Terms & Conditions
Venue Hire
$12,000 inc gst
The price includes three days and two nights’ accommodation for ten in the historic farmhouse, plus the use of the verandah, grounds and farm shed for your wedding/event.
No more than 135 guests are allowed at your event.
No more than ten people are to stay on the property overnight.
As part of your booking, you receive complimentary access to our wedding/event storeroom, which includes trestle tables for 120, a bar, high bar tables (3) and stools (12), plus assorted props. The props inventory may change over time as new items are added and potentially some are damaged or lost. For all marquees, chairs, tableware and any additional equipment that may be required, please liaise directly with your independent suppliers if you have chosen the “D.I.Y” (Do it Yourself) option.
Willow Farm management has the right to refuse a booking and/or refund any payment at its discretion.
Accommodation
The farmhouse has four bedrooms and accommodates a maximum of ten guests for the duration of your stay. Your wedding/event is not to take place within the house.
We also ask that you please do not remove any furniture or furnishings/fittings from the house for use at your event.
You are welcome to extend your stay at Willow Farm at a cost of $750 per night when part of a wedding/event booking (subject to availability, discounted from $900 for a Sunday-Thursday)
Access
You are welcome to use any of the farm except for non-access areas, which include any paddock with livestock, the pumphouse, cattle yards, and the private house and work shed.
No vehicles can drive on any grass areas without prior consent. All vehicles must drive only on the designated roadway.
Alcohol
Willow Farm is not a licensed venue and as such you are to provide your own alcohol or engage a licensed provider.
Alcohol that is purchased for consumption at the wedding/function must be served by Responsible Service of Alcohol (RSA) trained and certified persons.
No one is to drive on the property while intoxicated.
Bond
We would love each of our guests to enjoy Willow Farm at its best, so please leave our property as you find it.
Your credit card details will be taken as a security bond from you on arrival or shortly prior to your arrival. An inspection of the property will be carried out within five days of your departure, and if the property has been left in the same condition as upon your arrival, your credit card details will be destroyed.
If any damage has been found, you will be contacted prior to your credit card being charged.
Your credit card details will be held securely and will not be shared with anyone.
We understand accidents happen. Please report any breakages and losses to Willow Farm management at the time they occur.
Booking / Deposit
Please confirm your booking in writing and complete a booking form. A 50% deposit is required to confirm your dates, payable via bank transfer. The balance is to be paid thirty days prior to your arrival date. Payment of this deposit will be taken as acceptance for these terms.
Cancellations & Postponements
Bookings cancelled more than ten months in advance will receive a full refund less a $500 cancellation fee. Any cancellations made within ten months of your arrival date will only be refunded if Willow Farm can rebook the property for the period of the cancelled dates at the same rate.
If the full booking fee has not been received by the due date, your booking will be considered cancelled and the deposit will not be refunded.
If you postpone your event to a date mutually agreed, the 10 month cancellation period will be applied to the date of your original booking. Your deposit will be transferred to the new date and a $500 administration fee will be charged to cover associated costs. If you postpone within a 6 month period of your event date, 50% of your deposit will be forfeited unless we can rebook the property for your original date. In the case we can rebook, 25% of your deposit will be forfeited to cover associated costs and discounting due to short lead time.
All payment schedules to be applied to the new booking schedule. With full payment due and payable 30 days prior to the new event date.
All postponed events must be held within a 12 month period of the original event date. Only one postponement is permitted otherwise your deposit will be forfeited.
Caterers
You can select your own caterer for your event. They have access to the homestead kitchen and prep areas. They will be required to leave the kitchen and areas used in a clean state afterwards, otherwise an additional cleaning fee will be charged. All deep frying to occur on the paved area outdoor with protective floor covering. No cooking oil to be left on site nor disposed of on site.
Check-in and check-out
Check-in: 11.00 am
Check-out: 4.00 pm
Please inform us in writing if you require additional access to the property for suppliers to make deliveries or pick-ups outside of these times. We want to help you in such matters, so please let us know.
Cleaning (house)
The house is cleaned prior to and after your stay. If you have an extended stay of more than 5 nights and require extra cleaning services and linen change during your stay, please advise us when you book, and we can arrange that for an additional fee of $450.
Cleaning after your event
It is your responsibility to clean up after your event and return all props and event furniture to the party shed and props shed in a clean and orderly way.
Please ensure that all rubbish, and in particular sharp objects such as broken glass, skewers and sparklers, are picked up and disposed of thoughtfully. An additional site cleaning fee will apply if this is not taken care of.
Conduct & Behaviour
The hirer is responsible for the behaviour of their guests. Only one function may be held within the booked time frame unless previously arranged in writing.
Covid-19
We will require the names and mobile numbers as well as the suburb of all guests and suppliers attending your event, or proposed to visit, during your stay. We thoroughly clean the house, including sanitising necessary areas. Hand sanitiser will be provided at the homestead entry.
Closer to the date you will be sent the latest venue COVID-19 plan that outlines what the NSW Government requires at the time for weddings.
Dance Floors
Outside dance floors are permitted on application on the grass, however they are only approved if laid out the day before the event in order to preserve the lawn. This may mean they will need to be lifted up the day after your event.
Please liaise with us if you are having an outside dance floor.
Description of property
The seasons and the weather constantly change the appearance of the grounds and gardens. We do our utmost to ensure the property is kept as presentable and accessible as possible. Unfortunately, in the event of severe weather, some parts of the property may suffer damage or become inaccessible. There is nothing we can do about this.
The information provided on advertising material, our website, over the phone, in email or in person, is up-to-date at the time of compilation. However, as this information is subject to change, we cannot take responsibility for any inaccuracy or superseded information contained in separate publications.
We endeavour to provide you accurate information about the property. If you feel that the property has been misrepresented, please put this in writing. There will be no refunds given for change of mind or if you choose to depart earlier than the set departure date. These will be considered cancellations.
Farm rules
Willow Farm is a working farm situated on a creek, and as such comes with inherent dangers, including but not limited to, unfenced waterways, electric fences, large animals, falling branches, native wildlife, spiders, snakes and weather events. As the hirer, it is your responsibility to ensure that you and your guests are aware of such risks and take every precaution necessary.
Please ensure gates are left as they are found. You would not want cows wandering into your party. Under no circumstances are you (the hirer), nor your guests, permitted to operate farm machinery nor enter into any paddocks with livestock.
Please respect our wish to keep our animals stress-free. Livestock are not to be interfered with. Please drive and park only on designated driveways and parking areas.
Fires
You are welcome to use the firepit, subject to fire restrictions. As the hirer, it is your responsibility to ensure your guests’ safety and sensible behaviour around fires. Hay bales are for use as wedding props and to feed the animals only. They are not to be burned.
Fire Safety
The following BCA requirements are to be complied with by your supplier in relation to the use of a marquee, in line with our council requirements:
- Four exits are to be provided at intervals evenly distributed around the marquee, each exit having a width of at least 1000mm;
- Illuminated exit signs shall be installed above exits (we provide these and they can be found in the props shed);
- Emergency lighting shall be provided to all areas where artificial lighting is provided (the exit signs provided also provide emergency lighting);
- Two fire extinguishers are provided in the party shed, one of which is portable and can be moved to supply the marquee.
Fireworks
Fireworks are not permitted.
Flood
In the event of a flood, Willow Farm and/or parts of the farm may become inaccessible, leading to the cancellation or postponement of your plans. Willow Farm management monitors weather warnings and in the prediction of severe weather during or in the lead-up to your event we will communicate this with you and provide you with a copy of our Flood Management Plan.
We will also make every effort to find alternative arrangements for your event.
Force Majeure
If a Force Majeure Event occurs, the affected party must notify the other party and the obligations of the party will be suspended to the extent that they are affected by the relevant Force Majeure Event until that Force Majeure Event has ceased, or the obligations can be met.
For clarification, when an extraordinary event or circumstance beyond the control of the parties, such as a war, strike, riot, crime, epidemic or an event described by the legal term act of God, prevents one or both parties from fulfilling their obligations under the contract. In practice, most force majeure clauses do not excuse a party’s non-performance entirely, but only suspend it for the duration of the force majeure.
That being, any fees paid under this agreement for any services that we will provide once the Force Majeure Event has ceased, will be held over. If Willow Farm is rendered unable wholly or in part by a Force Majeure event to carry out its obligations, then this shall not affect the operation of the Terms and Conditions of this agreement.
We will also make every effort to find alternative arrangements for your event.
Guest numbers
Willow Farm allows up to 135 guests for a wedding or event, and up to ten guests may be accommodated on the farm overnight.
Insurance
We advise that you take out wedding/event insurance.
Please ask contractors (caterers, party hire etc) to provide to Willow Farm a copy of their current Public Liability Insurance certificate of currency 30 days prior to the event.
Willow Farm does not accept liability for any injury, damage, loss, delay, additional expenses or inconvenience caused directly or indirectly, or other events which are beyond our control.
Loss / Theft / Damage
Willow Farm takes no responsibility for your (the hirer’s) personal property, nor that of your guests.
Marquees
Marquees are permitted and should be arranged through one of our preferred suppliers.
Fire safety standards (see above) must be complied with. Marquee floors are permitted on the grass, however we ask for your co-operation and that of your supplier in ensuring the floor is laid out for as little time as possible in order to preserve the grass. A maximum of 3 days is permitted.
Noise restriction & guest curfew
Bands, DJs and recorded music are permitted. Willow Farm provides a sound system through which you are required to run your music. The volume is pre-set according to council requirements. All speakers must be located at the northern end of all marquee locations and orientated towards the south.
FRIDAYS AND SATURDAYS: There is to be no amplified music after 11pm and all guests are to depart the property in a quiet and orderly manner by 11.15pm, as per council requirements.
SUNDAY-THURSDAY: There is to be no amplified music after 10pm and all guests are to depart the property in a quiet and orderly manner by 10.15pm, as per council requirements.
Packages
If you have booked your event with us on a package basis, whereby Willow Farm has booked and paid for on your behalf various suppliers, the suppliers terms and conditions will apply, including but not limited to:
- Flower choice subject to seasonality and market prices
- Setup of tables and chairs for reception based on one-time setup only; last minute changes and variations from floorplans may incur additional labour charges
- Breakages or loss of any table décor from guest interaction will incur replacement charges
- Set up of place-cards and speciality seating décor or arrangements are as per the client
- Bus transfer locations may have some limitations pending address of guest accommodation; $250 holding deposit is required to secure the booking. This also serves as a bond for the night that is refundable upon successful completion of the charter. Please note this amount is not refundable should the customer cancel their booking.
Pets
No pets are allowed on the property without prior permission.
Photography
Willow Farm would love you to provide us with some images of your choice from your wedding/event, so that we may share them on our blog and social media.
Please let us know if you do not wish us to share any images from your wedding/event.
Rates & availability
We cannot guarantee your date and rates until we receive your written confirmation and deposit.
Repairs & Maintenance
During your stay, Willow Farm management will endeavour to have repairs and maintenance dealt with as soon as possible after being reported. Owing to circumstances beyond our control (such as availability of parts and tradespeople), immediate repairs may not be possible. If repairs cannot be dealt with, we will do our best to supply a substitute appliance if possible. However, no responsibility is accepted by Willow Farm in such circumstances, and there will be no consequent refunds or discounts.
Rubbish
We provide 1 x General Waste Sulo bin and 1 x Recycle Sulo bin for general use of the Homestead guests only, located in the bin compound area. Any rubbish over and above this will incur additional fee for removal. All rubbish must be removed from the property. The Berry Waste Depot is open Friday, Saturday, Sunday and Monday, 8am–4pm, at 175 Agars Lane, Berry (ph: 4464 1241). Or we can recommend a contractor to do so.
Security
A member of the Willow Farm team or our representative must remain on site during your wedding/event, as required by council to ensure compliance of our conditions.
Smokers
Willow Farm does not allow smoking inside any of our buildings. Please provide a designated outdoor smoking area for your guests, complete with ashtrays (which you will find in our wedding storeroom), and please ensure that you do not leave cigarette butts littering the property.
Toilets
Please note that Willow Farm uses a GardenMaster waste system. If the GardenMaster system is clogged by foreign objects the cost of removal will be borne by the hirer.
As the GardenMaster system is only equipped to handle 2000L per day, for any weddings with more than 20 guests we require you to hire mobile event toilets at a rate of 1 toilet per 40 guests. Please organise this with one of our preferred suppliers.
There is also an outdoor toilet in the garden which your guests may use, and if a disabled bathroom is required you may use the one in the Yoga Shala.
Transport
Willow Farm has 21 car spaces available, which includes those for vehicles of guests staying on the property and catering vehicles. All additional guests are to arrive and depart by a bus shuttle or taxi service.
The following businesses provide local transport services:
- Berry Bus Service: 0416 149 208
- Shoalhaven Shuttle: 4422 5006
- Berry Taxi Service: 0476 246 444
Unforeseen Changes
In the unlikely event that the property becomes unavailable due to unforeseen circumstances, you (the hirer) will be notified in writing and we will do our utmost to find you alternative accommodation/property elsewhere. All monies will, of course, be refunded. In such an event, you (the hirer) will not hold Willow Farm responsible.
Yoga Shala
Roaming Yogis run regular yoga classes in the Yoga Shala from Monday to Friday. While the class schedule sometimes changes, the first class of the week is currently at 9.30am Monday and the final class of the week ends at 10am Friday. This means the floor space of the Shala must be cleared by 9.00am Monday and may not be occupied before 10am Friday.
You and/or your guests are welcome to attend classes. Please visit www.roamingyogis.com.au for more information.
In the event of bad weather, you are welcome to use the Shala as a wet-weather back-up plan for your ceremony only.
The Shala is only to be used for yoga and an alternative wet-weather ceremony venue. Under no circumstances are guests to sleep in the yoga barn. Please respect the contents of the yoga barn as they belong to Roaming Yogis, not Willow Farm.
