Terms & Conditions.
The Woodhouse Weddings.
Redwood park is a family-owned and operated business. We expect our guests to treat it with the same respect they would treat their own property. Guest and visitors must comply with the terms and conditionsand policies, and instructions from the management or staff during their stay and must notify staff of any issues as soon as practical.
Terms and conditions
We will provide you with a quotation for the event if requested. All quotations exclude alcohol (as couples are often still undecided whether or not to go on package or on consumption) and catering which is provided and quoted directly by fennel & co. Quotations, where sent are valid for 30 days unless otherwise agreed with you. Where you wish to change the event date of your booking, the new date must be within 12 months of the original date. Any date beyond 12 months is subject to any changes in pricing since the original booking. We strongly recommend that you are happy with the venue before accepting and paying your booking fee.
Booking our services
Bookings may be made via phone or email. We may accept or decline a booking request at our sole discretion. We do not book in any dates until the booking fee has been paid in clear funds and the booking agreement has been signed. All booking fees are non-refundable. You acknowledge and agree that all catering will be conducted by fennel & co catering (or such other catering company that the woodhouse may enter an agreement with) who have an exclusive agreement to provide catering at the venue. You further acknowledge and agree that the venue or the caterer are solely responsible for ensuring rsa qualified persons only serve alcohol during the event.
You agree to provide us with various information for your booking (“information”). You represent and warrant that:
All information you provide is current and correct (you must promptly inform us of any updates to the information, including any event dates and timing);
You will respond promptly to any of our requests for further information*.
Where additional services are required on the event date, additional fees or optional fees will also be charged as applicable.
*where we contact you and receive no reply within 14 days, your booking may be forfeited and subject to cancellation penalties.
Health and safety
Our health and safety practises may include social distancing where possible, hand sanitisers, use of gloves and face masks where mandated by relevant government or health authorities. These health rules are necessary to ensure our health and safety, and that of other clients.
We require that you notify us of a representative that we are able to liaise with us in relation to your event.
You must ensure you seek our prior permission in relation to any installations (such as flower installations, archways, ceremonies). This includes, but is not limited to, items such as stakes in the ground, hanging instalments or other uncommon installations.
All payments must be made via credit card or direct debit. Where you pay by card, and bank, all payment processing fees will be charged to you.
All fees are due and payable within 7 days of the date of the invoice. The final payment must be paid 7 days or more prior to the event date (“final payment date”). Where we do not receive our fees by the final payment date, a late fee of $500 will apply (unless otherwise arranged). You must also pay all additional and optional charges as and when they fall due. Example of additional charges include payment for ‘by consumption’ drinks whose invoice for which will not be sent out until after the conclusion of the event.
You authorise us to deduct all our fees from your credit card where provided. Interest will be charged at the rate of 11% per annum.
In case the due fees are not paid within 6 weeks from the date of invoice, we have the right to approach a debt collector to settle the amount due. Any legal collection fees will be billed to you.
Cancellations and refunds
On occasion we may need to postpone the booking due to unforeseen circumstances or force majeure. If this occurs, we will work with you to find a suitable alternate date. Examples of this may including road closures, flooding, bushfires etc
Similarly, there may be occasions where we need to cancel the event due to unforeseen circumstances or force majeure. If this occurs, all monies except the booking fee will be refunded to you. An example of this could include our building burning down or not be in a fit state.
Where you wish to cancel the booking, you must confirm the cancellation request in writing. You must also notify fennel & co.
Cancellations 9 to 12 months prior to the event
$4000 cancellation fee is required to be paid in lieu of the property not being able to be re-let for the same period. Redwood park will use its reasonable endeavours to re-let the venue within the given time frame and if successful, will refund all monies paid less the booking fee.
Cancellations 6 to 9 months prior to the event
$6000 cancellation fee is required to be paid in lieu of the property not being able to be re-let for the same period. Redwood park will make reasonable endeavours to re-let the property within the given time frame and if successful, will refund all monies paid less the booking fee.
Cancellation less than 6 months prior to the event
100% of the total fee payable is due. You acknowledge and agree that changes where less than 6 months’ notice are provided are rarely able to be re-booked for other parties. However, if redwood park is able to re-book the venue, we will refund 80% of the total fee.
Any postponements to other event dates and times are at our sole discretion and are subject to availability. You must contact us via email to request a transfer. A transfer fee may apply, and the payment terms below apply. This includes where you need to transfer or postpone due to covid-19.
Postponements to new dates being more than 12 months into the future will be subject to the pricing that applies at the period in time.
Where you postpone the event and thereafter cancel the booking, the cancellation fee will be applied based on the date of original booking. The cancellation fee will be applicable as specified in the clause below.
Where we are unable to operate due to government restrictions
Postponement will not incur any additional charge. There may be some restriction on postponement dates which may apply during peak months being march, april, may, september, october, november, and december but we will work with you to get the best possible outcome.
Where you postpone the event and thereafter cancel the booking, the cancellation fee will be applied based on the date of original booking. The cancellation fee will be applicable as specified in the clause above.
Where you wish to postpone or transfer to a new date.
Postponements with less than 6 months’ notice to a new date within 12 months
Where less than 6 months’ notice is provided of a postponement, your regular payment terms still apply ( I.E. You effectively pay for your wedding in advance). You acknowledge and agree that changes where less than 6 months’ notice are provided are rarely able to be re-booked for other parties. However, if redwood park is able to re-book the venue, we will refund all monies paid (except the booking fee), then your regular payment schedule will apply for your new booking date.
Postponements with less than 10 months’ notice, but more than 6 months’ notice to a new date within 12 months
Where more than 6 months but less than 10 months, notice is provided of a postponement, 75% of the total estimated fee is payable. If we are able to re-let the property on the original date, then we will refund all monies paid (except the booking fee) and then your regular payment schedule will apply for your new booking date.
Postponements with more than 10 months notice
All postponements are subject to a transfer fee. Should you wish to postpone for a period of more than 12 months, then we reserve the right to charge new, higher prices, and apply updated terms and conditions. Postponements to new dates being more than 12 months into the future may be deemed by us, at our sole discretion as a cancellation, and the cancellation and refund terms above will apply.
Our goods and services come with guarantees that cannot be excluded under the australian consumer law. For major failures with the service, you are entitled:
To cancel your service contract with us; and to a refund for the unused portion, or to compensation for its reduced value. You are also entitled to choose a refund or replacement for major failures with goods. If a failure with the goods or service does not amount to a major failure, you are entitled to have the failure rectified in a reasonable time. If this is not done you are entitled to a refund for the goods and to cancel the contract for the service and obtain a refund of any unused portion. You are also entitled to be compensated for any other reasonably foreseeable loss or damage from a failure in the goods or service.
You acknowledge and agree that the nature of venue hire services means that we cannot rectify them after the event. You acknowledge and agree to immediately notify us during the course of the event where you are at all dissatisfied. We will work with you to a mutually agreeable outcome in the event there is a fault with the services providedas defined under the australian consumer law.
You permit us to photograph and/or video the events and use the photographs for marketing and information purposes, or publications exhibitions and professional awards. This includes, but is not limited to social media, brochures, websites, pinterest, advertising, magazine submissions and other publications related to self-promotion and marketing.
You must seek our consent prior to photographing us at the event or using any of our photos or videos. You must seek our prior written consent before any publication of information about us in the media or otherwise.
Liability and indemnity
To the maximum extent permitted by law, we are not liable for any loss or damage arising from the services, your use of the venue, including, but not limited to, any errors or omissions in any website content, price changes or discontinued services, any changes, and any completion times not being met, any inability for installations to be completed due to lack of permission, or venue issues, or any loss of your personal property. To the extent which we are entitled to do so, our liability under the australian consumer law will be limited, at our option to: –
The supply of equivalent goods and/or services; or
The payment of the cost of the goods and/or services.
In any case, our liability to you will not exceed the amount actually paid by you to us less the booking fee.
You agree to indemnify us, and to keep us indemnified from any claim arising out of or in connection with your breach of this agreement, including where you provide incorrect information, and where you or your invitees cause or contribute to any damage to the venue or equipment.
Where there is a force majeure event, we will not be considered in breach of this agreement, to the extent that our obligations are unable to be performed by such an event. We will not incur any liability to you for any loss or damage of any nature incurred or suffered in connection with any force majeure event. This includes any liability in relation to flooding or fire which prevents access to the property or extreme weather conditions. You will remain liable to us for the booking fee, and any amounts equivalent to the cost of any materials purchased to meet our obligations under this agreement up until the force majeure event.
If there is a dispute
If a dispute arises, you acknowledge and agree that confidentiality is paramount to our reputation. At no time will any communications or discussions be made public, including but not limited to any social media websites or reviews. Any public discussion or comments considered defamatory, negative or otherwise damaging and will be the subject of compensation in any mediation or litigation claim.
In the event of any dispute that cannot be resolved, both parties agree to obtain an independent professional arbitrator/dispute resolution specialist to make a determination on the dispute and each party agrees to pay their own costs.
This agreement is to be construed in accordance with the laws of nsw, australia, and you and we submit to the jurisdiction of the courts of nsw, australia. This is the entire agreement between you and us, and supersedes any prior agreements, proposals and communications whether oral or written, between you and us. In the event of an inconsistency between these terms for events and other terms and conditions on our website, these terms for events prevail. No other term is to be included in this agreement except where it is required to be included by law. The failure by us to exercise any right, or enforce any provision in these terms does not waive the future operation of that right or provision. In the event that a provision in this agreement is not enforceable, such provision shall be severed from this agreement to the extent permitted by law, and the remaining provisions will remain in full force and effect. All obligations and liabilities in these agreement survive termination of this agreement.
Additional charges means any additional fees for services provided at the venue, and could include cleaning fees, fees for damage to games or furniture, fees for removal/ storage of your property.
Australian consumer law means schedule 2 of the competition and consumer act 2010.
Booking means the booking of your event day, whether wedding or other event.
Booking fee means the fee we require at the time of booking to secure your booking. Otherwise known as a deposit.
Cancellation fee means the fees as set out in this agreement for cancelling your event.
Claim means any claim, under statute, tort, contract or negligence, any demand, award or costs.
Event means your wedding or other event.
Event date means the date you notify us that you would like to hold your event on.
Fee means the fee or fees we provide attached to this contract or our quotation if one was supplied.
Force majeure events include any pandemic, including covid-19, changes to regulations, government restrictions, weather events, travel limitations, venue closures or any other events beyond our control.
Goods means the supply of any alcohol.
Intellectual property rights means all copyright, trademarks, design rights, patents, trade secrets and confidential information whether registered or unregistered.
Loss or damage means any direct, indirect, incidental, punitive, special, or consequential loss or damages of any kind, including but not limited to, any loss of profits, revenue, loss of data, loss of enjoyment, virus to systems, personal injury, death, negligence, trespass, property damage and legal costs.
Major failure examples include where the building is flooded and becomes unusable, or where no working toilets are available for the whole duration of the event.
Optional charges means fees for any additional services provided at the venue, and could include but is not limited to the use of grounds charge and the second event charge.
Quotation means the quotation we may provide upon request to you either formally (written) or through any email correspondence.
Services means hire of the venue which includes use of building and associated accommodation.
Transfer fee means a fee of $500.
Venue means the venue at the woodhouse, wollombi.
We, us, or our means wollombi barnstay pty ltd (abn 20103015121), trading as ‘the woodhouse wollombi’ and or’ redwood park’ includes any of our, employees, agents, partners, contractors and where relevant any parent companies or subsidiaries.
Property access and venue set up and usage policy
Where possible, access to redwood park wollombi will be from 11:30 pm, 1 day prior to your event. For example, if your wedding is on the friday, access will be on the thursday from 11.30 pm. Other times can be arranged with prior notice.
One night bookings or where your event is on the first night of a 2-night stay
Access to the woodhouse is from 9.00 am and the barnstay access is from 11.30 am (to allow for the venue to be cleaned and changeover). Bags can be dropped off from 10.30 am. Every effort will be made to have the barnstay available as soon as possible.
Please note: the woodhouse or its furniture is not to be used for other parties/functions unless preauthorised. Please ensure you bring any necessary equipment, I.E. Ladders, extension cords, cable ties, etc. For decorating purposes.
Due to licensing restrictions, alcohol cannot be served or consumed past 10 pm. It is recommended that all sundays weddings conclude at 10pm (and start earlier to compensate). If your function does not end until later, then only non-alcoholic drinks will be able to be served from 10pm onward.
Venue and furnishings.
The following in included as part of the venue hire charge:
Accommodation at the barnstay for 15 guests (unless your venue hire is for the day only)
Handmade dining tables
Country crossback chairs
Cake wine barrel with cake stand
Narrow gift table
Wine barrels (outdoor)
Double peacock chair x1
Soft furnishing including any lounges
Ceremony benches (x10) and signing table
Square hightop bar tables located at the woodhouse and at the post ceremony drinks location
Outdoor market umbrellas at the post ceremony location
Note: the luxurious bridal suite is not included in the venue hire charge and can be added for an additional $500 + gst per night. This includes sparkling wine on arrival and continental breakfast supplies. The suite is subject to a separate booking contract.
Venue pack down. This is included as part of the additional charge.
Venue curfew. Your booked venue has a venue and music close of 11.30 pm. Service of alcohol finishes at 11.15 pm (monday to saturday). We recommend organising a bus to collect guests and deliver them to their accommodation/home. All guests, other than those staying on the property, must have left the venue by midnight
Music. All music must be off by the designated time (11.30 pm) and guests who are not booked into the barnstay must leave the property by no later than 12.00am. All amplified music (eg djs, bands) must plug directly into our audio system. No additional speakers are allowed. This ensures compliance with strict council conditions. Xlr points are provided for bands or dj’s to plug into our system. Alternatively, couples using their own playlists can bluetooth directly into the system. Any bands with drums must play inside. Any drums will need to be electric in order to play outside.
Wifi: free wifi is available for guests of the woodhouse and barnstay.
Accommodation access. Check-in time to the barnstay is from 11.30 am or earlier as described above.
Check-out time is 9.00 am. The property should be left in a similar state to its condition on arrival. Additional cleaning charges will apply if this is not the case (refer additional charges). All rubbish should be placed in bins provided outside. Please ensure all windows and doors are closed, the fan/heaters are turned off and the fireplace has been extinguished.
Early check-in and late checkout may be available on request.
Noise. Even though we are on a large property, noise travels easily. Guests and visitors must not create noise that is offensive to neighbouring properties, especially after 11.30 pm. Please show respect.
Bbq. We provide a clean bbq with gas. If you use the bbq please ensure that it is cleaned before you leave and the gas turned off.
Camping: no camping is allowed on the property. Camping can be found at the wollombi tavern and also at wattle valley farm which is located at 2579 payne crossing road wollombi.
Parking. Cars must be parked in the designated parking and overflow areas. Vehicles are not allowed onto the lawns at any point.
Outdoor fires. Fires on property grounds are strictly prohibited. Use of the fire pit is by approval dependent on local fire conditions.
Smoking. The barnstay and the woodhouse are strictly a non-smoking environment.
On the day. A redwood park team member will attend on the day to coordinate with third-party suppliers and ensure wedding facilities are set up and working correctly until the commencement of the reception.
Catering. Redwood park wollombi has an exclusive catering agreement with fennel & co catering. All catering for your wedding event is to be provided by them. Agreements and catering costs are handled directly by the caterer.
Children. Children/babies are welcome at our venue but are the full responsibility of their parents/carers. Please be aware that, as we are in the country, there are unfenced dams and water hazards on the property, and there may also be snakes and spiders, etc.
Cleanup after a function. The cleaning and rubbish removal charge covers the removal of all rubbish, table decorations, flowers following the function.
Service of alcohol. The service of alcoholic beverages is limited to caterers and their staff who have full rsa certification and will comply with the responsible service of alcohol laws applicable in the state of nsw. Rsa staff will need to be in attendance for the entirety of your event.
Alcohol: the woodhouse offers a number of different alcohol packages. Both by consumption and 5-hour alcohol packages includes premium glassware across all the venue (lakeside and woodhouse). All packages exclude bar staff which is charged separately.
All alcohol packages are handled directly with the woodhouse