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DEFINITIONS
Client(s): Refers to the individual(s) or organisation hiring the venue.
Venue: Includes all buildings, infrastructure, lawns, gardens, and the car park within the vicinity of Sabina River Farm.
Event: Refers to the booked function taking place at the Venue.
EVENT START AND FINISH TIMES
Events at the Venue must commence and conclude within the times specified below:
Monday to Thursday: 2:00 pm – 10:00 pm
Friday and Saturday: 2:00 pm – 12:00 am
Sunday: 2:00 pm – 7:00 pm
If the Event falls on a midweek or Sunday date preceding a public holiday, the conclusion time may be extended to 12:00 am.
Events that exceed their booked finish time may incur a $1,000 late fee per half hour.
VENUE POLICIES
Maximum capacity: 200 seated guests / 300 cocktail-style
External suppliers: Sabina River Farm is not responsible for the setup or pack-down of items supplied by external vendors.
Insurance for external suppliers: All external suppliers engaged by the Client must hold a minimum of $10 million Public Liability Insurance. Sabina River Farm may request a certificate of currency prior to the Event. Vendors without adequate insurance may be denied access.
Rigging/hanging items (including lighting): Vendors must hold valid working at heights and/or rigging tickets. Electricians must be licensed.
Smoking and vaping: Permitted only in the designated outdoor area.
Prohibited items: Confetti, glitter, and non-biodegradable materials are not permitted.
Lost property: Held for 3 months. Unclaimed items will then be donated or discarded.
NOISE LEVELS
All sound and entertainment must comply with local council regulations.
Sabina River Farm reserves the right to reduce or cease music at any time if sound levels exceed legal limits or neighbour complaints are received.
The in-house speaker system is set to a tamper-proof limit of 85 dB(A) in accordance with the Venue’s Noise Management Plan.
Veranda music: Must be suitable for conversation at all times.
Indoor music: Must be lowered to conversational volume by:
9:45 pm – Sunday to Thursday
11:30 pm – Friday and Saturday
ENTERTAINMENT
Live music outdoors: Not permitted after 8:30 pm.
DJs: May play through the in-house speaker system until the approved event conclusion time, with volume adjusted per the guidelines above.
VENUE CLEAN-UP
The Venue must be cleared of all personal items between 9:00 am – 11:00 am the day after the Event unless otherwise arranged.
Access outside of these times must be pre-approved by venue management.
CATERING AND BEVERAGES
Supper Road is the exclusive catering partner.
External providers may only supply grazing tables or desserts.
All beverages must be served by Sabina River Farm/Supper Road staff. Self-service is strictly prohibited.
Underage drinking is prohibited. No one under 18 may consume alcohol on the premises.
Allowance of spirits or liqueurs is at the discretion of venue management.
Keg conditions:
Must include taps and drip trays
Must remain cold and enclosed throughout the event
Set-up is the responsibility of the supplier
Staff will not change over kegs
Service may be refused if these conditions are not met
PRICING AND PAYMENT
All pricing includes GST.
Prices are fixed once invoiced and the deposit is paid.
BOOKING CONFIRMATION
To secure your booking, Sabina River Farm requires:
A non-refundable deposit of 50% of the venue hire fee
A completed Event Booking Form
The deposit is non-refundable but will be deducted from the final balance.
FINAL PAYMENT
Due 28 days before your event.
Final guest numbers must be confirmed at this time.
LATE PAYMENTS
Late payments may incur interest or result in cancellation of your booking.
PAYMENT METHODS
Accepted: Direct deposit, credit card
A surcharge may apply to credit card payments
CANCELLATION AND RESCHEDULING
All cancellations must be in writing.
The 50% deposit is non-refundable.
Cancellations made within 28 days of the Event will forfeit the full booking fee.
Rescheduling by the Client is treated as a cancellation unless otherwise agreed in writing.
Weather
If a BOM-issued severe weather warning (e.g. fire, cyclone, flood, dangerous storm) affects the Venue or access roads, Sabina River Farm may cancel or reschedule in consultation with the Client. All monies paid will be refunded or transferred to a new date.
If the Client cancels due to weather that is not deemed severe, all payments will be forfeited.
Public health
If government restrictions (e.g. lockdowns, capacity limits) legally prevent the Event from proceeding, we will work with you to reschedule or refund all payments.
CONDUCT
The Client is responsible for the behaviour of all guests and vendors.
Sabina River Farm reserves the right to evict any guest behaving antisocially.
Events may be terminated if they are not conducted in a safe, lawful, or respectful manner.
Drug use is strictly prohibited. We operate a zero-tolerance policy and reserve the right to contact police and evict any person found using illicit substances.
Sabina River Farm reserves the right to terminate any Event it deems unsafe or unlawful. In such cases, police may be contacted, and all related costs will be charged to the Client.
CHILDREN
Children must be supervised at all times.
Sabina River Farm accepts no responsibility for accidents or incidents involving children, including if they leave the venue grounds.
PETS
Dogs/animals may be allowed upon prior written approval.
If approved, pets must remain on-lead at all times and are not permitted inside the main events space.
DAMAGE AND LIABILITY
The Venue is not liable for damage or loss of any equipment brought in by external suppliers.
We accept no responsibility for cash or valuables brought to the venue.
Sabina River Farm is not responsible for any injuries sustained during the Event by guests or vendors.
LIMITATION OF LIABILITY
To the extent permitted by law, Sabina River Farm’s total liability for any claim arising from or relating to the hire of the Venue shall be limited to the amount paid by the Client under this agreement.
INDEMNITY
The Client agrees to indemnify and hold harmless Sabina River Farm, its directors, staff, agents and contractors from any liability, claim, loss, damage or expense (including legal costs) arising from the Client’s use of the Venue, including but not limited to injuries, property damage, or any breach of these Terms and Conditions.
FORCE MAJEURE
Sabina River Farm shall not be held liable for any failure to perform its obligations under this Agreement if such failure is caused by events beyond its reasonable control, including but not limited to fire, flood, storm, power outage, labour dispute, pandemic, government restriction, or act of God. In such cases, we will work with the Client to reschedule or refund monies paid, where appropriate.
DISPUTE RESOLUTION
In the event of a dispute, the parties agree to attempt resolution in good faith through informal discussion. If unresolved after 14 days, both parties agree to attend mediation before initiating legal proceedings.
PHOTOGRAPHY AND MARKETING
Sabina River Farm reserves the right to use photos or videos taken at the Event for marketing or promotional purposes, unless otherwise advised in writing by the Client prior to the Event.