Booking Terms and Conditions
1. Introduction
Please read the following terms and conditions carefully. You must not make any booking unless you understand and agree with them. References to “us”, “we”, and/or “our” in these Booking Terms and Conditions refer to The Vintage Bar Co. By booking our service, you agree to these Booking Terms and Conditions, which constitute the entire agreement between you and us. The services to be provided are those referred to in your booking confirmation invoice.
2. COVID-19
In the event that government restrictions prevent your booking from proceeding on the scheduled date or with the planned number of guests, your booking deposit is transferable to a new booking. Any additional payments made can be used as a credit or refunded. If your booking can proceed as scheduled but you choose to cancel or change it, this will be considered a change of mind cancellation.
3. Taxes and Surcharges
All prices advertised are inclusive of GST. Surcharges apply for services booked on Public Holidays and New Year's Eve. Bookings made for the day preceding Public Holidays may also incur a surcharge if our staff are required to work on the holiday.
4. Booking on Behalf of Others
If you book on behalf of someone else, you are the designated contact person for the booking. This means you are responsible for all payments, notifying us of changes or cancellations, and keeping your party informed. By booking on behalf of others, you represent that you have obtained all necessary consents and that all provided information is accurate.
5. Acceptance of Booking
Upon accepting your booking, we will issue a confirmation invoice. A contract will exist between us from the date we issue the invoice for the booking deposit.
6. Booking Deposits
Subject to Australian Consumer Law, all deposits are non-refundable in cases of changes of mind or cancellations by you. The deposit must be paid within 2 business days of accepting the booking or it will be cancelled. The non-refundable deposit reflects the reasonable opportunity and administrative costs of making your booking.
Mobile Bar Service – $400
Bar Cart Service – $250
Beverage Barrel – $200
Bartending Service – $200
7. Glassware Security Deposit
A refundable glassware security deposit of $150 is required for bookings that include glassware. If any glassware is unaccounted for at the end of service, a charge of $4 per glass will apply. We may offer collection of unreturned glassware for an additional fee.
8. Final Payment
Final payment, including any bar tab, is required no later than 1 week prior to your event unless otherwise specified. If payment is not received by this deadline, we reserve the right to cancel the booking. Bookings made within 1 week of the event must be paid at the time of booking.
9. Parking
For mobile bar, bar cart, and beverage barrel services, two parking spaces in close proximity to the setup location are required. If we need to disconnect the trailer, a $150 fee applies. Failure to provide suitable parking may delay the start of service, and we will not park illegally under any circumstances.
10. Access & Setup
Please inform us of any access issues like steps, narrow doorways, or tight turns. This allows us to allocate sufficient time for setup. If bar relocation or additional service areas are requested on the day, a $150 charge will apply.
Mobile Bar: 1.8m x 0.7m
Bar Cart: 1.6m x 0.8m
Beverage Barrel: 1m x 1m
11. Shelter
You must provide adequate shelter from the weather for our staff as per OH&S requirements. We reserve the right to refuse service if appropriate shelter is not available.
12. Minimum Drink Spend Requirements
If the bar tab or beverage sales meet the minimum drink spend, there is no additional charge for the service. If the sales fall short, the difference between the minimum spend and the booking deposit, bar tab, and beverage sales will be charged. Deposits will be refunded for cash bar services where the minimum spend is met through beverage sales.
13. Cashless Payment System
We use a Square Terminal for card payments only. If Telstra cellular reception is unavailable at your venue, you must inform us in advance. We reserve the right to withhold service if we are unable to operate the payment system, and a cancellation fee may apply.
14. Cancellation By You
Subject to Australian Consumer Law, all deposits are non-refundable for changes of mind. A booking is deemed cancelled once we receive written confirmation. The following cancellation fees apply:
50% of the fee for cancellations within 1 week of the event.
100% of the fee for cancellations within 24 hours of the event or if obstructions prevent safe setup.
15. Cancellation By Us
If we cancel your service, you can transfer your payments to an alternate date or receive a full refund.
16. Force Majeure
We are not liable for any loss or damage due to force majeure events beyond our control, such as natural disasters, pandemics, or adverse weather conditions.
17. Credit Card Security
A credit card must be provided for services with a minimum drink spend. Saved card details are securely stored and can be removed at any time. Removing the saved card before the event may result in cancellation and applicable fees.
18. Credit Card Payments
A surcharge of 1.7% applies for online payments and 2.25% for over-the-phone payments using credit cards.
19. Availability of Drink Options
While we strive to provide the advertised drinks menu, availability may vary due to the mobile nature of our service and the preferences of guests. We accept no liability for limited availability during service.
20. Drink Menus
Beverage selections, availability, and pricing are subject to change without notice. Event-day pricing will apply.
21. Liability
We will not accept liability for damage or loss of property during transportation of our equipment.
22. Guest Numbers
You must confirm guest numbers 10 days before the event. Changes within 10 days may not be possible and may incur an additional fee.
23. Photos and Marketing
By using our services, you consent to The Vintage Bar Co using images from your event for promotional purposes. You grant us a perpetual, royalty-free license to use these images.
24. Applicable Law
These terms are governed by the laws of Queensland, Australia, and any disputes will be resolved in Queensland courts.
25. Liquor Licensing and RSA
We comply with liquor licensing laws and reserve the right to cease service if our license conditions are breached. All staff are trained in Responsible Service of Alcohol (RSA), and we are legally required to refuse service to intoxicated guests. Underage drinking is strictly prohibited as per state laws, and food must be provided during alcohol service.