TENTATIVE BOOKINGS
Tentative bookings will be held for a period of fourteen days and will automatically be cancelled unless arrangements have been made to extend the tentative booking period.
CONFIRMATION OF BOOKINGS
A non-refundable deposit of $1,000 must be submitted with the completed Contact Details and Agreement to our Terms & Conditions before Barefoot Beach Weddings will officially confirm the booking. Once that process is complete, all efforts will be made by Barefoot Beach Weddings to ensure the client’s choice of date is held without change and or variation. If changes are required, the manager from Barefoot Beach Weddings will always notify the Client at the earliest possible time.
FINAL ATTENDANCE NUMBERS
A guaranteed number of guests is required no less than fourteen (14) days prior to the event. The final confirmation of numbers is what will be charged for and is not subject to reduction. An increase in attendance on the day must be advised with at least 24 hours notice and will be charged for accordingly. Any cancellation of function space or decrease in numbers in excess of 10%, less than 30 days prior to the event will incur a charge.
PAYMENT
Food payment is required when final numbers are confirmed five (5) working days prior to the function. Credit card details are to be provided as security for final payments. An invoice will be sent out on the first business day following your function with final cost and any other miscellaneous charges. This is to be paid within 5 business days before your credit card is charged. American Express cards are accepted for function payments and may incur a 5% processing fee.
CANCELLATION
All cancellations must be made in writing. All deposits are non-refundable & non-transferable. Barefoot Beach Weddings reserves the right to charge a cancellation fee of the estimated total value of the function as follows (or venue hire, which ever is greater): Full cancellation of event within 3 months of scheduled date.
PUBLIC HOLIDAYS
A 25% surcharge applies to the total value of all functions booked on a public holiday. (Total of F&B only)
BEVERAGES
Guests will be served drinks as per the selected beverage pacakge during the allocated time you have secured the venue. We are not able to serve or store spirits due to licensing restrictions. Barefoot Beach Weddings and The White Elephant are responsible purveyors of alcohol, and, as such reserve the right to refuse alcohol service to anyone including private function guests. Under absolutely no circumstance may any person under 18 years of age consume alcohol on licensed premises. Proof of age ID may be requested and failure to produce will result in no-beverage service. Please advise your guests attending.
Venue Hire
$4000 Venue hire is inclusive of all venue set up costs, tables and chairs according to floor plan, linen (where required), cutlery, outdoor heaters, fairy lights etc. Venue hire is inclusive of styling for the ceremony and reception with furntiture and decorative pieces provided by Empire Events. Additional styling can be included, however, must be approved by your Barefoot Beach Weddings coordinator and is to be arranged and paid for separate to the venure hire costs.
TOILET FACILITIES
Please be aware that the facilities at White Elephant are the property of the Margaret River Shire not the White Elephant. It is your responsibility to ensure the standard is acceptable for your own requirements and that of your guests. The Barefoot Beach Weddings coordinator will offer contact details for professional cleaners if you so desire.
TIME SCHEDULE
Evening functions finish at 11pm. Should you wish to continue beyond this time, you will be charged accordingly at a minimum rate of $500 per half an hour thereafter (based on final numbers). Prior arrangement of extensions must be made with the Barefoot Beach Weddings coordinator. All White Elephant functions must commence after 5pm.
DECORATIONS
Nothing is to be nailed, screwed, stapled or adhered to any wall, door or surface of the venue. The Barefoot Beach Weddings coordinator must approve all signage in the public areas. Confetti, party poppers, coloured streamers and rice are not permitted anywhere within the buildings, grounds or on the beach. It is the responsibility of the client to ensure that their guests are aware of this restriction. A cleaning fee of $50 per hour per staff member will be charged in the event of unauthorized use of such items.
CAKES
Cake bags or boxes are to be supplied by the client. Delivery times of cakes are to be arranged with the Barefoot Beach Weddings coordinator prior to goods been delivered. A cake fee will be charged at a minimum cost of $3.50 per person, this fee includes serving with vanilla cream and strawberries.
DAMAGE\/INSURANCE
Any damage to the property, function facilities, equipment, fittings or surrounds caused by guests to The White Elephant will be the financial responsibility of the organiser. The costs associated with repairs or abnormal cleaning will be charged to your final account. Barefoot Beach Weddings and The White Elephant are always extremely careful when looking after people and their belongings; however accept no responsibility for the damage or loss of merchandise on our premises prior to, during or after a function. We recommend organisers arrange their own insurance. Any items left on site will be disposed of after 7 days unless prior arrangement has been made.
QUOTATIONS
Barefoot Beach Weddings offers all quotations in good faith based on details provided and reserves the right to advise of alterations or additions to this quotation. Please note all prices are subject to change.
DELIVERIES
Items being delivered on your behalf must be boxed and labeled with function name clearly marked. Drop off times must be arranged with your Wedding Coordinator. Although all care is taken, no responsibility is taken for lost or damaged goods.
EQUIPMENT HIRE
All additional equipment or theming required is to be organised by the bride and groom or their organising parties. All additional equipment \/ furniture or theming must be removed from the site at the conclusion of the function unless prior arrangements have been made with your wedding coordinator.
SMOKING
Smoking is prohibited inside any of the buildings. Outside facilities are available for smokers.
PRICING
Prices may change without notice. All prices are inclusive of GST.
