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VYC Logo, Viaduct Marina Water view Private Event Venues
T&CS

CONFIRMATION / DEPOSIT

To confirm a date, we take a $300 deposit. Bookings are not confirmed until the deposit has been received. The credit card details are held on file as security until after the event. This is separate from your set up fee.

No deposit is required for Monday to Friday off-site Corporate Meetings and Workshops. 

 

EVENT SET-UP, PLANNING AND BOOKING TERMS 

 

Set-Up & Event Planning Fees

All events held at VYC include event planning and coordination.

Standard Bookings (21 days or more prior to the event date)

A Set-Up & Planning Fee of $550 applies to events booked 21 days or more in advance. This fee includes:

  • A $350 set-up and event planning fee; and

  • A $200 Planning Credit, which will be deducted from the final invoice when all event details are finalised by 21 days prior to the event.

If any changes are requested after the 21-day mark, the Planning Credit no longer applies and will be retained by the venue.

Short-Notice Bookings (within 21 days of the event date)

For events booked within 21 days of the event date, a Set-Up & Planning Fee of $350 applies. The Planning Credit does not apply to short-notice bookings.

 

Event Finalisation & Planning Timeline

Event planning is completed 21 days prior to the event date. By this point, the following must be confirmed:

  • Food and beverage selections

  • Guest numbers

  • Service style and event structure

  • Event run sheet

Once planning is finalised at 21 days, event details are considered locked. Requests for changes after this time may be accommodated subject to availability and operational capacity but will result in forfeiture of the Planning Credit.

If food selections are not received by this time, the venue reserves the right to:

  • Invoice a set food and beverage amount (Canapes $35 per head and Dining $105 per head); and

  • Proceed with a Chef’s Choice menu at the Chef's discretion.

 

Run Sheet Revisions

Preparation of an event run sheet is included in the Set-Up & Planning Fee.

  • Up to three (3) run sheet revisions are included at no additional cost.

  • A revision is defined as a single, consolidated set of changes submitted at one time.

If more than three run sheet revisions are required, an additional event planning fee of $400 will apply.​

 

Short-Notice & Fast-Tracked Planning

Events booked within 21 days of the event date are considered short-notice bookings. Planning for these events is fast-tracked due to timeframes. While the same planning support and revision limits apply, the Planning Credit is not available for short-notice bookings. 

If food selections are not received by 5 days after booking, the venue reserves the right to:

  • Invoice a set food and beverage amount (Canapes $35 per head and Dining $105 per head); and

  • Proceed with a Chef’s Choice menu at the Chef's discretion.

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Confirmation & Acknowledgement

By confirming a booking at VYC, the client acknowledges and agrees to:

  • The Set-Up & Planning Fees outlined above;

  • The planning timelines and finalisation requirements; and

  • The run sheet revision limits and associated fees.

 

Final note 

These Planning Terms & Conditions are designed to ensure clear communication, professional event delivery, and a smooth experience for both clients and venue teams.

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PAYMENT 

Approximately 14 days prior to your event you will be invoiced for all fixed costs; booking and set up fee, food selection, drinks on arrival, security, duration extensions and any other requested services (decorations, furnishings, entertainment).

Payment of fixed costs is required one week prior to the day of your event. We accept internet transfer or credit card. Credit card payments incur a 2.3% excl. GST merchant fee. Post Covid we no longer accept cash.

The Bar account is to be settled at the end of the function. We accept Visa, Mastercard and EFTPOS. There is no merchant fee charged for Bar transactions on the day of the event.

Should you not meet your minimum spend you will be charged the balance as a ‘venue hire fee’ payable on the night. (Excludes Corporate Meetings where there is no minimum spend) 

Functions that go over their close time will be charged a fee of $80 for each 15mins over to cover extra staff time.

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CANCELLATIONS / MOVEMENTS

The $300 deposit is non-refundable and non - transferable to another date.

Cancellation or movements outside 60 days do not incur an additional cancellation fee. Within 60 days there is a fee as we will have turned business away securing the date, and the closer we are to the event the less chance we have of re-booking.  

•Cancellation/movements 32-60 days will be charged VYC $3,500 Black Door $1,000 Corporate Meeting $1,000

•Cancellation/movements within 20 days will be charged $5,000 Black Door $2,000 Corporate Meeting $1,000

•Cancellation of a cake order at any time incurs a $100 exGST cancellation fee

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BREAKAGES or damage caused will be charged to the final bill

 

SOILING An additional cleaning fee will be charged for any soiling of the venue by guests.

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DECORATIONS

Decorations are not to include confetti, rose petals, glitter or rice. If these are accidently used, they incur an additional cleaning charge of $150 incl GST.

 

STANDARD EVENT TIMES

All daytime events conclude at 5pm including pack out, unless by prior arrangement depending on evening event bookings

Evening events have standard times which can be changed by prior arrangement

Seated dining 6.30pm - 11pm / 12am

Drinks and canapés 7pm - 12.30am 

The booking and set up fee covers events up to 5.5 hours. Events can be extended for for $300 per hour incl GST. This is advisable 21 days prior to the event date to allow for rostering adjustments and is invoiced with all other fixed costs approx. 14 days prior to the event. This is non-refundable even if the event ends earlier.

 

FORCE MAJEURE

Neither the client or Viaduct YC Limited (trading as VYC) shall be responsible to the other for any changes to the agreed function requirements if the changes are the result of any statute, governmental regulation, act of god, fire, natural disaster, damage to the venue or any other causes beyond the reasonable control of the parties. In the event of such a force majeure, the parties shall agree to amend or cancel the agreement. In the case of a Covid-19 lockdown the event date will be moved without penalty. If the client wishes to cancel rather than move the date the booking fee is non-refundable.

 

INTOXICATION

It is against the law for us to serve intoxicated guests. This is at the discretion of the Duty Manager, and we ask you to respect their decision.

 

FOOD & BEVERAGE

Our menu items and pricing are subject to change

If your menu selection becomes unavailable it will be substituted for an alternative and you will be charged the lesser of either the price of your original selection or the price of the alternative.

VYC is not liable for any beverage outside host selection being added to the bar TAB on the night.

Only food and beverage purchased at VYC can be consumed at VYC unless by prior agreement.

Cake orders are excluded from any minimum food and beverage spends.

 

GUEST PROPERTY

VYC will not be responsible for any loss or damage to guests' property during your function. We do however have a lost property box and can check for lost items after the venue has been cleaned.

 

We appreciate your understanding. Thank You 

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