Terms and Conditions

Venue Capacity

  • Seated indoor events: Up to 250–300 guests (capacity may vary if adding dance floors, stages, or bands).

  • Standing / Cocktail events: Up to 450 guests using both indoor and outdoor areas.

Event Eligibility

  • The venue is not available for 16th birthday celebrations.

  • 18th and 21st birthday functions may be permitted under special conditions:

    • A suitable ratio of parents or guardians in attendance

    • Mandatory security personnel (at client’s expense)

  • Failure to disclose the true nature of the function may result in termination without refund and forfeiture of the deposit.

Venue Hire Fees

  • Friday (5-hour hire): $2,300 (incl. GST)

  • Saturday (5-hour hire): $2,800 (incl. GST)

  • Hire fees are in addition to food and beverage costs.

  • Public holidays: 15% surcharge applies.

Minimum Spend

  • Monday - Friday: $10,000 (excluding public holidays)

  • Saturday: $15,000

  • Includes room hire, staff, catering, drinks, and equipment such as dance floor, arbour, linen.)

  • Minimum spend may vary on public holidays or special dates (e.g., New Year’s Eve). Confirm with management.

Catering Requirements

  • Food must be served at any function where alcohol is available.

  • Minimum food spend: $50 per person (for 5-hour events).

  • Food must remain accessible during alcohol service.

  • All changes and arrangements must be confirmed in writing (email only).

  • If dietary requirements exceed 5% of guests, additional kitchen staff may be required (extra charge).

  • Public holidays: 15% surcharge applies.

Deposit & Payment

  • $2,000 non-refundable deposit required to secure booking.

  • Accepted payment methods: EFT, cash, credit card (surcharge 1.2%), Stripe (surcharge 1.75%).

  • Once deposit is received, the date is secured and all other inquiries are declined.

  • Public holidays: 15% surcharge applies.

Force Majeure

If government regulations (e.g., pandemic restrictions or natural disaster) prevent your event from proceeding:

  • Booking may be postponed to a mutually agreed date.

  • If postponement occurs within six weeks of the event, the minimum spend may still be charged.

  • Restrictions (e.g., dancing bans, border closures) that do not prevent the event from occurring do not qualify for postponement or refund.

Bar Service

  • Fully licensed venue – BYO alcohol is not permitted unless approved in writing.

  • Alcoholic bonbonniere is not permitted.

  • Drink/bar prices may fluctuate.

  • Service options include:

    • 4.5-hour drinks packages (entire guest list)

    • Bar tabs (prepaid with top-up option)

    • Pay-as-you-go bar service

Payment Timeline

  • At Booking: $2,000 deposit (non-refundable)

  • 6 Weeks Before Event: Full minimum spend due (non-refundable)

  • 3 Weeks Before Event: Final guest count & balance due (non-refundable)

    • Final numbers may increase by max. 20% (additional invoice applies)

  • Day of Event: Payment for additional charges (e.g., bar tab, overtime, linen)

Bump-In, Bump-Out & Decorations

  • Bump-in time: 3 hours before event start.

  • All items must be removed within 60 minutes of event conclusion.

  • Live candles must be enclosed in glass holders taller than the flame.

  • Confetti is not permitted; rose petals are allowed.

  • Nothing may be affixed to walls, glass, or furniture.

  • Audio equipment may only be operated by venue staff.

Catering

  • All catering is provided in-house. Visit www.thefoundersroomwanda.com for details.

  • No external food permitted, except celebration cakes.

Damage & Liability

  • Clients are liable for any damage caused by guests, entertainers, or vendors.

  • Repair or replacement costs will be billed to the client.

  • A full vendor list must be provided 7 days prior to the event.

  • Contractors must follow bump-in/out times and remove equipment promptly.

Smoking Policy

  • Smoking is prohibited inside the venue and on the balcony.

  • Smoking permitted only in designated outdoor areas, 4+ metres from entry points (per legal requirements).

Guest Conduct

  • Venue abides by RSA laws. Management reserves the right to:

    • Refuse entry or service

    • Confiscate unauthorised alcohol or food

    • Call police or terminate the event due to unruly/unsafe conduct

  • No refunds will be issued if an event is terminated early due to misconduct.

  • Clients are responsible for guest behaviour during and after the event.