Events - terms & Conditions
Quotes: All quotes and prices are subject to change dependent on your final numbers and staff requirements.
Credit Card Fee: All credit card payments will attract a fee of 2%
RSA: FTF has a Responsible Service of Alcohol Policy. It is illegal to serve alcoholic beverages to any person who is intoxicated or who may attempt to drive a vehicle and as such FTF reserves the right to refuse service to such person and or request the departure from the premises. It is illegal also to serve beverages to any person less than eighteen years of age and FTF reserves the right to request suitable identification. We have a maximum of 5 hours for our drinks packages to ensure the safety of patrons.
Conduct: To create a safe working environment for our staff, volunteers and participants, FTF will not permit or suffer any riotous, disorderly, offensive or improper conduct. Offenders will be asked to leave the event and may be escorted off the premises by a FTF representative or member of security personnel.
Allergens: FTF aims to accommodate various dietary requirements, however we cannot guarantee an environment free from any allergens or food types including but not limited to meat, dairy products, eggs, peanuts and gluten. Please provide us with your group's dietary requirements at a minimum of 10 days prior to your experience for these to be accommodated.
Our food is prepared and cooked in our kitchens, which has all allergens present. Whilst we take every care, our food may contain traces of nuts, glutens and other allergens.
Minors: If you are under the age of eighteen (18) you must be accompanied by a parent or guardian to participate in an event or experience.
Personal Possessions: You will have sole responsibility for the safekeeping of any personal possessions and equipment that you bring to the event or experience.
Footage: You are aware that footage of the experience or event may be filmed or photographed by FTF. You provide consent to the use of footage for printing, broadcast, publicity and promotional purposes, including but not limited to FTF’s website and advertising mediums and agree that FTF will own all intellectual property rights in the visual or audio-visual materials produced.
Personal Information: You agree that any personal information you provide to FTF will be used for the purpose of coordinating your participation in the event, and to notify you of future events and products provided by FTF. You understand that you may opt out at any time by using the unsubscribe function in the e-mail communications.
Law Governing: The law governing these terms will be the law of the State of Victoria, Australia.
Liability for loss or damage: FTF and its authorised agencies and associated companies will not be liable for any loss or damage which is suffered or sustained in connection with the event or experience, your participation in the event or experience except for any liability that cannot be excluded by law (in which case that liability is limited to the minimum allowable by law).
EVENTS & WEDDINGS AT OUR FITZROY NORTH VENUE
Pricing: The cost of your event will be outlined in a quote for your approval. Pricing guidelines and can be viewed in our current brochure. A 50% deposit is required to secure your booking, with the balance due at minimum 14 days prior to your event. All prices are exclusive of GST and are subject to change without notice and will be amended on your final invoice.
Confirmation of booking and deposit: Events are only confirmed upon receipt of a signed quote and 50% deposit received. This can be paid via bank transfer or credit card.
Cancellation by you: In the unfortunate instance that you need to cancel your event or experience (including unforeseen circumstances including illness), there will likely be costs that FTF have committed to that will still need to be covered, including the payment of our staff. Free to Feed is a not for profit organisation and our beneficiaries are some of the most vulnerable members of our community. Any profits from our events and experiences go directly to supporting our beneficiaries and providing them with meaningful employment.
If you wish to cancel the Event, you will need to do so by written notice to Free to Feed. In all cases, a cancellation fee representing our reasonable administration costs may apply.
An administration fee of $500+gst will apply to all cancellations.
Your deposit will be returned if the cancellation notice is 9 months prior to the event.
If the event is cancelled 6-9 months from the event date, we will refund 50% of the deposit, unless we can fill the event date with an equivalent event.
Cancellations between 3-6 months from your event date result in a 50% loss of the total spend of the event, unless we can fill the event date with an equivalent event
Cancellations between 1-3 months from your event date result in a 75% loss of the total spend of the event (less the costs we are able to recoup), unless we can fill the event date with an equivalent event.
Cancellations 30 days or less before the event date result in 100% fee of the total spend of the event (less the costs we are able to recoup).
Cancellation by us: In the unlikely event that FTF needs to cancel an event, FTF will endeavour to reschedule at the earliest possible time and transfer your booking. If we are unable to reschedule or you do not agree with the alternative time, FTF will offer you a choice of a credit or refund.
Cancellation by us due to circumstances beyond our control: Where an experience or event has to be moved due to circumstances beyond our control (including where we are not able to hold the event due to government restrictions or we are affected by a fire or flood for example), we hope that you will understand and be able to work with us to transfer your booking to a new date or accept any alternative offer of credit that we make.
Site Inspections: Site Inspections can be arranged by appointment. One inspection is included in your wedding package for you and your suppliers. Additional time at the venue can be requested and is subject to a fee of $200+gst per hour allocated on your final invoice.
Public Holidays & Sunday surcharges: Please note a surcharge of 15% will apply to all food and beverage and staff costs if your event falls on a public holiday or Sunday, which will be included in your quote.
Allergens: Free to Feed are happy to assist with appropriate meals for guests with food allergies. For the safety of those guests, you must:
Provide a complete and accurate list of guest names together with food allergies and their exact allergy requirements no later than 7 business days prior to the event date. This list will need to be resubmitted if there are any changes relating to guests with food allergies post the due date.
Inform FTF immediately if there are any changes relating to guests with special dietary requirements and provide an updated list of such guests to FTF within a reasonable time prior to the event; and
Guests with specific allergy requirements will make themselves known to our supervisor upon arrival at the venue and provide full details of their allergy requirements.
Vendor meals: DJ and other supplier meals are subject to a vendor meals fee of $50+gst pp of which our kitchen will provide what is available. Please provide any relevant dietary information.
Bump In/Pack Down: You will have access to the event space 1 hour prior to your event. This must be pre-arranged. If you would like additional time on the day of your event to bump in, this is on a request only basis and is subject to an additional fee of $250+gst per hour (subject to staff availability).
We waive any responsibility for items or property left on the premises following your event.
Additional costs are incurred for any hour or part thereof if all guests have not departed premises by the agreed end time of 11pm.
Venue Clean: If an additional venue hire clean is required post your event, an additional fee of $200+gst will occur.
Event Decorations: You are welcome to bring in additional decorations for your event. If there is any damage incurred to the space, this will result in additional fee being charged as determined by the resulting damage.
We are happy to allow confetti, however this must be of a biodegradable nature - we do not allow plastic or any other materials that aren’t environmentally friendly onsite.
3rd Party Suppliers: Any external suppliers requiring access to the venue for delivery or collection must be approved by FTF prior to arrival. To avoid any loss of property or event items, all deliveries (including courier deliveries) scheduled to the venue must be approved and confirmed by your dedicated event coordinator.
All external supplier equipment or event items brought into the space must be collected and removed from the venue within the allocated delivery and collection time frame noted by the FTF team. FTF will only accept goods on the day of the event as there is no storage onsite for any items not belonging to the venue.
Outside contractors must abide by the venue’s regulations and instructions, including sound levels, and are required to obtain their own public liability insurance with a minimum cover of $10 million and must provide a certificate of currency if requested. Any electrical works or working at height activities FTF will require full method statements of works and risk assessments.
Security: If Security is required at your event, please note these costs to be passed on to you prior to your event being held.