A non-refundable nominated room hire fee is a mandatory requirement when booking a function space, this forms part of the terms and conditions of your booking and will secure your preferred event date. The Port Office Hotel has the right to refuse a booking and refund any payments made at its discretion.
Where exclusive use of the room is required a minimum spend can apply depending on the date, size or occasion of the function.
Monday to Thursday: Upon discussion
Friday and Saturday: Room hire and minimum spend required
Private Dining may require a deposit from September-December and a minimum spend or minimum number of guests will also be required.
A deposit payment is required to confirm and fully lock in a booking. To make things easy we usually arrange the room hire fee to be paid as the deposit, in which case it will not be refunded.
Guests may arrive 15 minutes prior to the function start time (unless a different time is pre-arranged). Where a drinks package / bar tab is in place guests may purchase their own drinks until commencement of the package.
Lunch Service: 12pm to 2.30pm
Dinner Service: Mon to Thurs 5.30pm to 8.30pm – Fri and Sat 9pm
Full payment of food for the guaranteed number of guests is required no later than five (5) days prior to the clients function. Payments may be accepted by cash or direct bank transfer. Payments made by credit card (Visa / MasterCard) are also accepted. However, payments made by AMEX will incur a surcharge of 3.0% of the total account.
Payments can be made via card or cash at the venue, direct deposit or via credit card over the phone.
Please contact our functions manager for our bank deposit details.
Please quote the function date as reference when making a bank deposit.
All decorations, themes and entertainment must first be discussed with the function manager including and not limited to – any contracted third party. No adult entertainment is allowed on premise. Under no circumstances are confetti, table glitter or party poppers to be used. An additional cleaning cost of $100 will be charged if these items are used on the premise. If unsure of these items speak with the Function Manager. It is up to you as the client to ensure your suppliers understand the delivery and pick up times, please be aware that all veranda doors must be closed by 10:30pm for neighbourhood noise restriction purposes.
Organisers are responsible for removal of decorations and any financial damage to the property, this includes improper use of fire extinguishers (minimum cost of $200 per extinguisher). The Port Office Hotel holds no responsibility for lost or damaged decorations. Please notify us if you wish to apply anything to walls or the ceiling.
Guest numbers including any dietary requirements and allergies are to be confirmed not later than 10 days prior to the event to ensure correct food preparation and staffing requirements are met. Once final numbers have been confirmed full payment of food will be charged. Should your guest numbers be less than final numbers quoted, The Port Office Hotel will not be required to refund the remaining amount. Should you have extra guests on the night, an additional payment, per person, by cash or credit card will apply if The Port Office Hotel is able to cater for the extra numbers.
While all verbal advice given is based on best intentions for the client, under no circumstances should verbal advice be accepted or finalised without written confirmation.
The room hire is non-refundable. If change of date is required and sufficient notice is given for a change of date, the room hire may be transferred, subject to availability and at the discretion of the Hotel. The Port Office Hotel reserves the right to cancel any booking and refund the room hire in the event of unforeseen circumstances out of our control. All cancellations must be in writing.
Where a cancellation is made less than two weeks prior to the nominated function date, room hire will not be refunded and the full minimum spend will be debited from your nominated credit card.
No refunds or transfers will be approved during the months of November and December – no exceptions.
The Port Office Hotel will not accept any responsibility for any loss or damage to the client’s property before, during or after the event. The Port Office Hotel does not accept liability for any loss, damage, injury, delay, additional expense or inconvenience caused directly or indirectly through events held at The Port Office Hotel.
All prices are inclusive of GST. Every possible effort is taken to maintain pricing, but these are subject to change at the managements discretion to allow for market cost variations and the introduction of any statutory taxes.
Please let us know whether you would like a gratuity to be applied to your final account. The service gratuity will only apply to the staff that have worked your event.
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