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| The Way we Work… |
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At bellachara we work the old fashioned way…with honesty and integrity. We will deliver everything that is agreed in writing and by email… that is our word. In return we expect the same from the client and their delegates. No formal contract is required unless the event is outside our normal operating guidelines. |
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A written quote will be forwarded ASAP of your inquiry. Attached to the quote are 2 invoices for payment should you want to confirm your event. The 1st deposit invoice secures your booking and the 2nd deposit must be paid 30 days prior to your arrival. The quote is for all known costs and charges at the time of quoting. |
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Quotes will not be changed for slight changes of numbers or minor changes to the overall event. Under and over charges will be sorted out at check out along with further charges incurred during your conference must be settled on check out by company cheque or credit card. Payments by credit card and will incur a surcharge: Visa and MasterCard 2% and AMX 3.5%. |
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The hotel does not automatically reserve or hold any event space, hotel rooms, goods or services on behalf of the client without receipt of the 1st deposit being received by the hotel. |
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The first client to confirm with payment of the 1st deposit invoice will secure the booking |
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Until the 1st deposit is received by the hotel, no booking is considered confirmed |
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| Deposit Due: |
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120 days from arrival: |
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A deposit/payment equal to 25% of the total amount of the event is due. |
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90 days from arrival: |
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A deposit/payment equal to 50% of the total amount of the event is due. |
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60 days from arrival: |
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A deposit/payment equal to 75% of the total amount of the event is due. |
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30 days from arrival: |
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A deposit/payment equal to 100% of the total amount of the event is due. |
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No event can commence unless the 2nd invoice “Total Amount Quoted” is paid in full prior to arrival. |
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A credit card must be held on file from check in, for all additional charges above & beyond the amount already paid, and will be used to settle the final invoice upon departure. |
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The hotel reserves the right to cancel the booking if the deposits and payments are not paid when due. |
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No charge back or credit terms are available. |
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| Final Numbers |
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Final numbers are due 30 days prior. These numbers may vary without charge by 10%. |
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The client shall advise the hotel of its final event requirements - including but not limited to rooming lists, event room and equipment set-ups and catering requirements - not later than 14 days prior to the due arrival date. |
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| The Clients Responsibility |
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The client shall remain responsible at all times for: |
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| Loss or damage to the property of the hotel caused by the client, its guests and invitees. |
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| Insurance of its own property and the property of its guests and invitees. |
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| The client is financially responsible and agrees to indemnify Chara Gerringong Pty Ltd trading as bellachara boutique hotel for all damage sustained to the hotel and its grounds during an event as the result of an action of any invitee and/or guest of the organiser. This also applies to any damage caused during the event staying overnight at the hotel. Although accidents often happen, damage to our event rooms can easily be prevented by good communication between your organiser and our team when arranging posters and displays. If necessary, repair or replacement charges may be passed on to you if approval has not been sought. Staples, sticky or masking tape, glues, pins, or Velcro are not permitted on our walls. |
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| NON SMOKING hotel |
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The client acknowledges the hotel is a NON SMOKING hotel and will inform all delegates that smoking is not permitted in any guest room, any event space or restaurant, either indoors or outdoors and will direct all smokers to the allocated smoking area adjacent to the reception. The client agrees to pay the charge of $250 per room hygiene and deodorising cleaning fee if smoke odour is detected in any guest room or public space. |
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| The client also acknowledges that should a delegate vomit, a cleaning fee of $150 plus any damages to fabric, carpets or fittings will be charged accordingly. |
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| Do’s and Don’ts |
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The client, their guests and invitees shall not be permitted to bring beverages of any kind whatsoever onto the hotel premises. |
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| The client, their guests and invitees shall comply with the reasonable requirements of the hotel and shall conduct its event and associated events in an orderly and responsible manner and in compliance with all applicable laws. |
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| The hotel reserves the right to exclude or remove from the event rooms or the hotel premises any and all undesirable persons without liability. |
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| The responsible service of alcohol will be conducted in accordance with the hotel’s house policies and the Liquor Act. |
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| Room Assignment |
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If the room or rooms reserved herein cannot be made available to the client for causes beyond the normal control of the hotel, the hotel reserves the right to substitute similar or comparable accommodation for the event, which substitute shall be deemed by the client as full performance of the hotel’s obligations under this agreement. This applies to accommodation, meeting and function rooms. Please note that event space reserved during the day is subject to reletting to other clients for other evening events, unless alternative arrangements have been made. |
| Extended Trading Hours |
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We are happy to extend the hours of your event, as long as the noise is kept to a minimal and is contained inside the event space and with all doors leading outside to be closed from 10pm. Additionally you and your guests must not make excessive noise in the event space or when returning to the accommodation rooms. By law we are not allowed to make noise past 10pm midweek and 11pm on weekends that will impact negatively on our neighbours within the hotel or within Gerringong. |
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| To extend the hours of your conference dinner, a fixed staff cost of $150 per half hour plus a fixed $10 per hour per guest for beverages is applicable, plus any fines imposed on the hotel by any divisions of the law. |
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| A surcharge of 15% will be charged for events held on public holidays. |
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| Cancellations |
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If the client cancels prior to 90 days a full refund will be paid by the hotel. |
| Cancellation under 90 days will forfeit all monies paid. |
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| Postponing the event |
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Postponing the event over 90 days will not incur any charge. |
| Postponing the event over 60 days will incur a 25% charge for loss of business. |
| Postponing the event over 30 days will incur a 50% charge for loss of business. |
| Postponing the event under 30 days will incur a 75% charge for loss of business. |
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| The Contacts |
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Chara Gerringong P/L trading as bellachara boutique hotel Gerringong |
| ABN (32 115 591 396) |
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| PO Box 71, 1 Fern Street, Gerringong NSW 2534 |
| P: 02 4234 1359 F: 02 4234 1495 |
| E: hello@bellachara.com.au |
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| Owner: Gregg Currie gregg@bellachara.com.au |
| Operations Manager: Abraham Dow manager@bellachara.com.au |
| Sales Manager: Jessica Taylor sales@bellachara.com.au |
| Sales & Admin Manager: Tricia Ashelford sales-admin@bellachara.com.au |
| Accountant: Alissa Paterson accounts@bellachara.com.au |
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| Payments may be made by direct deposit to: |
| ANZ Gerringong |
| Chara Gerringong P/L trading as Bellachara |
| BSB 012 628 |
| Account 4959 14516 |
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| The hotel shall provide in a proper and professional manner the event, hotel accommodation and all goods and services as agreed between the parties. The client shall pay the hotel, as per the schedule in this agreement, for all services and goods at the rates and/or prices agreed to by the parties or outlined in the conference fact sheet or the quotation. |
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| By accepting the quote and paying the deposits, I the cleint, acknowledge and accept the policies in this agreement in their entirety. |
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