Thank you for choosing The Surf Club Mackay Bistro & Function centre at the Mackay Harbour Beach as the venue for your forthcoming event. We look forward to welcoming your guests and working with yourself to ensure the success of this event. Please read the following Terms and Condition and sign the accompanying agreement once you understand them. 

ROOM HIRE: Room hire is a compulsory charge and by signing our Terms and Conditions, you accept that this charge is applicable to your event. The only exemptions from this ruling are as follows; Inclusive Packages that mention room hire as inclusive. The client must inform our team if any confusion is present. 

TENTATIVE BOOKINGS: Upon request, The Surf Club Mackay team can tentatively hold a booking date for a proposed event for up to seven (7) days, if the requested date(s) are available. After seven (7) days if you wish to hold this date further, a contract will need to be signed and a deposit payment made. Our team reserve the right to release any tentative bookings if no confirmation material has been received or if no further contact has been made since the initial request. 

CONFIRMATION OF BOOKING: Confirmation of all details contained in this agreement will be recognised on return of the contract as well as room hire deposit payment. If our Club is closed due to unforeseen circumstances, we will issue a complete refund except $100 administration fee. In the event where we can technically hold an event, but you wish to cancel your event, a refund may be considered based on the severity of the impact to the client and our business.

DEPOSIT PAYMENTS and CANCELLATIONS: A deposit of the agreed amount mentioned is required to confirm your event within our facility. Notice must be received in writing to The Surf Club Mackay sixty (60) days prior to the scheduled date for a refund to occur. All refunds are subject to an Administration fee of $100 taken off for processing.

 BOND PAYMENT: If applicable, a bond payment may be requested on initial contact with our team, depending on the event that is being put forward by the client. This bond is fully refundable upon the completion of the event once a thorough check has been made by one of our Event Supervisors. 

FUNCTION PAYMENT: All charges excluding beverage payments must be paid in full at least one (1) week prior to the event by either cash, direct deposit or credit card (Diners, Amex and cheque is not accepted). All beverage costs must be paid in full at the completion of your event. 

PUBLIC HOLIDAYS: A surcharge will be applicable on all events which are held on public holidays. Prices may vary as they are subject to Club Industry Employee Awards. Social member discounts do not apply.

REMOVAL OF DECORATION: It is the responsibility of you the client to remove all decorations and styling bought into the venue. If the Surf Club team need to remove items such as a balloon garlands a $60 fee will be charged. 

FOOD AND BEVERAGE REQUIREMENTS: All food and beverage requirements as well as guest final numbers must be confirmed no later than fourteen (14) days prior to the date of the scheduled event. If no final numbers have been received, our team will continue with plans for the event using the last updated details from the booking confirmation. After the fourteen (14) day deadline, reductions in catering numbers will not be honoured due to ordering and staffing requirements. Catering options can be chosen from the menu selections within our package which is provided on initial contact. We are happy to discuss special menu requirements for your event if needed. We are a fully catered venue and as such, we do not accept BYO food or beverages, nor do we allow food and/or beverages to be taken off our premises. Any food and beverages not consumed during the duration of the event remains the property of The Surf Club Mackay. All prices in this package are valid as of 1st July 2024 but are subject to change at our discretion. Notice will be given to confirmed bookings. 

DIETARY REQUIREMENTS: Dietary options are available, please advise requirements fourteen (14) days prior to function. 

PATRON CARE: Under Queensland Licensing Laws, we have an obligation of patron care. At all times, we maintain the right to decline service of alcoholic beverages to patrons at all private events. 

CHILDREN: All guests under the age of 18 are to be always supervised by a responsible adult in the bar area, especially when on the balcony. If the rules are not followed the children may be asked to leave. 

BEVERAGE SERVICE and LICENCING: Events have the use of the function space for a 5-hour time frame up to 12pm. Closing time will be announced, and the bar closes 30 minutes before your event concludes to allow your guests to finish their drinks before departing. 

AUDIO VISUAL REQUIREMENTS: As part of the agreed room hire pricing, all Audio-visual equipment present within The Surf Club Mackay room is available for use by the client. This equipment is not limited to the following: TV’s, speakers, white board, lectern, microphone etc. This equipment is subject to availability so we will need to know your requirements as soon as possible. 

SECURITY: It is at our discretion that some parties require Security present. This is typically for 18th, 21st and gatherings over 100 people. All parties that are required to have a security person whom we engage with at your cost to ensure that Queensland Liquor Licensing and Club Policy is being adhered to. 

NOISE RESTRICTIONS and ENTERTAINMENT: Noise restrictions apply for all entertainment and music and is required to finish at 12pm. All entertainment must be approved by The Surf Club Mackay team to ensure it adheres to our clubs’ noise restriction requirements.

ADDITIONAL SERVICES: Our Surf Club Mackay team are here to help make your event as successful as possible and ordering additional services may need to be organised to achieve this. Please discuss with our team about any services you wish to have present at your event, and we will strive to organise them. However, if the event is cancelled, all financial responsibility falls on the client.

 DAMAGES: By confirming your booking with us, you as the client accept full responsibility for any damage caused to the, The Surf Club Mackay property or equipment by an act of negligence or misbehaviour on the part of the client or it agents (sticky tape or tacks are to be removed at the end of your function). It is the responsibility of the client to ensure that all attendees behave in an orderly manner for the duration of the event. 

CLIENTS RESPONSIBILITIES: It is the client’s responsibility to follow all local council regulations and abide by all laws as per the Mackay Regional Council. General room clean will be covered in the room hire, however, if anything above general cleaning is required after the event, you as the client will be charged. Confetti, vomit and glitters are not apart of general cleans. We will ask for holding credit card and $100 charge may be charged if more than a general clean is required.