Functions terms and conditions
CANCELLATION OR POSTPONEMENT BY THE HIRER - COVID:
Notwithstanding any other clause in these terms and conditions, the hirer may cancel or postpone the event if:
(a) it is not possible to lawfully hold or conduct the event on the scheduled date for the event (Scheduled Date) because of a COVID related state of emergency, public health directive, or other related State or Commonwealth government direction or law; or
(b) the maximum number of patrons that are permitted to attend the event on the Scheduled Date under any COVID related states of emergency, public health directives, or other related State or Commonwealth government directions or laws is less than the expected or confirmed number of guests.
If:
(a) it is not possible to hold or conduct the event on the Scheduled Date because of a COVID related state of emergency, public health directive, or other related State or Commonwealth government direction or law; or
(b) the hirer wishes to cancel or postpone the event because the maximum number of patrons that are permitted to attend the event on the Scheduled Date under any COVID related states of emergency, public health directives, or other related State or Commonwealth government directions or laws is less than the expected or confirmed number of guests,
the hirer must:
(c) Immediately provide The Moat with a written notice detailing the facts and circumstances which prevent the hirer from holding or conducting the event; and
(d) use its best endeavors to postpone the event to a new date within six (6) months of the Scheduled Date (COVID Rescheduled Date), however, the postponement to a COVID Rescheduled Date is subject at all times to the written approval of The Moat (which The Moat may provide or withhold at its absolute discretion); and
(e) indemnify The Moat in respect of all liabilities, costs, and claims suffered or incurred by it in connection with the event being postponed to a COVID Rescheduled Date (including all costs and fees incurred by The Moat in connection with the refund of any tickets for the event).
(f) If there is a Government directive that is issued more than four days from the Scheduled Date that prohibits the hirer from holding the event and The Moat from hosting the hirer, there will be no cancellation fee. If the Government directive is issued less than four days from the Scheduled Date, 25% of the fixed food costs will be payable by the hirer to The Moat.
PAYMENT: We accept cash and all major credit cards except Diners. We can accept payment by invoice if this is arranged with management upfront, and a deposit is received at least 48 hours prior to your event. Additionally, a 5% service charge will be applied to compensate staff for missed tips, ensuring exceptional service for your event.
BOOKINGS FORM: Please return your completed bookings form promptly so we can secure your preferred place.
CREDIT CARD DETAILS: Credit card details are taken to secure your booking in lieu of a deposit. This also means if you forget to pay on the night, the full and final amount owing will be deducted from the given credit card details.
CANCELLATION: A cancellation fee applies if your function is cancelled within 7 days of the event, and if your function is cancelled within 14 days during November and December.
For functions with a minimum spend requirement, the cancellation fee is equal to 25% of the minimum spend. Functions with pre-organised food but no minimum spend requirement will be charged 50% of the pre-organised food cost. For example, a function with a $1000 minimum spend is subject to a $250 cancellation fee. A booking with no minimum spend but $500 worth of pre-organised food would also be charged a $250 cancellation fee. Please get in touch if you wish to further discuss our cancellation policy.
ATTENDANCE NUMBERS: Guest attendance numbers must be finalized at least 24 days prior to your event. This number will dictate final charges on all set menus/feed me menus, even if your guest numbers decrease closer to or on the day/night of your event. Should you wish to increase food orders after this period, please get in touch. We will do our best to accommodate where possible, though once numbers are locked in there is limited flexibility, particularly when adjusting functions canapes and set menus.
DRESS CODE: The Moat is a casual dress venue. We encourage you to wear what makes you feel good. Themes and fancy dress must be pre-approved by venue management.
DAMAGES: The Moat is not responsible for nor held liable for the protection of guest property. If any of the Moat’s property is damaged during a guest’s function then we will invoice the function organizer for the cost of the repairs. The function organizer may also be invoiced for excessive cleaning costs as determined by the venue.
DECORATIONS: All decorations must be approved by management prior to the event. We cannot allow decorations that require Blue Tack, tape, or other adhesives unless this has been discussed and cleared with management prior to the event. We can provide quotes for talented florists on request.
ENTERTAINMENT: All performances must be approved by management in writing at the time of booking the event. The Moat reserves the right to control the volume of all entertainment on the day/night of your event.
MINORS: The Moat asks that all guests under 18 years of age are accompanied by a parent or legal guardian. All children must be wearing footwear and remain supervised by a responsible adult at all times.
NOVEMBER/DECEMBER BOOKING PERIOD: A non-refundable deposit of 10% will be taken to secure functions and events for 12 guests or more during this period.
OUTSIDE CATERING: The Moat does not allow outside catering, with the exception of celebratory cakes. Should you wish for our staff to cut, plate, and serve your cake for you, a $3 per person cakeage fee applies.
RESPONSIBLE SERVICE OF ALCOHOL: The Moat may refuse service and/or entry to any guest in accordance with RSA guidelines and standards.
SECURITY: Some events will require additional security made available at a cost to the organizer. These costs will be provided by the Moat at the time of booking.
SURCHARGE: A 15% surcharge applies to all food and beverage purchases on public holidays. A 1.5% fee applies to Amex payments.