Terms and Conditions
Contained in this contract are the detailed commitments and arrangements to be provided for your wedding. To enable the hotel to provide our best possible service, you should indicate any requirements beyond the level of these commitments upon return of the signed copy of this agreement to the Hotel.
Client obligations relevant to deposits and cancellation terms are embodied in this agreement. Any changes can be requested in writing to the hotel, but not necessarily granted. The Hotel will only agree to any alterations to arrangement details in this document in writing.
All wedding bookings must be received in writing using the Wedding Booking Form, signed accepting the terms and
Conditions at the time of booking.
The hotel will accept provisional wedding bookings for one (1) month and then to secure the date the deposit must be paid.
A deposit of $1000.00 is required no later than one (1) week after receipt of the signed wedding booking form and terms and conditions. Failure to pay the deposit within this time will result in the booking being released.
Full payment is required 14 days prior to the wedding date when you will be provided with a total wedding estimate. Please note any additional on consumption charges such as beverage will be required to be paid in full upon departure from the hotel
A Proforma account will be provided 21 days prior to the wedding date. This is to be paid 14 days prior to your wedding for the total estimated amount of accommodation & food.
On consumption charges such as beverage are required to be settled in full at the end of the reception or on departure if this has been discussed beforehand with management.
The Bride and Groom accept responsibility for all accounts (e.g. accommodation, dinner, laundry, telephone charges, liquor, mini bar and any other miscellaneous charges) for the guests or invitees staying in the Hotel that are not paid directly on departure.
Credit cards cannot be accepted for payment of accounts over $5,000.
The Bride and Groom will be notified of any unavoidable price changes no later than ninety (90) days prior to your date.
While we endeavor to maintain prices as originally quoted to you, they may be subject to alteration particularly when bookings are made well in advance.
The Hotel will hold a block booking for rooms on receipt of the wedding booking form only.
Food and beverage selections must be made one month prior to the function, after this time the Hotel will automatically make
the selections on your behalf.
Guests who are due to depart the hotel, who have not vacated their room by 11am are liable for a late check out charge of
$20.00 per hour.
The number of rooms confirmed at the time of booking will be charged regardless if numbers drop.
Any rooms left (i.e. not occupied) will be charged to the master wedding account and are the responsibility of the Bride and Groom to pay.
All guests making a booking as part of the wedding accommodation block are required to provide credit card details to guarantee their booking unless arranged to be guaranteed by the Bride and Groom.
All cancellations must be in writing.
The deposit is non-refundable.
Cancellations outside of 90 days will not attract any cancellation charges.
Cancellations inside of 90 days and outside of 21 days will attract 50% cancellation fees.
Cancellations inside of 21 days will attract 100% cancellation fees.
Cancellation of services required includes but is not limited to accommodation rooms, wedding venue hire & food catering charges.
The reduction (drop in numbers) in any services as listed above are also subject to cancellation fees as outlined above.
GUARENTEED FOOD & BEVERAGE NUMBERS
Final catering numbers are to be advised 21 days prior to the wedding, this is regarded as the minimum number for catering purposes, this number will be charged on your final account regardless of any drop in numbers. Any increase in numbers will be charged accordingly.
FOOD & BEVERAGE SELECTION
Menus and Wine List are subject to change, please contact the hotel to obtain an updated menu when making your menu selection.
No Food or Beverage of any kind will be permitted to be brought into or removed from the Hotel by the Bride and Groom, guests or invitees without prior approval from the Hotel Manager.
CHECK IN & CHECK OUT
It is the Bride and Grooms responsibility to inform all guests that Check In and Check Out times are to be adhered to. Check In is 2.00pm & Check Out is 11.00am
Check-in can not be guaranteed earlier than 2pm – please take this into account when planning your wedding reception.
If you are having an earlier wedding than 3pm it is recommended that you stay the night before so that room access can be guaranteed for the comfort of your guests.
Wedding table items/decorations are the responsibility of the Bride & Groom to arrange and organise the placement of on
the tables. We are available to decorate the tables within reason, please discuss your requirements with management.
It is the Bride and Grooms responsibility to arrange collection of all material (e.g.: decorations, flowers, cakes) within 24 hours after event.
It is prohibited to use screws, nails, tacks, or any similar fixing devices on any part of the interior or exterior of the venue, except with prior written consent of the Hotel Manager.
Depending on your wedding requirements a marquee maybe required. Any marquee requirements must have the authorisation from the Hotel Manager at the time of booking.
The client is responsible for lodging the Marquee permit application with the Rotorua District council before the required
time and the fee associated with this. A copy of the application must be provided to the hotel.
The hotel will not provide any items associated with the Marquee. Including but not limited to tables, chairs, table cloths, napkins, flooring/staging, sound equipment, lighting, crockery, cutlery, flowers, decorations etc. This is the responsibility of the client to hire and pay directly with contractor/supplier.
All music regardless of what type must be finished by 1am.
Live bands can only be arranged if the entire hotel is booked.
INSURANCE & DAMAGES
We will take all necessary care, but do not accept any responsibility for damage to or loss of any property or merchandise left in the Hotel prior to, during or after any event.
On signing the terms and conditions the client accepts responsibility for all damages to the venue i.e. walls, carpet, doors, tables, chairs, or any equipment etc. The client accepts to pay the full amount of repair and/or replacement.