1. Definitions and Interpretation

In these Terms and Conditions, unless the context otherwise requires:

1.1 Booking Fee means the non-refundable fee payable to secure the Event Date in accordance with this Agreement.

1.2 Booking Form means the booking form, quotation, proposal or other written confirmation submitted by the Hirer and accepted by TLW.

1.3 Event means the wedding, ceremony, reception or other function described in the Booking Form.

1.4 Event Date means the date of the Event specified in the Booking Form or otherwise agreed in writing by the parties.

1.5 Event Services means the venue hire and any other goods or services to be provided by TLW as described in the Booking Form.

1.6 Force Majeure Event means any event or circumstance beyond the reasonable control of TLW, including but not limited to flood, fire, bushfire, cyclone, severe weather, storm damage, pandemic, epidemic, government direction, utility failure, industrial dispute, road closure, war, terrorism or any other event that makes it unsafe, illegal or impracticable for TLW to perform its obligations.

1.7 Hirer means the person or persons named in the Booking Form who enter into this Agreement with TLW.

1.8 Premises means The Lookout Woodbury, located at 494 Woodbury Road, Woodbury, Queensland 4703, Australia, including the venue grounds, buildings, accommodation and all associated facilities.

1.9 TLW means The Lookout Woodbury, its owners, employees, representatives and authorised agents.

1.10 Total Estimated Cost means the total amount payable by the Hirer for the Event Services as set out in the Booking Form or any subsequent written quotation or invoice issued by TLW.

1.11 You, Your or Hirer means the person or persons entering into this Agreement with TLW.

2. Tentative Bookings & Booking Fee

2.1 A booking is considered tentative until The Lookout Woodbury has received both the completed Booking Form and the required Booking Fee.

2.2 To secure your preferred wedding date, the completed Booking Form and Booking Fee must be received within seven (7) days of the tentative booking being made, unless otherwise agreed in writing by The Lookout Woodbury.

2.3 If the completed Booking Form and Booking Fee are not received within the required timeframe, the tentative booking will automatically lapse, and The Lookout Woodbury reserves the right to make the date available for booking by another client without further notice.

2.4 Upon receipt of the completed Booking Form and Booking Fee, The Lookout Woodbury will issue a booking confirmation and receipt. At this point, your wedding date will be considered confirmed.

2.5 The Booking Fee is non-refundable and non-transferable except where otherwise required by Australian Consumer Law.

3. Payment

3.1 All prices and payments outlined in this Agreement are in Australian Dollars (AUD) and include Goods and Services Tax (GST) of 10%, unless otherwise stated.

4. Balance Payments

4.1 At least six (6) months prior to your Event, TLW will issue a tax invoice for fifty percent (50%) of the Total Estimated Cost of your booking (the Six-Month Balance Payment).

4.2 At least two (2) weeks prior to your Event, TLW will issue a tax invoice for the remaining fifty percent (50%) of the Total Estimated Cost of your booking (the Final Balance Payment).

4.3 All balance payments must be paid in full by the due date specified on the relevant tax invoice.

4.4 If TLW does not receive any payment by the applicable due date, TLW reserves the right to cancel your booking. In such circumstances:

your booking will be deemed cancelled;

your reserved event date may be made available for booking by another client; and

all monies paid, including the Booking Fee, will be forfeited in accordance with this Agreement.

5. Alcohol – Responsible Service of Alcohol (RSA)

5.1 The Hirer acknowledges that it is an offence under Queensland liquor licensing legislation to supply alcohol to:

any person under eighteen (18) years of age;

an intoxicated person; or

a disorderly person.

5.2 In accordance with Queensland liquor licensing legislation, TLW reserves the right to refuse service of alcohol to, or refuse entry to, remove or eject any guest who is intoxicated, disorderly, aggressive, violent or engaging in destructive or inappropriate behaviour.

5.3 Unless otherwise agreed in writing, all alcoholic and non-alcoholic beverages are to be supplied by the Hirer.

5.4 For the Forever package (formerly Full Love), TLW bar staff are provided for the service of beer, wine, spirits and other standard beverages only. Cocktail service is not included unless agreed in writing prior to the Event and may incur an additional fee.

5.5 The Together package includes two (2) RSA-qualified bar staff. This service is based on the responsible service of beer, wine, spirits and other standard beverages only. Cocktail service is not included unless agreed in writing prior to the Event and may incur an additional fee.

5.6 Where TLW has not been engaged to provide bar staff or beverage service, the Hirer accepts full responsibility for ensuring compliance with all Responsible Service of Alcohol (RSA) obligations and applicable liquor licensing laws. TLW accepts no liability for the supply or service of alcohol by the Hirer or any third party.

6. Entertainment and Noise Restrictions

6.1 Due to TLW's residential location and in accordance with local council requirements, all amplified music and entertainment must cease no later than 11:00 pm.

6.2 Amplified music is permitted within the marquee only. Amplified music in outdoor ceremony areas, the surrounding grounds or any other outdoor location is not permitted unless otherwise approved in writing by TLW.

6.3 Recorded music and live entertainment must comply with all applicable State Government and Local Government noise regulations. TLW reserves the right to monitor noise levels and direct the Hirer or entertainers to reduce the volume where necessary to ensure compliance. Failure to comply may result in the entertainment being suspended or terminated.

6.4 Entertainment at TLW is generally limited to DJs, solo performers and duo acts. Bands incorporating drum kits, brass or wind instruments, or other high-volume equipment are not permitted unless approved in writing by TLW prior to the Event.

6.5 All entertainment, including DJs, musicians, performers and other acts, must be discussed with and approved by TLW prior to the Event. TLW reserves the right to approve or refuse any entertainment that, in its reasonable opinion, is unsuitable for the venue, inconsistent with these Terms and Conditions, or likely to breach applicable noise restrictions.

7. Final Guest Numbers

7.1 The Hirer must provide TLW with the final number of guests attending the Event no later than fourteen (14) days prior to the Event Date.

7.2 The confirmed guest numbers will be used for final planning and invoicing. Once final guest numbers have been submitted, they cannot be reduced, and no refunds or credits will be provided for guest cancellations or non-attendance.

7.3 Following receipt of the final guest numbers, TLW will issue the Final Balance Payment invoice in accordance with Clause 4.

8. Venue Access and Parking

8.1 Three (3) parking spaces are available at the upper level of the venue for use at the Hirer's discretion. These spaces are typically reserved for the wedding party, immediate family, suppliers or guests requiring accessible parking.

8.2 All other guests must park in the designated guest parking area located on the second level of the property and must not park in any other area unless directed by TLW staff.

8.3 Vehicles are parked at the owner's risk. TLW accepts no responsibility for any loss, theft or damage to vehicles or their contents while on the property.

9. Equipment and Deliveries

9.1 TLW accepts no responsibility or liability for any loss of, theft of, or damage to any property, equipment, decorations, gifts, signage, flowers or other items belonging to the Hirer, guests or third-party suppliers that are brought onto or left at the venue before, during or after the Event.

9.2 All deliveries, collections and supplier access must be arranged in advance with TLW and occur only during approved access times.

9.3 The Hirer is responsible for ensuring that all personal property, decorations, equipment and supplier items are removed from the venue at the conclusion of the Event, unless otherwise agreed in writing with TLW.

9.4 Any items left at the venue after the Event may be removed, stored or disposed of by TLW at its discretion. TLW accepts no liability for any loss or damage to such items.

9.5 The Hirer is responsible for any damage caused to the venue or its fixtures by equipment, decorations or deliveries arranged by the Hirer or their suppliers.

10. Food and Catering

10.1 TLW is a BYO catering venue. The Hirer is responsible for arranging all food and catering services for the Event.

10.2 TLW provides a list of preferred caterers for the Hirer's convenience. The Hirer may engage an alternative caterer, provided the caterer is appropriately qualified, suitably insured, and approved in writing by TLW prior to the Event.

10.3 The Hirer is responsible for ensuring that all caterers comply with all applicable food safety legislation, licensing requirements and health regulations.

10.4 At the conclusion of the Event, the caterer must remove all remaining food, catering equipment, packaging, cooking waste and rubbish generated by their services. The catering areas must be left in a clean and tidy condition. Any additional cleaning or waste removal costs incurred by TLW as a result of the caterer failing to comply may be charged to the Hirer.

10.5 TLW accepts no responsibility or liability for the quality, preparation, service or safety of food supplied by the Hirer or any third-party caterer.

11. Event Duration

11.1 The maximum duration of each Event is determined by the package booked. Venue hire times include guest arrival and departure and must be strictly adhered to.

11.2 – Just Us / The Complete Experience
The Just Us and The Complete Experience packages are limited to a maximum hire period of two (2) hours. The latest ceremony commencement time is 5:00 pm. Venue hire is deemed to commence thirty (30) minutes prior to the scheduled ceremony start time to allow for guest arrival.

11.3 – Together
The Together package is limited to a maximum hire period of four (4) hours. The latest ceremony commencement time is 4:30 pm. Venue hire is deemed to commence thirty (30) minutes prior to the scheduled ceremony start time to allow for guest arrival.

11.4 – Forever
The Forever package is limited to a maximum hire period of nine and a half (9.5) hours and must conclude no later than 11:00 pm. Venue hire is deemed to commence thirty (30) minutes prior to the scheduled ceremony start time to allow for guest arrival.

11.5 No Event may commence before 9:00 am or continue beyond 11:00 pm, unless otherwise approved in writing by TLW.

11.6 Any request to extend the approved venue hire period must be submitted to TLW in advance and approved in writing. If approved, additional venue hire charges will apply at TLW's current hourly rate of $1000 per hour.

11.7 The Hirer, guests and suppliers must vacate the venue by the conclusion of the approved hire period unless otherwise agreed in writing by TLW.

12. Conduct at the Venue

12.1 The Hirer must ensure that all guests, suppliers and contractors park only in designated parking areas. Parking on lawns, landscaped areas or any other non-designated areas is strictly prohibited.

12.2 The Hirer must ensure that the venue and grounds are left in a clean and tidy condition at the conclusion of the Event. All rubbish, decorations and personal belongings must be removed unless otherwise agreed in writing. Caterers and other suppliers are responsible for removing all waste generated by their services in accordance with Clause 10.

12.3 Only biodegradable confetti is permitted and is limited to a maximum of eight (8) confetti cones for use along the ceremony aisle only. Rose petals and bubbles are permitted. Rice, synthetic confetti, glitter, flower petals containing wire or plastic, balloons, balloons with confetti, lanterns and similar items are strictly prohibited unless approved in writing by TLW.

12.4 The Hirer acknowledges that TLW is situated on a rural property with uneven ground, landscaped areas, dams, retaining walls and hillsides. Children must be supervised by a responsible adult at all times. TLW accepts no responsibility for injury arising from inadequate supervision.

12.5 Music and amplification are permitted only in accordance with Clause 6 (Entertainment and Noise Restrictions). The Hirer must ensure that all entertainment complies with applicable noise restrictions and any directions given by TLW.

12.6 The Hirer is responsible for the conduct of all guests, invitees, suppliers and contractors attending the Event and must ensure they behave in a safe, orderly and respectful manner at all times.

12.7 TLW reserves the right to refuse entry to, or require the immediate removal of, any person whose behaviour is, in TLW's reasonable opinion, intoxicated, offensive, aggressive, dangerous, unlawful, or otherwise likely to cause damage, nuisance or disruption to the venue, neighbouring properties or other persons.

12.8 Any damage to the venue, buildings, furnishings, fixtures, gardens or other property caused by the Hirer, guests or suppliers is the responsibility of the Hirer, who agrees to reimburse TLW for the reasonable cost of repair or replacement.

13. Cancellation

13.1 If the Hirer cancels a tentative booking before the Booking Fee has been received by TLW, no cancellation charges will apply. The booking will automatically expire and the Event Date may be made available for booking by another client.

13.2 If the Hirer cancels a confirmed booking after the Booking Fee has been received, the Booking Fee is non-refundable and will be forfeited. The booking will be cancelled and the Event Date may be offered to another client.

13.3 If the Hirer cancels the booking after the Six-Month Balance Payment has been received by TLW, the Hirer will forfeit both the Booking Fee and the Six-Month Balance Payment. The booking will be cancelled and the Event Date may be made available to another client.

13.4 If the Hirer cancels the booking within three (3) months of the Event Date, the Hirer remains liable for one hundred percent (100%) of the Total Venue Hire Fee together with any additional costs, expenses or commitments already incurred by TLW on the Hirer's behalf.

13.5 All cancellations must be provided to TLW in writing and will be effective only upon written acknowledgement by TLW.

13.6 An administration fee of $500 will apply to all cancellations to cover administrative costs associated with processing the cancellation.

13.7 Any third-party supplier costs, special orders or customised items arranged by TLW on behalf of the Hirer (including, but not limited to, signage, styling, florals or equipment hire) remain the responsibility of the Hirer and are payable in full if those costs cannot be recovered by TLW.

13.8 If TLW is able to secure another booking for the same Event Date and package following the Hirer's cancellation, TLW may, at its sole discretion, refund part of the monies paid by the Hirer, less the non-refundable Booking Fee, administration fee and any costs already incurred. Any such refund is entirely at TLW's discretion and is not guaranteed.

14. Postponement

14.1 Requests to postpone an Event must be made in writing and are subject to TLW's approval. Approval is at TLW's sole discretion and is subject to venue availability.

14.2 Where a postponement is approved, the booking may be transferred to a new Event Date within six (6) months of the original Event Date, subject to availability.

14.3 An administration fee and/or any applicable price increase may apply to a postponed booking. The Hirer agrees to pay any difference between the original booking price and the price applicable to the new Event Date.

14.4 Any monies previously paid will be transferred to the new Event Date. All other terms and conditions of this Agreement will continue to apply unless otherwise agreed in writing by TLW.

14.5 If a suitable alternative Event Date cannot be agreed upon within six (6) months of the original Event Date, or if the Hirer elects not to proceed with the postponed booking, the cancellation provisions set out in Clause 13 will apply.

15. Smoking and Vaping

15.1 Smoking and vaping are permitted only within the designated smoking area(s) identified by TLW.

15.2 All cigarette butts, ash and other smoking-related waste must be disposed of in the ashtrays or receptacles provided by TLW.

15.3 Smoking and vaping are strictly prohibited inside any buildings, marquees, accommodation, bathrooms and all other non-designated areas of the venue.

15.4 The Hirer is responsible for ensuring that all guests, suppliers and contractors comply with this clause.

15.5 If additional cleaning is required as a result of smoking or vaping outside the designated areas, or if cigarette butts or smoking-related litter are left on the property, TLW reserves the right to charge the Hirer a reasonable cleaning fee.

16. Force Majeure

16.1 TLW will not be liable for any loss, damage, cost or expense suffered by the Hirer arising from any delay, interruption, alteration, postponement or cancellation of the Event or any part of the Event where such delay, interruption, alteration, postponement or cancellation is caused by a Force Majeure Event.

16.2 For the purposes of this Agreement, a Force Majeure Event includes any event or circumstance beyond the reasonable control of TLW, including but not limited to natural disasters, bushfires, floods, severe weather, pandemics, epidemics, government restrictions or directions, war, terrorism, civil unrest, strikes, power outages, utility failures, road closures, or any other event that makes it unsafe, illegal or impracticable for TLW to provide the Event Services.

16.3 During the continuance of a Force Majeure Event, TLW's obligations under this Agreement will be suspended for the period that the Force Majeure Event continues.

16.4 Where reasonably practicable, TLW will work with the Hirer to reschedule the Event to a mutually agreed alternative date, subject to venue availability. Any postponement will be subject to Clause 14 (Postponement).

16.5 Except as required by law, TLW will not be liable for any consequential or indirect loss, including travel expenses, accommodation costs, supplier costs or other expenses incurred by the Hirer or guests as a result of a Force Majeure Event.

17. Weather Conditions

17.1 The Hirer acknowledges that TLW is predominantly an outdoor venue and that weather conditions are beyond the control of TLW.

17.2 In the event of forecast or actual adverse weather, TLW will determine, in consultation with the Hirer where practicable, whether the ceremony or other components of the Event should be relocated to the venue's clear marquee or another suitable location within the venue.

17.3 The decision to relocate any part of the Event due to adverse weather rests solely with TLW, having regard to the safety of guests, suppliers and staff, and the protection of the venue.

17.4 No refund, credit or compensation will be provided where the Event is relocated, altered or affected due to adverse or unfavourable weather conditions.

17.5 Weather conditions, including but not limited to rain, wind, heat, cold, humidity, smoke, dust or other natural environmental conditions, do not constitute grounds for cancellation or termination of this Agreement by the Hirer.

17.6 If severe weather or another event prevents the safe operation of the venue, Clause 16 (Force Majeure) will apply.

18. Variations to Terms and Conditions

18.1 TLW reserves the right to make reasonable amendments to these Terms and Conditions where necessary for operational, legal or safety reasons.

18.2 Where any amendment materially affects the Hirer's rights or obligations under this Agreement, TLW will provide the Hirer with written notice of the proposed amendment as soon as reasonably practicable.

18.3 Any material variation to these Terms and Conditions will only take effect once accepted in writing by the Hirer.

18.4 Minor amendments that do not materially affect the Hirer's booking or obligations, including corrections to typographical errors, formatting, or legislative references, may be made by TLW without requiring the Hirer's acceptance.

19. Loss or Damage

19.1 The Hirer is responsible for any loss of or damage to the venue, buildings, grounds, furnishings, fixtures, fittings, equipment or any other property of TLW caused by the Hirer, their guests, invitees, suppliers, contractors or agents before, during or after the Event.

19.2 The Hirer agrees to reimburse TLW for the reasonable cost of repairing or replacing any property damaged as a result of the actions or negligence of the Hirer, their guests, invitees, suppliers, contractors or agents.

19.3 The Hirer is responsible for ensuring that all contractors and suppliers engaged by the Hirer conduct themselves in a safe and professional manner. The Hirer will be liable for any loss, damage or injury caused by those contractors or suppliers.

19.4 TLW accepts no responsibility or liability for the loss of, theft of, or damage to any property belonging to the Hirer, guests, suppliers or contractors that is brought onto or left at the venue before, during or after the Event.

19.5 To the extent permitted by law, TLW is not liable for any injury, loss or damage suffered by the Hirer, guests, suppliers or contractors, except where such loss or damage is caused by the negligence or wilful misconduct of TLW.

20. Indemnity

20.1 To the extent permitted by law, the Hirer indemnifies and holds harmless TLW, its owners, employees and agents against any claim, loss, liability, damage, cost or expense (including reasonable legal costs) arising from or in connection with:

the Hirer's use of the venue;

the acts or omissions of the Hirer, guests, invitees, suppliers, contractors or agents; or

any breach of this Agreement by the Hirer,

except to the extent that the claim, loss or damage is caused by the negligence or wilful misconduct of TLW.

20.2 By paying the Booking Fee and entering into this Agreement, the Hirer accepts responsibility for the conduct of all guests, invitees, suppliers and contractors attending the Event and agrees to be responsible for any loss, damage, liability or expense arising from their actions while at the venue.

20.3 The Hirer acknowledges that attendance at and participation in the Event is at the individual's own risk and accepts that TLW is not liable for any personal injury, loss or damage suffered by the Hirer, guests or suppliers except where such liability cannot be excluded by law or arises from the negligence of TLW.

20.4 Nothing in this Agreement excludes, restricts or modifies any rights or remedies that cannot lawfully be excluded under the Competition and Consumer Act 2010 (Cth), including the Australian Consumer Law.

20.5 The Hirer acknowledges that TLW is a rural property with natural features including uneven ground, gardens, retaining walls, wildlife and varying terrain. The Hirer accepts these inherent risks and agrees to ensure that all guests, particularly children, exercise reasonable care while on the property.

21. Insurance

21.1 TLW maintains Public Liability Insurance with a limit of indemnity of Twenty Million Dollars (AUD $20,000,000) for claims arising from the operation of the venue.

21.2 TLW's Public Liability Insurance does not extend to the Hirer, guests, suppliers or contractors for loss of or damage to their personal property, equipment or belongings, except where required by law.

21.3 The Hirer is responsible for ensuring that all suppliers and contractors engaged for the Event hold appropriate public liability insurance and any other licences or insurances required to carry out their services.

21.4 TLW recommends that the Hirer obtain appropriate event or wedding insurance to cover cancellation, postponement, supplier failure, adverse weather, personal property and any other risks associated with the Event.

22. Package-Specific Terms

22.1 – The Vows.
The Hirer is entitled to one (1) complimentary site visit during the planning of their Event. Site visits must be arranged with TLW at least seven (7) days in advance and are subject to venue availability.

22.3 – The Vows & The Toast.

Pack-down and removal of all decorations, personal belongings and supplier equipment ("bump out") must be completed immediately following the Event unless otherwise approved in writing by TLW.

22.4 – The Forever.
The Hirer is entitled to two (2) complimentary site visits during the planning of their Event. Site visits must be arranged with TLW at least seven (7) days in advance and are subject to venue availability.

22.5 – The Forever.
The Hirer is entitled to one (1) wedding rehearsal prior to the Event. and all attendees must vacate the venue by 5:30 pm.

22.6 – The Forever.
The Hirer will have access to the venue grounds on the day prior to the Event between 1400 for setup and preparation,BYO drinks drop off and The Lookout Chalet check in.

22.7 – The Forever.
Pack-down and removal of all decorations, personal belongings and supplier equipment must be completed on the day following the Event between 9:00 am and 12:00 pm (midday), unless otherwise approved in writing by TLW.

22.8 Additional site visits may be arranged at TLW's discretion and will incur the applicable service fee.

22.9 The Hirer must ensure that all suppliers adhere to the allocated access, setup and pack-down times. Additional access outside these times is subject to TLW's approval and may incur additional charges.

22.10 Access to the venue outside the times specified in this Agreement is not permitted unless prior written approval has been obtained from TLW.