Terms & Conditions as at 01/04/18
Adams Peak Country Estate (APCE) is a family owned and operated business. We expect our guests to treat it with the same respect they would treat their own property.
Guest and Visitors must comply with the Terms and Conditions, and instructions from the Management and Staff during their stay and must notify staff of any issues as soon as practical.
These Terms and Conditions relate to the details stated in your invoice. Your booking dates cannot be confirmed until a minimum $500 deposit has been paid. This deposit is non-refundable. APCE reserves the right to cancel any booking due to unforeseen circumstances or force majeure and all monies paid (if applicable) will be refunded.
Initial deposit - 25% of the total or $500 deposit and the balance due within a month.
2nd payment - 25% of the total is due a year out from the wedding. (Obviously if your wedding is less than a year away, we will work out an alternate payment arrangement.)
Final payment - the balance of 50% is due one month out from the wedding.
We also have monthly payment plans. So, the initial $500 deposit to lock in the dates and the balance of the 25% within the month, and then monthly payments thereafter. Please contact us to arrange a payment plan.
Cancellation / Change of dates
Once a booking is confirmed all cancellations will incur a $500 admin fee.
The following additional penalties also apply:
Cancellation / Change of dates 12 months or more prior to event.
25% of the total invoice will be forfeited in lieu of the property being re-let for the same period. APCE will make every effort to re-let the property within the given time frame and if successful, will refund to the booking party all monies paid less $500 admin fee.
Cancellations / Change of dates 6 to 12 months prior to event
50% of the total invoice will be forfeited in lieu of the property being re-let for the same period. APCE will make every effort to re-let the property within the given time frame and if successful, will refund to the booking party all monies paid less $500 admin fee.
Cancellation / Change of dates less than 6 months prior to event
We do not refund any payments for guests who cancel or change their booking up to 6 months before event date.
APCE reserves the right to cancel any booking if we deem the guests to be in breach of any of our Terms and Conditions. APCE reserves the right to move your booking due to circumstances beyond our control.
As part of your booking, there will be a preauthorised security bond of $500 taken on the day of check-in. If there are any breakages or damage to property or items belonging to Adams Peak Country Estate, we will advise of the costs, and then charge them to your credit card. Please note, you are responsible for all guests on the property during your booking period.
Check in time to “The House” and “The Cabin” is from 3pm. Please see below for venue access details.
APCE will make every effort to ensure the property is available as booked. However, we reserve the right to make alterations to bookings due to unforeseen circumstances.
Check out time is 11am. The property should be left in a similar state to its condition on arrival. All rubbish should be placed in bins provided outside. Please ensure all windows and doors are locked, the fan/heaters are turned off and fire place and/or fire pit has been extinguished.
Early check in and late checkout may be available on request and incur additional charges. Check in and check out times may change up to 7 days before your arrival to allow for cleaning and / or necessary maintenance.
Property Access and Venue Setup
To allow sufficient time to setup your booked venue, access to APCE will be allowed from 12 noon to 7pm, 1 day prior to your event (where possible). I.e. if your wedding is on the Saturday, access will be on the Friday. If this does not suit your itinerary or you require additional time to set up, please discuss this with The Manager to ensure the area is available and if there are additional costs. Please note: The hiring of any APCE reception venue is for the day of the function only. The venue or its furniture is not to be used for other parties/functions unless preauthorised. Please ensure you bring any necessary equipment, i.e. ladders, extension cords, cable ties etc. for decorating purposes.
Setup will obviously vary depending on if you are having DIY wedding, or if you are employing a stylist / event company to set up your wedding. If you’re not sure what would work best for you, please talk to us about it.
APCE staff will setup the tables and chairs for your reception prior to your arrival (unless otherwise specified).
Bump out / Pack down – day after wedding 7am - 11am (or by 1am on the night)
After the function, all that should be left in The Barn for you to clean up, should be your decorations, presents, tables centres, flowers, candles etc. Tables cloths should be put in the linen bag provided, and all tables and chairs will be put away by APCE staff. The Barn should be left as it was found. Any glasses, bottles, plates etc that were still being used after the staff have left, must be cleaned and left in the bar. Any items that were used from the house, must be returned to the house. The cool room must be left completely empty.
Venue and Furnishings
The reception venue and ceremony area are rented as is. The furnishing and/or props provided are available to use, though may vary from time to time. As part of your agreement, you will have access to the Inclusions below. Wall fixtures at APCE are not to be removed.
Signing table and 2 chairs
Outdoor furniture and umbrellas
20 Round or 30 rectangular tables
White linen table cloths (white linen serviettes provided by caterer)
200 white chairs
Tea and coffee making facilities
Timber bar with buckets for ice and beverage storage
8 wine barrels
3 piece Chesterfield leather lounge
Fairy lights over the dance floor and on The Barn ceiling
Pallet chairs and spool tables
Shepherds hooks for ceremony
Vintage suitcases and trunks
Vintage ladders – standing and hanging
Antique timber doors
Overhead projector and screen in The Barn
various chalkboards, signs, crates and props to be used for styling purposes
Your booked venue has a curfew of midnight. Last drinks will be called at 11.30pm. All music must be off by midnight and guests who are not booked into APCE accommodation must leave the property by no later than 12.30. We recommend organising a bus to collect guests and deliver them to their accommodation / home.
Decorating / Confetti
You can decorate as much or as little as you want. Hanging items from the ceiling, on the deck or from trees is all allowed, as long as you don’t damage anything. There are hooks provided on The Barn and The Hay Shed ceiling. Please bring cable ties, string, fishing line etc for your decorations. All must be removed thoroughly after your function.
We prefer not to have real flame candles. If you choose real flame candles, they must be in a glass jar or similar. Flameless candles are a better option, as they can stay on all day, don't blow out, don't drop, and don't burn anyone or anything. Please see www.loveandprotect.com.au or other reputable companies for flameless candles.
Confetti and rice are not allowed. If you would like a style of confetti, rose petals or something similar is accepted. These must be raked/swept prior to your departure. Please discuss prior to use. Hay bales are welcome to be used though all straw must be swept/raked up thoroughly.
Number of guests
Parties and Functions outside booked events, are prohibited at APCE without prior approval.
The number of guests staying at the property must not exceed 20 in “The House” and 4 in “The Cabin”.
APCE has a standard no pet policy unless prior approval is given. Please discuss with the manager. Please clean up after your pets.
Even though we are on a large property, noise travels easily. Guests and visitors must not create noise which is offensive to neighbouring properties, especially between midnight - 7am. Please show respect.
Holding Parties, BBQs or any type of Function (that are not prearranged and authorised by Adams Peak Country Estate) is strictly prohibited. Unauthorised additional guests/visitors are not allowed onto the property and may cancel your booking and forfeit your security deposit.
The swimming pool should be used at your own risk.
Please do not take any glassware into pool area. We provide acrylic glasses for use in the pool area. Please use them. Please ensure that children are supervised at all times when using the pool.
We provide a clean BBQ. If you use the BBQ please ensure that it is cleaned before you leave. If we need to clean the BBQ then a $50 charge will be deducted from the security deposit for cleaning.
Cars must be parked in the designated parking areas and not on the grassed areas.
Equipment – Use, Damages, Malfunctions
If there is a problem due to malfunctioning equipment, report it immediately, whenever possible - do not leave your report until check-out. We will do our best to fix or replace malfunctioning items. We do not issue refunds for problems with TV, Internet, DVD players, games, or anything else that is not considered a necessity. We will make every effort to have repairs done ASAP; however there may be limited service contractors in our area. You will be held responsible for any damages to the house or property, caused by you or your guests. The property is inspected after each stay. If any items are missing and damaged; you will be charged.
We cannot accept responsibility for anything left behind, lost or damaged during your visit, although all reasonable care will be taken.
Please do not light any fires on the property grounds other than in the designated fire pit area (dependent on conditions and fire bans). Use of the fire pit is by approval. Timber for the fire pit can be purchased from APCE (with 24 hours notice), or you can bring your own.
Please note, timber is supplied for the indoor fireplaces, and external burners.
Camping bbqs or any other cooking facility must not be brought onto the property.
“The House”, “The Cabin” and your reception venue are strictly a non-smoking environment.
“Butt Buckets” are supplied for the use of smokers outside of these areas. Please do not leave cigarette butts on the ground. An additional cleaning charge will incur if there is excess cigarette butts found.
APCE has exclusive caterers, Monkey Place Catering. All catering for your wedding event is to be provided by them. Agreements and catering costs are handled directly by the caterer. Once your deposit is paid to Adams Peak Country Estate, the caterers are locked in for your wedding date.
APCE is not licensed to sell alcohol. All alcohol must be provided by you. This also means that you are responsible for your guests and their transportation home after the function. As part of this agreement, you are required to hire bar staff (approximately 1 staff member for every 30 people is recommended).
APCE uses exclusive bar staff providers, Williams & Co. They can provide as much or as little as you require, to ensure you and your guests enjoy the event. (i.e. staff, glassware, mixing machine etc.). They are also licensed, so they can sell alcohol to you or your guests. Agreements and catering costs are handled directly by Williams & Co. Once your deposit is paid to Adams Peak Country Estate, the bar staff are locked in for your wedding date.
Guest Accommodation / Camping on Grounds / Caravans
Please ensure your guests are made aware to book their accommodation early. Please direct your guests to our Accommodation/For Your Guests page on the website. As there are many special events in the Hunter Valley, accommodation can book out very quickly if an event is announced. We do not allow camping on the grounds. McNamara Park in Broke, is set up for camping and only 3 minutes’ drive.
We do not allow people to sleep in their cars on the property.
Children/babies are welcome at our venue but are the full responsibility of their parents/carers. Please be aware that, as we are in the country, there are many unfenced dams and water hazards on the property, and there are also snakes and spiders etc.
To enable your guests to enjoy your big day, it is recommended to hire a babysitter for the reception. There are a number of excellent babysitting companies that service the Hunter Valley should you require this service, who will come to the property.
We provide 2 timber high chairs for the reception, and 2 plastic high chairs for the accommodation. We also have one portacot available for use in The House.
Recovery Party / Post-wedding BBQ
Post Wedding events can be held the following day. Depending on the size of the function, this may incur an excess cleaning charge. Please discuss this with The Manager prior to your arrival.
On the day
An APCE team member will attend on the day to co-ordinate with third party suppliers (e.g. photographers and musicians etc) and ensure wedding facilities are set up and working correctly. The team member will be present until the commencement of the reception, and management will be available if required.
We reserve the right to make aesthetic improvements / changes to APCE venues, accommodation, ceremony areas and property without notification.
Cleanup after function
APCE will pack up tables and chairs and remove table cloths.
Anything you have hired independently from external vendors i.e. chairs, tables, props etc. must be packed up neatly and left on the side deck of The Barn for the company to collect.
Regardless of your checkout date, all personal items are to be packed down and removed from reception area by 11am the day after the function (if you have a ceremony and reception only package, it must be by 9am). The caterers and beverage company will remove / clean up all the related items ie. Glassware, bottles, plates, cutlery etc..
It is your responsibility to remove all decorations, broken glass, excess mess (i.e. glitter, loose hay, cigarette butts etc.) and place all rubbish into bins provided. Thorough cleaning (i.e. cleaning toilets, mopping floors etc.) and disposal of rubbish is the responsibility of APCE.