.
• Your event deposit will be deducted from your final bill.
Cake
• When booking a function or reservation, you may bring a celebration cake for consumption on the premises. If you bring your own cake, a $4.50 per person cakeage fee applies. We will cut and serve the cake on platters. The Vintage Secret Garden takes no responsibility for the quality or storage of any celebration cake provided by you.
• We have an on-site bakery and can organize a custom cake upon request at an additional cost, with no cakeage fee if the cake is provided by The Vintage Secret Garden.
• No other foods or desserts are allowed to be brought into The Vintage Secret Garden.
Responsibility
• The client is responsible for any loss or damage to venue property caused by guests attending the function or reservation.
• The Vintage Secret Garden will not accept responsibility for the loss or damage of equipment, merchandise, or personal effects left on the premises prior to, during, or after the function.
Public Holidays / Wet Weather
• Any function held on a public holiday will incur a 10% surcharge on both food and beverages.
• All indoor functions will proceed regardless of weather.
• For outdoor functions, we will Endeavor to move you indoors, subject to availability. This is not guaranteed.
Cleaning
General cleaning is included in the cost of your function. However, if additional cleaning is required, supplementary charges will be incurred.
Decorations/Linen
You are responsible for room decorations or any backdrop, with a few simple rules:
• no decorations are to be applied to any wall without prior approval from management,
• no confetti or table scatterings are allowed.
• The Vintage Secret Garden must be notified in advance of any displays, setups, signage, and decorations.
• We can also provide white table linen and table decorations at an additional cost. Please discuss this with the Event Coordinator prior to the booking.
Last Drinks
Last drinks will be called 30 minutes before closing.
Designated Areas
Functions are to use only the area that has been booked. The person responsible for booking the function is accountable for containing guests within their designated area.
General Terms & Conditions
• Set menu priced as per head.
• A set menu is compulsory for 12+ guests.
• General bookings should be confirmed 48 hours before the reservation date.
• All high teas, high cheese, and event bookings must be pre booked and fully prepaid
• High tea/High cheese: High teas & high cheese can’t be refunded however it can be rescheduled with 48hrs notice. This is not applicable for high tea/cheese event bookings(<12pax).
• Any dietary requirements must be communicated to the reservations team 48 hours before the booking in writing, and we will do our best to accommodate them.
• We do take care of all dietary requirements however we do not guarantee cross contamination.
• A surcharge applies on weekends and public holidays.
• Additional credit card fee is applicable to all card transactions
• We take consider table preferences requests but do not guarantee the exact spot.
• We are halal certified.
• We are not pet-friendly.
• Heaters are available subject to availability
• We are a fully licenced premises, therefore we cannot accept BYO
• Your seat will be held for 15 minutes past your reservation time.
• Seating time: 3hrs for events and 90min for normal reservations. Events reservation time can be extended with an additional cost
• Deposit is non-refundable
Acceptance
We ask that you sign or acknowledge the original copy of this contract acceptance of the terms and conditions. All cancellations must be made in writing and brought to the attention of the Events Manager through email at events@thevintagesecretgarden.com.au. If you have any questions, please call us on 02 9653 1500 or email us at events@thevintagesecretgarden.com.au.