Y Conference Terms and Conditions

Booking(s) Held and Initial Deposit

A booking is confirmed upon receipt of a signed copy of these Terms and Conditions together with the required deposit amount. The required deposit will be advised by Y Hotel staff and will be either:

  1. An amount equal to $200 per conference room per day (for bookings with a daily room hire charge). OR
  2. 50% of the total quoted rate for bookings on a "daily delegate package" price.

This deposit is required within 14 days of the reservation being confirmed. The Y Conference Centre reserves the right to cancel the booking and reallocate the conference room(s) if the deposit has not been received. At the time of confirming your event, details of a valid credit card must be provided as security and final payment for your event unless otherwise agreed by prior arrangement.

Bookings will be confirmed upon successful processing of your deposit payment. We accept Visa, Mastercard, AMEX and Diners cards. If you choose to pay the deposit using any other method of payment ie direct deposit, cheque, EFT etc, the booking will only be confirmed upon receipt of cleared funds in our account.

Confirmation and Deposit

Notwithstanding the conditions set in "Booking(s) held and Initial Deposit" above, an invoice for the full cost of rental of all conference rooms held will be sent 21 days prior to start date of the Conference. Full payment of the invoice is to be received no later than 14 days prior to the start of the event or conference rooms held will be released.

Last Minute Bookings

In the event of a conference taking place within 14 days of the booking being made, we require the full deposit payment of the total cost of all conference rooms booked to be paid immediately. At the time of confirming your event, details of a valid credit card must be provided as security and final payment for your event unless otherwise agreed by prior arrangement.

The deposit becomes non refundable and non transferable.

Balance of Payment

Unless otherwise arranged, the outstanding balance payable for final conference room hire, equipment requirements, all incidentals, any additional charges during the event and final catering numbers will be required within seven (7) days after the completion of the event. In case payment for the final invoice is not received within seven (7) days of receipt of the invoice, Y Hotel Conference Centre reserves the right to settle the outstanding amount by charging the credit card provided as a security for the booking.

Cancellations

The Initial Deposit and/or any prior payments are fully refundable if a cancellation is advised in writing up to twenty one (21) days prior to the event date. If a cancellation is advised within twenty one (21) days and up to fourteen (14) days of the event date, the Initial Deposit is non refundable.

For any cancellation advised within fourteen days of the event date, no refunds will be given and all monies paid to date will be retained by the Y Hotel Conference Centre.

Catering

Outside catering is not permitted in the Y Hotel Conference Centre.

Menus are subject to change due to availability and seasonal variations.

Catering can be tailored for special dietary requirements.

Final catering numbers are required 48 hours prior to the start of your event, or by 2.00pm on the Friday prior, for an event starting on a Monday. Minimum charges will be in accordance with final numbers confirmed. Any additional catering required during the event will be invoiced on conclusion of the event.

You may bring your own alcohol, however a corkage fee of $5.00 per person (plus GST) will apply.

Duration

The conference facilitator shall agree to arrive and vacate the designated conference room(s) at the agreed specified times. A surcharge may be applied should the event not adhere to the agreed times. All conference rooms must be vacated by 11pm.

Damage

The attachment of banners, signs and posters to any wall surfaces, the use of pins, nails or tape is not permitted. Any damage caused to the Conference Centre during a function by the organiser, facilitator or delegates is the financial responsibility of the organiser/hirer. This will be discussed with the function organiser within 2 working days following the conclusion of the conference. Any advertisement material that you may use and not limited to banners, signs and posters should be your sole responsibility. The placement of all such advertisement materials that you intend to use during your event should be discussed with us and prior permission should be sought.

We reserve the sole right to disallow usage of any advertisement materials without assigning any reasons whatsoever.

Insurance

Y Conference Centre does not accept responsibility for the damage and safe keeping of any goods or personal property brought to the building before, during or after the event. It is the organiser/hirer's responsibility to arrange adequate insurance to cover such items. In addition, it should be noted that all personal property of the conference facilitator/organiser (s) and delegates is the sole responsibility of the organiser/hirer.

Y HOTEL AND CONFERENCE CENTRE IS A NON-SMOKING BUILDING.