1.  Bookings and payment

1.1  Tentative bookings will only be held for 14 days. If a subsequent hirer wishes to place a booking on those date(s), the hirer holding the tentative booking will be given 2 days’ notice to release the date or confirm their booking.

1.2  Following verbal or written communication of your intention to hire the venue, the hirer has 14 days from the issue of this contract to return a signed copy, together with a non-refundable booking deposit.

1.3  The hirer to pay 50% of the balance venue hire fee 6 months prior to the booking date with final payment of balance due two weeks prior to the venue hire date

2.  Cancellation of bookings

2.1 If the hirer wishes to cancel a booking, The Lookout Woodbury Management must be notified in writing. Cancellation terms and conditions are as follows:

a) Less than 3 months prior to the booking date, the cancellation fee charged will be 100% of the venue hire fee and any expenses already incurred by The Lookout Woodbury relating to requests of the hirer;

b) 3 months – 6 months prior to the booking date, the cancellation fee will be charged at 50% of the venue hire fee and any expenses already incurred by The Lookout Woodbury relating to requests of the hirer;

c)  If more than 6 months prior to the booking date will be charged the initial deposit of the venue hire fee and any expenses already incurred by The Lookout Woodbury relating to requests of the hirer;

2.2  If the hirer fails to comply with the booking payment terms, The Lookout Woodbury reserves the right to cancel the booking.

2.3  The Lookout Woodbury is not responsible for interruption or cancellation of bookings due to extreme weather events or other circumstances beyond its reasonable control. Should this unlikely event occur, the hirer will be offered a date change or a full refund, including the initial deposit.

3.  Venue (Marquee, grounds and carpark area) hire conditions:

3.1 The hirer is entitled to two site visits throughout their wedding planning journey. These visits must be arranged a minimum of 7 days in advanced and are subject to venue availability. All site visits must be booked in with our Event Coordinator Michelle Ludwig. Additional site visits can be arranged; however, will incur a service fee.

3.2  In addition to the above site visits, the hirer will be given access to the venue the day before the Wedding from 10am. An agreed time is to be booked in with our Event Coordinator Michelle Ludwig. Note additional setup days may be available by arrangement.

3.3  The Lookout Woodbury will setup the inclusions listed in the selected wedding package to the extent outlined in the package documentation. A run sheet & site map will be provided and must be returned two weeks prior to the wedding.

3.4  The hirer will be given access to the site from 10am on the day of Wedding.

4.  Wedding Package Venue Hire Hours and Times:

4.1 Ceremony only packages are limited to a maximum duration of two and a half hours and must conclude no later than 5.30pm (unless otherwise agreed to in writing by The Lookout Woodbury Management). Hire is deemed to commence 30 mins prior to the scheduled ceremony start time to allow the arrival of guests. Last ceremony is to start no later than 3pm.

4.2 Extended Ceremony packages provide for up to a maximum of 4.5 hours hire and must conclude no later than 7.30pm (unless otherwise agreed to in writing by The Lookout Woodbury Management). Hire is deemed to commence 30 mins prior to the scheduled ceremony start time to allow the arrival of guests.

4.3 Ceremony/Reception packages provide for up to a maximum of 9.5 hours hire between the hours of 2pm-11:15pm with last drinks to be called at 10:50pm. All guests required to depart the venue no later than 11:15pm.

5.  Alcohol and Drinks:

5.1  Alcohol and drinks are to be supplied by the hirer.

5.2  The hirer must ensure their guests accept and comply with all directions given by The Lookout Woodbury staff in relation to RSA requirements. 

5.3  Should The Lookout Woodbury not be engaged for bar and drink service we are not liable for ‘responsible service of alcohol’ (RSA) requirements.

6.  Additional Services:

Additional services may be requested and included by negotiation providing there is a signed agreement in writing between The Lookout Woodbury and the hirer listing any additional services to be provided; the Lookout Woodbury is permitted to issue an invoice and receive payment in advance of the wedding for any such additional services outside of the standard services listed in the Wedding packages offered.

7.  The hirer will also be responsible for:

7.1 Providing all catering, catering staff and associated equipment, such as cutlery, and crockery.

7.2  Ensuring all caterers and other contractors engaged by the hirer set-up and operate in the appropriate designated areas and hold a current $10M-$20M public liability insurance. A copy of all contractors’ certificates of currency of public liability insurance must be provided by the contractor no later than 7 days prior to the venue hire).

7.3 Ensuring any recorded music or live entertainment performances do not exceed volume limits proscribed by State or Local Government noise limits for outdoor functions. The Lookout Woodbury will assist in monitoring noise levels and advise the Hirer to adjust volumes when necessary to comply with specified permitted decibel limits.

7.4 Maintaining good order and ensuring all guests act responsibly at all times while in attendance.

7.5  Any damage to the venue, its equipment, contents, or fittings caused by or arising from activities associated with the wedding function or set-up will be invoiced directly to the hirer at the conclusion of the function/event.

7.6   Ensuring all rubbish is placed in the bins provided, tables cleared, all cross-backed chairs are returned to the marquee and the site is left in a clean and tidy state at the conclusion of the wedding function.

8.  Exclusion Areas:

The pool and all other areas outside the designated wedding area grounds and carpark sites are out of bounds to the hirer, guests and the