Terms and Conditions

I UNDERSTAND THAT AS THE HIRER OF SAMFORD SHOWGROUNDS I AM OBLIGED TO COMPLY WITH THE TERMS AND CONDITIONS OF HIRE

General :

The following terms and conditions outline Samford Showgrounds responsibilities and the customer/clients responsibilities. Samford Showgrounds agrees to provide entertainment areas for the functions. Samford Showgrounds also provides DJ services at the venue if requested (DJ/MC, two speakers, one microphone, and lighting for the dance floor area. Package may be altered by client request.). Pictures and video may be recorded at the event for no additional fee. Client can use such pictures and video for non profit use only. Samford Showgrounds owns all picture and video rights and may use them for commercial and advertising material.

Booking :

For weddings and functions a non-refundable Deposit of $500 is payable with your booking form. You will be invoiced prior to your function for the full payment of the balance. Balance of total cost is payable 60 days prior to function date. A $500 Bond in addition to the booking fee is required and will be added to the invoice.

BookingService of Alcohol & Use of the Bar :

You are welcome to serve cold drinks, tea, coffee and food in all of our community spaces. The ability to have a function with BYO or to sell alcohol is available. However conditions do apply. If you wish to have alcohol at our community spaces you are welcome to use a licensed caterer of your choice.

Staffing :

Bar staff may need to be hired at the expense of the hirer. Table service is not part of the hire agreement.

Smoking :

It is an offence to smoke within 4 metres of a building’s entrance. It is the Hirer’s responsibility to be familiar with the Smoking Management Plan and to alert guests.

Conduct within the Club and Environs:

The Hirer is to take all reasonable steps to ensure the responsible behaviour of all guests. Persons creating a disturbance will be required to leave the premises immediately. The use of confetti or sparkling objects and smoke machines/dry ice is not permitted. No candles permitted.
We ask that guests to be considerate of our neighbour’s nearby dwellings and leave in an orderly and quiet manner. All speakers must not exceed the noise limit restrictions

Room Capacity :

Total Hall capacity is 300 guests with a number of 270 chairs.

Duration of Functions:

All functions and parties are to conclude with all guests vacating the building no later than 11pm. Sound systems that need more than 15 minutes to pack down must finish earlier allowing for the extra time. All rubbish is to be cleared from tables before you depart the premises. All items, including decorations, are to be removed from premises as directed by Samford Showgrounds. PLEASE NOTE that often we have back to back bookings and therefore removal of decorations and cleaning is required to happen prior to 11pm to allow to clean and prepare the function areas and bathrooms for the next event. For weddings Samford Showgrounds allows the cleaning of the areas the day after the function.

Birthday Parties:

Samford Showgrounds does not hire the club for 18th or 21st Birthday parties. Hire of the function room for Birthday Parties is conditional and at the discretion of management who may require the engagement of Professional Security Staff who must be present for the entire function. The number of Security will be determined by management and may incur additional costs to the Hirer.

Cleaning / Damage :

Any additional cleaning or repairs to damage that is required as determined by Samford Showgrounds management will be deducted from the bond.

Confirmation :

Functions and weddings will not be considered confirmed until the deposit of $500 has been received by Samford Showgrounds together with the agreement. For Parties will be required a bond of 250$.
The Hirer of the function shall indemnify and keep indemnified Samford Showgrounds from against all actions, claims, loss and damage of any nature whatsoever, including loss of life, personal injury and damage to property, including damage to Samford Showgrounds and facilities, arising out of the hire or use of Samford Showgrounds by the Hirer.

Committee decision is final :

All functions area at the discretion of Samford Showgrounds

Payment Terms and Contract Cancellation :

Samford Showgrounds accepts payment in the form of cash, debit/credit card, or check. You, the client do hereby agree to pay the total contract amount for the entertainment services of Samford Showgrounds. Written cancellation of this agreement by the client will result in a full refund paid by the client. If the agreement is subject to accidents, epidemics, acts of god or any other legitimate condition beyond the hirer control, all reasonable efforts will be made by Samford Showground to find replacement entertainment at the agreed upon fees. Should Samford Showgrounds be unable to procure a replacement, the client will receive a full refund. In the event of overtime, each hour of overtime will be billed at the standard quoted rate. By signing our signatures below, both parties (Samford Showgrounds and Client) agree to these contract terms and conditions.