Terms and conditions

1Client compliance

These terms and conditions, together with an Event Order, govern the hire of the Harbour Room and the provision of food and beverages by Elizabeth Andrews Catering (A.C.N. 075 794 679) to the Client named in the Event Order. The Client will, and must, ensure that its servants, guests, patrons, members and invitees comply with these terms and conditions.

2aBasis of agreement, part 1

Performance of this agreement by Harbour Room is subject to unforeseen or extraordinary circumstances beyond the control of Harbour Room, which may include but are not limited to: industrial action; federal, state or local government orders; availability of food and beverage products; equipment failure; essential services problems (including gas, power, water, fire services, heating and ventilation, and refrigeration); terrorist acts; workplace accidents; and employee performance.

In no event shall Harbour Room be liable for loss of profit or consequential damages. Harbour Room's total liability will be limited to the amount contracted for food, beverage and venue hire spend.

2bBasis of agreement, part 2

Harbour Room cannot be held responsible for any external event in the areas surrounding the Harbour Room, or for any impact such events may have.

3Confirmation

A booking will be considered tentative for a period of five (5) working days, pending receipt of a signed Letter of Agreement. Once this period has elapsed, Harbour Room may cancel the booking.

4Confirmation of booking

A booking will be considered confirmed upon receipt of the signed Letter of Agreement and terms and conditions, and payment of the deposit invoice.

5Guest numbers

The Client represents that the number of expected guests stated on the Letter of Agreement is a realistic expectation of attendance, and it is the basis on which Harbour Room accepts the booking. Harbour Room reserves the right to refuse entry to additional guests above the final confirmed numbers. Management will consult with you during the event if additional guests arrive.

6Guaranteed minimum spend

The guaranteed minimum food, beverage and venue hire spend for your event must be met, regardless of your final numbers. Menu tastings do not count towards your minimum spend. Your event manager will advise the minimum spend for your date.

Increases in guest numbers can be given to Harbour Room up to fourteen (14) days prior to the event. Any increase within thirteen (13) days of the event may incur surcharges.

7Final numbers

The final guaranteed number of guests attending the event must be confirmed to Harbour Room by close of business fourteen (14) days prior to the event. The final invoice will be prepared on final numbers, and once it has been raised the numbers cannot be decreased. Harbour Room reserves the right to proceed with the guest numbers noted in the contract should final attendance not be confirmed on time.

Should guest numbers increase within thirteen (13) working days of the event, an additional cost per head will apply, where Harbour Room has the capacity to accept the additional guests.

8Event details and Event Order

All details of the event, including menu, beverages, table plans, running sheet and subcontractors, must be finalised and approved by Harbour Room fourteen (14) days prior to the event. The Event Order must be signed by the Client confirming all event details.

9Running schedule

For the duration of the Client's event, Harbour Room will use its best efforts to adhere to the event run schedule. Harbour Room reserves the right, at its sole discretion, to alter the run schedule for food service and other activities without consultation when it is in the best interests of the Client and the event. Should food service be delayed or rushed because of the Client's decision not to keep to the schedule, Harbour Room is not responsible for any change in the quality of food or service provided.

10Provision of food and beverages

Unless agreed otherwise, all food and beverages consumed at the Harbour Room will be supplied by Harbour Room. Harbour Room reserves the right to confiscate any food or beverages, and/or to evict any person found consuming food or beverages, other than those provided by Harbour Room.

11Food and beverages supplied by the Client

The supply of any food (including a wedding cake) and/or beverages by the Client requires the consent of Harbour Room, and the Client must sign a Food Waiver and Release of Liability form. Harbour Room takes no responsibility for the quality, storage, service or removal of rubbish of Client-supplied products.

12Dietary requirements

Harbour Room will make every effort to cater to all guests' dietary requirements. The Client must advise Harbour Room of any dietary requirements and/or food allergies of guests no later than fourteen (14) days prior to the event, with the individual names and table allocations of those guests. Dietary requirements or menu amendments received within thirteen (13) days of the event may be subject to surcharges at the discretion of Harbour Room.

Please be advised that trace ingredients of most items are present in our kitchens, so Harbour Room cannot guarantee the absence of any ingredient in a Harbour Room product. Harbour Room does not, and will not, accept any liability for adverse reactions to food prepared or supplied by Harbour Room, or to items one may come into contact with while consuming it. Harbour Room's operations comply with the Food Standards Australia New Zealand code and the Food Act 1984.

In cases of serious food allergy, and with the prior written consent of Harbour Room, the Client (or one of the Client's guests) may bring their own meal. The Client must sign a Standard Release form. Harbour Room takes no responsibility for the quality, storage, service or removal of rubbish of Client-supplied products.

13Band meals

The Musicians Award stipulates that band members must receive a meal and soft drinks during their performance. These are charged to the Client as supplier meals.

14Responsible service of alcohol

Harbour Room follows the National Alcohol Beverage Industries Council guidelines on the responsible service of alcohol. Our staff are instructed not to serve alcoholic beverages to guests under the age of 18, or to guests who are intoxicated. Harbour Room reserves the right to refuse liquor service to any person.

15Service of spirits

Harbour Room does not serve straight spirits or shots. All spirits are served with ice and a mixer.

16Third parties

It is the Client's responsibility to inform Harbour Room of, and obtain its approval for, any third-party service provider at the venue for any purpose, including music (bands, DJs, musicians), entertainment, photography, equipment hire, audio-visual, sound technicians, exhibition equipment, staging, florists, stylists and decorators.

A Contractor Policy must be completed and approved before a third-party provider enters the venue, and every third-party provider must present a valid certificate of currency to Harbour Room before your event. Cake suppliers must be a professional business and provide a food handling certificate and a council-approved kitchen certificate to Harbour Room before the event. Harbour Room reserves the right to refuse entry to any third-party service provider for any reason.

17Unavailability of produce or products

If a menu item is unavailable, Harbour Room reserves the right to replace it with an item of similar quality, but will not do so without consulting the Client.

18Menu tasting

Failure to attend a pre-booked menu tasting will result in the applicable charge being forfeited. Any additional menu tasting will require payment.

19Price fluctuations

All pricing is quoted on current costs. Every endeavour is made to hold the price as quoted; however, it may be revised at any time to meet rising costs or because produce is unavailable. Harbour Room will not do so without consulting the Client.

20Public holiday surcharge

A surcharge of 20% on food, beverage, venue hire and security applies to events held on public holidays, including Christmas Eve, Christmas Day, Boxing Day, New Year's Eve and New Year's Day.

21Payment terms

Unless otherwise agreed in writing by Harbour Room, the Client must pay Harbour Room as set out in clauses 21a to 21c.

21aReservation fee

A reservation fee of $2,500 is payable no later than five (5) days after the booking is made. Payment of the reservation fee confirms the booking.

21bProgress payments

A total of 75% of the guaranteed minimum spend (less the deposit) is due no later than 60 days prior to the event date, in three progress payments:

First progress payment: 25% of the minimum spend, due 180 days prior to the event.

Second progress payment: 25% of the minimum spend, due 120 days prior to the event.

Third progress payment: 25% of the minimum spend, due 60 days prior to the event.

21cFinal payment

The final payment is due no later than fourteen (14) days prior to the event date.

22Payment methods

Harbour Room accepts payment by cash, credit card (Visa, Mastercard or Amex) or electronic funds transfer. Cheques, including bank cheques, will be accepted no later than twenty-one (21) working days prior to the event.

22aCard surcharge

Payments by Visa, Mastercard and Amex incur a 2% surcharge.

23Additional charges

At the Client's request, additional food and beverages may be provided at the event. The Client, or the Client's nominated representative, must sign an Additional Charges Confirmation form authorising them. Any additional charges incurred during the event must be paid by cash or credit card when the event finishes.

24Non-payment

If the Client does not meet the payment terms above, Harbour Room reserves the right to terminate the agreement.

25Goods and services tax

All pricing for food, beverages and service is inclusive of GST.

26Cancellation

Written notification is required to cancel an event. All payments received are non-refundable.

27Postponement

Written notification is required to postpone an event. Harbour Room will try to rebook your event on an alternative date, subject to venue availability, and a further deposit of $2,500 will be payable. Event deposits are non-refundable and non-transferable, and will be retained by Harbour Room for the original date booked. A postponement within six months of the event date is treated as a cancellation.

28Security

Harbour Room requires every event to employ security staff. The cost is an additional event cost payable by the Client. Sit-down events require one security staff member; cocktail or stand-up events require one security staff member per 100 guests. Harbour Room reserves the right to eject any person from an event without liability.

29Conduct of guests

Should a Harbour Room staff member believe that any guest may affect the running of the event, Harbour Room reserves the right to remove that person from the venue and, in extreme cases, to end the event.

30Children

Children must be supervised by a parent or guardian, who takes sole responsibility for the child's safety.

31Smoking and vaping

Harbour Room is a non-smoking venue. Smoking and vaping are not permitted inside the venue, on the rooftop or balcony, in the boatyard or in back-of-house areas. A designated outdoor area at the entrance of the building is available to smokers throughout the event.

32Traditional customs and dancing

Anyone taking part in traditional customs and dancing is responsible for making sure they are physically and medically fit to do so, and must take care of their own safety and that of those around them. Harbour Room is not responsible for any injury or loss sustained during traditional customs and dancing.

33Damage to property

The Client is responsible for any damage to Harbour Room property and/or fittings during the event caused by the Client's servants, guests, patrons, members, third-party contractors or invitees, and will be charged for repairs, labour, replacement and loss of earnings until the damage is repaired, as management deems necessary.

34Car parking

Harbour Room is not responsible for damage to or loss of the Client's property or belongings in associated car parks and local parking areas.

35Cloaking facilities and green room

Cloaking facilities and a green room may be made available to the Client. Harbour Room is not liable for any damage to or loss of property left at the venue before, during or after the event.

36Indemnity

The Client shall at all times indemnify Harbour Room, its directors and employees in respect of any liability, claim or proceeding arising from personal injury to or the death of any person, or from any loss, damage or loss of use of property, resulting from the event or from the Client's servants, guests, patrons, members, third-party contractors and invitees attending the event, except to the extent contributed to by any negligent act or omission of Harbour Room.

37Deliveries and storage

Client deliveries to the venue must be pre-arranged, pre-approved by your event manager and subject to available storage space, with every item marked with the event name and date. Notice of deliveries must be given at least 48 hours in advance. Harbour Room staff may move Client deliveries. Harbour Room accepts no responsibility for damage to or loss of goods left at the venue before, during or after the event, and goods left without prior arrangement will be deemed abandoned.

Where Harbour Room management has approved items remaining on site after the event, a collection time must be agreed and the items collected within 24 hours of the event finishing.

38Advertising

Prior permission is required to use the venue's name and/or logo in print or audio-visual display. All proposed artwork must be approved by Harbour Room before publication.

39Displays and signage

Freestanding signage is to be kept to a minimum and must be approved by Harbour Room at least fourteen (14) days prior to the event. No signage or display material may be nailed, screwed, stapled or adhered to any surface of the venue.

40Use of information and images

The Client acknowledges and agrees that Harbour Room may use photographs, video and event details for marketing and advertising, including but not limited to social media, the website and print materials. The Client's name and logo will not be used without the Client's consent.

41Cleaning

General cleaning is included in the cost of room hire or minimum spend. The Client may incur additional charges where an event creates cleaning requirements that Harbour Room considers above normal cleaning.

42Prohibited items

Confetti, glitter, streamers, rose petals, rice, open-flame candles, sparklers, fireworks and similar products are not permitted inside or outside the venue.

43Helium balloon releases

Releasing helium balloons in or around the Harbour Room is strictly prohibited by the EPA to protect the environment from pollution and waste, and may result in a penalty of up to $5,000 from the EPA. Please speak with your event coordinator, and see EPA Victoria's guidance on balloon releases for more information.

44Rooftop hire

The rooftop is available for exclusive use for wedding ceremonies, pre-event drinks and canapés, and any other use approved by your event manager and the Royal Melbourne Yacht Squadron. Rooftop hire starts from $2,200 (including GST) and must be pre-booked with your event coordinator, subject to availability.

If inclement weather means the rooftop cannot be used and the Harbour Room is not available as a replacement location, the fee will be refunded. Where the rooftop is hired in addition to the Harbour Room, it closes once your event moves into the Harbour Room.

45Audio-visual and ceiling installations

Harry the Hirer is the appointed in-house audio-visual and lighting supplier at the Harbour Room, and your event manager will put you in touch with them. A quotation from Harry the Hirer is required for any use of the ceiling and rigging system, including ceiling installations, chandeliers, draping and hanging greenery.

46Staging and alternative audio-visual providers

Staging can also be arranged with Harry the Hirer; pricing varies.

Alternative audio-visual providers may be used at the Harbour Room with Harbour Room's prior approval. A technician-on-duty fee applies to oversee an extensive bump-in, event show and/or bump-out: please allow a minimum of $77 per hour, for a minimum of 4 hours.

47Open flames

No open-flame candles are permitted on the floor of the Harbour Room. Candles are permitted on table settings only when enclosed.

48Circumstances beyond our control

Harbour Room is not liable where an event must be cancelled or postponed due to circumstances beyond its reasonable control, including but not limited to: acts of God (such as floods, earthquakes and severe storms); fire, explosion or power outages; epidemics, pandemics or public health emergencies; government restrictions, bans, regulations or emergency declarations; labour strikes, transport disruption or venue shutdowns; civil unrest or acts of public enemies; and any other unforeseen circumstance outside Harbour Room's control.

49Notice

Harbour Room will notify the Client in writing, as soon as reasonably possible, of a force majeure event and its anticipated impact, including efforts to mitigate disruption and resume operations as soon as possible.

50Rescheduling

If an event cannot proceed due to force majeure, Harbour Room will notify the Client in writing and aim to reschedule the event to a new date agreed by both parties. All funds will be transferred to the new date, with no postponement or cancellation fees payable.

51Refunds

If an event cannot be rescheduled due to force majeure, and both Harbour Room and the Client have exhausted the options for a replacement date, all payments will be refunded to the Client.

52Winter wedding offer

The winter wedding offer (a complimentary welcome cocktail and 10% off food and beverage packages, for weddings held in June, July and August 2027 and 2028) is only valid for quotes issued on or after 1 December 2026. It does not apply to quotes issued before that date, and it cannot be applied retrospectively to an existing quote or booking.