Terms & Conditions


A non-refundable deposit of $1,000 is payable within 7 days of making your booking. This deposit will secure your date and selected event location. Caves Coastal Bar & Bungalows cannot guarantee any booking without a deposit. A valid credit card is also required to secure your booking, this may be used to finalise any outstanding charges after your event.

Minimum Spend

There is a $ minimum spend required for your event across food, beverage and venue hire.

Booking Form

A completed contract is required to ensure all details for your event are correct.

Payment Installments

Instalment payments are required for all events. 50% of the projected total is due 6 months prior to the set event date. Full payment is required 14 days prior to the event.


Payments are as per arrangement.

Hilltop Ceremonies

Caves Coastal bookings on the Esplanade are with the council on behalf of the client. Hilltop Ceremonies are not confirmed until written confirmation is received from the council.

Cancellation of Boardwalk Ceremony Package

Boardwalk ceremony bookings are sold and final once booked and confirmed. Clients are liable for the full amount in the event of cancellation.


All events that include accommodation (including complimentary accommodation) are required to provide credit card details to cover incidentals (including mini bars) charged to the rooms. All credit cards incur a 1.3% surcharge. Check in is 3pm and check out is 10am unless otherwise arranged. There is a two night minimum stay across weekends unless authorized by the accommodation manager.

Block bookings can be placed for accommodation and added to your account. We recommend that guests contact the hotel directly on 02 4980 9999.

Credit Card Authorization

All events are required to provide credit card details to cover incidentals, damages, outstanding bar accounts or excessive cleaning charges. The credit card supplied will be debited at the conclusion of the event. Credit card surcharges are applicable to all credit card payments. MasterCard is 1.3%, Visa is 1.4% and Amex 2%

Final Numbers

Final numbers are required fourteen (14) days prior to your event and this will be the minimum number of guests you are charged for. Full payment is required 14 days prior to the event and can be paid by direct deposit, cash or credit card. Any additional charges will be finalised at the conclusion of your event and charged to the credit card on file.

Credit Card Surcharges

Credit card surcharges are applicable to all credit card payments. MasterCard is 1.3%, Visa is 1.4% and Amex 2% PRICE VARIATIONS – Prices are subject to change without notice, price increases are at the discretion of Caves Coastal Management.

Reception Times/Extension of Reception

All wedding are based on a five (5) hour reception. After five (5) hours additional room hire of $500 per hour will apply plus additional charges for staff and beverage service/staff. It is essential that extra time is arranged prior to the day of the wedding. Should you function extend past your allocated time, $1,000 per hour will be charged to your credit card on file.

Public Holiday

All events booked on a public holiday will incur a 10% surcharge to cover penalty rates for our staff.

Menu Choices

As menus change seasonally, Caves Coastal Bar & Bungalows will provide you with the current menu for your event prior to your set date. Selection should be provided to your Event Manager Four (4) weeks prior to your function.

Dietary Requirements

Please remember to consider any special meal requirements, i.e. vegetarian, coeliac, trade meals etc. Children’s meals also need to be advised.

Decorating the Event Space

You are more than welcome to theme your event as you wish, however we do ask that you speak to staff beforehand to ensure that you are using materials that will not damage the room. Should you be decorating the room yourself, you must ensure that set tables and room are as they were found. If Caves Coastal staff need to reset tables/room a $250.00 cleaning fee will be charged to the credit card provided.

Damage to Venue and Property

Clients are financially liable for any damage sustained to the Caves Coastal property whether through their own action or through the action of their appointed contractors, sub-contractors or guests. This also ensures that items are not to be nailed, screwed, stapled or otherwise fixed to any wall, door or other surface or part of the venue.

Cleaning Fees

Should the room require specific cleaning after your event, photo evidence will be provided and charges applied to your account. PERSONAL PROPERTY – Caves Coastal Bar & Bungalows cannot accept responsibility for guest’s personal effects or valuables. Please ensure all personal property is taken with you at the conclusion of the event.

Lost and Damaged Property and Event Security

Caves Coastal Bar & Bungalows does not accept responsibility for damage to or loss of property that is left on the premises. Caves Coastal may require the event organiser to provide licensed security at their cost. Security services may only be provided by Caves Coastal security. It is hotel discretion to host 18th and 21st birthday functions. All 18th and 21st Birthday events will incur the cost of required security.

Responsible Service of Alcohol

Caves Coastal Bar & Bungalows supports the responsible service of alcohol. It is an offence to supply liquor to persons under the age of 18 years and the penalty is severe. Clients must ensure that under age persons amongst their guests are not supplied with liquor and are in the immediate company of a responsible adult. Caves Coastal Bar & Bungalows will refuse to serve liquor in any cases where the person is suspected of being under age and they cannot produce photographic identification. The Function & Conference Manager or supervisor must be informed of any minors attending the function and these are to be identified to beverage staff on the evening. Service will be refused to any person that shows signs of intoxication. Please note that guests attending a function who are deemed intoxicated and are refused service of alcohol will be asked to leave the premises.


Cancellation of your event must be notified in writing to the Event Manager. All cancellations will result in loss of initial non-refundable $1,000.00 deposit.

  • Cancellations within 150 days will be liable for 25% of the projected total.
  • Cancellations within 120 days will be liable for 80% of the projected total.
  • Cancellations within 60 days of the confirmed date & time will be liable for 100% of the projected final event account.
  • A change of date less than 120 days prior to the event will also result in the forfeit of the deposit.


Caves Coastal Bar & Bungalows have a preferred suppliers listing, whilst you are not required to use these companies, suppliers for all weddings and events must be approved by Caves Coastal Bar & Bungalows Management. Suppliers for goods & services such as floral arrangements, centrepieces and music have agreed to provide goods and services at a set contract rate. Additions, alterations or upgrades to any of the Wedding Package items should be negotiated between the client and the sub-contractor and all additional charges will be directly billed to the client.

Wet Weather & Natural Disasters

The client hereby understands that Caves Coastal Bar & Bungalows ceremony venues are located outdoors and in the event of rain, the Events Manager will organise to the best of their ability an alternate indoor location. No payments for the event will be refunded. ADVERTISING – Prior permission is required to utilise Caves Coastal Bar & Bungalows logo in any print material and all logos must be approved by hotel management prior to publication.

Outside Catering & Beverages

Caves Coastal Bar & Bungalows is the caterer and must be utilised as the caterer. Outside caterers or self- catering is prohibited. Alcoholic beverages or food may not be brought into the Hotel from an outside source.