Wedding ESSENTIALS - Eight Willows Retreat
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Wedding
ESSENTIALS
Contents Congratulations 3 Ceremony Locations 4 Cocktail Wedding Package 6 Sit Down Wedding Package 7 Lakeside Function Centre 8 Accommodation 12 Map 15 Suppliers 16 Terms and Conditions 17 FAQ 21 Wedding Function & Accommodation Confirmation 22
CONGRATULATIONS ON YOUR ENGAGEMENT AND NEW JOURNEY TOWARDS...
I Do...
Eight Willows Retreat is delighted to support you with the planning and creation, as you enter the next chapter towards
married life.
Our exclusive wedding packages form a unique partnership to bring you the region’s best in event management and
accommodation, food & beverage and event styling.
Let our friendly team co-ordinate all of the magic required; from bridal party and guest accommodation, to ceremony
set up, reception styling and catering. Eight Willows Retreat provides couples with creative stylists, photographers,
wedding suppliers and local produce to offer one complete package, relieving you of wedding planning pressures.
Situated in the heart of the Margaret River region on Metricup Road, just North of Margaret River and South of
Busselton and Dunsborough; Eight Willows Retreat is a picturesque property surrounded by the iconic South West
Jarrah forest.
Imagine...
exclusive use of the retreat from ceremony and reception through to modern 4.5 Star self-catered accommodation; set
within 75 acres of natural forest, parkland and lakes, overlooking the adjacent Celestial Bay vineyards.
Begin preparations for your remarkable day on-site with celebratory bubbles amongst the natural surroundings whilst
all the magic for make-up, hairstyling and grooming take place in your chalet.
3
Bush Chapel
Located down a secluded white limestone pathway, northwest from reception.
Boasting a unique wooden arbor and surrounded by natural bushland and forestry, this is our hidden gem!
Included in package EWR standard 50 white gladiator chairs A choice of chairs can be hired at an additional cost
Parkland Garden
Located south east of the Function Centre on the parkland, the Garden captures the unique lake and bushland scenery
4
Gazebo
Located north east of the Function Centre by the parkland grass, our charming Gazebo creates a traditional
romantic setting with surrounding trees and lakeside views.
Willow Tree
Located north east of the Function Centre by the lake and parkland garden, our iconic Willow Tree captures
all of nature’s beauty in one complete setting.
5
Cocktail
WEDDING PACKAGE
CEREMONY
- Wooden Arbor (Bush Chapel only)
- 50 White Gladiator chairs
- White rustic French table and chairs for the signing table
PRE-RECEPTION ALFRESCO VENUE
- Outdoor bar
- Set of wicker couches
- Outdoor tables, chairs and picnic bench seating
- Patio Heaters
RECEPTION VENUE
- Cocktail Tables & Stools
- Coffee Tables
- Wicker Couches
- Soft furnishing
- Use of Function Centre Dance floor
- Standard table for gift/cake usage
- Glassware
- Crockery, cutlery
- Wireless microphone
OTHER INCLUSIONS
Onsite coordinator on day of wedding.
Complimentary accommodation for Bride & Groom on wedding night.
On-site visit and complimentary night accommodation in lead up to wedding (available for mid-week stays only).
Complimentary bottle of Sparkling Wine on arrival at Retreat.
For additional furniture options please enquire with our Wedding coordinator
Please note – wedding styling not included
6
Sit Down
WEDDING PACKAGE
CEREMONY
- Choice of 4 beautiful ceremony locations
- Wooden Arbor (Bush Chapel only)
- 50 White Gladiator chairs
- White rustic French table and chairs for the signing table.
PRE-RECEPTION ALFRESCO VENUE
- Outdoor bar
- Set of wicker couches
- Outdoor tables, chairs and picnic bench seating
- Patio Heaters
RECEPTION VENUE
- Set up with choice of standard round tables or rectangular
- Standard Chairs
- Floor Planning Assistance
- White or Black Linen (table cloths, napkins) and table setting
- Full indoor bar set up
- Standard table for gift/cake usage
- Glassware, crockery, cutlery
- Wireless microphone
OTHER INCLUSIONS
On site coordinator on day of wedding
Complimentary accommodation for Bride & Groom on wedding night
On-site visit and complimentary night accommodation in lead up to wedding (available for mid-week stays only).
Complimentary bottle of Sparkling Wine on arrival at Retreat.
For additional furniture options please enquire with our Wedding coordinator
Please note – wedding styling not included
7
Lakeside Function Centre
The stylish lakeside Function Centre was built in 2014 using modern architecture and design providing the perfect setting for
your wedding reception. Panoramic views overlooking the lake and bushland offer a spectacular framing of
outdoor scenery.
Boasting an array of soft furnishings, in built AV systems and a statement fireplace, this unique canvas sets a tranquil
ambience for your romantic night. There are various access points from the Chalets leading to the Function Centre.
The Function Centre is based on paved flat ground and can accommodate prams and disability access.
Enjoy pre-reception canapés and beverages utilising our alfresco, offering a set of wicker lounges, outdoor tables, chairs and
picnic bench seating, we can accommodate around 150 seated guests inside the Function Centre, and up to 275 Pax for a
Cocktail Event, utilizing the outdoor Veranda Areas..
8
9
2019
Wedding PROMOTION
THE ULTIMATE ‘ALL-IN-ONE’ WEDDING VENUE
Say “I do” in September, October, November
December and receive the following discounts
and complimentary services when you book
your wedding at Eight Willows Retreat
Choice of ceremony in one of our four
picturesque locations
Complimentary overnight accommodation
for the Bride and Groom in our
Ultimate Bridal Suite
Romantic turndown with bottle of
sparkling wine for the newlyweds
SAVE UP TO
Gourmet Margaret River Breakfast
Basket for two, with a view
OFF VENUE HIRE
10Wedding
ACCOMMODATION
12EIGHT WILLOWS RETREAT IS AN AAA RATED 4.5 STAR
SELF- CATERED LUXURY RETREAT LOCATED WITHIN THE
HEART OF THE MARGARET RIVER REGION.
OUR CHOICE OF ONE AND TWO BEDROOM KING BED CHALETS
AND TWO BEDROOM QUEEN BED CHALETS OFFER A CHOICE OF
LAKE, VINEYARD AND FOREST VIEWS, AND ARE SET AMIDST 75 ACRES
OF BEAUTIFUL NATURAL BUSH LAND.
ONE AND TWO BEDROOM KING BED CHALETS
Our luxuriously appointed Two Bedroom King Bed Chalets come with a King Size Bed adjacent to the living
room and a separate Bedroom with it’s own Ensuite with each type of Chalet being able to sleep another 2
guests by using the Sofa Bed. The spacious bathroom/Ensuite have a shower and a separate Spa Bath, with one
of the Chalets set up in the Ensuite for Handicaped guests.
The European style kitchenette is equipped with modern appliances and fitted out with everything you need
to compliment your stay. The comfortable living area comes with a large Flat Screen TV with Foxtel & DVD
player on request. All Chalets come equipped with washing machine and dryer and a private veranda with
views across the retreat with your own gas BBQ.
TWO BEDROOM QUEEN BED CHALET
Our rammed earth Two Bedroom Queen Bed Chalets compliment the natural bushland they are set in. With
a Queen Bed as standard in the Master Bedroom the second bedroom can be a choice of Queen or Twin Beds
based on your preference.
These Chalets come with an open style kitchen equipped with modern appliances and fitted out with
everything you need to compliment your stay. The spacious living and dining area comes with a large Flat
Screen TV with Foxtel, DVD player and a gas log fire.
Our Two Bedroom Queen Bed Chalets come with a large family sized bathroom with a large bath and either
a separate shower or shower over the spa bath.
13Chalet INFORMATION
CHALET BEDROOMS BED TYPE MAXIMUM SPA BATH GAS FIRE SHOWER BATHROOMS ACCESSIBLE
NUMBER GUESTS
1 1 King 4 • • 1
1.1 Sofa 2
2 2 King 6 • • 2
3 2 Queen 6 • • • 1
4 2 Queen 6 • • • 1
5 2 Queen 6 • • • 1
6 2 Queen 6 • • • 1
7 2 Queen 6 • • • 1
8 1 King 4 • 1 •
9 1 King 4 • • 1
10 2 Q & 2x Single 6 • • • 1
11 2 Q & 2x Single 6 • • • 1
12 1 King 4 • • 1
13 1 King 4 • • 1
14 1 King 4 • • 1
15 1 King 4 • • 1
16 1 King 4 • • 1
17 1 King 4 • • 1
18 1 King 4 1 • •
18.1 1 Sofa 2
19 2 King 6 • 2 •
20 1 King 4 • • 1
21 1 King 4 • • 1
22 2 Queen 6 • • • 1
23 2 Queen 6 • • • 1
24 2 Queen 6 • • • 1
1415
Wedding
SUPPLIERS
PHOTOGRAPHERS
LUKE GERSON - info@photogerson.com Instagram: @photogerson
JOHN RICE - info@johnricephotographer.com.au Instagram:@johnricephotographer
PARIS HAWKEN - hello@parishawkenphotography.com.au Instagram: @parishawkenweddings
AIMEE CLAIRE - mail@aimeeclaire.com.au Instagram:@aimeeclairephotography
CELEBRANTS
JENNIFER ETHERINGTON - celebrantdunsborough@gmail.com (South West)
ANNA HENDRY - annajane.celebrant@gmail.com Instagram @annajane_celebrant (Denmark)
KATE HOPKINS - kate.celebrant@gmail.com Instagram:@kate.celebrant (South West)
JEMILAH WRIGHT - jemilah@bigpond.com Instagram: jemilah_wright_celebrant (South West)
DONNA MCCLELLAND- Confetti Days Email:hello@confettidays.com.au Instagram: @confettidays
(Margaret River)
FLORISTS
THE DREAMER & COLLECTOR - dreamerandcollector@gmail.com Instagram: @thedreamerandcollector
SORELLA FLOWER MERCHANT - sorella.flowers@gmail.com Instagram: sorella.flowers
FOX & CO - hello@foxandcoflowers.com.au Instagram: @foxandcoflowers
ZEST FLOWERS - bridget@zestflowers.com.au Instgram: @Zestflowers
SCENTIMENT FLOWERS - nardine@scentimentflowers.com.au Instgram:@scentiment_flowers
NATURAL ART FLOWERS - info@naturalartflowers.com.au Instagram: @naturalartflowers (Perth)
KAT HARRIS - hello@katharriss.com Instagram: kat_harriss
MUSIC
HADASSA & DJ ANDRE -Morris Entertainment. andrehadassah@hotmail.com Instagram: @morrisentertainment
DJ SWAMI ADIMA - swamiadima@gmail.com
DJW SOUND - dylan@djwsound.com.au
SOUTH SOUND EVENTS - info@southsoundevents.com.au
DJ ELSIE KEDDIE - elise.c.keddie@gmail.com
CAKES
CHEAT DAY TREAT DAY - girlboss.cheatday@gmail.com Instagram: @cheatdaytreatday
EDIBLE ART - cakes@edibleart.com.au Instagram: @edibleartcakesmargaretriver
BAKE THE CAKE - hannah@bakethecake.com.au
BEVERAGES
CAPE CELLARS - info@capecellars.com.au | 08 9752 3111FUNCTION TERMS & CONDITIONS
DEFINITIONS
CLIENT(S): means the individual(s) who execute the formal Quote.
VENUE: means all buildings, infrastructure, gardens and car park within the vicinity of Eight Willows Retreat.
DAY: means calendar day. Where a public holiday or weekend falls, means the day immediately preceding that day.
EVENT(S): means any ceremony, wedding or function with a confirmed date as executed within the Quote by
Eight Willows Retreat and the Client.
FUNCTION CENTRE
• Naked flames are strictly prohibited anywhere on the property. Candles may be used for styling purposes with Eight
Willows Retreat Management prior approval, as long as they are enclosed within an approved vessel.
• Due to licensing and noise restrictions the Function Centre’s, last drinks to be served by 11.30pm, with all guests exiting
the Function Centre by 12pm midnight, in an orderly manner.
• Function Centre is not available to the Function Guests (except for those involved in the actual set up for the Function)
until day of Wedding (8am open). Guests are not allowed within theFunction Centre until the starting time of the
Function as agreed with the Bride and Groom, or their selected Representative for their Big Day.
• Additional Access for their suppliers to the Function Centre prior to their Wedding Day to be arranged 7 days in advance
with Eight Willows Retreat Management and is subject to Management approval, before approval will be granted.
• Smoking is prohibited inside the building at any time. Smoking is only allowed in the Alfresco Area outside the Function
Centre and all cigarette butts are to be extinguished in the containers provided on the external tables. Note: : This is the
only area where smoking is allowed around the property. The client will incur costs if Eight Willows Retreat staff are
required to clean up cigarette butts and litter from guests following a wedding function.
• The Venue Hire is completed as of 12pm (midnight) on the day of the Event. Any further use of the Function Centre
will incur additional charges, which includes the Function Centre Toilets and other areas.
• The external areas of the Function Centre can be used including the BBQ, by the guests either before or after the event
as long as the area is kept clean during and following the use of these areas. Eight Willows Retreat will provide BBQ
tools and rubbish bins for guests to put their rubbish in, however no other items will be provided by Eight Willows
Retreat.
• Guests will be required to utilize the toilets in their Chalets, and are not to remove or use any items from the Chalets.
• The reception area is not classed as part of the Function Venue Hire and will be locked at 5pm. Under no circumstances
is this area to be used by clients in relation to their event.
• Clients and guests are prohibited from entering Venue kitchen, back of house or cool-room.
• Wedding set up time must be arranged with your Wedding Coordinator 7 days before the Wedding date.
• Guests are permitted to include pets for ceremony only, pets are not permitted in or around the Function Centre,
grounds or Chalets
CATERING & BEVERAGES
BEVERAGES
• Eight Willows Retreat operates under the Liquor Licensing Act 1988 and thus enforces the Responsible Service of
Alcohol at all times.
• Under no circumstances may any person under the age of 18 years consume alcohol on the licensed premises.
• Eight Willows Retreat further reserves the right to refuse the service of alcohol to any patron deemed to be intoxicated
and/or behaving in an unruly or offensive manner. Should security personnel be required, this will be at the additional
expense of the client.
• No beverages or foods other than those discussed with your coordinator are to be brought into the Function Centre, as
this is an infringement of the health and liquor licensing provisions.
• 8 Willows provides a Standard Beverage Package based on one Hour of drinks in the Alfresco area following the
Ceremony, prior to the Function commencing, followed by 5.5 hours of drinks which must finish by 11.30pm (last
drinks) with the Function Centre being vacated by12pm midnight.
• This package can be tailored if required to meet the clients needs, with Eight Willows Retreat changing the standard
drinks for drinks which the clients might like to have with any difference in price being taken into account.
• Eight Willows Retreat will also look at a Package where the client can choose their own drinks from our supplier Cape
Cellars. The client will be charged at their stated price and will deliver these drinks to the venue for Eight Willows Retreat
to store the drinks in our Cool Room and Refrigerators to serve to your guests throughout your event.
• Please note, under our liquor license, we are not allowed to allow our guests to organize their own drinks (BYO), however
Eight Willows Retreat will charge the price quoted from our provider to you plus our labour costs based on our standard
package for the total hours for the number of guests attending your function.
• The benefit for our full packages, is that you only pay for the drinks consumed as our provider will take back any
unopened cartons which have not been consumed.
• The alcohol consumed at the Function, is solely for Reception drinks, and cannot be removed either prior to the event or
after the event. If you require drinks at any time before the event or after the event, we suggest you organize these and
keep them in your Chalets.
17CATERING
• Any terms and conditions agreed to with the caterer are separate to the above agreement with Eight Willows Retreat
and Eight Willows Retreat is not responsible or liable for the terms and conditions agreed with the caterer.
• The client to enter into a separate contract direct with Super Road at the time of quote acceptance. Food selections are
to be made direct with the Caterer.
• Eight Willows Retreat and the Caterer accept no liability for guests with dietaries or allergies. The Client must inform in
writing any special requests concerning dietary or allergy issues so we are able to caterer to their needs.
• Any left-over food (with the exception of the wedding cake) will not be allowed to be taken from the venue due to
health and safety acts and venue liability.
PAYMENT
• To secure your date, Eight Willows Retreat must receive a signed confirmation form, signed terms and conditions and
a 50% Venue Hire deposit (total amount can also be paid in 3 instalments under contract agreement) All payments are
non-refundable and will secure your date only.
• The balance of the venue account must be paid one month prior to the event. All late payments will incur a fee.
• All functions held on public holidays and/or long weekends will incur a 25% surcharge on the total amount payable to
Eight Willows Retreat.
• Tentative bookings will be held for a period of two weeks only after a quote has been provided.
• We accept MasterCard, Visa and American Express all of which incur a 2% surcharge. All late payments will incur a fee
CANCELLATIONS
• If the client cancels prior to 90 days of the event, the 50% deposit will be forfeited.
• If the client cancels within the final 90 days to the event, the full cost of the event will l be forfeited.
• In the case of unforeseen circumstances, the Client may request in writing to revise the wedding date to an
alternative new date, if available. All cancellations requests must be made in writing to to Eight Willows Retreat
for consideration.
BUSES & PARKING
• If bus transport is arranged, drivers should be informed to use the entrance to the property located closest to the
Function Centre. All vehicles are prohibited from driving on any lawn or grassed areas. Drop of and pick up points for
all Buses to be agreed between the Bus Company and Eight Willows Retreat.
• Any damage to the retreat property by any vehicle including buses or bus drivers is the responsibility of the client and
if costs are incurred these will be charged to the client who may then seek restitution from the bus company.
• Guests must park in allocated parking bays for each chalet. Under no circumstances are vehicles to be parked on or
driven over grassed areas. Should any additional parking be required please consult with Management, Eight Willows
Retreat accepts no responsibility for any theft or damage to any vehicle parked in any Eight Willows Retreat car park.
• Caravans are not permitted to be stored/utilised anywhere on the property.
CHILDREN
• A responsible adult must supervise children under the age of 18 years at all times. Eight Willows Retreat will not be
responsible for any damage or injury sustained to, or by or in connection with any child, including children who leave
the premises and are not properly supervised by responsible adults.
CONDUCT
• Management will not tolerate excessive noise levels or unruly behaviour resulting in disturbance to other guests and
surrounding property owners and residents. Failure to adhere to these requirements will without hesitation result in
Police involvement. The client is responsible for the orderly behaviour of their guests.
• Eight Willows Retreat reserves the right to terminate any function at any time if we reasonably believe that it is not
being conducted in an orderly and lawful manner.
• There will be zero tolerance in respect of drugs being taken on the premises or its surrounds and the Police will be
notified, and the function will be terminated immediately following such an event.
• Fire equipment including fire extinguishers, fire hoses and fire hydrants are to be used for legitimate fire emergencies
only. Children be must under adult supervision at all times.
• Eight Willows Retreat will not be responsible for any damage, or injury sustained on our property through neglect.
WEDDING SUPPLIERS/HIRED EQUIPMENT/STYLING/FURNITURE
• Eight Willows Retreat accepts no liability for damage or loss of equipment brought to the property by client or their
Suppliers. The client’s suppliers referred to as Wedding suppliers or Contractors must have full Insurance cover for all
their staff and Equipment, in addition to ensuring that all their equipment meets all industry and Authority approvals.
All Suppliers must provide Eight Willows Retreat with a copy of these insurances 8 weeks prior to supplying these
goods or services to Eight Willows Retreat to have them verified with our Insurance Company. Access to the venue will
not be allowed if these suppliers do not abide by these conditions.
• The Client and wedding guests will be liable for the terms and conditions specified by each provider. The Wedding
Coordinator will liaise with suppliers once client has made bookings/rental agreements, and it is up to these suppliers to
make contact with Eight Willows Retreat for these conditions to be finalized.
• All suppliers must carry out their works using the correct equipment for carrying out the said works in a safe manner.
• No items are to be fixed to the Structure of any buildings, but to be clipped or held in place so as they will not come
loose or cause any issues to the guests or Eight Willows Retreat staff, buildings or grounds.
18• All external suppliers must have Management approval from Eight Willows Retreat prior to being able to supply goods
and services to Eight Willows Retreat and a meeting with Eight Willows Management may be required.
• All Suppliers must have provided Eight Willows Retreat with a copy of their insurances prior to being able to supply
goods or services to Eight Willows Retreat. Access to the venue will be restricted if we have not received a copy of the
supplier’s insurance.
• Confetti, glitter and non-biodegradable items are not permitted to be thrown or sprinkled at the venue. Additional
charges for clean- up will apply should this condition be breached.
DAMAGES/RESPONSIBILITY
• A damage bond of $2,000 will be applicable for all functions held at Eight Willows Retreat that will cover both
accommodation and the Function Centre. Clients will be required to provide a valid credit card or direct transfer of
funds prior to the event, with the approval for Eight Willows Retreat to deduct moneys for any damage which is caused
to the Retreat that is the result of inappropriate action by their guests or their suppliers.
• All additional costs above the $2000 Bond, the client agrees to also compensate Eight Willows Retreat for these costs.
• The bond will be returned to the client ASAP when the event has been concluded or within 7 days after any issue has
been finalized.
• All costs associated with the repairs or additional cleaning will be charged to the client. Eight Willows Retreat accepts no
responsibility for damage or loss to equipment brought onto site by the client or external services.
• Eight Willows Retreat recommends to the client to arrange insurance for any valuable items.
• Excess cleaning fees will be applicable if clean up procedures are deemed unacceptable to Eight Willows Retreat upon
vacation of the venue.
• Eight Willows Retreat cannot accept responsibility for the loss or damage to items during or following a function. Eight
Willows Retreat recommends to the client to arrange insurance for any valuable items.
• Should Eight Willows Retreat have cause to believe that a function will adversely affect the operation of its business,
security or reputation, we reserve the right to cancel the function booking at any time.
GENERAL INFORMATION
• Please note that pricing is less GST and is current at the time of booking but may be subject to increase at Eight Willows
Retreat’s discretion in which case 21 (twenty-one) days’ notice will be provided.
• Please ensure that any intended decorations are approved by your Wedding Coordinator.
• Any decorations etc for delivery must be pre- organised with Wedding Coordinator. All floristry and decorations are to
be produced off-site and delivered at times agreed with Wedding Coordinator.
19ACCOMMODATION TERMS & CONDITIONS
PAYMENT & CANCELLATIONS
• To secure your booking we require a non-refundable 50% deposit on the chalets of your choice payable on confirmation of
your wedding date. Payment is acceptable by Direct Debit or by Credit card, which attract a 2% surcharge, we accept Visa,
Mastercard and American Express.
• Guests are not required to take any of Eight Willows Retreat 24 Chalets, however on signing the Wedding Contract, the client
is to advise Eight Willows Retreat how many Chalets they believe they would like Eight Willows Retreat to hold on their
behalf.
• These Chalets will be held without charge up to 60 days prior to the Wedding, when they will then be released to the general
public, if the Chalets have not been booked with the appropriate deposit having been paid.
• The balance of all accommodation accounts must be settled 30 days prior to the wedding date.
• Accommodation rates for the Chalets are at a set Rate for the different type of Chalet and availability to be organized with our
Accommodation Manager following the signing your contract.
• A Chalet Allocation List specifying the number of guests in each chalet, their names and contact details for at least one guest
per chalet must be returned to Eight Willows Retreat Management at a minimum of eight weeks prior to arrival.
RATES
• The One Bedroom Chalets are based on a 2-person rate and the Two Bedroom Chalets are based on a 4-person rate.
• All additional guests thereafter will be charged $75.00 per person per night. (Maximum 2 using sofa bed facility).
• Accommodation for children under the age of two years is free.
• Highchair hire is $15 for the duration of the stay and Cot hire is $25 for the duration of the stay.
• The rates displayed on the Eight Willows Retreat website or 3rd party booking websites for the period of your wedding
are based on occupancy and may vary to the rates quoted at the time of confirmation. Any bookings made through a
third-party website for your wedding may be rejected due to availability.
ARRIVAL AND DEPARTURE
• Check in time is 2.00pm onwards and check out time is 10.00am.
• Please note that we cannot guarantee an early check in so please note this when scheduling your wedding ceremony
start time.
• Bookings will only be accepted from persons over the age of 18.
• Prior to departure guests should ensure that chalets are left secured and keys are returned to Reception.
• Eight Willows Retreat provides all linen including bed sheets and towels for the maximum number of people per
chalet only.
• Additional guests above the maximum number will be evicted.
• Guests are not permitted to bring pets onto the property.
• The chalets are serviced every three days.
DAMAGE/RESPONSIBILITY
• A damage bond of $2,000 will be applicable for all functions held at Eight Willows Retreat that will cover both
Accommodation and Function Centre. Clients will be required to provide a signed valid credit card authorisation or direct
transfer of funds to our nominated bank account.
• Chalets are to be left in a reasonable state.
• For the comfort of all guests, smoking is not permitted inside the chalets and an additional cleaning charge will be levied
if evidence of this activity is discovered. An ashtray is provided on the balcony of each chalet for the disposal of ash
and cigarette butts. Should staff find cigarette butts, bottles or any other litter surrounding the chalets we reserve the right
to impose additional cleaning charges to the client based on the time taken to remove such items.
• The client remains responsible for any damage or loss to the chalets following their departure if they have left the chalet
unsecured and not notified management.
• Any additional cleaning required to remedy any of the above or which is over and above our standard cleaning
procedures will incur a minimum $100 charge to the client plus any professional charges for stain removal, carpet or
curtain cleaning etc.
• Naked flames are strictly prohibited anywhere on the property.
• Glasses and Crockery are not to be removed from the Chalets and taken to the Ceremony location or Function Centre
• Upon the departure of every guest a full inventory check is conducted within the Function Centre and each chalet.
Damage to or loss of Eight Willows Retreat property is the responsibility of the client and will be charged accordingly.
The client’s credit card will be charged if any damage exceeds the security bond amount of $2,000.
20FREQUENTLY ASKED QUESTIONS
CAN WE CHOOSE OUR OWN CATERER?
External Caterers must have Management approval from Eight Willows Retreat prior to being able to supply
goods and services to Eight Willows Retreat and a meeting with Eight Willows Management may be required.
WHAT BEVERAGES CAN I HAVE?
The beer and wine selection for your beverage package will be confirmed two months prior to your event.
You may pay an additional fee for wines to be upgraded. Should you require spirits, these may be purchased
on a Cash Bar Basis or charged on consumption. House spirits start from $12.00 per drink.
There is strictly no self-service at the venue.
BYO option is available (T&C’s apply)
HOW DO WE SECURE OUR DATE?
To secure your date a non-refundable deposit of 50% Venue Hire.
Signed terms and conditions
(If possible, we will reserve tentative dates for up to 2 weeks)
The final balance of your venue hire must be paid 30 days prior to the wedding date.
WHAT HAPPENS IF IT RAINS?
Eight Willows Retreat can provide an indoor ceremony contingency plan, however in the unlikely case, should
your day incur extreme weather warnings, Eight Willows Retreat reserves the right to cancel your event due to
patron safety and re-schedule the wedding date.
Eight Willows accepts no responsibility for loss of income sustained by this.
WHAT TIME MAY I HAVE MY RECEPTION UNTIL?
Due to licensing and noise restrictions the Function Centre will close strictly at midnight (12am), final drinks will
be
served until 11.30pmWedding FUNCTION & ACCOMMODATION CONFIRMATION
Bride Name: Groom Name:
Bride Mobile: Groom Mobile:
Bride Email: Groom Email:
Postal Address: Postcode:
Emergency Contact Name: Mobile:
Date of Wedding: ____ / ____ / 20 ___
Ceremony to be held at Eight Willows Retreat: Yes No
Venue: Lakeside Bush Chapel Willow Tree Gazebo
Ceremony Start Time: __________ am pm Number Ceremony Guests:
Reception Type: Sit Down Cocktail Start Time: __________ am pm Number Reception Guests: _____
Total cost for hire of the venue: $ ____________
We would like to reserve all chalets: Yes No
The bride & groom will pay for all accommodation: Yes No
Guests will pay for their own accommodation: Yes No
We acknowledge the following:-
We acknowledge all monies paid are non-refundable.
We consent to Eight Willows Retreat using any photographs taken for marketing purposes.
We have read and accept the Eight Willows Retreat terms and conditions.
We acknowledge we are now required to pay a non-refundable 50% Venue Hire deposit which will secure the date only.
Signature: Name:
Signature: Name:
OFFICE USE ONLY
Date Confirmed: _____ / _____ / 20 _____ Date Deposit Received: _____ / _____ / 20 _____
Security Bond Due by: _____ / _____ / 20_____ Date all accounts to be settled: _____ / _____ / 20_____
Staff Name: _____________________________ Staff Signature: ___________________________________
Account Name: Eight Willows Retreat, BSB: 016 580, Account Number: 396554623
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CAVES ROAD
SEL
BUS
METRICUP ROAD
HARMANS
MILL ROAD N
M
IA
M
UP PERTH
RO
AD COWARAMUP
GRACETOWN
BUSSELL HWY
BUSSELTON
MARGARET RIVER
MARGARET RIVER
Eight Willows Retreat is situated on Metricup Road,
15 minutes drive north of Margaret River and
20 minutes south of Busselton and Dunsborough.
266 Metricup Road, Willyabrup, Western Australia 6280
Phone: 08 9755 7575
Email: functions@eightwillowsretreat.com.au
www.eightwillowsretreat.com.au
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