Terms And Conditions

1. Deposits
   1. A function is only confirmed upon receipt of a signed copy of the Terms and Conditions Agreement along with a deposit of 25% projected function costs. Baedeker reserves the right to cancel a booking if a signed catering agreement, deposit and credit card details are not received in accordance with the terms of the agreement.
   2. Credit card details will be kept on file for event incidentals/security.
   3. Baedeker proposals are all valid for one (1) calendar month from their date of issue. After this date another proposal may need to be issued should you wish to proceed.
   4. If the agreed minimum spend is not reached at the completion of the event the event/function organiser will be held responsible to pay the difference with the manager on duty.
2. Terms of Payment
   1. Once confirmation has been made by the Client & approved by Baedeker a 25% deposit of projected function costs will be required.
   2. The balance of payment is due five (5) business days prior to the date of the event, with any beverage on
      consumption invoices paid within seven (7) days of the event.
   3. Five (5) working days prior to the event a further 75% (totalling 100% deposit) of the quoted amount will be
      required. *For all private events and weddings final 100% payment will be required 10 working days prior.
   4. A separate invoice will be sent detailing additional costs/outstanding balance the next business day after the event.
   5. The client agrees that any event incidentals or beverage consumption charges will be charged to a nominated
      credit card on file after the event (if the client fails to pay the final invoice within three (3) business days from the function date).
3. Methods of Payment
   1. Acceptable methods of payment are cash, direct deposit, Visa, AMEX, MasterCard and bank cheque.
   2. Credit card payments will attract a surcharge on the total transaction value inclusive of GST and will be applied in line with Payment Surcharges Act. Current credit card payment surcharges; Visa/MasterCard – 1.35% and AMEX – 1.76%.
   3. Failure to pay an invoice within the terms as noted on the invoice will imply that the client agrees to pay costs of a collection agency or a solicitor for recovery.

Baedeker reserves the right to make changes to a booking at any time.

1. POSTPONEMENTS

   An event postponement will only be considered if received in writing and discussed with the management of Baedeker.

   1. Postponed events must be re-booked at the time of postponement. If you wish to change your secured date and the new date requested is not available, this will be deemed as a cancellation see below cancellation policy.
   2. Rescheduling must be received in writing to be effective.
   3. A change of date request thirty (30) days or more prior to the date of your confirmed event, is subject to availability and additional admin fees may be charged on a case-to-case basis.
   4. If you request a change of date between ten (10) business days and 30 days from your confirmed date, a minimum 20% fee of projected event costs INC GST will be charged and your event will be transferred to your new date, subject to availability.
   5. If you request a change of date between nine (9) business days and four (4) business days prior to the date of the date, a minimum 50% fee of projected event costs INC GST will be charged and your event will be transferred to your new date, subject to availability.
   6. All requests under four (4) business days from event date, 100% of projected event costs would be applicable.
2. CANCELLATIONS

   In the regrettable circumstances that a Client cancels a function, notification must be provided in writing and Baedeker shall be entitled to the following payment:

   1. If the cancellation is notified more than 60 days prior to the date of the function a full refund of the deposit will be given by Baedeker.
   2. Cancellations of confirmed events within 60 days of the date of the function shall result in the deposit being non-refundable.
   3. Cancellations of events within 72 hours of the function date shall result in the client being liable for 100% of the cost of the event.
   4. If the cancellation is notified 31 days or more prior to the event date Baedeker will offer a full refund of the deposit however a 10% admin fee INC GST of projected function costs will be retained.
   5. If the cancellation is notified between ten (10) business days and 30 days from function date the 25% deposit plus a 10% admin fee INC GST of projected function costs (totalling 35%) will be retained. You will also be required to pay any additional non-refundable supplier invoices (e.g. AV, Entertainment etc).
   6. If the cancellation is notified (9) nine business days or less prior to the date of the function, 100% of the projected event charges shall be payable by the Client.
   7. All other actual, unavoidable costs incurred by Baedeker for a cancelled event shall be charged to the client at the discretion of Baedeker Management.

1. Baedeker may terminate this agreement immediately upon giving notice to the Client if:
   1. The Client breaches any material provision of this agreement.
   2. Baedeker become aware of conditions under which the holding of the function could jeopardise public/staff safety or involve an unacceptable risk of personal injury or damage to property.
2. Baedeker may cancel a booking at any time if an emergency, threat, or danger is present to any person or damage to property of business exists. Baedeker may cancel a booking at any time if the use of the facility or venue is prohibited or hindered by any industrial action. Deposits paid by the client will be refunded partially or in full as is appropriate.
3. Baedeker will not accept the harassment of staff by patrons attending an event and reserves the right to suspend service or cancel an event as a result. The client will be liable for the full cost of the event.

1. Baedeker reserves the right to impose a minimum guest/spend policy. The minimum head policy applies to catering (food & beverage) costs only.
2. The Client will be notified of minimum head
   requirements when the catering agreement is developed.
3. Any unused pre-paid bar tabs or catering are not transferrable or refundable.
4. If the minimum spend is not met at the conclusion of your function, a venue hire fee will be charged to make up the difference.

1. All prices may be subject to change at management’s discretion. Every possible effort is taken to maintain prices and we will notify you of any changes. Events held on public holidays and Sunday will be charged a 25% surcharge of the projected function cost. This surcharge will be outlined in your event costing.
2. Please note that a surcharge applies on staffing, food, beverage, and all function costs held on Public Holidays, whether the Public Holiday is gazetted at the time of confirmation.
3. All prices quoted are in Australian dollars. Individual items & services exclude 10% goods & services tax.
4. Prices are quoted on current costs and may be subject to alteration at any time. Baedeker reserves the right to change or remove menu items based upon seasonal availability, CPI increases and any changes in input costs.

1. All staff are charged on a minimum call – chefs for 4 hours, supervisors/wait staff for 3 hours.
2. Weekend, after 12am staff times incur additional charges.
3. Quoted staff hours are an estimate and may vary depending on final menu selection, guest numbers, venue requirements, event/function duration & actual on the day event proceedings.
4. Any additional staffing costs will be charged in the final invoice.

1. Losses and breakages due to client or guest negligence (such as glassware) will be invoiced for full replacement cost on “final invoice” balance within three (3) working days after event or function.
2. Additional charges apply to events where the agreed run schedule changes, changes to equipment or timings that differ from the original approved event details than the on the day of the event.
3. Baedeker reserves the right to determine the security required for any function and the client will be responsible for this cost.

The client is welcome to place decorations in the room, excluding open flame candles and any decorations that require fixing to walls or surfaces with tape, push pins and other materials that may cause damages. Any excessive mess from confetti-type decorations will be charged a $150.00 cleaning fee.

The client shall always remain responsible for any loss or damage to the property of Baedeker caused directly by the Client, guests, and invitees. Please note we are extremely careful when looking after guests and their property. Unfortunately, we cannot take responsibility for the damage, or loss of items before, during and after an event. The client is liable for the action of their invitee’s and any damage or losses incurred during the event. Any costs will be invoiced directly to the client.

1. Baedeker will provide beverage menus including options for beverage packages and consumption.
2. No external catering is permitted on site except for a Celebration Cake. Neither the function host nor the function attendees are permitted to bring alcohol into Baedeker at any time.
3. Beverages on consumption may include minimum spend as detailed in section 5.
4. All dietaries, allergens & special meals requirements must be provided in writing to the Event Manager by 12pm five (5) business days out from your event date. Wedding events due date is thirty (30) days prior to the event date.
5. Whilst all care will be taken to provide special meals to meet all dietary requirements, Baedeker is unable to guarantee that any meal will be 100% free of all traces of nuts, dairy, gluten, or other products that may produce allergic reactions in certain people. For extreme allergies, special arrangements must be discussed with your Event Manager. Baedeker agree to cater what is considered a standard “dietary requirement” within the price of the quoted menu. This is not applicable for “dietary preferences”. Dietary preferences can incur additional fees which can be discussed with your event manager. Further information here.
6. Whilst all care will be taken to identify guests who have requested a special dietary meal, the responsibility lies with the guest to identify themselves to service staff.
7. Should guest dietary requirements exceed 15% of the total pax, a custom menu will need to be discussed & selected with the Event Manager & charges may apply.

1. Baedeker promotes and is guided by the Responsible Service of Alcohol and Liquor Act 1992. Baedeker
   reserves the right to refuse service to any person or persons or cancel an event in accordance with that policy or act.
2. The company is licensed to sell Liquor until 12.00am midnight with catering after which time no alcohol will be served.
3. All guests will be checked on arrival for proof of age where alcohol is being consumed.

We allow the family of the function organizer to attend the function with the following stipulations:

• Minors will need to be always under the constant supervision of their parent or legal guardian whilst on the Baedeker premises.
• Minors will be required to leave Baedeker by no later than 9pm.
• Access to the Venue for minors is at the discretion of management.

Baedeker must first approve any advertising undertaken for an event. We reserve the right to refuse any private event advertising. Baedeker reserves the right to terminate any event booking and retain the deposit paid where the event organizer breaches these conditions.

Baedeker have preferred and recommended suppliers for all AV, theming, equipment hire and a-like requirements. Speak with your Event Manager for further details or download our wedding supplier guide or corporate supplier guide.

1. The following information must be conveyed to your Event Manager at least ten (10) business days prior to the event date
   • All contact mobile numbers and names of venue and suppliers
   • Expected time of staff, supplier, and guest arrival
   • Equipment requirements, access and building information
   • A list of all areas that Baedeker will require access to.
2. Final details and function run schedule must be provided as per section 4 and include bump in & bump out timings.
3. Bump in and bump out costs are dependent on venue access and storage, they may vary from time to time depending on the venue.

If the client wishes to use Baedeker’s audio-visual facilities, the ‘presentation’ must be supplied on their own laptop for connection. The laptop and file must be tested prior to the function date. In the instance that an external DJ (non-resident) is contracted for a performance, the client is responsible for any damage caused to the equipment during the allocated function time frame.

Baedeker maintains public liability policies. However, it is necessary for the Client to arrange their own insurance cover for property damage & public liability, where it could be considered their liability.

This Agreement is to be governed by and construed in accordance with the laws and State of Queensland.

The Client must keep all information concerning Baedeker confidential and not use or disclose confidential information other than when exercising its rights under this Agreement.

1. Baedeker operate under an approved COVID industry safe plan for specific types of dining and service.
2. As a rule, if there is a change to the government restrictions and a lock down is imposed whereby your event cannot be physically held safely, then Baedeker will work with the client to reschedule or postpone the function as per the terms outlined in Section 6 & 7.
3. If the government restrictions enforce a border closure and some, or all your guests are unable to attend the function date, Baedeker will work with the client to reschedule the function date as per Section 6 event postponement terms.
4. If you have any concerns about the current COVID restrictions or our ability to host your event, please view our COVID policy here or speak with your Event Manager to discuss your options.