Silverstream Retreat Limited
Terms of Engagement Agreement
Terms and Conditions
1.1 This Agreement records the terms and conditions under which Silverstream Retreat Limited (“Silverstream”) will provide its facilities and services to the Client.
1.2 If the Client signs the Acceptance section at the end of this Agreement, pays a deposit as record below or otherwise instructs Silverstream to proceed to prepare the event after receiving a copy of this Agreement, the Client will be deemed to have accepted the terms and conditions recorded in this Agreement.
Event Details, Costs Estimate and Booking Confirmation
2.1 The Client will provide event details in writing to Silverstream including the date for the event, the duration of the event, the expected number of attendees, preferred rooms, room set-up requirements, audio visual requirements, menu and bar selections, decoration options and the event schedule.
2.2 Silverstream will provide an estimate of the event costs in writing to the Client based on the details provided by the Client to Silverstream.
2.3 Such estimate is not binding and is given as a guideline only. Silverstream’s total fee may exceed the estimate. Silverstream’s total fee will be calculated on the basis of the number of attendees, fixed rates in respect of specific facilities and services (which may be varied at Silverstream’s discretion) and expenses actually incurred by Silverstream in organising the event, including as a result of contracting outside services.
2.4 The Client must inform Silverstream if any details need amending promptly to ensure that the booking can be correctly placed. In any event, the Client must confirm the booking and event details no later than two weeks before the commencement of the event. The Client must confirm the guaranteed minimum number of attendees no later than one week before the commencement of the event. If the above confirmations are not made by the above deadlines, Silverstream reserves the right to cancel the booking and allocate the venue/date to another party.
2.5 If the Client amends the room selection within two weeks of the commencement of the event (including by changing rooms or by cancelling some of the hired rooms), Silverstream reserves the right to charge the room hire fees in respect of the rooms actually used for the event, or the rooms initially hired and then cancelled, or both, at Silverstream’s discretion.
2.6 Silverstream reserves the right to assign an alternative room or rooms for the event if the number of attendees changes within one week of the commencement of the event and Silverstream at its discretion considers the room or rooms initially hired is/are inappropriate.
2.7 Silverstream cannot guarantee that it will be able to accommodate any changes to attendee numbers within one week of the commencement of the event or to menu selections within two weeks of the commencement of the event. If any changes to attendee numbers or menu selections are made after the above deadlines, a 15% surcharge on the food to be served at the event may apply at Silverstream’s discretion.
2.8 The Client is responsible for accounting for attendees with special dietary requirements when making meal selections. If attendees require meals to be produced during the event which are different from those agreed on in advance, a $5.00 surcharge per meal may apply at Silverstream’s discretion. Silverstream cannot guarantee that it will be able to supply such different meals at the attendees’ request.
2.9 Other additional fees, surcharges or costs may apply for other late amendments to the booking and event details.
2.10 If there is any inconsistency between the Client’s records and Silverstream’s records in respect of the event details, Silverstream’s records will prevail.
3.1 Silverstream will issue an invoice to the Client for a deposit amounting to 50% of the estimated event costs at the same time that Silverstream issues the estimate. The deposit will be deducted from the Client’s final account.
3.2 The 50% deposit is due by the 20th day of the month following the date of the invoice or two weeks before the commencement of the event, whichever is the earliest. If the deposit is not received by whichever of the above due dates applies, Silverstream reserves the right to cancel the booking and allocate the venue/date to another party.
3.3 Silverstream will not commence preparations for the event until the 50% deposit is paid.
3.4 The deposit is non-refundable and non-transferable between departments.
3.5 Payment of the deposit amounts to acceptance by the Client of the terms and conditions recorded in this Agreement and the estimate issued by Silverstream.
3.6 Silverstream will issue an invoice to the Client for the balance of Silverstream’s total fee (including any surcharges, repair costs or other additional fees) at or before the conclusion of the event, or after the conclusion of the event, at Silverstream’s discretion.
3.7 If the invoice for the balance of Silverstream’s total fee is issued at or before the conclusion of the event, then such invoice will be due and must be paid by the Client within seven (7) days of the conclusion of the event.
3.8 If the invoice for the balance of Silverstream’s total fee is issued after the conclusion of the event, then such invoice will be due by the 20th day of the month following the date of the invoice.
3.9 A 10% surcharge to Silverstream’s total fee applies for events on public holidays as defined in the Holidays Act 2003.
3.10 Any payments made by the Client using an American express card will incur a 2.5% surcharge.
3.11 All payments must be in New Zealand dollars free of any deductions or withholdings.
3.12 If the Client’s account is not paid in full by the due date, interest will be charged on the total amount unpaid at the rate of 5% per annum from the date the account became due up to and including the date the account is settled in full.
3.13 If the Client’s account is not paid in full by the due date, all costs incurred by Silverstream in collecting the debt, including as a result of referring the debt to a Collection Agency, instructing lawyers and/or commencing legal proceedings, will be recoverable by Silverstream from the Client on a full cost recovery basis (ie solicitor/client costs).
3.14 Silverstream may disclose the Client’s details, including personal information, to a Collection Agency or lawyer for the purpose of recovering any outstanding debt.
3.15 Silverstream may make reasonable and confidential credit inquiries about the Client from an appropriate information provider prior to providing facilities and services.
The Event and the Client’s Responsibilities
4.1 Silverstream takes great pride in the provision of its facilities and services. The Client, the Client’s employees, contractors and other agents and all attendees to the event must take good care of, and must not either directly or indirectly cause or allow to be caused any damage to, Silverstream’s property including the facilities and venue, fixtures and fittings and personal property or any other assets in the venue or in any way connected with the event. In particular, the Client shall not make any alterations to the structure, fittings, decorations or furnishings of the venue nor use any hooks, tacks, staples, nails, adhesive fasteners, screws, blutack or sellotape in the venue. The Client must leave the venue in the same condition as it was prior to the event. The Client will be liable to pay for the costs of repairing any damage to Silverstream’s property, which repairs will be carried out by Silverstream or its appointed tradespersons.
4.2 The Client’s equipment, or any equipment hired from an outside source by the Client, must be removed from the venue at the conclusion of the event. The Client will be liable to pay for any expenses incurred by Silverstream in removing and returning equipment from the venue for the Client.
4.3 The event will commence and conclude at the scheduled times. If the event exceeds the scheduled time, additional charges may apply.
4.4 The bar service will conclude at 10.00 pm and a minimum spend of $250.00 applies. In accordance with Silverstream’s obligations in respect of the safe and responsible sale, supply and consumption of alcohol and Silverstream’s policy to serve the public as a friendly, responsible and professional host, Silverstream will always provide food, alcohol-free beverages and low-alcohol beverages at the Client’s cost and/or attendees’ cost.
4.5 Attendees must not behave in an irresponsible manner that is endangering or offending to other persons. Silverstream reserves the right to provide security for any event as it deems necessary. Attendees who are visibly intoxicated will not be served alcohol and will be asked to leave the premises. This includes attendees who arrive at the venue in an intoxicated state. Silverstream staff will promote public transport options and will have contact details for public transport available at all times.
4.6 It is against the law to serve alcohol to minors. If any Silverstream staff member is in doubt as to the age of an attendee, the staff member will request to see an appropriate document proving the attendee’s age. Alcohol will not be served to the attendee if the attendee does not produce such document proving his or her age. Attendees who supply alcohol to minors will be refused service and will be asked to leave the premises. Parents and legal guardians are legally permitted to supply alcohol to minors, but may be asked to provide proof of guardianship.
4.7 Food or beverages of any kind, other than food or beverages supplied by Silverstream, may not be brought to the event. Silverstream will confiscate any alcohol brought to the event by the Client or attendees. The consumption of alcohol in attendees’ vehicles whilst parked within Silverstream’s grounds is strictly prohibited. If this occurs, the alcohol will be confiscated and the attendees asked to leave the premises.
4.8 The Client must nominate a designated person who can be contacted throughout the event if Silverstream staff require assistance, including in respect of unruly or irresponsible attendees.
Limitation of Liability and Indemnity
5.1 Silverstream’s liability for any loss suffered by the Client, which is caused by any negligence on Silverstream’s part or which arises from or is connected with services or goods provided by Silverstream (or intended to be provided by Silverstream under this Agreement), will be limited to the value of those services or goods. Silverstream will not be liable for any consequential, incidental, indirect or special damage or loss of any kind.
5.2 Under no circumstances will Silverstream make good or accept liability for any damage, theft or loss of any property brought to the venue by the Client, the Client’s employees, contractors and agents or by attendees to the event. The Client agrees to indemnify Silverstream for any claims or proceedings made against Silverstream as a result of such damage, theft or loss of property.
5.3 The Client also agrees to indemnify Silverstream from any loss, damage or liability in respect of any claims or proceedings made against Silverstream based on or arising from any act or omission (including in breach of this Agreement) on the part of the Client, the Client’s employees, contractors and agents and on the part of attendees to the event.
6.1 Silverstream will hold in confidence all information concerning the Client and the Client’s affairs which Silverstream acquires during the course of providing facilities and services under this Agreement. Silverstream will not disclose any such information to any other party except to the extent necessary for Silverstream to carry out the Client’s instructions, to the extent required by law and/or to the extent necessary to enable Silverstream to recover any outstanding debt from the Client.
Postponement and Cancellation
7.1 The date of the event may be postponed to another available date if the Client gives Silverstream at least 30 days’ notice in writing.
7.2 The Client may cancel the event by giving Silverstream notice in writing, in which case either clause 7.3 or 7.4 below will apply, depending on the circumstances.
7.3 If notice of cancellation is given two weeks or more before the commencement of the event, the 50% deposit (under clauses 3.1 to 3.5 above) will remain payable to Silverstream and/or will be retained by Silverstream. If Silverstream has contracted outside services that cannot be cancelled, the Client will be liable to pay for those services.
7.4 If notice of cancellation is given within two weeks of the commencement of the event, the Client will be charged a cancellation fee amounting to 100% of the estimated total event costs (under clauses 2.1 to 2.3 above). Any moneys already paid by the Client to Silverstream, including the deposit, will be deducted from such cancellation fee. If Silverstream has contracted outside services that cannot be cancelled, the Client will be liable to pay for those services.
7.5 Silverstream’s ability to meet its obligations under this Agreement is subject to the intervention of matters outside Silverstream’s control including, but not limited to, natural disasters, industrial disputes, failure of utilities, accidents, Government regulations and restrictions, staff restrictions, transportation, food and beverage supplies, breakdown of machinery and equipment failure. Should the occurrence of any such matters make it impossible for the event to proceed on the agreed date, Silverstream will in the first instance offer to postpone the event to another mutually agreed date. If the parties cannot agree on an alternative date or if the Client does not accept Silverstream’s offer to postpone the event, Silverstream will cancel the event and refund all moneys paid by the Client to Silverstream up to that point. Silverstream will not be liable for any loss or consequential damages incurred by the Client as a result of such cancellation.