Terms and Conditions.

 Any events held at Mantra Melbourne Epping, must agree to the below terms and conditions before commencement of event.

Audio Visual

  • It is recommended to arrive 30 minutes prior to the event if you require AV set up. Please ensure Firewall is disabled from your computer for Wireless AV access, otherwise HDMI AV set up is available.

  • Your own DJ is welcome, volume levels are subject to our discretion.

  • Noise creation will be monitored by the Team at Mantra Melbourne Epping. Failure to comply with their directions may result in the early conclusion of your event.

Food and Beverage

  • No food or beverages of any kind, other than those provided by the Hotel will be permitted onto the Hotel’s property without the consent of the Hotel.

  • Due to health and safety regulations, no food or beverages of any kind may be taken offsite at the conclusion of your event

Responsible Service of Alcohol

As per Liquor Licensing Act 1998, liquor must not be supplied to persons under 18 years of age. As per the Liquor Licensing Act, it is an offence to supply liquor to a person who is intoxicated. Mantra Melbourne Epping will uphold these regulations under all circumstances. The Hotel reserves the right to cease the service of alcohol in line with the above act.

Substitution of Room

Mantra Melbourne Epping reserves the right to assign/substitute rooms for the event with a comparable space in the event the originally appointed function room is unavailable or deemed inappropriate for any reason in the opinion of Mantra Melbourne Epping. The Hotel will where possible, consult with client before making any changes. The client agrees to begin the event and vacate the function space at the contracted times agreed upon. In the event that a function should go beyond the agreed contracted finishing time and if the conference/event organizer in inconvenienced, we reserve the right to charge a penalty cost to ensure the smooth operation of the event.

Event Use

Mantra Melbourne Epping reserves the right to book other functions in the same function room as early as 1 hour after the scheduled function finishing time. The client agrees to begin the function at the schedule time and agrees to have its guest, invites and other person vacate the designated function space at the closing hours indicated. 

Unforeseen Circumstances

In the event of inability to comply with any of the provisions of this contract by virtue of any cessation or interruption of electricity or gas supplies, industry disputes, plant or equipment failure, unavailability of food items, other unforeseen contingency or accident, Mantra Melbourne Epping reserves the right to cancel any booking or refund any deposit without notice of any time. Due to unforeseen circumstances, should the room or rooms reserved be unavailable, Mantra Melbourne Epping reserves the right to substitute similar or comparable venues. Every effort will be made to advise the clients in advance.

Loss and Damage

The client shall remain responsible at all times for any loss or damage to the property of Mantra Melbourne Epping caused by the clients, guests and invitees. Event organisers/company are financially responsible for any damage Mantra Melbourne Epping may exclude or remove any person or possession from your event or from the premises. Mantra Melbourne Epping may terminate your event if the Hotel believes that your event is not being conducted in an orderly and lawful manner Mantra Melbourne Epping will take all necessary care to protect the property of its guests; however, no responsibility for any loss or damage of goods, items or other property prior to, during and after your function.

Amendments

Amendments to these agreements shall only be valid if made in writing and will take place of the agreed to numbers/room rates etc.. In the event that amendments are made, acceptance of any changes can only be given in writing. The waiver of any terms and conditions for one particular occasion shall not be deemed a waiver of such terms and conditions for any future occasions.

Circumstances Beyond the Control of the Hotel

The Hotel is not responsible for:

  • The theft, damage or loss of any goods brought into the Hotel; or

  • Visitors and guests use the Hotel car park at their own risk. Mantra Melbourne Epping accepts no responsible for loss or damage to any vehicle or property of any kind in the vehicle however caused.

Conduct of Function

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 that your event is not being conducted in an orderly and lawful 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.

  • The Hotel practices principles of 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 of the Hotel or disrupt the normal operations of the Hotel.

  • You must ensure that you and your guests and invitees at your event do not breach any statutes, by-laws, or regulations including the Hotel’s liquor license and fire regulations.

  • Mantra Melbourne Epping is a 100% smoke free environment.

  • You may be responsible for fees associated with any additional cleaning (in excess of the standard cleaning practices) required of the function space as a result of your event.

The prior approval of the Hotel is required for:

  • All plans and designs for any exhibitions or displays must be provided to the Hotel for approval at least 14 business days before your event;

  • Displays of any kind intended to be located outside the designated event room, including pull up banners;

  • Advertising in relation to the event which includes reference to the Hotel.

  • The use of smoke machines, special effects and/or pyrotechnics due to the effect on the Hotel smoke detectors. Should the Fire Brigade respond to an alarm in the event room, which has been set off by an unauthorized use of smoke machines, special effects and/or pyrotechnics, you will be liable for any charges incurred by the Hotel.

  1. Not permitted:

    • Attaching anything by nails, screws or adhesive (including blutack) in any way to any wall, door or other part of the Hotel.

Storage and External Items

The storage of materials or items for the event is subject to availability of space and must be requested in advance. The hotel will take all necessary care but accepts no responsibility for damage or loss of merchandise left in the hotel, prior, during or after an event. All items must be removed at the conclusion of the event. You are more than welcome to supply your own;

  • Balloons

  • Other Decorations (please note, no open flames are permitted or hanging of items to walls)

  • Cake and/or Cupcakes

All deliveries to the Hotel must be advised to the Hotel before delivery and clearly state the event name, date, event contact etc

Changes to a Room Setup

Please note that any changes made to the organised plenary room set up within 48 hours of the event will incur a $500 flat fee.

Payment

The full and final payment of the account is required prior to event commencement. Failure to do so will result in the conference rooms being closed until payment has cleared.

Circumstances Beyond the Control of the Hotel

The Hotel is not responsible for:

  • The theft, damage or loss of any goods brought into the Hotel; or

  • In the event where the pre-approval is given for the introduction of food and beverage to the event, the hotel is not responsible for any effects of it afterwards.

  • Visitors and guests use the Hotel car park at their own risk. Mantra Melbourne Epping accepts no responsible for loss or damage to any vehicle or property of any kind in the vehicle however caused.

 

Indemnity/Loss and Damage to the Hotel

You are responsible for and must indemnify the Hotel for:

  • Loss or damage to the Hotel arising out of any acts or omissions of your officers, employees, agents or invitees attending the event and/or room accommodation;

  • Claims by any person for loss, injury, death or damage of any kind arising from your use, or any persons attending the event and/or room accommodation, which is caused or contributed to by your negligence or that of your officers, employees, agents or invitees attending the event.

Your indemnity to the Hotel will be reduced proportionately to the extent that any liability, loss, damage, cost or expense is caused by the negligent acts or omissions of the Hotel or its officers, employees or agents except to the extent that they have been caused by your failure to fulfil your obligations under this Agreement.

Force Majeure

In circumstances or events beyond the control of either party which includes but is not limited to natural disaster, strike or industrial disturbance, war or restraint of government that delays the completion of this agreement by the hotel, either party may terminate this agreement by written notice to the other party. In the event both parties accept and agree that the above mention Force Majeure clause is evoked monies collected by either party will be returned & refunded, excluding initial deposit.

Surcharge

A surcharge will apply for extensions of catered events beyond the contracted finishing time. Additional food and beverage charges will also apply. A surcharge of 15% of total booking value may apply on public holidays. Please confirm upon inquiry.

Agency Booking (If Applicable)

Unless otherwise agreed, the party which signs these terms and conditions will be the party responsible for payment of the Event Charge. If the event is being booked by an agent or third party on behalf of the client, the third party must also;

  • Confirm the third party is authorized to sign these terms and conditions;

  • Confirm the client will be liable to the Hotel (in addition to the third party) for payment of the Event Charge (including any cancellation fees) notwithstanding that they have not personally signed these terms and conditions; and Acknowledges that a commission, incentive or fee may be payable or being paid by the Hotel to the agent or 3rd party.