Terms and Conditions

Last Updated 1 November 2024

Adams Peak Country Estate (APCE) is a family owned and operated business. We expect our guests to treat it with the same respect they would treat their own property.

Guest and Visitors must comply with the Terms and Conditions, and instructions from the Management and Staff during their stay and must notify staff of any issues as soon as practical.

These Terms and Conditions relate to the details stated in your Booking Invoice. Your booking dates cannot be confirmed until a minimum $500 booking fee has been paid. Payment of deposit, signifies you agree to the Terms and Conditions stated here. Please read them carefully. This deposit is non-refundable. APCE has the right to cancel a tentative booking when a deposit is not received within 48 hours.

APCE reserves the right to cancel any booking due to force majeure (unforeseeable circumstances) and all monies paid (if applicable) will be refunded.

Standard Payment Terms (wedding date more than 1 year from initial booking)

• $500 deposit / booking fee required to lock in dates, then the balance of 25% within the first month.
• The next 25% is due one year out from the wedding.
• The balance of 50% is due one month out from the wedding.

Payment Terms (wedding date less than 1 year from booking)

• $500 deposit / booking fee required to lock in dates, then the balance of 25% within the first month.
• The next 25% is discussed based on timeframe.
• Any final balance is due one month out from the wedding.

Payment Terms (wedding over 2 years from booking)

• $500 deposit / booking fee required to lock in dates, then the balance of 25%, is due 2 years from wedding date.
• The next 25% is due one year out from the wedding.
• The balance of 50% is due one month out from the wedding.

Advance Booking Clause and Payment Terms (wedding over 2 years from booking)

In the past, Adams Peak Country Estate has not allowed bookings over 2 years from the wedding. However, we understand that planning a wedding involves significant financial commitment. Therefore, we want to provide our clients with peace of mind by outlining our Advance Booking and Pricing Terms. Advance Booking is considered to be a date booked prior to 2 years from your wedding date.

Initial Deposit

To secure your desired wedding date more than two years in advance, a non-refundable holding deposit of $500 is required. This deposit guarantees that your wedding date is reserved exclusively for you.

Price Lock-In and Increase Cap

Upon reaching the 2 year mark before your wedding date, the price for your Wedding Package will be locked in. Should there be any price increases between your initial holding deposit, and the 2 year mark, you can be rest assured that any such increase will be capped at a maximum of 10% of the original price quoted at the time of your holding deposit.

Payment Schedule for Advanced Bookings

• $500 holding deposit/booking fee required to lock in dates
• At the 2 year mark, you will receive an email confirming the Wedding Package, at which time the balance of 25% is due.
• The next 25% is due one year out from the wedding.
• The balance of 50% is due one month out from the wedding.
• Payments plans are available on request.

Please note: additional nights are not available to add to your booking until 2 years out.

Monthly Payment Plan

We also have monthly payment plans available. So, the initial $500 deposit / booking fee to lock in the dates, the balance of 25% to be paid within the first month, and then monthly payments (payments calculated out on balance due divided by number of months until the wedding). With final balance to be paid in full one month from the wedding.

Adams Peak
NAB account
BSB 082 080
Acc No 84 014 2781
Please reference your surname and function date

You will receive an automatically generated email from the booking system when your payments are due.

Cancellation / Change of dates

All cancellations / change of dates are required in writing (or email). If you choose to cancel your booking, you will forfeit your $500 non-refundable deposit / booking fee, in addition to the following penalties:

Cancellation / Change of dates 12 months or more prior to event.

APCE will make every effort to re-let the property before the booking date expires and if successful, will refund to the booking party all monies paid less $500 booking fee. If unsuccessful, 25% of the total invoice will be forfeited.

Cancellations / Change of dates 6 to 12 months prior to event

APCE will make every effort to re-let the property before the booking date expires and if successful, will refund to the booking party all monies paid less $500 booking fee. If unsuccessful, 50% of the total invoice will be forfeited.

Cancellation / Change of dates less than 6 months prior to event

APCE will make an effort to re-let the property. If the property is re-let before the booking date expires, APCE will refund the booking party all monies paid less $500 booking fee. If unsuccessful, APCE will not refund any payments for guests who cancel or change their booking up to 6 months before the event date.

APCE reserves the right to cancel any booking if we deem the guests to be in breach of any of our Terms and Conditions.

COVID Policy

If you need to postpone the date due to Government restrictions relating to Covid 19 then we will transfer the deposit to a new booking date within a 12 month period after the original wedding date, without penalty. This is subject to our availability on the new date. Penalty rates/surcharges would still apply for Sundays/Public Holidays if the new date falls on them.

This comes into effect if you are unable to hold the wedding due to the restrictions. If the restrictions dictate that there are some limitations as to the specific activities at the wedding but it is still able to go ahead but perhaps “ not the day we had planned ", we reserve the right to use our discretion in regards to moving the deposit amount to a new date.

Bond

As part of your booking, there will be a preauthorised security bond of $1000 taken on the day of check-in. If there are any breakages or damage to property or items belonging to Adams Peak Country Estate, we will advise of the costs, and deduct them from the security bond. Please note, you are responsible for all guests on the property during your booking period. Any serious damages exceeding the $1000 security bond will be invoiced to the owners of the booking. This invoice will need to be paid within 7 days.

Catering

APCE has exclusive caterers, Monkey Place Catering. All catering for your wedding event is to be provided by them. Agreements and catering costs are handled directly by the caterer. Once your deposit is paid to Adams Peak Country Estate, the caterers are locked in for your wedding date.

Staff Meals

The owners of the booking are required to pay for Staff meals for all Staff working 6 or more hours. “Staff” are defined as any vendor who will be at the reception for 6 or more hours and includes APCE bar staff and APCE Wedding Coordinator where applicable. APCE are required to advise the owners of the booking of the number of APCE staff requiring a meal. There will be approximately 1 bar staff per 30 guests.

Staff meals are priced at $30 each and the owners of the booking are required to advise the caterers of vendor numbers or APCE of alternative meal arrangements prior to the event.

Beverage Packages / BYO / Bar Service

APCE is BYO, but working with Hunter Bar Packages, we can also offer Beverage Packages. All Beverage Packages are priced independantly from your wedding package.

As part of your agreement, all bookings include bar staff (maximum 8 hours, additional hours to be quoted if required), glassware (as per below) and soft drink (for general consumption) etc. Please note: there is a surcharge for bar staff on public holidays.

We also have a plastic cups policy. All glasses must be surrendered at 10pm (or at the discretion of AP staff), and changed over to plastic cups. This ensures minimal breakages, cuts and accidents.

As a provider of services governed by the Responsible Service of Alcohol (RSA), we are required to comply with all RSA laws without exception including but not limited to, not serve anyone who shows signs of impending intoxication, not serve anyone who arrives already intoxicated, not serve alcohol to anyone who is under the age of 18.

All BYO will incur an additional charge of $300 per booking to hire the external coolroom. Although we have a cool room onsite, it is not suitable to hold additional beverages. 

Glassware

Required glassware is included in your booking (tumblers, wine, champagne and scooners). Each booking is entitled to 3 unbilled breakages. All breakages caused by the owners of the booking (including  wedding guests and/or external vendors hired independently) beyond that will be charged from your bond at $3 per glass. APCE is precluded from charging the owners of the booking for breakages caused by APCE Staff or Monkey Place Catering Staff.

If you would like cocktail glasses, or specialty glassware, this must be sourced externally.

Our polycarbonate (acrylic) martini glasses can be added to any booking for a charge of $50, which includes up to 150 glasses.

Drugs

The Adams Peak Wedding Coordinator will have the option to refuse service to a guest if they believe that they are intoxicated or under the influence of drugs.

We have a zero tolerance towards the use of Illegal Drugs. Anyone believed to be under the influence of an illegal substance will be required to leave the premises immediately. Any disturbance in this matter will result in the event and venue being shut down immediately, and all guests being asked to leave the property. Any dangerous or malicious activity will result in the police being called.

Our priority is safety first and foremost, for all our patrons and staff on the Adams Peak property. We understand you cannot control your guests, however we suggest you speak to them and let them know of the expected behaviour.

Unfortunately, we have had a situation at our property in the past that has involved drugs and significant damage to our guest house property and furnishings. 

Security Camera

Please be aware, our property has 24 hour surveillance cameras installed. This is for the safety of our guests and staff, and to ensure our property is protected.

Venue Curfew

Your booked venue has a curfew of 11pm. Last drinks will be called half an hour before the function end. All music must be off/quiet by designated time and guests who are not booked into APCE accommodation must leave the property by no later than 11.30pm. We recommend organising a bus to collect guests and deliver them to their accommodation. Please note, if you choose to end the bar staff prior to curfew, this will mean the end of the function.

Accommodation and Venue Access

Wedding Packages 1 and 2 (including accommodation in The House and The Retreat)

Check in time is from 3pm
Function curfew is 11pm
Check out time is 11am the following day, or as specified in your booking.

The property should be left in a similar state to its' condition on arrival. All rubbish should be placed in bins provided outside. Please ensure all windows and doors are closed, the fan/heaters/lights are turned off and fire place and/or fire pit has been extinguished.

APCE will make every effort to ensure the property is available as booked. However, we reserve the right to make alterations to bookings due to unforeseen circumstances or emergency repairs.

To allow sufficient time to style / decorate your booked venue space, access to APCE will be allowed from 3pm to 7pm the day prior to your event . i.e. if your wedding is on the Saturday, access will be on the Friday. If this does not suit your itinerary or you require additional time to set up, please discuss this with the Manager to ensure the area is available and if there are additional costs.

Removal of your personal items, florals and presents etc from the reception area must be completed between 8am - 11am the following day (regardless of checkout day).

The accommodation and venue areas must be left as they were found. All rubbish should be placed in bins provided, and fridges should be emptied. Please note, there will be a cleaning fee charged if the property is left in a mess.

Additional Nights
Additional nights can be added to your booking at an extra charge. The standard fee is $2000 per night, but this charge my vary depending on the Package you have chosen and the day of the week of checkin and checkout. Please note: Additional nights over a long weekend are $3000.

Public Holidays

Wedding Packages scheduled on a Public Holiday come with 3 nights of accommodation and will have an extra charge of $3000. This cost covers the additional night in both The House and The Retreat, along with staff at public holiday day rates. Any check-ins or check-outs on a public holiday will have an extra fee – kindly consult the Wedding Coordinator before making a reservation.

APCE staff will setup tables and / or chairs for your ceremony, predinner drinks and reception as per The Wedding Planner portal instructions, prior to your arrival (unless otherwise specified).

Your set up is dependent on your personal requirements. Time will obviously vary depending if you are having DIY wedding, or if you are employing a stylist / event company to set up your wedding. Most couples set up includes:

• Flowers
• place cards
• signage ie welcome sign, seating plan, drinks list, menu etc
• bonbonniere / favours

After the function, all that should be left in the venue for you to clean up, should be your decorations, presents, tables centres, flowers, candles etc. The venue should be left as it was found. Any glasses, bottles, plates etc that were still being used after the staff have left, must be cleaned and left in the bar. Any items that were used from the house, must be returned to the house. The cool room must be left completely empty.

Venue and Furnishings

The reception venue and ceremony area are rented as is. The furnishing and/or props provided are available to use, though may vary from time to time. As part of your agreement, you will have access to standard furniture inclusions and other speciality items. Please check with venue manager closer to your wedding date. Wall fixtures at APCE are not to be removed without prior approval.

Decorating / Confetti / Candles

Sparklers are allowed at $100 charge. Due to safety issues, AP staff will organise the lighting of the sparklers, and the safe disposal of the remains. They must ONLY be used outside. Please note: The giant sparklers work better for weddings, as they don't burn out as quickly. 

We prefer NOT to have real flame candles. If you choose real flame candles, they must be in a glass jar or similar. We DO NOT allow taper candles due to fire danger and wax residue (unless they're in a glass container). Flameless candles are a better option, as they can stay on all day, don't blow out, don't drip, and don't burn anyone or anything. There will be an additional cleaning charge if there is excessive melted wax remaining on furniture. 

Hanging items from the ceiling, on the deck or from trees is allowed, as long as there is NO damage. There are hooks provided on The Barn and The Hay Shed ceiling. PLEASE BE RESPECTFUL AND DO NOT INSTALL ADDITIONAL HOOKS ON OUR PREMISES. Please bring cable ties, string, fishing line etc for your decorations. All must be removed thoroughly after your function.

Vendors 

Please note: you are welcome to choose Vendors who are not on our Recommended Vendors list, but please ensure they have all necessary insurances for their particular style of work. 

Please ensure all vendors with outside electrical equipment / signage are aware that any lighting used outdoors must have a sufficient IP Rating to ensure it is protected from dust and water. 

Number of guests

Parties and Functions outside booked events i.e. weddings, are prohibited at APCE without prior approval as this may require an additional cleaning fee or staffing requirements. House guests use of the facilities i.e. gathering by the pool and barbeque areas, are not defined as ‘Parties’ or ‘Functions’ and do not require prior approval.

The number of guests staying at the property must not exceed 20 in “The House” and 4 in “The Retreat”. In addition to the 24 guests staying on the property, you are allowed 5 children under 5 years of age (please note, bedding will not be provided – please bring appropriate bedding etc). We have 2 portacots onsite, but cot sheets will not be provided.

Guest Accommodation / Camping on Grounds / Caravans

Please ensure your guests are made aware to book their accommodation early. Please direct your guests to www.brokeaway.com.au or www.brokefordwich.com.au for accommodation and transport options. As there are always special events in the Hunter Valley, accommodation can book out very quickly if an event is announced. We do not allow camping/glamping on the grounds. McNamara Park in Broke, is set up for camping and only 3 minutes’ drive.

We do not allow people to sleep in their cars on the property.

Children

Children / babies are welcome at our property but are the full responsibility of their parents / carers. Please be aware that, as we are in the country, there are many unfenced dams and water hazards on the property, and there are also snakes and spiders etc.

Pets

APCE has a standard no pet policy unless prior approval is given. We are happy to discuss approval of your pet depending on age and temperament of the animal. There are also pet chaperone companies who can look after your pet on the day so it is still involved, but so you and your family and friends can enjoy themselves without any worry. Pets must be on a lead at ALL times and must not be left to roam the property. Pets are not allowed inside the buildings.

The Highland Cows

As you may be aware, we have some very special "pets" on the property, our beautiful Highland Cows. They are very placid animals, but please remember, like all animals, they can be unpredictable. As they are such large animals, if they are spooked or harassed, they may react. Please feel free to visit the cows at the fence line, however, please do not enter the paddock without an AP Staff Member. Children MUST be supervised at all times near the cattle. 

If you would like to have some photos with them, please let your Wedding Coordinator know.

Noise

APCE reserves the right to control the volume of any music on the property. Holding Parties, BBQs or any type of Function (that are not prearranged and authorised by Adams Peak Country Estate) is strictly prohibited. Unauthorised additional guests/visitors are not allowed onto the property and may cancel your booking and forfeit your security deposit.

Even though we are on a large property, noise travels easily. Guests and visitors must not create noise which is offensive to neighbouring properties, especially between midnight - 7am. Please show respect.

Smoking

All buildings on the property are strictly a non-smoking environment. If you or your guests smoke in the accommodation, you will be charged for steam cleaning floors, curtains and soft furnishings.

There is a designated smoking section opposite The Barn and “Butt Buckets” are supplied for the use of smokers outside of these areas. Please do not leave cigarette butts on the ground. An additional cleaning charge will be incurred if excess cigarette butts are found.

Fireworks

We no longer allow fireworks on the property.

Any illegal / unauthorised fireworks will mean forfeiting your bond of $1000, and that money will be donated to the Broke Fire Brigade. Please ensure your guests are aware of this, as YOU are responsible for their behaviour / acts whilst on the property.

Fires

Please do not light any fires on the property grounds other than in the designated fire pit area (dependent on conditions and fire bans). Use of the fire pit is by approval only. Timber for the fire pit can be purchased from APCE (with 24 hours notice), or you can bring your own. Any unauthorised use of the fire pit will mean forfeiting your bond of $1000, and that money will be donated to the Broke Fire Brigade. Please ensure your guests are aware of this, as YOU are responsible for their behaviour / acts whilst on the property.

Please note, timber is supplied for the indoor fireplaces in The Barn and The House.

Camping BBQs or any other cooking facility must NOT be brought onto the property.

BBQ

We provide a clean BBQ. If you use the BBQ please ensure that it is cleaned before you leave. If we need to clean the BBQ after you have checked out, a $50 charge will be deducted from the security bond for cleaning.

Parking

Cars must be parked in the designated parking areas and not on the grassed areas. If you're guests choose to leave their cars in the carpark overnight, they must be collected before you checkout.

Equipment – Use, Damages, Malfunctions

If there is a problem due to malfunctioning equipment, report it immediately. Whenever possible - do not leave your report until check-out. We will do our best to fix or replace malfunctioning items. We do not issue refunds / discounts for problems with TV, Internet, DVD players, games, or anything else that is not considered a necessity. We will make every effort to have repairs done ASAP; however there may be limited service contractors in our area.

You will be held responsible for any damages to the house or property, caused by you or your guests. The property is inspected after each stay. If any items are missing and damaged; you will be notified and then charged from your bond.

Storms / Acts of God

If there is a storm / act of God, and damage / power outage, APCE will do what they can do assist to ensure it doesn’t effect your function. Though we will not take any responsibility. Please note, there is no generator / back up power in place if there is a power outage.

Post Wedding Day Celebrations 

Post Wedding Day Celebrations are allowed based on availability and depending on the option chosen, must pre approved from Adams Peak Management and will be charged additionally. Please see The Day After page for further information and pricing. 

Please note: Due to public liability, any additional people who are not staying onsite, are not permitted to use the pool. 

Lost / Damaged Property

You will be notified of any items found after checkout. These will be held for 2 weeks awaiting collection or postage and then disposed of. If items require postage, the postage will be charged from the bond unless otherwise specified. Please note: we do NOT hold items until your next visit the Hunter Valley.

Wedding Coordinator

An APCE Wedding Coordinator will attend on the day to co-ordinate with third party suppliers (e.g. photographers and musicians etc) and ensure wedding facilities are set up and working correctly. The Wedding Coordinator will be present until at least the commencement of the reception and then handover to the bar / catering staff. In case of emergency, there will always be a team member on call if the bar staff team are unable to deal with the issue.

Cleanup after function

APCE will pack up tables, chairs and furnishings.

Anything you have hired independently from external vendors i.e. chairs, tables, props etc. must be packed up neatly and left for the company to collect. Please ensure collection is arranged for the following day.

Regardless of your checkout date, all personal items are to be packed down and removed from reception area by 11am the day after the function (if you have a ceremony and reception only package, it must be by 9am). The caterers and beverage company will remove / clean up all the related items ie. Glassware, bottles, plates, cutlery etc.

It is your responsibility to remove all decorations, broken glass, excess mess (i.e. glitter, cigarette butts etc.) and place all rubbish into bins provided. Thorough cleaning (i.e. cleaning toilets, mopping floors etc.) and disposal of rubbish is the responsibility of APCE.

We reserve the right to make aesthetic improvements / changes to APCE venues, accommodation, ceremony areas and property without notification.

Swimming Pool

The swimming pool is strictly for the use of house guests only. It is NOT open to wedding guests. The swimming pool is to be used at your own risk.

Please do not take any glassware into pool area. If there is broken glass found in the pool, you will be charged for a full pool clean (To be quoted at the time).

Please ensure that children are supervised at all times when using the pool.

Please note: the pool is closed over the Winter months.