2015 Function Centre Booking Information
Please provide the following details to assist us in coordinating your function:
Contact Name: ..................................................................................Member Number:.....................................
Group/Company Name: ......................................................................................................................................
Function Details:
Date of Function: ..........................................................Room: ...........................................................................
Function Type: Wedding

Conference

Birthday

Anniversary

Retirement

Partners Name (for Weddings): ………………………………………………………..Wedding Package: ……………………………
Other: ............................................................................................................Approx. no of guests………………….
Function start time: ............................Catering start time:………………………Function end time:………………………..
Audio Visual Required: Microphone/s

Data Projector

Screen/s

Stage

Lectern

Other Requirements: ..........................................................................................................................................
Catering Package/Requirements: …………………………………………………………………………………………………………………..
Contact Information
Phone (w): ...........................................................................Phone (h): …............................................................
Mobile: ................................................................................Fax: ........................................................................
Postal Address: ....................................................................................................................................................
Post Code: .............................Email: ...................................................................................................................
How did you hear about Souths Merewether? E.g. website……………………………………………………………………………
Credit Card Details (held for security) please sign authorisation if you wish us to charge card for payment:
Number: ........................................................................Expiry Date: .............................Visa  MasterCard

I, ________________________ authorise Souths to charge $___________ from above supplied credit card
Name & Contact Information of Referee (if applicable)
Phone (w): ...........................................................................Phone (h): …............................................................
Mobile: ................................................................................Fax: ........................................................................
Postal Address: ....................................................................................................................................................
Post Code: .............................Email: ...................................................................................................................
PLEASE NOTE: Due to State Government Legislation we require a current Club Member to sign in all function guests.
FUNCTION CONTACTS ENQUIRY DETAILS:
Stacey Wilks
Phone No: (02) 4963 1120 Fax No: (02) 4963 1196 Email: stacey@southleagues.com.au
ACCOUNTS CONTACTS RECEIVABLE DETAILS:
Chris McGill / Amy Paunovic Phone No: (02) 4963 1120 Fax No: (02) 4963 1196
Email: chris@southleagues.com.au
Address: 46 Llewellyn St, Merewether 2291 Mail: PO Box 3020, Merewether 2291
PAYMENT DETAILS:
Bank Account Name: South Newcastle Rugby League Club Ltd.
Bank Name: Bankwest
BSB No: 302-100
Account No: 192-0441
Trading Terms: 14 Days
NB: Please quote Account Name and Invoice Number
Function Centre - Standard Terms and Conditions
Membership:
Any person booking a function at South Newcastle Rugby League Club Ltd (Souths) must be a full financial member of
Souths.
Insurance:
Souths accepts no responsibility for damages or loss of any property left on the premises. The responsibility of
arranging necessary Public Liability insurance (where applicable) rests with the function organiser. The responsibility
of arranging any third party insurance rests with the function organiser. Any property that is found on premises after
any function will be kept in lost property for a period of one (1) week only and will then be donated to a charity of the
Club’s choice.
Damage:
Clients are financially responsible for any damage sustained to Souths property, or equipment hired on behalf of the
client during the event. Souths reserves the right to request a bond for any function booked. Damage to function
rooms can be prevented when arranging displays and equipment, by working with our staff. Display material must not
be nailed, taped, stapled or glued to any surface. Please consult with the Functions Supervisor regarding any display
material.
Security:
If Club Management deems that Licensed Security personnel are necessary as a requirement of your Function
booking, the cost of such security will be borne by the client. If Souths believes that a function will adversely affect the
operations, security or reputation of our establishment, we reserve the right to cancel the function without liability. As
a requirement of the Clubs Licence Conditions, a function with live entertainment (or any other form of entertainment
at the Clubs discretion) may require the Club to engage additional security personnel, the cost of which will be borne
by the client.
Advertising:
All advertising material for an event held at Souths must be approved by the Club Management.
Event Confirmation and Deposit:
Your booking will be confirmed on receipt of entire room hire and signed Terms and Conditions. Tentative bookings
are only held for 7 working days and will then be released for resale. By payment of your deposit and by signing this
booking agreement you have agreed to these terms and conditions. Clients will be required to provide a credit card
upon confirmation of a function booking to cover incidental charges (Damages, non-account payments or any other
incidental cost that Souths Management deems to be fair). The card will be scanned and a record will be kept on file
until the function is complete and all charges have been paid for.
Event Cancellation:
In the event of a cancellation, if sixty (60) days or more written notice is received your deposit will be refunded. If less
than sixty (60) days written notice is given, your deposit will be forfeited.
Venue Allocation:
Function Rooms are allocated for a maximum seven (7) hour period Monday to Saturday, and a six (6) hour period
Sundays and Public Holidays. Clients must vacate the function room within thirty (30) minutes of the allocated finish
time. Souths reserves the right to charge $50 per hour, or part there of for any period outside the agreed hire times. A
minimum number limit may be set for each function room.
Catering
Confirmation either verbally or written are required five (5) full working days prior to the first day of the event.
Guaranteed minimum catering numbers for catering are requested by 10am, five (5) full working days prior to the first
day of the event. Minimum charges will be based on these numbers. For any subsequent changes to the menu or
beverage selections, the clients will be required to pay for any cost incurred by Souths in pre-ordering food or
beverage and any wages accrued.
Food Payment – Full payment is required on confirmation of final numbers for catering, five (5) full working days prior
to the event. Under no circumstances are guests to BYO food and beverages. Exceptions can be arranged for wedding
cakes.
Entertainment:
By conditions of the Clubs Liquor License, the audio equipment Winsor Terrace Auditorium is restricted to 92db. The
Entertainment Lounge is restricted to 98db. Artists & crew are to take direction from management at all times,
especially regarding volume, dress code & issues that may be OH&S related. No smoke machines are permitted in any
function room at any time. It is the responsibility of the function organiser to ensure that hired entertainers are aware
of this restriction and penalties will apply if this is breached. Entertainment booked by the client – Full descriptions of
all entertainment must be made available to Souths, at the time of booking. Souths reserves the right to cancel or
amend any entertainment it deems to be dangerous or offensive to members, guests or staff, or places the Club in
breach of its License Conditions. Setup is required to be completed one hour prior to the commencement of the
event.
Guests:
Souths reserves the right to deny entry to any function guest that has had any prior incidences within Souths. Children
must be accompanied by a responsible adult at all times. Please adhere to all directions from staff in relation to
restricted areas for children.
RSA (Responsible Service of Alcohol)
Souths supports the Responsible Service of Alcohol and reserves the right to refuse entry or service. Legislation
prohibits under age drinking or the service of alcohol to intoxicated persons. Any guest in breach of the RSA policy will
be asked to leave the premises immediately. Heavy fines will apply if RSA is being breached or if any under age
drinking occurs. If multiple incidents of this nature occur Souths reserves the right to immediately cancel the function
without delay and without compensation to the hirer. Antisocial, violent, quarrelsome or disorderly conduct will not
be tolerated. These terms and conditions are to be read in conjunction with the SNRLC Responsible Service of Alcohol
House Policy. A copy will be provided to the organiser upon request.
All bar service, including drinks packages, may be cancelled in cases of breaches of our RSA House Policy. Such
cancellation may occur without compensation to the organiser.
Drink Package Conditions
Drink packages are only offered in limited circumstances and written acceptance must be obtained from the Club for
confirmation. Circumstances considered include the nature of the function, the number of guests, the demographic of
the guests, the provision of meals, and any other circumstance that the Club warrants worthy of consideration. If the
circumstances of the function change subsequent to receiving written confirmation the Club may withdraw
acceptance.
Variation:
Prices are subject to change without notice. While every effort is made to accurately describe facilities and offerings at
Souths, some variations may occur.
By signing this form I declare that I have read and agree to the Souths Function Centre Standard Terms
and Conditions.
Name: ....................................................................................................
Signature: ..............................................................................................
South Newcastle Rugby League Club Limited
46 Llewellyn Street, Merewether NSW 2291
Phone: (02) 4902 7600
Email: stacey@southleagues.com.au
Date: ……………………………………………