Functions By The Bay offers you the ideal venue for a professional, relaxed and stress free event.
It is our pleasure to invite you to hold your event here with us and make your dream day a reality!
Please only complete the booking form when advised by our Functions Manager.
CONFIRMATION & BOND
Tentative bookings are held for 7 days. Upon selection of your date, your booking will be considered as confirmed upon receipt of a $400 room hire deposit. Functions By The Bay reserves the right to cancel the reservation if a deposit has not been received within 7 days of the original reservation.
All 21st Birthday Celebrations, Sports Club Presentation nights and other functions determined by management, that require a $500 bond will be requested to be paid at the time of deposit. This will be held until the week following the function when it is fully refundable, unless damage has been caused by any person attending the function. Management also require a current drivers licence to be presented at time of booking from which a copy will be made for identity purposes.
Functions By The Bay requires all cancellations in writing. Cancellations in excess of 60 day’s notice prior to the scheduled event will receive a full refund. Cancellations within 30-60 days will receive a 50% refund. In the event that Functions By The Bay can re-book the date within this time, the deposit will be returned. Cancellations within 30 days of the event will incur no refund. The organiser shall pay on demand any costs incurred for the said function.
In the case that a third party contractor is involved, the full cost of the services or product will be the responsibility of the organiser.
Function organisers and their guests are not permitted to consume food or beverage other than those supplied by Functions By The Bay. Celebration Cakes for Birthdays, Weddings, Engagements & 21st’s are an exception.
PAYMENT & FINAL NUMBERS
Full payment, final numbers, menu and dietary requirements must be finalized seven WORKING days prior to function. This number will be considered your minimum number and is NOT subject to reduction. Requests for increasing the numbers within a 72 hour period are subject to Functions By The Bay approval and may result in additional charges. ALL GUESTS must be catered for.
Payment of any Bar Tab is required to be settled prior to the conclusion of your function by either Cash, Cheque, Direct Debit or Credit Card – Visa & Mastercard are accepted. Functions By The Bay do offer function facilities for 18th birthday Celebrations, T&C’s apply.
DAMAGES & THEFT
The organiser of the function assumes responsibility for any and/or all damages caused by themselves or any guest, invitee or other person attending the function, whether in the room reserved or any other part of the venue. The hirer is liable for any damage or theft that may occur in relation to your function and all expenses will be expected to be paid within 7 days. The hirer indemnifies Functions By The Bay against any claim for loss, damage or theft of any goods belonging to the hirer or their guests.
PRICING & SURCHARGES
All prices are current at the time they are submitted and are subject to increase without notice. These prices are applicable to functions held during weekdays and Saturdays and prices are subject to revision until the final menu and service details are approved.
Sunday Functions – 10% surcharge on Food and Room Hire. Public Holiday Functions – 15% surcharge on Food and Room Hire.
Decorations and technical requirements other than those featured in the function room should be discussed with our Function Manager as these may incur additional costs and require in-house assistance for access and set up.
NO smoke machines of any sort are permitted on the premises. Should you set off a fire alarm during your time on the premises, including bump in/bump out, Functions by the Bay reserve the right to charge the client the call out fee issued by Frankston Fire Brigade.
Signage Decorations may be used for your function however, cannot be nailed, screwed, stapled or adhered to any wall, door, window or other surface or part of the building. Decorations erected by the organiser are to be removed by the organiser, upon completion of the function.
Decorations that have not been removed will be disposed of by staff after the event has taken place. Confetti, table scatters and feathers are not to be used within the venue.
If, in the opinion of Management, it is necessary to employ extra security the cost of employing such staff shall be added to the charge @ $48per hour per guard. Management reserves the right to decide on the number of security staff required per event.
Under the Liquor Licensing Law’s, a patron must leave the premises when requested if they are deemed to display, drunk, violent or quarrelsome behaviour. Functions By The Bay and staff reserves the right without liability, to refuse entry or request any or all persons displaying such behaviours to leave the venue at any time. Rowdy behaviour, swearing, fighting or antisocial behaviour will not be tolerated and the function will be closed with no refund available.
LIMIT OF HIRING
In the event that Functions By The Bay cannot be made available to the hirer on the date/s for which it has been hired by reason of flood, fire damage, industrial dispute, scheduled race meeting or any other reason, the Management shall not be liable for loss. The hirer shall be entitled to use only parts of the building hired and shall vacate it punctually at the time specified by Management. Management reserves the right to let any other portion of the building for any purpose at the same time.
In accordance with Liquor Licensing regulations all bar services will conclude at 12am Midnight Mon-Sat and 11pm Sundays. Final drinks service will be called at 11.30pm and guests will be requested to vacate function rooms/premise by 12.00am. Guests under the age of 18 years old will NOT be permitted to consume alcohol under any circumstances and guests between the ages of 18-25yo may be requested to present suitable identification. Acceptable proof of age is key pass, proof of age card, drivers licence and/or passport. Under no circumstances are underage guests permitted to consume alcohol.
RESPONSIBLE SERVICE OF ALCOHOL
Functions By The Bay staff have been trained in the Liquor Licensing Accredited “Responsible Service of Alcohol” and are required by law to refuse to supply liquor to any person that appears to be intoxicated.
SMOKING & PARKING
Guests will only be permitted to smoke in outside designated areas of the venue. Parking is strictly at owner’s risk.
Functions By The Bay have contracted cleaners:
• The throwing of Confetti and/or rice is not permitted.
• If substantial additional cleaning is required after a function the costs will be oncharged to the client.
AV FACILITIES/ OUTSIDE SUPPLIERS
Functions By The Bay has up to date fully integrated AV facilities in our Graham Room. Should you require a tech on site this will be billed out at a cost of $60 per hour. Our Davis Room requires AV equipment to be hired in accordance to your requirements.
Should the client wish to use alternative suppliers a detailed brief will need to be submitted at least 21 days prior to the date of function.
BUMP IN/BUMP OUT
Room set up will commence 1 hour prior to the start of the function. An additional venue hire fee of $40 per hour (min 1 hour) applies if access to the venue is required more than 1 hour prior to the function. This fee will be negotiated according to the bump in/out requirements.
All deliveries must be pre-arranged with your event representative and must be clearly marked. There are no short or long term storage facilities on site, therefore all equipment must be off site with 24 hours of function.