Wedding Terms & Conditions

Please make sure you have read & agree with these terms and conditions prior to confirming your wedding with us:

Fixed charges
Once you have confirmed your wedding, the agreed venue charges (excludes chargeable items you may require) at the time of your deposit payment for both a ceremony and reception will remain the same provided your wedding requirements also remain the same.  
Should your requirements alter from the your original booking we will then re-asses your venue pricing and adjust accordingly.

Additional Charges
We have attempted to include all the “standard requirements” within our venue charges and then allow for optional extras as required although do note that these extras may increase in price over time.
Hire centres also have other ideas and items that you may wish to add although please remember to discuss this with us prior to committing to your supplier, as depending on requirements, there will be extra costs involved ie requiring room access prior to your wedding, set-up timings and staff requirements to install equipment.
NB: Trestle style tables are an additional charge due to the extra work for staff and they are not able to be pre-set the day prior then moved into place on the day as we currently do with Orlando tables, also pack-down requires extra staff to be on hand.

Price changes
All costs that we have no control over including menu & drinks prices hire items (excluding the reception venue hire and ceremony hire), along with all other services that are provided to us & including local & central govt taxes are subject to price changes at any time.
Menu and drinks pricing can only be confirmed (based on listed available options and pricing) 3 months prior to your wedding date
A non-refundable deposit is required to secure your date this deposit can only be refunded if your cancellation is 3 years or more out from your wedding date, or if you have changed your wedding date from the original date booked.
To confirm your wedding date, we require a deposit of $1000.
This deposit is offset / credited back to your final amount owing for your wedding, providing your wedding is hosted at Orlando Country. 

Deposit Terms
A non-refundable deposit is required to hold / secure an available wedding date, along with venue hire and ceremony pricing at Orlando Country.
Should your event go ahead as planned or generally agreed to at the time of your booing ie guest numbers, event style, menu selections etc, then the above deposit will be credited back to your final account, less any associated costs that may have been incurred.
In the event of a ‘cancellation or postponement’ of your event, the above deposit will not be refunded unless your cancellation is 3 years or more out from your wedding date, or if you have changed your wedding date from the original date booked.
Please note that any deposit paid to secure and hold a “specific date” is “not transferable to an alternative date”, although, if we are notified well in advance, we may be able to facilitate another client to take over your date and therefore purchase your deposit or part deposit from you. This would then allow you to secure a new date with us with either part or no penalty.

Changes to your wedding plans
The following applies to all ceremony and reception weddings:
If you chose to change the ceremony or reception time from your original booking you will be subject to new pricing and terms

Wedding cancellation policy
The following applies to all wedding cancellations:
60 Days or less @ 100% of final expected costs based on initial estimate of guest numbers, itinerary, equipment hirage and venue charges, but excluding expected refreshment spend.
61 days to 90 days @ 50% of final expected costs based on initial estimate of guest numbers, itinerary, equipment hirage and venue charges, but excluding expected refreshment spend.
90 days or more – equal to 10% of above expected spend or equal to your deposit payment, whichever is lessor.

Postponements

Please note that any deposit paid to secure and hold a specific ‘date and venue hire’ is “non transferable to an alternative date”, although, if we are notified well in advance, we may be able to facilitate another wedding to take over your date and therefore purchase your deposit or part deposit from you. This would then allow you to secure a new date with us with either part or no penalty.
Note: all postponements default to latest pricing and terms as your existing terms are only valid to the initial date.

Discretionary ‘Exclusions’ to the above:
60 Days or less - 60% should a parent or sibling 'event' require the cancellation or postponement of the wedding (excludes COVID related events).
@ 90 Days - 30% should a parent or sibling 'event' require the cancellation or postponement of the wedding (excludes COVID related events).
Deposits paid to secure and hold a specific date may in either part or full, offset against any cancellation fees that may be due.

ORLANDO COVID RELATED CANCELLATION POLICY
Cancellation fees will not be charged should our venue be closed down and unable to operate due to government imposed COVID regulations.
NB: Restrictions including ‘unvaccinated’ guests being unable to attend due to government imposed COVID regulations, at any COVID level, are not exempt from cancellation fees and are as per our General “wedding cancellation policy terms” above. 
Any Government requirement that limits or restricts the legal number of guests or group size allowed at Orlando Country will not be counted as a reduction in agreed numbers. 

​ Guest numbers 
We request that you try to keep number changes to a minimum & that if at any stage they do alter you should notify us as soon as possible, as we do reserve the right to charge for any changes that impact on the venue charge. Early notification may allow us to plan ahead & in some cases, at our discretion, keep this charge to a minimum for you.

Final guest numbers
It is very important to send through your final numbers 10 days prior to your wedding, as this will be the minimum number of guests we will need to charge for, with any guests in excess of this number charged at the agreed amount.

 Dietaries and special menu request.
Please advise us of any guests who have special dietary requirements at this time along with names.
We reserve the right to refuse menu alterations if we feel they may reflect on the venue, for example, substituting desserts for wed- ding cake or removing Canapés etc, would not reduce the overall price and in some cases, depending on the changes, there will be an increase, as we would have to substitute with alternative dishes to ensure quantity.

Menu Choices
Due to fluctuating produce prices all menu and refreshment prices are subject to change without notice - please check the website often for current menus & prices before making your choices.
Also please note that as weddings are often booked well in advance the menu options and pricing will have changed over time, although we do our best to keep the general theme similar
You will be able to lock in menu choices and pricing from the website at 3 months out from your wedding date

Children and Service Provider Menu Options
We include a 25 percent discount for your 'service providers' (photographer etc) and to under 12yr children dining on the full menu, or if preferred we have nuggets and chips and a light dessert also available for children under 12yrs at reduced rates.

​Payment Options
Payment is due within the week prior to your wedding day and is to include if applicable your refreshment tab limit, which may be topped up via credit card should you wish to increase the value, or we issue a credit for any unused portion of your allocated tab. By prior arrangement, an invoice may be issued with a “payment due by” date.
All unpaid accounts will incur interest charges at a rate of 1.6% per month with all collection costs added to the amount owing.
Preferred payment is by internet transfer. Payments made by credit card will incur an administration charge. All wedding costs are allocated to one account
(please let us know prior to your wedding if you would like your account split in any way).

Damages
All unpaid expenses and damages incurred by your guests will be added to your final account.
Please note, that if you plan to have candles on the tables, they may damage the tablecloths, which are then charged for. (Even non drip candles still drip!)
Candles may also set off the smoke alarms resulting in emergency services automatically deploying to the venue, so please consult us to ensure you are aware of the risks and cost involved. 

 No BYO Food or Drinks 
Food & alcohol are forbidden to be brought on to any part of the property & in order to protect our licence, any offending guests will be requested to leave. 
By prior arrangement, wedding cakes, baby food & some edible table settings are an exception although COVID restrictions and minimum health and safety requirements may need to be met.​

Photographs
Photos, videos & recordings - When you book a function at Orlando Country you & your photographer agree to allow Orlando Country the right to take and use any photos videos etc that are taken by us on site for marketing & promotions as it wishes, Orlando Country Club has no obligation to in any way give credit or make payment for any image or recording taken at Orlando Country & used for promotional purposes. Please make sure your photographer is aware of this before committing to any con- tracts. Please let us know if you wish to make any alteration to the above terms in regard to this.
Photo-booths/Candy Bars/Lanterns/Excessive Centre Pieces/Your own tablecloths & chair covers etc - sometimes incur an additional fee depending on setup, along with any venue alterations (ie removal of any existing decor).
There is an endless array of options and individual preferences available for weddings, but please do check that whoever you choose to supply services are compatible with The Orlando Country Club rules as we do have restrictions in regard to setup and pack down times, dress codes and general standards etc. Please check with us if you are unsure.

Wedding Services & Wedding Planning
All requests, ordering and correspondence is to be via email only and in 1 x single thread throughout your leadup so our system keeps a record, otherwise any email or request sent separately will not be added to your file.
Closer to the time of your wedding we will send through a run sheet where you will be able to update all information and plans including menu choice, timings, bar tab information etc and in turn this becomes the final run sheet our staff use as their reference on the day.
We will help you plan your wedding day in regard to the wedding service & reception at Orlando Country & can also put you in contact with florists, bands, photographers, beauty therapists etc that are known to work well and are compatible with Orlando Country. We do have additional venue charges for some outside product to be brought in and extra set up i.e equipment, tables, furniture etc

Wedding Planners
If you are hiring a “Wedding Planner”, we are more than happy to have them involved in your meetings as part of your allocated planning time with us, although there would be additional administration charge for all correspondence via 3rd party representatives so please enquire prior to booking the venue & we can quote any extra costs that maybe incurred via a personal wedding planner if any. 

Wedding Rehearsals
Depending on possible future bookings we are unable to confirm with certainty the availability for rehearsal dates and times until 2 months prior to your wedding, but as a rule we usually have weddings on most Fridays and Saturdays with some Thursdays also. 
You can list 3 or 4 of your preferences for a rehearsal and then let us know when you require a definite date set and we will work from your first choice if possible.

​Children & Minors
Due to natural hazards and water features, all children must be under the direct supervision of an adult and kept at arm’s length at all times should they wish to attend.
As ensuring minors do not 'consume' or 'attempt to consume' alcohol is required in order for Orlando to comply with their license, we require all minors to be accompanied by a parent or guardian at all times while attending any event.
 

Please remember No BYO product 
No food, alcohol or refreshments of any kind are to be brought onto the property as this puts Orlando Country in direct breach of our food and liquor license due to un-managed consumption by guests resulting in a loss of license. 

Allergies & Dietaries 
Special dietary requirements are able to be catered to for your guests, so please enquire further and we will be happy to price any requests for you. 
Due to the extra resources required to allow for and cater to individual / special dietary requests it is now standard practice for guests to let you know ahead of time any additional requirements they may have and this will allow us to price dishes and plan ahead for you with all requirements to be with us at least 10 days in advance. 
*Please note: as we are unable to cover the cost of and to reduce wastage, all “special menu guests” wishing to alter their menu requirements on the day of & opt for the regular or other menu options, will result in an full “extra menu” charge. The above "last minute" or "on the day" special menus (if we are able to provide them), are added to your final invoice as an “additional” menu items.

 Guests Departure and Transport Requirements
Pre-arranged transport is required for all guests departing Orlando Country.
Please manage your guest’s departure to ensure we comply with our license requirements. It is important that guests must begin to depart (with pre organised Taxis/ Bus etc) @ 11:30pm
The entire property must be completely empty of guests by 12:00 midnight at the very latest for the Orlando Country Club to ensure we are not in breach of our license.
Please note that a late guest charge of $10.00pp per 30-minute unit (or minimum $100 per 30-minute unit) is automatically added to your account for all guests on site or within the property gates beyond our curfew time of 12:00pm (note that Council deems any person on or within the gates of the property, to be considered onsite)
This above fee allows us to quickly “re-allocate” staff to your event that will then ensure we are compliant with council license requirements. 
Your guests are more than welcome to leave their cars on site overnight if they wish, although this is at their own risk.