Terms & Conditions

We are honoured that you have chosen Rothwood for your wedding! Your wedding day should be one of the most beautiful days of your life, and our goal is to make it as stress-free and seamless as possible. Please read these Terms & Conditions carefully to ensure a smooth planning process. If, at any point, you have questions, please contact us to discuss.

Agreement Overview

These terms and conditions form the agreement between the person (s) making the booking (you or the client) and Rothwood Pty Ltd ABN 65 145 805 349 (we, Rothwood management, Rothwood staff). This agreement will become effective upon receipt of the 25% non-refundable deposit by Rothwood, at which point a confirmation email will be sent to you. Please note that the event date will not be reserved until both the deposit has been received, and the confirmation email has been issued. Until this process is complete, Rothwood is under no obligation to hold your desired date on a tentative basis and reserves the right to book another event on that date.

Payment and Cancellation Policies

Initial Deposit: To officially secure your booking, a 25% non-refundable deposit of the package fee is required. This deposit guarantees the quoted venue hire cost and the agreed date at Rothwood for your event. Should the event be booked within three months of the scheduled date, the total package fee (100%) is due upon booking. Please note that the deposit is non-refundable under any circumstances, as it secures the venue exclusively for your event.

Revised Quote: We understand that selecting add-ons, such as furniture or additional services, may not be a priority at the time of your initial deposit. You are welcome to take the time to consult with vendors and review our brochures to determine your preferred add-ons. During your setup meeting, you will have the opportunity to confirm any extras, and a revised quote will be provided accordingly. Please note that prices are not guaranteed until the add-ons are officially included in your quote and are subject to change at any time. Once confirmed, a final invoice will be sent to you.

Full payment: The remaining balance for your event must be settled in full no later than four weeks prior to the event date. It is your responsibility to ensure that payment is made in a timely manner to avoid any disruptions to your event.

Security Bond: A security bond of $1,000 is required to be paid at the time of your final payment prior to the event. The bond is intended to cover any potential damages to the venue, changes to your event package, or additional guests beyond the agreed-upon number. The bond payment must be made by bank transfer to the account specified by Rothwood. After the event, the bond will be refunded to you, minus any deductions for damages, additional guests, or any other incurred costs. If any charges are deducted, you will be notified via email. If the total charges exceed the amount of the bond, you will be invoiced for the remaining balance. Failure to pay the remaining balance within the specified time may result in legal recovery actions being initiated.

Force Majeure: In the event of unforeseen circumstances that prevent the event from taking place, such as severe weather, natural disasters, government restrictions, or other extraordinary events beyond Rothwood’s control, we will work with you to find a suitable alternative date. However, Rothwood will not be held liable for any losses, disruptions, or cancellations caused by these circumstances. Payments made to Rothwood are non-refundable, but a re-booked date may be arranged within twelve months, and any previous payments will be credited toward the new event.

Event Cancellation & Date Changes: Cancellations must be submitted in writing to Rothwood. Cancellations made over six months prior to the event will receive a refund of any monies paid, excluding the non-refundable deposit. Cancellations made within three months of the event are non-refundable. Changes to the event date may be considered on a case-by-case basis and are subject to availability. Rothwood does not guarantee that a new date will be available and reserves the right to refuse date changes if there is insufficient availability.

Venue Terms

Venue Access: The venue includes various areas that are available for your use during the event. These include the outdoor lawn areas, the stables, undercover outdoor areas, the marquee, toilet block, smoking area and on-site guest parking. However, certain spaces, such as the Homestead, are private and may only be accessed if explicitly booked and included as part of your event package. The Homestead is secured and inaccessible unless specifically hired by the client. Vendors and event guests will not have access to the Homestead on the day of the event unless prior arrangements have been made with Rothwood Management.

All event vendors, suppliers, and guests must respect the designated event spaces and not enter restricted areas without prior consent from Rothwood. Access to the Homestead and other private areas is strictly limited and cannot be granted to caterers, suppliers, or guests unless specific prior arrangements have been made.

Accommodation: On the day of the event, access to the homestead is limited to guests with booked accommodation. No additional event guests are permitted to enter the homestead unless prior approval has been granted by Rothwood Management. Photographers and hair/makeup artists are exceptions to this policy.

The number of overnight guests must not exceed the number specified in the booking. Guests are not permitted to set up tents or bring caravans onto the property unless prior arrangements have been made with Rothwood Management. Guests staying in the homestead are expected to retire to their rooms by 12:00 AM. Check out is at 10:00am unless arrangements have been made with Rothwood.

Restricted Areas: Certain areas of the venue are off-limits to guests, including the waterway (stream), the garden shed, the private residence, and any regions beyond the property’s fenced boundaries. These areas are restricted for safety reasons and are not to be accessed under any circumstances.

Toilets: The venue hire includes access to the on-site toilet facilities. The cleaning of these restrooms, as well as the provision of toilet paper and essential bathroom amenities, is covered within the package pricing. This ensures that your guests have a comfortable and well-maintained experience throughout the event.

Parking: All suppliers and guests are required to park in the designated areas at the front of the property. The Client is responsible for ensuring that no vehicles are driven or parked on the lawn areas. Guests must refrain from driving past the Homestead, and the driveway in front of the Homestead is reserved for emergency access only. Parking in this area for extended periods is strictly prohibited. Overflow parking is available in the spare field if needed, and a Rothwood staff member is able to assist with this process.

Smoking: Smoking and vaping are strictly prohibited in all indoor areas, lawn spaces, and any other part of the property, except in the designated smoking area. The designated smoking area is located undercover next to the Homestead. The Client is responsible for ensuring that all cigarette butts are collected and properly disposed of as part of the event cleanup.

Noise Restrictions: To preserve a peaceful environment for all event participants and respect our neighbouring properties, music and other amplified sound must be turned off by 11:00 PM sharp (10pm on Sundays). Subwoofers or excessively loud bass-driven music are not permitted on the premises. Music level must not exceed 85DCP. This follows Rothwood’s operating licence.

Pet Policy: The client, vendors or any guests are not permitted to bring pets to the property unless otherwise arranged with Rothwood. Pets that are granted permission to take part in a wedding ceremony are to always be restrained, on a leash, and under control of a handler. Pets are only permitted in outdoor areas. At no time are pets to enter the homestead. Rothwood maintain the right to deny permission of any pets they deem unsafe. Guide dogs are exempt from this policy, but Rothwood need to be alerted of them prior to the day.

Safety Requirements

Guest Safety: The safety and well-being of your guests are of utmost importance. All guests must remain on the Rothwood grounds throughout the duration of the event, and children must always be supervised by a responsible adult. Children are prohibited from entering the Homestead or other buildings unsupervised, and activities such as climbing trees or picking flowers and fruit are strictly forbidden. It is the Client’s responsibility to ensure guests do not climb trees, ladders or any part of any building or structure to erect decorations or lights and if they do, they do so at their own risk. Rothwood Management or an external supplier must be engaged to erect the decorations for the Client. Costs incurred will be the Client’s responsibility. A supplier engaged by the Client must hold a current public liability insurance certificate.  All guests must adhere to general safety guidelines, and any behaviour deemed unsafe may result in guests being asked to leave the premises. For the safety of all guests, appropriate footwear must be always worn during the event. Rothwood recommends closed-toe shoes or other appropriate footwear to ensure safety during outdoor events. Rothwood are not liable for any injuries of guests who are not behaving in a safe manner and who not have safe footwear on.

Alcohol: Rothwood operates as a BYO venue for alcohol, meaning we do not supply alcohol, and you are welcome to bring your own. Bar staff must be always serving the alcohol and must hold a Responsible Service of Alcohol certificate. Rothwood can provide bar staff, or the client is able to select an external company. The client must ensure that guests do not bring their own alcohol without prior approval from Rothwood.

Curfew: Bar service will conclude 15 minutes before the scheduled event end time. Music must stop either at the event finish time or by 11:00 PM, Monday to Saturday, and by 10:00 PM on Sundays. Curfew times may be adjusted based on the hire period of the package, which begins at the agreed start time. All events must conclude by 11:00 PM. Guests not staying on-site must vacate the property by 11:30 PM.

Decor, Vendors and Suppliers

Decorations: You are welcome to bring your own decorations to personalise your event as we do love a good DIY. However, the installation and removal of these decorations must be done in a safe, respectful manner. It is the client’s responsibility to make sure nothing is hammered, nailed or glued to any structures. You can stake items into the ground, but you cannot dig holes or drive vehicles on the lawn. Damage to any structure or lawn because of decoration installation will be deducted from the security bond. Rothwood can assist with, or complete DIY set ups for the client, but this needs to be agreed prior to the day and organised at the set-up meeting. This may incur an additional charge depending on the nature of the decorations.

All styling equipment for the marquee, lawn, or stable areas must be transported on foot, as vehicles are not permitted on the lawns. Trucks and supply vehicles must remain on gravel areas. Styling items must be removed by 10am on the first day after the event. Pack-down must adhere to the same guidelines as the setup process.

Rothwood reserves the right to alter the décor, fixtures and fittings at any given time without giving notice to the client. All decorations and event rubbish are to be removed prior to the clients check out time. Clients have access to one yellow top recycling bin, one green top general waste bin and one blue top “cash for cans” bin (which Rothwood donates to the local scout group). Any additional rubbish is to be removed by the client.

Candles and Confetti: Live flame candles are permitted providing they are in a glass or metal cylinder candle holders so that they are not a fire hazard. Otherwise, LED candles are a great option. Confetti is not permitted at all in any instance due to the damage it can cause to our lawns. No paper or plastic confetti, rice or glitter is allowed and is strictly prohibited. Fresh large rose petals and bubbles are great alternatives. The large petals must be picked up by the client before the finish time. Charges may be incurred for Rothwood cleaning.

Pyrotechnics: Any form of pyrotechnics are not permitted for use at Rothwood.

Fire Use: All local fire restrictions and laws must be strictly followed. The Rothwood Venue Manager will verify fire regulations through the DFES website on behalf of the client before lighting the firepit or conducting smoking ceremonies. Caterers using any flame that poses a fire risk to the property will not be permitted. Non-compliance may result in the immediate termination of the booking and evacuation from the venue. Rothwood will provide firewood for both the firepit and the pot-belly stove in the Homestead.

Catering Vendors: Rothwood operates as a BYO catering venue, meaning you may hire your own catering services for the event. Should you need recommendations for reliable catering services, Rothwood can provide a list of preferred vendors. The catering team will be responsible for accommodating any specified dietary requirements and ensuring the food meets health and safety standards. Caterers have access to the marquee and outdoor bar, lawn, and Washdown Bar via gravel track only. The Homestead and laundry are off limits to caterers. Caterers must have suitable ground covers if cooking/preparing food on lawn or undercover areas. Any damage to floor surfaces due to food preparation/cooking may incur an additional cleaning fee. Caterers/food vans are to bring their own generator if power is required. All delivery crates must be removed from the property. Caterers are not to drive/park on lawn areas. All equipment must comply with Australian Safety Standards. All caterers/food trucks or additional vendors are responsible for their own rubbish removal and cleaning up. 

External Vendors: All external suppliers, such as caterers, florists, photographers, or entertainers, must be approved by Rothwood in advance and included in your planning to ensure we are able to direct vendors accordingly to where they need to set up. Suppliers must hold current public liability insurance and comply with all venue policies and safety regulations. Any supplier that does not meet these criteria will not be permitted on the premises. The client is responsible for ensuring that their suppliers are aware of and adhere to Rothwood’s Terms & Conditions.  

Bar Staff: All events at Rothwood are required to have bar service throughout the event. The Client may hire Rothwood Bar staff or engage their own. Substantial food, including grazing boards, must be served when bar service begins. Guests are not permitted to bring their own alcohol. Access behind the bar, fridges, or self-service is prohibited. Bar service ends 15 minutes before the event concludes, and remaining alcohol will be packed away by bar staff.

Bar staff must hold current Responsible Service of Alcohol (RSA) certification and be supplied by a registered company with an ABN and public liability insurance. A recommended ratio is one bar person for every 25 guests to ensure proper service, glassware management, and adherence to RSA protocols.

Bar staff have the authority to refuse alcohol service to prevent intoxication or underage drinking. They are also responsible for collecting and cleaning glassware. The bar area and equipment must be returned in its original condition. Any broken glassware will be deducted from the security bond.

Electricity and Lighting: Client access to internal power outlets via extension cords can be arranged with Rothwood Management. However, Rothwood will not be held liable for any power disruptions. Vendors are responsible for their own power supply and extension cords, unless previously agreed with management. In the event of an overloaded circuit and tripped breaker, the client or vendor is responsible for disconnecting equipment until the overload is resolved. Sufficient lighting is permanently provided throughout the venue, and no additional lighting should be installed or removed by the client or vendors. Any requests for additional lighting must be discussed with the Rothwood venue manager prior to the event.

Event Pack Down: Pack down will begin once the allocated event hours have concluded. Rothwood staff are responsible for packing down Rothwood furniture. Vendor or client furniture must be removed from the grass areas at the end of the event and either taken home or placed in the marquee for collection. Tables must be wiped clean, and wine barrels should only be moved by Rothwood staff using a trolley. All furniture must be returned to its original location before checking out. A fee will apply if furniture is not wiped down or left outside by the Client. Vendors must collect hire items by 10:00 AM the following day. If collection occurs outside of this time and is approved, a $200 fee will apply to ensure a Rothwood staff member is present.

Liability and Insurance

Client Responsibility: The client is responsible for any damages caused to Rothwood’s property, including any damage caused by guests, vendors, or other parties involved in the event. Any damage costs will be deducted from the security bond. If the cost of damage exceeds the bond, the client will be invoiced for the remaining balance. Failure to make payment will result in legal recovery.

Public Liability Insurance: Rothwood carries public liability insurance for the venue itself; however, we strongly recommend that the client obtain event insurance to cover any unforeseen circumstances, such as cancellations, property damage, or accidents that might occur during the event.

Vendor Insurance: All vendors hired for your event must carry their own public liability insurance. Rothwood does not accept liability for accidents or incidents caused by external vendors during the event. It is the responsibility of the client to ensure that vendors comply with this requirement.

Rothwood Responsibilities

Staff: A Rothwood staff member will be present on the property throughout the duration of your event. Their responsibilities include overseeing the set-up and pack-down of Rothwood furniture. They are not required to assist with additional décor set-up, pack-down, or cleaning duties, unless prior arrangements have been made. The Rothwood staff member will remain on-site until all guests have safely vacated the premises, and those staying on the property have retired to their accommodations.

Confidentiality: You grant Rothwood permission to confirm event details with your listed suppliers, including musicians, photographers, florists, etc., as well as your event format/timeline and floor plan. This allows Rothwood to coordinate access, setup, and pack-down as needed. In addition to the primary contacts (the bridal couple), any other individuals authorised to discuss or make changes to the event should also be listed. You also grant Rothwood permission to use wedding photos provided by you or your photographer or videographers for social media and advertising purposes following the event. Rothwood will never sell your information to third parties.

Furniture: Wedding furniture, as specified in the chosen package, is included for the Client’s use. Any damage to Rothwood’s furniture or styling items will be charged to the Client and deducted from the security bond. Furniture within the Homestead must remain in the homestead and must not be removed. A fixed dance floor is included and placed at the entrance of the marquee. Any requests for changes must be submitted in writing to the Rothwood venue manager at least one week prior to the event. Additional charges will apply for moving the dance floor, and changes are not guaranteed. Rothwood reserves the right to alter the décor, fixtures, and fittings which are owned by Rothwood within the property at any given time without giving notice to the Client.

Client Responsibilities

The Client agrees to conduct the event in an orderly manner, fully complying with Rothwood’s Terms and Conditions and all applicable laws. Non-compliance may result in forfeiture of the security bond. The Client agrees to follow all directions from Rothwood staff to uphold the Terms and Conditions and Code of Conduct.

The Client is required to provide Rothwood with the following at least two months prior to the event:

• A complete vendor list
• Final guest count
• Floor Plan
• Timeline
• Any updates or changes Rothwood need to be made aware of

It is the Client’s responsibility to ensure all suppliers are informed of and comply with Rothwood’s Terms and Conditions. Additional copies of these Terms are available upon request.

Any damage, breakages, or losses to the property, furniture, or furnishings must be reported to Rothwood upon check-out. The cost of repair or replacement will be deducted from the security bond or paid in full if significant. If any damage or issues are discovered upon arrival, the Client must notify Rothwood immediately; failure to do so will result in the Client being charged for the damage.

Emergency Procedures

The safety and well-being of all guests at Rothwood is a top priority. In the event of an emergency, it is essential that all individuals on the property are familiar with the emergency exit routes and procedures.

Emergency Exits: Clear signage will indicate the location of emergency exits throughout the venue. The Client is responsible for ensuring that all guests are aware of the nearest emergency exits upon arrival and prior to the start of the event.

Evacuation Procedures: In the event of an emergency requiring evacuation, all guests are to promptly follow the instructions of Rothwood staff and evacuate the property in an orderly manner. The evacuation muster point will be the front field closest to the road.

No Obstruction: Emergency exits, corridors, and evacuation routes must always remain clear and unobstructed. The Client is responsible for ensuring that no items block these pathways, both during setup and throughout the event.

Emergency Contact Information: Rothwood will provide the Client with emergency contact details for on-site personnel and local emergency services ahead of the event.

We are excited to work with you and ensure that your event is a memorable one. Should you have any questions or require clarification on any aspect of these Terms & Conditions, please don’t hesitate to reach out to Rothwood. We are here to assist you every step of the way!