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Wedding & Functions
Terms and Conditions
Please take the time to
through the following terms and conditions as they contain valuable information for your event.
Name of Bride
Name of Groom
Date of event
Approximate time of event
Bookings and Payment
Bookings are not confirmed until a completed Event Agreement and deposit have been received and acknowledged by Rainforest Gardens. All tentative bookings will be held for a period of seven (7) days, after which time they will automatically lapse.
Payment schedule: - $1500 as initial deposit to secure booking - Twenty-four (24) months prior (if applicable): $1500 - Twelve (12) months prior (if applicable): $1500 - Nine (9) months prior: $1500 - Six (6) months prior: $1500 - Three (3) months prior: $1500 - Two (2) months prior: Remaining balance, plus any additional costs & venue brief submitted.
Final numbers are required two (2) weeks prior to your event. Costings will be adjusted at this time.
We only accept payment via bank deposit or cash. All charges include GST.
Each invoice is forwarded to you upon receipt of payment for the prior invoice. It is your responsibility to pay on time as per the due date on the invoice, otherwise a late fee may apply.
Please reference your payment with your invoice number and surname.
Cancellations must be received and acknowledged by us in writing.
All cancellations will incur an administration fee of $200, plus the loss of any deposits to our external caterers that we make on your behalf, plus the following charges where applicable. More than twelve (12) months prior to the event, 25% of the deposit and payments made, will be refunded. Between six (6) months and twelve (12) months prior to the event, 25% of the deposit and payments made, will be refunded. Less than six (6) months prior to the event, no deposits and payments will be refunded.
Changes to your wedding date may only be made if written notice is provided at least six (6) months prior to your original wedding date.
Changes to your wedding date once a deposit has been received will incur a $200 administration fee.
Peak Season Conditions
Due to strong demand Cocktail packages during peak seasons (March-May & August-October inclusive) must be minimum 70 guests on Friday and Saturday’s.
We do not offer Ceremony Only or Wedding & Reception Packages during December and January as this is our maintenance period.
There is a 60+ guest minimum Friday-Sunday. If you fall beneath this guest number and have booked Friday-Sunday, you will be required to pay for the minimum cost of 60 guests.
Once your initial quote has been accepted, you are unable to downgrade your package choice. If you wish to upgrade to a higher package you are able to do so up to three (3) months prior.
Prices are subject to change prior to confirmation of your booking by receipt of deposit.
Prices are based on minimum spend and minimum numbers. If numbers decrease from the time of the initial booking and/or quote, this will incur the fee of the higher per person price of the lower guest tier of the package. If there was a minimum requirement for your date (e.g. minimum 70 guests for the Cocktail Package, or 60+ guest minimum for Friday-Sunday), the minimum fee will remain as the minimum requirement (e.g. You booked a sit down package for 60+ guests on a Saturday, but then RSVP's come back at 55 guests. You will still be charged for 60 guests as this was the minimum requirement).
The guest number refers to adults only (e.g. if you have 70 adult guests and 12 child guests, you do not qualify for the pricing in the 80+ Guest range). The pricing is designed to be as cost effective as possible for you, therefore we do not charge a standard price, regardless of guest numbers, but instead have different pricing for different guest tiers.
Sunday bookings incur a $300 surcharge for staffing costs.
A one hour weekday rehearsal is included in all packages. To ensure your rehearsal can be scheduled around other events, we will only receive booking requests in the month leading up to your event. Should we receive another event booking at the time of your scheduled rehearsal, then that other event will take precedence over your rehearsal and another mutually agreed rehearsal time will made with you.
All venue equipment is the property of Rainforest Gardens and is not to be used unless permitted by venue staff. This includes the use of tables, chairs, wine barrels, glasses etc. If you require additional equipment other than what is stated in your invoice, you must discuss this with the Venue Manager and you will be invoiced accordingly.
Restricted Areas and Liability
There are signs throughout the property stating ‘private property’ and 'staff only'. Please be considerate of this and do not access these areas.
All sound and lighting areas are strictly staff access only, and only venue staff may operate the sound and lighting equipment.
No responsibility is taken by us for the loss of, or damage to, personal property whilst at the gardens.
We do not provide an area for safe-keeping of your belongings.
Photography & Videography
Operation on a local government controlled area or road i.e. on Mount View Road or Council easement at top of Mount Cotton · Permitted only with the written authorisation of the chief executive officer of Redland City Council (see Redland City Council Subordinate Local Law No.4 p.20)
Operation within our property at Rainforest Gardens · Permitted only in accordance with the safety laws as defined by the Civil Aviation Safety Authority (CASA) in the Civil Aviation Safety Regulations Part 101 that state; 1. If operating commercially and the drone weighs up to 2kg, advise us with proof of your Aviation Reference Number. The drone must then be operated only in accordance with the standard operating conditions as advised by CASA. 2. If operating commercially and the drone weighs more than 2kg, provide us with proof of your remote pilot aircraft operators certificate (ReOC) or remote pilot licence (RePL). The drone must then be operated only in accordance with the standard operating conditions as advised by CASA.
We reserve the right to withdraw permission to use the drone at Rainforest Gardens if it is not operated in accordance with the standard operating conditions aforementioned.
We would also ask that you avoid any flight over our neighbours property to ensure their amenity is respected and that no livestock is startled.
BYO & Drink Service
All current packages include 2 staff members for 4 hours each. If you would like them for additional time: Bar Wait Staff: $35/hour - Additional charges apply on Sunday's & public holidays - Sunday rate: $47.50 per hour
Utlising our Bar Wait Staff is compulsory for all events where alcohol is served, to ensure we meet Responsible Service of Alcohol Guidelines.
If cocktails are to be served, prior notice must be given in your Venue Brief for speciality staffing purposes.
Last drinks call is 30 minutes prior to the curfew time, and at this time all music must cease.
Please ensure you have allowed half an hour either side of your bar service time for the Bar Staff to set up and pack down the bar in your bar service time. (There will be 1 hour wherein your bar staff will not be serving during the time they are rostered on). Minimum 2 staff required for set up/pack down.
Responsible Service of Alcohol
Responsible service of alcohol rules apply and we request that the hosts of the event assist with removal of any guests not acting within the responsible service of alcohol guidelines, along with finding alternate transport for that guest.
Should any situation escalate further, your security bond will be forfeited and removal of persons and/or the closing of the event may occur.
Water & Other Hazards
Rainforest Gardens has numerous water hazards, including dams, waterfalls and a natural spring, and other hazards such as tree roots, steep inclines, stairs and slippery grassed/rocky surfaces.
As all areas of the venue may not have lighting, it is recommended that your guests take all necessary care when walking throughout the venue grounds and use areas that offer better lighting.
Please ensure that your guests are made aware that your event is being held in a natural environment that contains these hazards. It is strongly recommended that suitable footwear be worn around the venue.
Children must be supervised at all times.
We strongly recommend the bridal party wear flat shoes or thick heels due to the natural environment and decking materials used in the ceremony area.
It is the client’s responsbility to submit the venue brief 2 months prior to the event, detailing guests requiring mobility assistance at the venue.
Based on the submitted Venue Brief information, or if any other immediate or unforseen circumstances arise whereby guests require mobility assistance, venue staff will be made available to provide such assistance as required on the day of the event.
Ramp access is available to all locations throughout the grounds and a 4wd utility vehicle is available to provide mobility assistance to any of these areas upon request.
An on-site toilet is also available for disabled access.
Start & Finish Times
The event venue is limited to opening and closing hours from 9.00am to 10.00pm Monday to Saturday, and 9.00am to 9.00pm on a Sunday, in accordance with our Redland City Council permit.
Our Wedding & Reception Package is seven (7) hours. The event must finish no later than 10pm on Monday to Saturday, and 9pm on Sunday, or seven (7) hours from the ceremony start time e.g. 3pm-10pm, 2pm-9pm. Should your ceremony start any later than 3pm, the finish time still remains at 10pm Monday-Saturday, or 9pm Sunday.
We pride ourselves on the preparation of the venue prior to your ceremony, and all preparation is done as close as possible to the time of your ceremony to ensure the venue looks it's best. Please take this into consideration, as we do ask that your photographer only commences photography of the garden 2 hours prior to your ceremony start time if necessary. If your photographer does plan on taking photos of the set up prior to guests arriving, you must notify the Venue Manager to ensure all preparation is completed prior to this.
Please note that we do not allow pre ceremony functions, however you are welcome to have drinks available on arrival; 45 minutes prior to the ceremony start time, or car park opening time.
As we take pride in preparing the venue for you as close as possible to your scheduled event time, guests are not permitted entry until 45 minutes prior to that start time, and gates will remain locked until then.
The client agrees to the start and finish times of the event as per the Venue Brief.
Public Holiday Charges
A 15% surcharge applies to all bookings on public holidays, due to additional staffing costs.
Staffing rates will be adjusted accordingly for any additional time required outside of the package inclusions.
State Government smoking regulations apply to the venue, and therefore smoking is only permitted in allocated signed areas.
Please refrain from throwing cigarette butts on the ground, and place into designated cigarette bins.
The onsite carpark is available for use during your event and directional signage will direct guests to that area.
Please respect our neighbours and avoid parking across driveways and in the cul-de-sac at the top of Mount View Road.
Bump In & Bump Out
All bump in prior to the event must occur only from 9am on the day of the event, unless arranged prior with the Venue Manager. This includes hire items from external companies (e.g marquee, tables and chairs) and decorations for your event.
Bump out must occur from 10 -11pm on the day of the event. If you would like to bump out the following day, this must occur from 8am-9am and will incur a $150 fee. If this procedure is not followed, your security bond will be forfeited. If external hire items are being utilised, it is preferable that these items are also bumped out at this time. Please discuss this with the Venue Manager before proceeding with booking any external hire items.
Please take all necessary direction from event staff in the event of a requirement to evacuate. Unless advised otherwise, the designated evacuation point is on the eastern side of Mount View Road, on the grass verge opposite the main entry to the Rainforest Gardens.
Presence of animals
As Rainforest Gardens is set amongst the natural environment and adjacent to productive farmland, please be aware that farm animals and fauna such as wallabies, goannas, scrub turkeys, bandicoots and various birdlife, may be present on the property and/or audible during your event.
Rubbish removal is included in your venue hire, cleaning and admin fee. Please be respectful of the property and place rubbish in the bins provided and separate into general/recyclable items if possible.
Noise emitted from our venue must be strictly in accordance with our Redland City Council permit. We cannot allow amplified bands of more than two (2) members, and no drum kits are permitted. Amplified music cannot exceed the background level by more than 10 decibels. Please ensure that any music operator engaged by you is aware of this requirement. We reserve the right to limit the noise emitted from your event to ensure compliance to that Council requirement.
Music must cease 30 minutes prior to the curfew time, along with last drinks.
The use of confetti, rice, coloured paper, metallic party sprinkles or material potpourri is not permitted to be used at the venue. Freeze dried or natural rose petals are permitted.
All candles must be either in a glass holder or be placed on a dish. Tea light candles are permitted given they are placed in a candle holder. Pillar candles must strictly be dripless to avoid damage to our tables and subsequent loss of your security bond.
Chimenea's or fire pits are not permitted due to safety reasons relating to the open flame, however we do permit gas heaters.
Sparklers are not permitted due to previous instances of burns and damage to our property.
The client must liaise directly with our florist (email@example.com) to select their flowers, to ensure the flower or colour choice is available and is suitable to the package chosen. This must be done a minimum of 2 months prior to your event date.
All effort will be made to supply the products agreed upon, however we cannot be held responsible for product unavailability, as a result of but not limited to, seasonal variation or poor quality. We reserve the right to use our discretion to supply similar high quality product under such circumstances and will try, where possible, to discuss this alternative product with you prior to supply. Please understand that flowers are perishable. Once the flowers are dispatched, changes in their environmental condition may result in their longevity being reduced.
If the client uses the florist credit in full as included in the package, they are welcome to add on further florist items. This will be invoiced by Rainforest Gardens directly.
Upon confirmation of your booking, a $200 non-refundable deposit will be made on your behalf to our caterer.
Once a package is confirmed, pricing will not change unless the client changes the menu.
Each event is allocated an approximate time frame for staff to be on site. If you request service to be pushed back longer than thirty (30) minutes or your itinerary is longer than the allocated time quoted for staff, this may result in further charges to cover staff costs. Time allocated is generally 4 hours, including bump in and bump out.
Once the client confirms their package with Rainforest Gardens, it is the responsibility of the client to consult directly with Private Chefs of Brisbane Caterers regarding the menu.
Children’s meals are 3/4 of the adult menu per person price for the children’s plated menu, or full price for the same menu as guests. Please note, NO alcohol is to be served to these minors.
As we are not a restaurant, unfortunately we cannot offer food tastings. Rainforest Gardens hold public Open Days, in which you are welcome to attend and taste the food our caterer provides.
Wedding Coordinator & Wedding Stylist Package
The Wedding Coordinator and/or Stylist Package must be booked at least 3 months prior to your wedding date, but it is recommended that you do consider this as close to your date of booking so you receive the full value of the package.
A 50% upfront payment is required, and upon receipt of this deposit, your first meeting can be arranged. It is your responsibility to arrange a meeting time if you wish to make use of this inclusion.
The final 50% payment is due 2 months prior to your wedding date.
Your Wedding Coordinator or Stylist will be allocated to you, depending on staff availability.
Please note any additional tasks not outlined in the package inclusions may incur an additional fee.
A picturesque wonderland nestled amongst the trees, with views sweeping the coastline
Experience exceptional service in a laid back and intimate setting
0431 155 792
Wedding & Functions