1. Bookings – After receiving your quote, you will need to confirm your booking. Please note that no rooms are being held until your room booking is confirmed.
2. Confirmation – An event is confirmed when Karstens receives the booking or quote form, dated and signed, returned by email or electronically confirmed through our online confirmation form.
3. Deposit – No deposit is required for events up to $5,000. For events over $5,000, a 50% deposit is required.
4. Cancellations – Cancellations must be notified by email. No cancellation charges apply for events cancelled 15 days prior to the event date. Events cancelled, rescheduled, or moved within fourteen (14) calendar days of the event date will be invoiced 100% of the quoted cost.
5. Covid restrictions – If your scheduled event must be cancelled due to government COVID restrictions, Karstens will cancel the event and no charges will apply.
6. Final details – Menus, beverage arrangements, audio visual requirements, room set-ups, and starting and finishing times must be confirmed at least three (3) working days prior to the event.
7. Commencement and vacating of rooms – The client agrees to commence the event and vacate the designated conference space at the scheduled times agreed upon. A fee of $100 per hour will apply for bookings that run over the agreed time, as outlined in the function detail sheet.
8. Guaranteed numbers – Guaranteed participant numbers are required a minimum of three (3) working days prior to the event. Charges will be based on the guaranteed numbers or the final head count, whichever is greater.
9. Payment – All invoices require full payment within seven (7) days following the conclusion of the event. Payments not received within 30 days will incur a 2% monthly interest charge. Any costs associated with debt collection will be charged to the client.
10. Spend management – If the client requires Karstens to enter an invoice into a third-party spend management system (such as Ariba), an additional administration fee of $100 per transaction will apply.
11. Prices – Prices will be confirmed by email as detailed in the booking form.
12. Security – Management accepts no responsibility for loss or damage to equipment or merchandise left on the premises before, during, or after the function. Our manager will be pleased to discuss suitable arrangements with you.
13. Compliance – Clients are responsible for ensuring the orderly behaviour of their guests. Management reserves the right to intervene where it deems necessary.
14. Damages – Clients assume responsibility for any and all damages caused during the function by their guests or any other person attending the event.
15. External caterers – Clients are not permitted to bring their own caterers or beverages unless prior arrangements have been approved by management. A charge will apply where permission is granted.
16. Substitute rooms – Management reserves the right to assign another room of equal or higher standard at no additional cost if the originally booked room is unavailable or deemed unsuitable.
17. Displays and signage – Nothing may be nailed, screwed, or adhered to any wall, door, or part of the building unless prior approval has been granted by management.
18. Deliveries – Equipment or manuals delivered for an event must be clearly labelled with the function name and date and addressed to the conference coordinator. Items delivered prior to the event cannot be stored unless prior arrangements have been made. Deliveries must be made between 8.00am and 5.00pm, Monday to Friday, to the following locations:
Melbourne (Level 9, 123 Queen Street, VIC 3000),
Sydney (Level 1, 111 Harrington Street, The Rocks, NSW 2000),
Brisbane (Level 24, 215 Adelaide Street, QLD 4000),
Perth (Level 1/111 St Georges Terrace, WA 6000), and
Adelaide (Level 11, 22 King William Street, SA 5000).
19. Circumstances beyond the control of Karstens – Should Karstens be unable to provide the event due to circumstances beyond its control, management accepts no responsibility for any costs, damages, or expenses incurred.
20. Items not collected – Any items not collected after the event will be disposed of within fourteen (14) days.