Terms And Conditions
Fraser Suites Sydney wishes to ensure that your event is a complete success, therefore certain terms &
conditions have been established so both parties are fully aware of their obligations.
Booking Confirmation and Payment Schedule
The Hotel will hold a tentative booking until the release date stated on page 1 of the contract. If the hotel has not received both a signed contract and a deposit payment by this time, then event space and/or accommodation will be automatically released.
In order to confirm you booking the following schedule will apply:
On or before Release date
- Written Confirmation received in the format of the Hotel’s Events Contract
- A valid credit card with sufficient funds must be supplied to guarantee the booking
Within 7 days of receipt of Signed Contract
- A deposit being equal to 50% of the Total Cost including room hire, estimated food & beverage, equipment hire and accommodation, or 100% of the Total Cost for any event $1,000.00 or less
7 days Prior to Event Date
-Remaining 50% of contracted costs, inclusive of accommodation must be paid to the Hotel
On Conclusion of the Event
- In the event there are any additional costs incurred on the day of the event, these charges will be processed to the credit card provided for the booking.
If you would like payment to be settled via EFT transfer then payment should be made prior to the above time-frames with a remittance provided. Only clients with credit facility will be able to be invoiced for their event.
For all credit card payments, there will be a charge of 1.5% of total expense imposed for processing fees.
Cancellation
Either the Hotel or Client may cancel this contract without cause upon written notice to the other party at any time prior to the event and upon payment of cancellation fee based on the following scale, plus applicable taxes:
This fee will be a percentage of the total estimated Function Room, Food and Beverage and Accommodation expenses as per the below schedule.
Notice of more than 90 days:
- Your deposit will be reimbursed less a 10% administration charge.
Notice of 89 to 60 days:
- 50% of you deposit will be refunded
Notice of 59 to 15 days or less:
- Due to costs incurred at this stage, full deposit amount will be retained.
Notice within 14 days of the event:
-Due to costs incurred at this stage 100% of the estimated value of the function will be charged.
Change of Date
Fraser Suites Sydney understands that the date of the event may need to be changed. The hotel will attempt to be flexible with any change of date where space is available. The deposit will automatically be rolled over to the new dates if this is within 30 days of the original date booked. If the new date is not within 30 days of the original date then the change will be treated as a cancellation. (Please refer to the cancellation Terms & Conditions above).
Event Details
Guaranteed minimum numbers, menus, beverage arrangements, audio visual requirements, room set up , starting and finishing times must be confirmed in writing 14 days prior to the function.
The hotel must receive at least 14 days before the event, all details including but not limited to, venue requirements, menus, audio visual requirements, room set ups, and event agendas. The Hotel will use this information to create your Banquet Event Order which the client will be required to sign and return to the hotel no later than 7 days prior to the event, to finalise all requirements.
Please note
The guaranteed number of guests attending the event is required by 10am, 7 business days prior to the event for catering and billing purposes. Should the guaranteed number be less than the contractual number, the client will be charged the contractual number. Should the number increase, this will then be used as the minimum number. If numbers are not received, the number indicated on the Banquet Event Order will be used.
If more than the advised number attends the event, the Client will be charged according to the total number attending.
Should there be any dispute regarding the number of people attending the Event, the Hotel shall determine the number, this decision will be final and binding.
The Hotel does not guarantee catering for increases of more than 10% of the guaranteed number of guests although every effort will be made to meeting the catering requirements. If the number of persons notified to the Hotel difference, the Hotel may review the price charged and may relocate your event to an alternative event space within the Hotel.
Where, in the reasonable opinion of the Hotel, the nominated function room is inappropriate for the event, the Hotel may assign a different function room, providing sufficient notice when possible. If the function room reserved cannot be made available to you for causes beyond the control of the Hotel, the Hotel reserves the right to substitute another function room for the event and such substitution shall be deemed as full performance under this Contract.
Conduct of the Event
Unless otherwise agreed upon, the event must finish at the time specified in the Banquet Event Order. Should you believe that you event may run longer than the times listed, please discuss the availability to do so with your Events Coordinator prior to the event.
Contracted time as noted on the Banquet Event Order includes the set up and delivery of and the breakdown and pack up, including the removal of holding times of any equipment or good within the event space.
Consecutively booked event dates does not guarantee overnight hold of the event space, and /or storage of goods. Fees may apply.
Your event must be conducted in an orderly and lawful manner. The Hotel reserves the right to end your event if the Hotel reasonably believes your event is not being conducted in this manner. The Hotel has no responsibility to you for any costs, damages or expenses that you may incur in relation to the Hotel’s termination of your event.
The Hotel may remove or deny entry to anybody being disruptive or acting in a disorderly manner.
No Food and Beverage of any kind other than those provided by the hotel will be permitted on to the Hotel’s property without prior consent of the Hotel.
The Hotel Practices Responsible Service of Alcohol. Intoxicated persons will not be served alcohol and may be removed from the premises.
You are not permitted to exceed any noise levels; which in the opinion of the Hotel may disturb other guests or disrupt normal operations.
All staff and guests of the event must ensure they do not breach any statutes, by-laws or regulations including the Hotel’s liquor licence and fire regulation.
As the pre function area is open plan, no one client has the sole right to the total pre function area.
Loss And/Or Damage of Property
The Hotel will not accept any responsibility for the damage or loss of any items or personal belongings left in the Hotel prior to, during, or at the conclusion of, the event. All items or personal belongings left at the Hotel must be collected within 2 working days following the conclusion of your event, failing which the Hotel reserves the right to dispose the items at your costs. Guests are financially liable for any damage sustained by the hotel property whether through their own actions or through the action of their appointed agent/s and/or invited guests.
Force Majeure
The Hotel will not be liable for any non-performance of its obligations under the Contract in the event such non-performance is caused or contributed by riot, fire, war, terrorist acts, Acts of God, labour dispute, government regulations, flood and other force majeure events.
Displays & Signage
No items are to be attached by any form to the walls, doors or surfaces of any area of the hotel. Signage in the hotel public areas is to be approved in advance by the hotel.
Delivery & Collection of Goods
The hotel will accept delivery of goods 1 day prior to the event & all goods must be removed at the conclusion of the event. All goods are to be delivered to the hotel loading dock between 9-4pm.
Porterage fees may also apply depending on the number of boxes to be delivered and packed down from the function room.
Parking
Self-Car Parking is available onsite from $30.00 per car, per night and is subject to availability.
Security & Insurance
Security
The hotel will not accept responsibility for the loss or damage of any equipment or merchandise left on the premises prior to, during or after an event. Fraser Suites Sydney staff is happy to discuss arrangements with the client regarding deliveries and pick ups before & after the event.
Fire, Life & Safety
The hotel retains the right to adjust any set up to ensure occupational health & safety & fire regulations are not breached.
Insurance
It is the client’s responsibility to take their own insurance for all items belonging to them for the period those items are in the hotel. The Hotel will take all care to ensure the safety of equipment & property, however will accept no responsibility for damages or theft.
Non Smoking Policy
Fraser Suites Sydney is a smoke free zone. The property is 100% non smoking. Failure to observe this policy will incur a cost penalty of not less than $250.00 per incident.
Taxes & Currency
All rates are shown in Australian Dollars and inclusive of the Goods & Service Tax (GST). In the event that any additional tax (such as Marketing Duty or Accommodation Levy) is introduced in Australia, whether by State or Federal legislation, the rates will be increased to include the amount of tax (whether based on the rates which are hereby offered or upon a deemed value relevant for calculating the tax).
Accommodation Terms and Conditions
Accommodation Bookings & Payment Policy
A guarantee payment method is required at all times whether company or individual is responsible for
accommodation charges. Where credit has been granted by the hotel to the client, the clients written authorisation will be accepted. All guests to settle individual accounts upon departure or Full payment is required thirty days following receipt of the hotels invoice.
Group Deposit, Payment and Cancellation Policy
A deposit, as specified below is required.
ACCOMMODATION TOTAL and DEPOSIT breakdown
30 Days preliminary rooming list due and 50% Deposit due. Up to additional 50% of group rooms may be released without penalty.
14 Days Final Rooming List due. Additional 10% of group rooms may be released without penalty.
7 Days Balance Due with all remaining rooms released or cancellations after this date will incurr one full nights tariff.
*Any additional rooms required over and above the group allotment, will be subject to availability and
negotiation.
Check-in
Check-in time is from 3.00pm on the day of arrival and Check out time is 11.00am; a later check out may be arranged, this is subject to our room availability and an additional fee will apply.
Upon checkin, the following will be required:
•Valid photo ID
•Credit card details and a bond of AUD $300.00 *or unless otherwise guaranteed
Porterage
Please note that a Porterage fee of $5.00 per item will be applied to guests with large amounts of belongings requiring storage/delivery at our hotel. Large amounts of belongings are deemed more than 6 large suitcases/bags/boxes/items per room.
Please note that our hotel does not offer a storage facility for large amounts of belongings. Large amounts of luggage which arrive to our hotel prior to the guests’ date of arrival or are left after the guests’ departure will incur a storage fee of $5.00 per item, per day and is subject to the hotel having the space available.
Smoking Policy
Fraser Suites Sydney is a 100% non-smoking property. A charge of $250.00 applies to any guests smoking within our hotel premises.
No Party Policy
For the comfort and consideration of all our guests, please note that we have a strict NoParty
Policy. The maximum number of guests able to be in your suite at any one time is as follows:
Studio Deluxe 2 adults
One Bedroom Deluxe Suite 3 adults
You must be at least 18 years of age to make a booking for accommodation at Fraser Suites Sydney. The person registering at check-in must be at least 18 years of age and is responsible for all guests and visitors to the room.
Child Policy
Children under 12 years are complimentary, when sharing with adults or using existing bedding and not
exceeding maximum room type occupancy. Extra Bedding can be organised at $50.00 per day, subject to availability.
Fraser Suites Sydney wishes to ensure that your event is a complete success, therefore certain terms &
conditions have been established so both parties are fully aware of their obligations.
Booking Confirmation and Payment Schedule
The Hotel will hold a tentative booking until the release date stated on page 1 of the contract. If the hotel has not received both a signed contract and a deposit payment by this time, then event space and/or accommodation will be automatically released.
In order to confirm you booking the following schedule will apply:
On or before Release date
- Written Confirmation received in the format of the Hotel’s Events Contract
- A valid credit card with sufficient funds must be supplied to guarantee the booking
Within 7 days of receipt of Signed Contract
- A deposit being equal to 50% of the Total Cost including room hire, estimated food & beverage, equipment hire and accommodation, or 100% of the Total Cost for any event $1,000.00 or less
7 days Prior to Event Date
-Remaining 50% of contracted costs, inclusive of accommodation must be paid to the Hotel
On Conclusion of the Event
- In the event there are any additional costs incurred on the day of the event, these charges will be processed to the credit card provided for the booking.
If you would like payment to be settled via EFT transfer then payment should be made prior to the above time-frames with a remittance provided. Only clients with credit facility will be able to be invoiced for their event.
For all credit card payments, there will be a charge of 1.5% of total expense imposed for processing fees.
Cancellation
Either the Hotel or Client may cancel this contract without cause upon written notice to the other party at any time prior to the event and upon payment of cancellation fee based on the following scale, plus applicable taxes:
This fee will be a percentage of the total estimated Function Room, Food and Beverage and Accommodation expenses as per the below schedule.
Notice of more than 90 days:
- Your deposit will be reimbursed less a 10% administration charge.
Notice of 89 to 60 days:
- 50% of you deposit will be refunded
Notice of 59 to 15 days or less:
- Due to costs incurred at this stage, full deposit amount will be retained.
Notice within 14 days of the event:
-Due to costs incurred at this stage 100% of the estimated value of the function will be charged.
Change of Date
Fraser Suites Sydney understands that the date of the event may need to be changed. The hotel will attempt to be flexible with any change of date where space is available. The deposit will automatically be rolled over to the new dates if this is within 30 days of the original date booked. If the new date is not within 30 days of the original date then the change will be treated as a cancellation. (Please refer to the cancellation Terms & Conditions above).
Event Details
Guaranteed minimum numbers, menus, beverage arrangements, audio visual requirements, room set up , starting and finishing times must be confirmed in writing 14 days prior to the function.
The hotel must receive at least 14 days before the event, all details including but not limited to, venue requirements, menus, audio visual requirements, room set ups, and event agendas. The Hotel will use this information to create your Banquet Event Order which the client will be required to sign and return to the hotel no later than 7 days prior to the event, to finalise all requirements.
Please note
- Room floor plan changes made on event day will incur a $200 reset fee
- 15% Total Revenue Surcharge applies to Events held on Sundays
- 15% Total Revenue Surcharge applies to Events held on Public Holidays
- All Plans and designs for any exhibitions or displays required throughout the event must be supplied at least 30 business days prior for approval
- Advertising in relation to the event, which includes reference to the Hotel
- Any special effects or decoration supplied externally
The guaranteed number of guests attending the event is required by 10am, 7 business days prior to the event for catering and billing purposes. Should the guaranteed number be less than the contractual number, the client will be charged the contractual number. Should the number increase, this will then be used as the minimum number. If numbers are not received, the number indicated on the Banquet Event Order will be used.
If more than the advised number attends the event, the Client will be charged according to the total number attending.
Should there be any dispute regarding the number of people attending the Event, the Hotel shall determine the number, this decision will be final and binding.
The Hotel does not guarantee catering for increases of more than 10% of the guaranteed number of guests although every effort will be made to meeting the catering requirements. If the number of persons notified to the Hotel difference, the Hotel may review the price charged and may relocate your event to an alternative event space within the Hotel.
Where, in the reasonable opinion of the Hotel, the nominated function room is inappropriate for the event, the Hotel may assign a different function room, providing sufficient notice when possible. If the function room reserved cannot be made available to you for causes beyond the control of the Hotel, the Hotel reserves the right to substitute another function room for the event and such substitution shall be deemed as full performance under this Contract.
Conduct of the Event
Unless otherwise agreed upon, the event must finish at the time specified in the Banquet Event Order. Should you believe that you event may run longer than the times listed, please discuss the availability to do so with your Events Coordinator prior to the event.
Contracted time as noted on the Banquet Event Order includes the set up and delivery of and the breakdown and pack up, including the removal of holding times of any equipment or good within the event space.
Consecutively booked event dates does not guarantee overnight hold of the event space, and /or storage of goods. Fees may apply.
Your event must be conducted in an orderly and lawful manner. The Hotel reserves the right to end your event if the Hotel reasonably believes your event is not being conducted in this manner. The Hotel has no responsibility to you for any costs, damages or expenses that you may incur in relation to the Hotel’s termination of your event.
The Hotel may remove or deny entry to anybody being disruptive or acting in a disorderly manner.
No Food and Beverage of any kind other than those provided by the hotel will be permitted on to the Hotel’s property without prior consent of the Hotel.
The Hotel Practices Responsible Service of Alcohol. Intoxicated persons will not be served alcohol and may be removed from the premises.
You are not permitted to exceed any noise levels; which in the opinion of the Hotel may disturb other guests or disrupt normal operations.
All staff and guests of the event must ensure they do not breach any statutes, by-laws or regulations including the Hotel’s liquor licence and fire regulation.
As the pre function area is open plan, no one client has the sole right to the total pre function area.
Loss And/Or Damage of Property
The Hotel will not accept any responsibility for the damage or loss of any items or personal belongings left in the Hotel prior to, during, or at the conclusion of, the event. All items or personal belongings left at the Hotel must be collected within 2 working days following the conclusion of your event, failing which the Hotel reserves the right to dispose the items at your costs. Guests are financially liable for any damage sustained by the hotel property whether through their own actions or through the action of their appointed agent/s and/or invited guests.
Force Majeure
The Hotel will not be liable for any non-performance of its obligations under the Contract in the event such non-performance is caused or contributed by riot, fire, war, terrorist acts, Acts of God, labour dispute, government regulations, flood and other force majeure events.
Displays & Signage
No items are to be attached by any form to the walls, doors or surfaces of any area of the hotel. Signage in the hotel public areas is to be approved in advance by the hotel.
Delivery & Collection of Goods
The hotel will accept delivery of goods 1 day prior to the event & all goods must be removed at the conclusion of the event. All goods are to be delivered to the hotel loading dock between 9-4pm.
Porterage fees may also apply depending on the number of boxes to be delivered and packed down from the function room.
Parking
Self-Car Parking is available onsite from $30.00 per car, per night and is subject to availability.
Security & Insurance
Security
The hotel will not accept responsibility for the loss or damage of any equipment or merchandise left on the premises prior to, during or after an event. Fraser Suites Sydney staff is happy to discuss arrangements with the client regarding deliveries and pick ups before & after the event.
Fire, Life & Safety
The hotel retains the right to adjust any set up to ensure occupational health & safety & fire regulations are not breached.
Insurance
It is the client’s responsibility to take their own insurance for all items belonging to them for the period those items are in the hotel. The Hotel will take all care to ensure the safety of equipment & property, however will accept no responsibility for damages or theft.
Non Smoking Policy
Fraser Suites Sydney is a smoke free zone. The property is 100% non smoking. Failure to observe this policy will incur a cost penalty of not less than $250.00 per incident.
Taxes & Currency
All rates are shown in Australian Dollars and inclusive of the Goods & Service Tax (GST). In the event that any additional tax (such as Marketing Duty or Accommodation Levy) is introduced in Australia, whether by State or Federal legislation, the rates will be increased to include the amount of tax (whether based on the rates which are hereby offered or upon a deemed value relevant for calculating the tax).
Accommodation Terms and Conditions
Accommodation Bookings & Payment Policy
A guarantee payment method is required at all times whether company or individual is responsible for
accommodation charges. Where credit has been granted by the hotel to the client, the clients written authorisation will be accepted. All guests to settle individual accounts upon departure or Full payment is required thirty days following receipt of the hotels invoice.
Group Deposit, Payment and Cancellation Policy
A deposit, as specified below is required.
ACCOMMODATION TOTAL and DEPOSIT breakdown
30 Days preliminary rooming list due and 50% Deposit due. Up to additional 50% of group rooms may be released without penalty.
14 Days Final Rooming List due. Additional 10% of group rooms may be released without penalty.
7 Days Balance Due with all remaining rooms released or cancellations after this date will incurr one full nights tariff.
*Any additional rooms required over and above the group allotment, will be subject to availability and
negotiation.
Check-in
Check-in time is from 3.00pm on the day of arrival and Check out time is 11.00am; a later check out may be arranged, this is subject to our room availability and an additional fee will apply.
Upon checkin, the following will be required:
•Valid photo ID
•Credit card details and a bond of AUD $300.00 *or unless otherwise guaranteed
Porterage
Please note that a Porterage fee of $5.00 per item will be applied to guests with large amounts of belongings requiring storage/delivery at our hotel. Large amounts of belongings are deemed more than 6 large suitcases/bags/boxes/items per room.
Please note that our hotel does not offer a storage facility for large amounts of belongings. Large amounts of luggage which arrive to our hotel prior to the guests’ date of arrival or are left after the guests’ departure will incur a storage fee of $5.00 per item, per day and is subject to the hotel having the space available.
Smoking Policy
Fraser Suites Sydney is a 100% non-smoking property. A charge of $250.00 applies to any guests smoking within our hotel premises.
No Party Policy
For the comfort and consideration of all our guests, please note that we have a strict NoParty
Policy. The maximum number of guests able to be in your suite at any one time is as follows:
Studio Deluxe 2 adults
One Bedroom Deluxe Suite 3 adults
You must be at least 18 years of age to make a booking for accommodation at Fraser Suites Sydney. The person registering at check-in must be at least 18 years of age and is responsible for all guests and visitors to the room.
Child Policy
Children under 12 years are complimentary, when sharing with adults or using existing bedding and not
exceeding maximum room type occupancy. Extra Bedding can be organised at $50.00 per day, subject to availability.