Function Terms & Conditions

Bookings

Tentative Bookings — If, after seven days, the full deposit and function confirmation have not been received by The Elmwood, the booking time will be released to other patrons. We reserve the right to release a booking if, after reasonable attempts, we are unable to contact the client.

Confirmation — A booking is deemed to be confirmed when the deposit has been received and the function confirmation sheet has been signed (inc. Terms & Conditions).

Final confirmation of booking — All arrangements including menus, beverages, time of arrival, and any additional requirements must be finalised no less than five days prior to the event.

Cancellation

Cancellation Policy — Where cancellations are given less than five days prior to the function date, any deposit may be forfeited. Please note that peak function times (i.e. Christmas) may warrant a stricter cancellation policy — please check at the time of booking.

Minimum Spend

Minimum Spend Guideline — In order to not charge a hire fee we require a commitment by the function organiser that a minimum spend requirement will be met. These are subject to the function requirements.

Function Areas

Attendance I Relocation of Areas - Should the confirmed number of guests decrease by 20% or more, The Elmwood reserves the right to relocate the function to another area or open the area to the public. The Elmwood makes every effort to provide rooms as reserved; however, in the event of significant changes in requirements or unforeseen circumstances, The Elmwood reserves the right to relocate areas appropriate to the number of guests and the prevailing weather conditions. Any relocation will be in consultation with the client.

Function Times

Finishing Times - Lunch functions must finish by 430pm unless a prior arrangement has been made us. No function can be extended past 11pm due to licensing requirements, although extensions can be made available with enough notice and at the cost of the organiser.

Food & Beverage

Catering — All catering requirements must be confirmed no later than five days prior to the event. If the number of guests attending the function decreases from the confirmed number, the full catering amount will tiII be charged. If the number of guests or catering requirements increase, additional food may be ordered on the night but availability cannot be guaranteed. No food or drinks are to be brought onto the premises from any external source.

Special Diets - We are happy to cater to any of your guests with special dietary requirements relating to allergies. Please advise us when you finalise menu details.

Set Menu - A set menu is required for functions over 20 guests.

Beverage Packages - You can nominate which drinks you would like served at your function and our staff will ensure that only these drinks are added to your tab. You may preset a limit on the tab if you choose. A credit card must be left with the bar staff at the beginning of the function.

Conduct

The client shall ensure that the function is conducted in an orderly fashion without causing a nuisance and in full compliance with the directives and requirements of The Elmwood Management and with all applicable laws, ordinances and regulations.

Under Age Guests — In accordance with the current liquor licensing laws, minors (individuals under 18 years of age) must be accompanied by their parent or legal guardian. Another adult will not suffice as a guardian (i.e. teacher, coach, boss, older brother or sister). They must be introduced to the shift Duty Manager and security staff. We request that underage guests leave at the conclusion of the function or if their parent/guardian leaves before the conclusion of the function they must also leave.

Proof of Age — Upon request all guests are required to provide acceptable photo identification. Acceptable forms of ID are NZ photographic Drivers Licences, NZ Passport, Overseas Passport or HANZ 18+ card.

Intoxicated Guests — Any guest deemed to be unduly intoxicated or behaving in a disorderly manner will be asked to leave the premises immediately. The Elmwood staff and management reserve the right to terminate a function or refuse service to any guest deemed intoxicated. Our staff are responsible servers of alcohol, and as such will not serve patrons who appear to be affected by alcohol.

Damage — Clients must assume full responsibility for their guests and any damage that may occur to The Elmwood property as a result of the function and will therefore be held liable.

Payment

Final Payment — Payment in full is required at the conclusion of the function.
The Elmwood accepts cash, credit card, cheques (preauthorised by management and with ID) or EFTPOS.

Property & Decorations

Loss of Property Belongings — The staff and management of The Elmwood will always endeavour to ensure that a client’s property and belongings are protected however we offer no guarantee of this and will not accept responsibility for lost, stolen or damaged property left at the venue prior to, during or after the function.

Decorations & Displays — The Elmwood does not permit any decorations and or displays to be fixed to any surface of the building without prior approval from management. No rice or confetti of any kind (including metallic cut-outs).