FUNCTION BOOKING FORM FUNCTION DAY ... - Media Suite

FUNCTION BOOKING FORM
FUNCTION DAY ……………DATE ………………..
ROOM (please circle)
POOL ROOM / SPORTS BAR
FUNCTION TYPE …………………………… NUMBER OF GUESTS ………….
CONTACT NAME ……………………………………………………………………
PHONE NUMBER …………………………FAX / MOBILE # ……………………..
EMAIL ADDRESS……………………………………………………..………………
TIME 7pm – 12 Midnight Other……………………..mgr……
PAYMENT
TENTATIVE (Valid for 1 week)
DEPOSIT PAID
REMAINDER PAID
BOND RETURNED
date taken………..…..……..mgr…...
Amount…………….. date……………….mgr…...
Amount………….…. date……………….mgr…...
Amount………….…. date……………….mgr…...
CLIENTS SIGNATURE
……….………….………
OPTIONAL EXTRAS
POOL TABLES COVERED
(tick) LEFT OUT PAID date………... mgr……...
FREE PLAY ($200) Arranged date…….….. mgr………
DJ DJ ($400) PAID date………... mgr……...
Arranged date…….….. mgr………
iPOD/MP3
DVD/CD
FOOD
iPod/Mp3 connection (free)
DVD Player w/ Big Screen (free)
Should be arranged through Mike’s Grill as soon as you have final numbers.
DECORATIONS If you would like us to organise decorations for you please specify what you would like
including quantity and colour and we will get back to you as soon as possible with a quote.
Decorations/ Other Details:……………………………………………………………............................................................
…………………………………………………………...……………..…….………………………………………………….……………………..……..
.……………………………………………………….………….....…………………………………………………………………………………………
We ask that you finalise all payments at least one week prior to you function. Thank you.
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FUNCTION GUIDELINES CONTRACT
Below are a few guidelines we have compiled to ensure your function runs
smoothly. If you have any questions please talk to your Function
Coordinator.
1. TENTATIVE BOOKINGS
Tentative bookings will be held for a period of 5 working days only. After this time the space may be released
without notice.
2. PRICING
All prices are inclusive of GST, service labour, tables, chairs and cleaning (extensive cleaning requirements due
to damage may be deducted from the bond in some cases).
All prices are based on present day costs and while The Crest Hotel reserves the right to increase prices
without notice, this will only be done if necessary.
HIRE FEES -
Sports bar- The hire fee is $250.00, with a security bond of $400.00.
Pool bar - The hire fee is $400.00, with a security bond of $550.00.
3. CONFIRMATION / DEPOSIT
To confirm the booking a deposit equal to the security bond must be paid.
4. FUNCTION CANCELLATIONS
If you cancel your confirmed booking at least 1 month in advance a full refund will be provided. If less than 1
months notice is provided the deposit will be kept as a cancellation fee.
5. MINIMUM BAR SPEND
For functions in the Sports Bar the minimum bar spend is $800. The Pool Bar has a minimum bar spend of
$1500. If your function has not reached the required bar spend then a portion of the bond will be kept to
cover the remaining amount, eg. If you only spend $1350 in the Pool Bar, then $150 of your bond will be kept.
6. MINIMUM GUEST REQUIREMENTS
For functions in the Sports Bar the minimum guest requirement is 40 people. The pool bar has a minimum
guest requirement of 100 people. If your function has booked these rooms and does not reach this required
number of guests the bond will be kept to cover the loss of revenue from closing the area to other patrons.
7. FUNCTION TIMES
The starting and finishing times of your function should be discussed with the function coordinator. The length
of a standard function is 5hrs from 7pm until midnight, however exceptions can be made. Functions on
Sundays or public holidays may incur a staffing surcharge. Functions from 8pm-1am will incur a $150
surcharge due to the increased costs for bar staff and security.
The bar will close up to 30 minutes before the conclusion of your function to allow your guests time to finish
their drinks. At midnight clients must help in clearing the room.
8. PAYMENT
Full payment of room hire and catering is required one week prior to the function. Extras such as DJs, Pool
table, Jukebox, etc should be paid a month in advance to ensure availability. We accept EFTPOS, credit card
and cash. We do not accept cheques.
9. DAMAGES
Clients are liable for any damage caused by themselves or other guests. If damages do occur the bond will not
be refunded. If damages exceed the bond, further action will be taken. For this reason Clients should take
extra care in ensuring their guests orderly behaviour.
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10. UNDERAGE GUESTS
Being a family friendly hotel, guests under the age of 18 years are welcome. Any guest under 18 must, by
law, be accompanied by their parents. The guard will also place bands on the wrist of under 18’s to assist staff
in monitoring their responsible service of alcohol. Please be aware that if any guest under 18 are found to be
drinking alcohol, or to have removed their band, they, and their guardian, will be ask to leave the function
immediately.
11. RESPONSIBLE SERVICE OF ALCOHOL
Clients are responsible for the orderly behaviour of their guests. Management and/or security will intervene if
they feel it is required.
Clients can be required to assist management and security in the removal of intoxicated or troublesome
guests. Failure to assist will lead to function being stopped and security bond withheld.
No person may transfer drinks from the main hotel area to the function room or visa versa.
Shoes must be worn by all patrons at all times.
Identification must be available from all guests at all times. Identification is exclusive to a current drivers
licence, proof of age card or a passport.
At the conclusion of your function all patrons must leave the function room via the main function room door.
If patrons wish to re-enter the main hotel area (open until 3am) they are welcome to do so via the main
entrance of the hotel located at the top of the ramp. Management reserves the right to refuse entry at this (or
any) time to some or all of the function guests for any reason, including intoxication or aggressive behaviour. If
this is the case the host of the function must assist in dispersing guests safely onwards. If guests remain in the
function room for an excessive amount of time some of the bond may be retained to cover staff costs.
The Crest Hotel follows the guidelines set out in The Responsible Service of Alcohol Act and therefore can
refuse service to guests at anytime. Management and hotel staff hold the right to deem guests intoxicated or
troublesome.
To comply with responsible service of alcohol laws The Crest does not allow yard glasses of any kind to be
filled.
To ensure the responsible service of alcohol the service of jugs of alcohol and bottles of wine are restricted.
Shots and doubles are serviced at management discretion and will cease at 9pm. To ensure the safety of
your guests we use polycarbonate drink ware at all times during functions.
Clients and their guests must not bring food, drinks or alcohol into the venue. If alcohol is given as a gift it
must be left unopened and kept behind the bar until the end of the function.
12. INSURANCE
The Crest Hotel will take all necessary care, but accepts no responsibility for damage or loss of items before,
during and after a function. The organiser may wish to arrange insurance, including personal liability, if
deemed necessary.
13. FOOD
All functions must arrange catering for at least 75% of their guests through Mike’s grill at the hotel. No
external food or beverage items may be brought into the hotel to be served. Celebratory cakes are permitted.
PLEASE SIGN BELOW TO INDICATE YOU HAVE READ AND UNDERSTAND THE CONDITIONS OF ROOM HIRE.
THANKYOU.
NAME:…………………………
DATE :…………………
SIGN:………...………………...
MANAGER’S NAME: ……………………
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