Event Payment Hemisphere Conference Centre & HOTEL Melbourne
Event Confirmation
Thank you for booking your event at Hemisphere Conference Centre & Hotel. Please use the following form to confirm your event. At this stage you can complete the Confirmation Agreement, make your deposit payment & add any event details that you may already know.
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The fields marked with * are mandatory. |
Contact DetailsHemisphere Conference Centre & Hotel
Our TeamSue Coxon Jason Pichler Terry Pearce Thomas Buur-Jenson Katherine Merson Tiffany Murray Andrew Youngson |
Confirmation Agreement
Confirmation of Booking - Bookings are only confirmed on receipt of a prepayment for deposit & this signed confirmation agreement by the agreed date contained in the quotation. Without these Hemisphere has the right to re-book the reserved space.
Terms of Payment - After receipt of the prepayment for deposit, the balance of the client’s account will be invoiced at completion of the event. Payment is strictly 7 days.
Catering - Menu selections to be confirmed 10 business days prior to the event. Hemisphere is licensed to provide all food & beverage consumed by the client & their guests attending events at Hemisphere. The licence does not permit for clients to provide their own food & beverages.
Participant Numbers - An estimate of participant numbers is requested 10 business days prior to the event. Final numbers must be confirmed 2 full business days prior to the event & the number confirmed at this time will be the minimum appearing on the final tax invoice.
Accommodation - Accommodation bookings [guests book & pay own] must be finalised 30 days prior to check in date. Any unsold rooms will be released at this time. Accommodation bookings [charged to master account] must be finalised 14 days prior to check in date. In the event of another client enquiring to the accommodation reserved by your event, Hemisphere will contact you to reconfirm your requirements. Reservations confirmed at this time will be the minimum appearing on your final tax invoice.
Weekend Bookings - A minimum charge of a weekend day rate will apply to all bookings. A minimum catering spend of $830.00 applies to all weekend bookings [based on maximum of 8 hours duration]
Audio Visual Equipment - To manage the quality of the audio visual service, Hemisphere equipment should be used for all bookings. In the event that it is agreed for “special circumstances” that the client may supply their own audio visual equipment, the following conditions apply. The client accepts responsibility for setup, instruction & troubleshooting of their own equipment. Audio visual support for audio visual equipment is available & must be booked in advance & priced on application.
Relocation of Areas - Hemisphere makes every effort to provide rooms as reserved, however, in the event of significant changes in requirements or unforseen circumstances, Hemisphere reserves the right to relocate areas based on these changes. Any relocation will be in consultation with the client. Access and Departing of Rooms - The availability of conference space is in accordance with times booked for the event, as detailed within quotation. Room hire charges are incurred for earlier setup time and breakdown time as outlined in our Room Rates. Should the client require to store goods or equipment at Hemisphere, prior notice & arrangement with Account Executive is required.
Room Set Prior to Event - In the event of the client requesting a room to be set on the day prior to a event, an additional room hire charge will apply.
Room Set Up Change - Room set up to be confirmed 10 business days prior to the event. In the event of the client requesting a change to the room set up (within 48hrs prior to commencement of event) from what was agreed to at this time (including room turnarounds) a labour charge will be applicable, per room.
Deliveries - Equipment delivered for the client’s event must be marked to the attention of the Account Executive, with the event name & event date clearly marked on the outside of the package. Equipment delivered prior to a event can be stored only if arrangements have been made with the Account Executive. Hemisphere will not accept responsibility for delivered items. Display Materials - No nails, staples, screws, or other materials are to be attached to walls, doors or other parts of the building. Blu tac can be used with prior consultation with the Account Executive.
Event Conduct - The client agrees to conduct any event in an orderly manner, respecting the right of other clients & guests of Hemisphere. All conduct must be in full compliance with all applicable laws.
Cancellation of Booking - Hemisphere, in good faith undertakes to reserve the space detailed in this quotation. In the event that the client needs to cancel their booking, a fee applies as follows:
Cancellation less than 60 days – 50% of the prepayment for deposit is forfeited. Cancellation less than 30 days – 75% of the prepayment for deposit is forfeited. Cancellation 21 days [or within] prior to the event – 100% of the prepayment for deposit is forfeited. Cancellation 5 business days [or within] prior to the event – 100% of the total estimated booking cost [as shown on your quotation] will be invoiced. If prepayment for deposit is not received as requested & the event does not proceed as planned a cancellation fee is applicable based on the amount requested
Cancellation of Function Rooms - In the event of a reserved room being cancelled, & the event continuing, the following cancellation rates apply if another party does not hire the room Cancellation less than 60 days – 50% of room rate. Cancellation less than 30 days – 75% of room rate. Cancellation 21 days [or within] prior to the event – 100% of room rate
Cancellation of Accommodation - Hemisphere, in good faith undertakes to reserve the accommodation rooms detailed in this quotation. In the event that the client needs to cancel their booking [or part of], a fee applies as follows: Cancellation 14 to 6 days – 50% of room rate. Cancellation 5 days [or within] – 100% of room rate. Cancellation of Audio Visual Equipment. In the event of audio visual equipment being cancelled, & the event continuing, the following cancellation rates apply as per suppliers conditions. Cancellation less than 48 hours – 100% of audio visual equipment rate.
Rescheduling Fee - In the event of a confirmed booking not proceeding as planned, we offer the opportunity to reschedule the booking based on 30 days prior notice to the event date. Confirmation of the rescheduled date must be received within 5 business days. The rescheduled event must occur within 2 months of the cancellation. In the event that the rescheduled event does not proceed the cancellation fees applicable to the original event (at the time of rescheduling) will be upheld. A reschedule fee of $100.00 is applicable for rescheduled bookings. Hemisphere will allow for a maximum of 1 reschedule per event.
Damage - The client accepts responsibility for costs for any equipment, furniture, fittings or parts of the building damaged by their staff, delegates &/or guests.
Safety - No ignitable gases or liquids shall be brought onto the premises for any purpose. In the event of an emergency clients must follow the directions of Hemisphere staff.
Security - A nominated representative for each event is issued with an access key to their allocated conference room/s. It is the clients responsibility to lock the room and secure all equipment and property within this room at all times and at the conclusion of each event. On-site security operates at Hemisphere. CCTV cameras operate throughout Hemisphere.
Insurance - Hemisphere operates under the auspices of the Holmesglen Institute & as such is defined as a Government institution covered by the Victorian Education & Training Act. The Act includes catastrophe insurance & public liability insurance. Hemisphere will not accept any responsibility for damage or loss of client merchandise pre, during or post event. Clients’ are responsible for contents insurance & all client merchandise must be removed from the premises at the conclusion of the event.
Smoking - In compliance with Government regulations, Hemisphere is a smoke free environment. Smoking areas are designated outside Hemisphere.
Unforeseen Circumstances - In the event of inability to comply with any of the provisions of this agreement by virtue of any cessation or interruption of electricity, gas, water supplies, industrial dispute or equipment failure, unforeseen contingency or accidents, Hemisphere reserves the right to cancel any booking & refund any prepayment for deposit without notice at any time.
Vehicle Access - Vehicles forming displays within Hemisphere must be driven by the client or owner of the car; & can only enter & exit at pre arranged times.
