Terms & Conditions - Caves Coastal Bar & Bungalows
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Terms & Conditions

DEPOSITS – A non-refundable deposit of $1,000 is payable within 7 days of making your booking. This deposit will secure your date and selected event location. Caves Coastal Bar & Bungalows cannot guarantee any booking without a deposit. A valid credit card is also required to secure your booking, this may be used to finalise any outstanding charges after your event.

MINIMUM SPEND – There is a $ minimum spend required for your event across food, beverage and venue hire.

BOOKING FORM – A completed contract is required to ensure all details for your event are correct.

PAYMENT INSTALLMENTS – Instalment payments are required for all events. 50% of the projected total is due 6 months prior to the set event date. Full payment is required 14 days prior to the event.

CORPORATE – Payments are as per arrangement.

HILLTOP CEREMONIES – Caves Coastal bookings on the Esplanade are with the council on behalf of the client. Hilltop Ceremonies are not confirmed until written confirmation is received from the council.

CANCELLATION OF BOARDWALK CEREMONY PACKAGE – Boardwalk ceremony bookings are sold and final once booked and confirmed. Clients are liable for the full amount in the event of cancellation.

ACCOMMODATION – All events that include accommodation (including complimentary accommodation) are required to provide credit card details to cover incidentals (including mini bars) charged to the rooms. All credit cards incur a 1.3% surcharge. Check in is 3pm and check out is 10am unless otherwise arranged. There is a two night minimum stay across weekends unless authorized by the accommodation manager.

CREDIT CARD AUTHORIZATION – All events are required to provide credit card details to cover incidentals, damages, outstanding bar accounts or excessive cleaning charges. The credit card supplied will be debited at the conclusion of the event. Credit card surcharges are applicable to all credit card payments. MasterCard is 1.3%, Visa is 1.4% and Amex 2%

FINAL NUMBERS – Final numbers are required fourteen (14) days prior to your event and this will be the minimum number of guests you are charged for. Full payment is required 14 days prior to the event and can be paid by direct deposit, cash or credit card. Any additional charges will be finalised at the conclusion of your event and charged to the credit card on file.

CREDIT CARD SURCHARGES – Credit card surcharges are applicable to all credit card payments. MasterCard is 1.3%, Visa is 1.4% and Amex 2% PRICE VARIATIONS – Prices are subject to change without notice, price increases are at the discretion of Caves Coastal Management.

TRADING HOURS – Caves Coastal is open from 11am – 12am Monday – Saturday / 11am – 10pm on Sundays.

RECEPTION TIMES / EXTENSION OF RECEPTION – All wedding are based on a five (5) hour reception. After five (5) hours additional room hire of $500 per hour will apply plus additional charges for staff and beverage service/staff. It is essential that extra time is arranged prior to the day of the wedding. Should you function extend past your allocated time, $1,000 per hour will be charged to your credit card on file.

PUBLIC HOLIDAY – All events booked on a public holiday will incur a 10% surcharge to cover penalty rates for our staff.

MENU CHOICES – As menus change seasonally, Caves Coastal Bar & Bungalows will provide you with the current menu for your event prior to your set date. Selection should be provided to your Event Manager Four (4) weeks prior to your function.

DIETARY REQUIREMENTS – Please remember to consider any special meal requirements, i.e. vegetarian, coeliac, trade meals etc. Children’s meals also need to be advised.

DECORATING THE EVENT SPACE – You are more than welcome to theme your event as you wish, however we do ask that you speak to staff beforehand to ensure that you are using materials that will not damage the room. Should you be decorating the room yourself, you must ensure that set tables and room are as they were found. If Caves Coastal staff need to reset tables/room a $250.00 cleaning fee will be charged to the credit card provided.

DAMAGE TO VENUE AND PROPERTY – Clients are financially liable for any damage sustained to the Caves Coastal property whether through their own action or through the action of their appointed contractors, sub-contractors or guests. This also ensures that items are not to be nailed, screwed, stapled or otherwise fixed to any wall, door or other surface or part of the venue.

CLEANING FEES – Should the room require specific cleaning after your event, photo evidence will be provided and charges applied to your account. PERSONAL PROPERTY – Caves Coastal Bar & Bungalows cannot accept responsibility for guest’s personal effects or valuables. Please ensure all personal property is taken with you at the conclusion of the event.

LOST AND DAMAGED PROPERTY AND EVENT SECURITY – Caves Coastal Bar & Bungalows does not accept responsibility for damage to or loss of property that is left on the premises. Caves Coastal may require the event organiser to provide licensed security at their cost. Security services may only be provided by Caves Coastal security. It is hotel discretion to host 18th and 21st birthday functions. All 18th and 21st Birthday events will incur the cost of required security.

RESPONSIBLE SERVICE OF ALCOHOL – Caves Coastal Bar & Bungalows supports the responsible service of alcohol. It is an offence to supply liquor to persons under the age of 18 years and the penalty is severe. Clients must ensure that under age persons amongst their guests are not supplied with liquor and are in the immediate company of a responsible adult. Caves Coastal Bar & Bungalows will refuse to serve liquor in any cases where the person is suspected of being under age and they cannot produce photographic identification. The Function & Conference Manager or supervisor must be informed of any minors attending the function and these are to be identified to beverage staff on the evening. Service will be refused to any person that shows signs of intoxication. Please note that guests attending a function who are deemed intoxicated and are refused service of alcohol will be asked to leave the premises.

CANCELLATION – Cancellation of your event must be notified in writing to the Event Manager. All cancellations will result in loss of initial non-refundable $1,000.00 deposit.

  • Cancellations within 150 days will be liable for 25% of the projected total.
  • Cancellations within 120 days will be liable for 80% of the projected total.
  • Cancellations within 60 days of the confirmed date & time will be liable for 100% of the projected final event account.
  • A change of date less than 120 days prior to the event will also result in the forfeit of the deposit.

SUPPLIERS – Caves Coastal Bar & Bungalows have a preferred suppliers listing, whilst you are not required to use these companies, suppliers for all weddings and events must be approved by Caves Coastal Bar & Bungalows Management. Suppliers for goods & services such as floral arrangements, centrepieces and music have agreed to provide goods and services at a set contract rate. Additions, alterations or upgrades to any of the Wedding Package items should be negotiated between the client and the sub-contractor and all additional charges will be directly billed to the client.

WET WEATHER & ACTS OF GOD – The client hereby understands that Caves Coastal Bar & Bungalows ceremony venues are located outdoors and in the event of rain, the Events Manager will organise to the best of their ability an alternate indoor location. No payments for the event will be refunded. ADVERTISING – Prior permission is required to utilise Caves Coastal Bar & Bungalows logo in any print material and all logos must be approved by hotel management prior to publication.

OUTSIDE CATERING & BEVERAGES – Caves Coastal Bar & Bungalows is the caterer and must be utilised as the caterer. Outside caterers or self- catering is prohibited. Alcoholic beverages or food may not be brought into the Hotel from an outside source.

ACCOMMODATION – Block bookings can be placed for accommodation and added to your account. We recommend that guests contact the hotel directly on 02 4980 9999.



We respect your privacy:

  1. (a)  Caves Coastal Bar & Bungalows respects your right to privacy and is committed to safeguarding the privacy of our customers and website visitors. We adhere to the Australian Privacy Principles contained in the Privacy Act 1988 (Cth). This policy sets out how we collect and treat your personal information.
  2. (b)  “Personal information” is information we hold which is identifiable as being about you.

2. Collection of personal information

  1. (a)  Caves Coastal Bar & Bungalows will, from time to time, receive and store personal information you enter onto our website, provided to us directly or given to us in other forms.
  2. (b)  You may provide basic information such as your name, phone number, address and email address to enable us to send information, provide updates and process your product or service order. We may collect additional information at other times, including but not limited to, when you provide feedback, when you provide information about your personal or business affairs, change your content or email preference, respond to surveys and/or promotions, provide financial or credit card information, or communicate with our customer support.
  3. (c)  Additionally, we may also collect any other information you provide while interacting with us.

3. How we collect your personal information

(a) Caves Coastal Bar & Bungalows collects personal information from you in a variety of ways, including when you interact with us electronically or in person, when you access our website and when we provide our services to you. We may receive personal information from third parties. If we do, we will protect it as set out in this Privacy Policy.

4. Use of your personal information

(a) Caves Coastal Bar & Bungalows may use personal information collected from you to provide you with information, updates and our services. We may also make you aware of new and additional products, services and opportunities available to you. We may use your personal information to improve our products and services and

better understand your needs.
(b) Caves Coastal Bar & Bungalows may contact you by a variety of measures including, but not limited to telephone, email, sms or mail.

5. Disclosure of your personal information

  1. (a)  We may disclose your personal information to any of our employees, officers, insurers, professional advisers, agents, suppliers or subcontractors insofar as reasonably necessary for the purposes set out in this Policy. Personal information is only supplied to a third party when it is required for the delivery of our services.
  2. (b)  We may from time to time need to disclose personal information to comply with a legal requirement, such as a law, regulation, court order, subpoena, warrant, in the course of a legal proceeding or in response to a law enforcement agency request.
  3. (c)  We may also use your personal information to protect the copyright, trademarks, legal rights, property or safety of Caves Coastal Bar & Bungalows, https://www.cavescoastal.com.au/, its customers or third parties.
  4. (d)  Information that we collect may from time to time be stored, processed in or transferred between parties located in countries outside of Australia.
  5. (e)  If there is a change of control in our business or a sale or transfer of business assets, we reserve the right to transfer to the extent permissible at law our user databases, together with any personal information and non-personal information contained in those databases. This information may be disclosed to a potential purchaser under an agreement to maintain confidentiality. We would seek to only disclose information in good faith and where required by any of the above circumstances.
  6. (f)  By providing us with personal information, you consent to the terms of this Privacy Policy and the types of disclosure covered by this Policy. Where we disclose your personal information to third parties, we will request that the third party follow this Policy regarding handling your personal information.

6. Security of your personal information

  1. (a)  Caves Coastal Bar & Bungalows is committed to ensuring that the information you provide to us is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure information and protect it from misuse, interference, loss and unauthorised access, modification and disclosure.
  2. (b)  The transmission and exchange of information is carried out at your own risk. We cannot guarantee the security of any information that you transmit to us, or receive from us. Although we take measures to safeguard against unauthorised disclosures of information, we cannot assure you that personal information that we collect will not be disclosed in a manner that is inconsistent with this Privacy Policy.

7. Access to your personal information

  1. (a)  You may request details of personal information that we hold about you in accordance with the provisions of the Privacy Act 1988 (Cth). A small administrative fee may be payable for the provision of information. If you would like a copy of the information, which we hold about you or believe that any information we hold on you is inaccurate, out of date, incomplete, irrelevant or misleading, please email us at hello@cavescoastal.com.au.
  2. (b)  We reserve the right to refuse to provide you with information that we hold about you, in certain circumstances set out in the Privacy Act.

8. Complaints about privacy

(a) If you have any complaints about our privacy practises, please feel free to send in details of your complaints to PO BOX 1739, Double Bay, New South Wales, 1360. We take complaints very seriously and will respond shortly after receiving written notice of your complaint.

9. Changes to Privacy Policy

(a) Please be aware that we may change this Privacy Policy in the future. We may modify this Policy at any time, in our sole discretion and all modifications will be effective immediately upon our posting of the modifications on our website or notice board. Please check back from time to time to review our Privacy Policy.

10. Website

  1. (a)  When you visit our websiteWhen you come to our website (https://www.cavescoastal.com.au/) we may collect certain information such as browser type, operating system, website visited immediately before coming to our site, etc. This information is used in an aggregated manner to analyse how people use our site, such that we can improve our service.
  2. (b)  CookiesWe may from time to time use cookies on our website. Cookies are very small files which a website uses to identify you when you come back to the site and to store details about your use of the site. Cookies are not malicious programs that access or damage your computer. Most web browsers automatically accept cookies but you can choose to reject cookies by changing your browser settings. However, this may prevent you from taking full advantage of our website. Our website may from time to time use cookies to analyses website traffic and help us provide a better website visitor experience. In addition, cookies may be used to serve relevant ads to website visitors through third party services such as Google Adwords. These ads may appear on this website or other websites you visit.

(c) Third party sites

Our site may from time to time have links to other websites not owned or controlled by us. These links are meant for your convenience only. Links to third party websites do not constitute sponsorship or endorsement or approval of these websites. Please be aware that Caves Coastal Bar & Bungalows is not responsible for the privacy practises of other such websites. We encourage our users to be aware, when they leave our website, to read the privacy statements of each and every website that collects personal identifiable information.