SONGBIRD RETREAT – VENUE HIRE AGREEMENT
IN PLAIN ENGLISH
Parties: This is between Songbird Retreat (“Venue Owner”) and the Hirer named in the Booking Form. “Hirer” includes guests, contractors, suppliers, and vendors.
1. Consumer Rights
Nothing here limits rights under the Consumer Guarantees Act 1993, except as allowed by law for business hires.
2. Definitions
Agreement: This document, the Booking Form, and any schedules or rules.
Booking Form: Document with Hirer, event, dates, services, and pricing.
Bond: Refundable security deposit.
Event: Function described in the Booking Form.
Hire Period: Dates/times Hirer may use the Venue.
Hirer: Person(s) named in Booking Form, including guests/vendors.
Venue Owner: Songbird Retreat or its authorised reps.
3. Booking & Payment
Booking confirmed when Booking Form signed and Deposit paid.
Full Venue Hire Fee and any bond must be paid by agreed dates.
Late payments may incur interest and collection costs.
Any extra services requested after booking will be charged separately.
4. Bond & Other Charges
Bond covers damage, extra cleaning, or rule breaches.
Run-on / Overstay Charges: If anyone stays beyond Hire Period:
Charged per hour or part hour:
(Venue Hire Fee ÷ booked days) ÷ 8
Hirer pays for any damage, theft, or extra costs.
5. Use of Venue
Max guests as per Booking Form.
Hirer is responsible for guests, vendors, suppliers, and contractors.
Must follow laws, health & safety rules, and venue instructions.
No firearms, explosives, gambling, or dangerous goods.
Smoking only in designated areas.
No heaters placed directly on grass.
No pegs, stakes, or ground penetration without written approval.
Maximum one approved dog only.
No entry into ponds.
No use of the rowboat without written approval.
Safety equipment (including life rings) must not be removed.
Electrical or temporary structures need Venue Owner approval.
Decorations must be approved; confetti must be biodegradable.
All equipment/supplies removed by end of Hire Period.
No cutting of trees, plants, or foliage without prior written approval.
6. Vendors
Hirer may use vendors approved by the Venue
Hirer responsible for all vendors while on site.
Venue Owner not liable for vendor actions.
7. Alcohol & Food
BYO alcohol
Tap water in venue is untreated; bottled water recommended.
All rubbish must be placed in the bins provided.
Excess rubbish must be removed from site by you.
8. Noise
Hirer must keep noise at acceptable levels.
Weekends: music ≤ 90dB until 10pm, ≤ 80dB after, stop by 10:45pm.
Weekdays: music ≤ 90dB until 8pm, ≤ 80dB after, stop by 9:45pm.
Guests must leave within the Hire Period.
Hirer must appoint contact person to monitor noise.
Non-compliance may result in immediate shutdown of music.
9. Parking and Security
Maximum 20 vehicles in the grounds.
No guest parking on Frost Rd or Leigh Rd.
Parking permitted on gravel and approved grass areas only.
Vehicles parked at owner’s risk.
Venue Owner may require extra security for risk events; Hirer pays.
10. Health & Safety
Must keep all access/egress clear.
Hirer reports hazards, incidents, accidents immediately.
Venue Owner and Wedding Coordinator maintain health & safety systems, equipment, and staff supervision.
11. Cancellation
By Hirer:
90 days: Deposit retained.
≤90 days: full Venue Hire Fee payable.
May cancel if Venue Owner breaches key obligations or Force Majeure occurs.
By Venue Owner:
If Event is illegal, unsafe, or poorly managed.
If Venue is sold.
Force Majeure events.
12. Insurance
Venue Owner keeps public liability insurance
Hirer responsible for any property brought on site.
13. Termination
Venue Owner may terminate immediately for breach or non-payment.
Termination does not remove Venue Owner’s right to unpaid fees or claims.
14. Liability
Venue Owner not liable for Hirer property loss or indirect/consequential loss.
Liability capped at Venue Hire Fee, except as required by law.
15. Notices
Must be in writing: delivered personally, by post, or email.
Deemed received:
Personal: on delivery
Post: 5 working days
Email: when sent (unless bounce)
16. Force Majeure
Neither party liable for events beyond control: fire, flood, earthquake, strike, pandemic, Act of Parliament, or other major events.
Affected party must notify the other within 5 working days.
If Event prevented for >90 days, other party may cancel.
17. Personal Information
Venue Owner may collect, use, and share personal info to manage booking.
Data protected under Privacy Act 1993.
18. Photography & Media
You allow us to use photos and video from your event for marketing and promotion as approved by you.
This includes images taken by us or our approved vendors.
We will use them respectfully.
No payment is owed.
Any alternative arrangement will be requested in writing by you prior to the wedding.
19. Accommodation
Max 5 guests unless approved. Maximum 2 vehicles at the cottage.
Arrival/departure as booked; extra charges apply if overstayed.
One dog allowed with prior written consent; follow dog rules.
No smoking.
Internet is recreational only; no guarantees.
Hirer responsible for damage; bond applies.
No items may be removed from the cottage. (All furniture, crockery, linen, décor stay in place.)
20. Wedding Co-ordinator
Contracted by couple from approved vendor list
Acts as Venue Owner representative; bound by Agreement rules.
21. Entire Agreement & Misc
Agreement supersedes prior discussions.
Assignment requires written consent (Venue may sell Venue).
If part invalid, rest remains valid.
No waiver unless written.
Failure to comply with venue rules may result in:
Loss of bond
Immediate event shutdown
Charges for damage, cleaning, or council fines