Terms & Conditions
Thank you for considering Rothwood for your wedding. Your special day should be one of the most beautiful moments of your life, and our goal is to make it as stress-free and seamless as possible. Please take a moment to read these Terms & Conditions to help ensure a smooth planning process. If you have any questions, we’re here to help.
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.
Payments, Booking Changes and Security Bond
Initial booking payment
To secure the agreed event date, the client must pay an initial booking payment equal to 25% of the confirmed venue-hire price.
Once the initial booking payment has been received and the booking accepted by Rothwood, the agreed date will be reserved exclusively for the client and the confirmed venue-hire price will be secured.
The initial booking payment contributes towards the administration and planning of the booking and Rothwood’s commitment to hold the event date. It is not automatically refundable where the client changes their mind or cancels the booking. Any refund, retention or further amount payable following cancellation will be determined in accordance with the cancellation provisions of these Terms and applicable law.
Where a booking is made within eight weeks of the event date, the full confirmed booking price and security bond are payable at the time of booking, unless Rothwood agrees otherwise in writing.
Optional additions and booking variations
The client is not required to select every optional addition at the time of making the initial booking payment.
Additional furniture, accommodation, staffing, lighting, equipment, additional venue time and other optional services may be requested later, subject to availability and Rothwood’s written approval.
Optional additions will be charged at the price applying when they are added to and accepted as part of the booking. Once an addition has been confirmed in writing and included in the accepted quote or invoice, its price will not change unless:
the client requests a further change;
the agreed scope or quantity changes;
an additional government tax, levy or compulsory charge applies; or
both parties agree to the change in writing.
Requests made close to the event date may not be available and may attract additional staffing, delivery, administration or urgent-ordering charges. Any such charge will be disclosed to the client before the request is confirmed.
Final payment
The remaining balance of the confirmed booking price, together with the security bond, must be paid in full no later than eight weeks before the event date.
The client is responsible for ensuring payment is made by the due date. If payment remains outstanding, Rothwood may issue written notice requiring payment within a reasonable stated period.
If payment is still not received, Rothwood may suspend planning services, withhold access to the venue or treat the failure to pay as a breach of the booking agreement, subject to the cancellation and termination provisions of these Terms.
Security bond
A security bond of $1000.00 is payable with the final event payment. The bond will be refunded 7 days after the event if their are no incidents or damages.
The bond may be used toward reasonable costs arising from the booking, including:
damage caused by the client, guests or suppliers;
missing or damaged Rothwood property;
excessive cleaning, rubbish removal or restoration beyond ordinary event cleaning;
unauthorised guests or services;
unapproved changes to the event;
additional venue, accommodation or staffing time;
breaches of the agreed departure or finishing times;
emergency attendance, security or other intervention reasonably required because of guest conduct; and
other reasonable and documented costs directly resulting from the event or a breach of these Terms.
The security bond will not be deducted for fair wear and tear.
Bond return and deductions
Rothwood will inspect the venue following the event and aims to return the undisputed balance of the security bond within seven days.
Where a deduction is made, Rothwood will provide the client with an itemised written explanation and, where reasonably available, supporting photographs, invoices, quotations or other evidence.
If the cost of rectification or other amounts properly payable exceeds the security bond, Rothwood may issue an invoice for the remaining amount. That invoice must be paid by the due date stated on it.
The client may raise a genuine dispute concerning a bond deduction by writing to Rothwood within seven days of receiving the itemised explanation. The parties will make a reasonable, good-faith attempt to resolve the matter.
Failure to pay an undisputed amount by the required date may result in reasonable debt-recovery action. The client may also be responsible for reasonable recovery costs to the extent permitted by law..
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. The initial deposit is non-refundable under all circumstances.
For weddings where installment payments have been made:
Cancellations more than six (6) months prior to the event: Any payments made beyond the non-refundable deposit will be refunded.
Cancellations between six (6) months and three (3) months prior to the event: Payments made beyond the non-refundable deposit may be refunded at Rothwood’s discretion, subject to any costs already incurred or vendor commitments made on the couple’s behalf.
Cancellations within three (3) months of the event date: All monies paid 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.
Final Guest Numbers
Final guest numbers are due eight weeks prior to the event date. These numbers are used to determine staffing requirements, venue setup, equipment allocation, and administrative planning.
Once final numbers have been submitted and invoiced, no reductions or refunds will be available for guests who do not attend the event for any reason.
Please note that increasing guest numbers after this date is subject to approval and may not always be possible.
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, with a Maximum of 10.
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 10:00 AM unless arrangements have been made with Rothwood (fees apply).
Homestead Access & Property Boundaries
When hiring the Rothwood Homestead, guests have exclusive use of the following areas:
The Homestead
Swimming pool
Front verandah
Bali hut
BBQ area
Designated smoking area (shared with guests of your wedding)
Homestead backyard (to the brick boundary)
Guest toilet facilities
Access to the marquee is available by prior arrangement and is dependent on the venue hire option selected.
Please note that the owner's private residence and surrounding areas are strictly out of bounds.
Guests are welcome to enjoy a leisurely stroll through Rothwood's beautiful gardens. As this is a working property, Rothwood reserves the right to continue normal operations, including gardening, lawn mowing and general maintenance where required.
To ensure the comfort of neighbouring properties and the ongoing operation of the venue, Homestead guests must also observe our venue noise restrictions. Quiet hours apply from 11pm Mondays to Saturdays and 10pm on Sundays.
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.
Gardens and Grounds
Any damage to lawns, gardens, or landscaped areas caused by guests, vendors, or equipment will be charged and deducted from the security bond.
Toilets
Clean, well-maintained guest restrooms are available throughout your celebration. When Rothwood event staff are included, they will discreetly monitor, restock and maintain the facilities during the event. Without event staff, responsibility for keeping the restrooms tidy throughout the celebration remains with the client.
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. Overflow parking is available in the spare field if needed. A Rothwood staff member is able to assist with this process if this has been discussed during the setup meeting.
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 neighbouring properties, music and other amplified sound must be turned off by 11:00 PM sharp (10 PM on Sundays).
Subwoofers or excessively loud bass-driven music are not permitted on the premises. Music level must not exceed 85 dB
(A).
BYO Alcohol
Rothwood is currently a BYO venue and does not sell or supply alcohol. All alcohol must be supplied by the booking client and served from an approved bar area by Rothwood’s RSA-trained bar staff. Individual guests may not bring personal alcohol onto the event premises. Any alcohol brought onto the premises by guests may be confiscated by venue staff.
Responsible Service & Guest Conduct
Rothwood reserves the right to refuse or cease alcohol service to any person who is, or appears to be, intoxicated.
Rothwood management and authorised staff may also refuse entry or require any person to leave the premises where they are intoxicated, aggressive, threatening, disorderly, offensive, unsafe, or otherwise behaving in a way that places people, property or the orderly conduct of the event at risk.
Guests must comply promptly with all reasonable directions given by Rothwood management and staff. Where a person refuses to leave or presents a safety risk, Rothwood may contact security, police or emergency services.
For the safety and well-being of all guests and staff, Rothwood enforces a strict no shots or shooters policy. Spirits will be served only in standard mixed drinks. This policy is non-negotiable and forms part of our responsible service obligations.
These measures are intended to protect the safety, wellbeing and enjoyment of clients, guests, staff, suppliers and the venue.
Alcohol Deliveries & Storage
Where couples choose to have alcohol delivered directly to Rothwood, the following conditions apply:
Deliveries are accepted at the discretion of the venue and must be scheduled in advance.
Alcohol remains the responsibility of the couple at all times.
Rothwood accepts no liability for loss, damage, or theft of alcohol delivered prior to the event.
Excessive quantities that cannot be reasonably stored may be declined.
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. Guests other than those staying in the Homestead must vacate the property within 30 minutes of the agreed event finish time. Failure to do this will result in additional charges which can be taken from your Bond.
Elopement & Bespoke Hire Timelines
All elopement and bespoke events must strictly adhere to the agreed hire period outlined in the booking confirmation.
For elopement packages, the celebrant and photographer are permitted to arrive up to 30 minutes prior to the official hire start time for setup and preparation purposes only.
For bespoke wedding packages, approved vendors and suppliers (excluding guests) are permitted access up to 1 hour prior to the agreed hire start time for setup purposes only.
Any additional early access outside of these allowances must be approved in writing by Rothwood Management and may incur additional fees.
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 setups for the client, but this needs to be agreed upon during the setup meeting with the agreed associated costs added to the final invoice.
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 10:00 AM 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 client's 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 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 cleaning required by Rothwood staff. If any other form of confetti is used (including fake petals, dried florals, rice, glitter, paper, biodegradable confetti, or anything left behind in the gardens), a non-negotiable minimum clean-up fee of $220 will be deducted from the bond.
Pyrotechnics: Any form of pyrotechnics is 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 specific 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 or 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.
All external suppliers must visit Rothwood before the wedding day to confirm access points, vehicle entry, and setup requirements. Rothwood will not be responsible for any vendors unable to provide a service due to any of the above.
Bar Staff: Any event at which alcohol is supplied or consumed must have Rothwood’s RSA-trained bar staff for the full alcohol-service period. External bar companies, client-supplied bartenders and self-service alcohol arrangements are not permitted.
All alcohol must be supplied by the booking client and served from an approved Rothwood bar area. Individual guests must not bring personal alcohol onto the event premises.
Rothwood will determine the number and mix of staff required for each event according to guest numbers, event duration, beverage selection, the number of bars operating, service requirements and the additional event duties to be performed.
Substantial food must be available when alcohol service begins. Guests and clients are not permitted behind the bar or to access bar refrigerators for self-service.
Bar service will conclude 15 minutes before the scheduled event finish time. Remaining alcohol will be secured or packed away by Rothwood staff. Rothwood staff have the authority to refuse or cease alcohol service to prevent intoxication, underage drinking, unsafe conduct or a breach of Rothwood’s venue conditions. Access behind the bar, fridges, or self-service is prohibited.
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 lighting should be 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. If the venue requires cleaning beyond the standard post-event clean due to spills, waste, damage or failure to follow pack down requirements, an additional cleaning fee may apply and will be deducted from the security bond.
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. It is the responsibility of the client to ensure that vendors comply with this requirement.
Linen and Soft Furnishings: All linen, cushions, pillows and soft furnishings provided by Rothwood must be returned at the conclusion of the event.
Linen that is damaged or excessively stained beyond normal use, or any missing items, may incur a cleaning or replacement fee. These costs will be deducted from the security bond
Disturbances & Guest Misconduct: In the event that guest behaviour results in a disturbance, safety risk, aggressive behaviour, intoxication issues, or the need for staff intervention beyond the standard scope of service (including involvement of security or police), the hirer will be responsible for all associated costs. This includes additional staff hours, cleaning, supervision, safety management, and any disruption to the venue. These costs may be deducted from the bond at Rothwood's discretion.
Rothwood Responsibilities
A Rothwood staff member will be present on the property throughout the duration of your event. Their responsibilities include overseeing the setup 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 onsite 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.
Furniture: Wedding furniture, as specified in the chosen package, is included for the Client's use. Any damage to Rothwood's furniture, dancefloor 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.
At least eight weeks before the event, the client must provide or confirm:
final guest numbers;
the complete supplier list and contact details;
responses in Rothwood’s planning form;
food, drink and staffing arrangements;
personal décor and hire-item details; and
any changes that may affect venue operations.
Rothwood will use this information to prepare or finalise the venue layout and wedding-day timeline in consultation with the client.
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.
Licensed Security (Rare Circumstances): In very rare circumstances, we may request the couple to arrange licensed security based on event-style or guest dynamics. This is simply to ensure the safety and comfort of all guests and staff.
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. In emergency, follow the direction from Rothwood Staff.
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 details for on-site personnel and local emergency services will be provided ahead of the event.
Personal Items & Belongings
All personal items, décor, styling items, beverages, and belongings brought onto the property remain the responsibility of the Client. Even though all care is taken, Rothwood accepts no responsibility for the loss, damage, or movement of personal items before, during, or after the event. All items must be collected at the agreed pack-down time unless prior arrangements have been made.
Homestead Use & Check-Out
Where the Homestead is booked for the night prior to the wedding only (and not the wedding night), the following applies:
The Homestead must be fully vacated by the scheduled ceremony time
All personal belongings must be packed, removed, or secured prior to the ceremony
The Homestead is not accessible during the event
Guests are not permitted to re-enter the Homestead during the wedding
Rothwood reserves the right to access the Homestead during the event to carry out cleaning and preparation for future bookings.
Any personal items left in the Homestead remain the responsibility of the client. Where items are left in the Homestead beyond the required check-out time, Rothwood reserves the right to collect and place these items in a designated area to allow for cleaning and preparation of the property. Rothwood accepts no responsibility for the loss, damage, or movement of personal belongings.
Lost and Uncollected Property
The client is responsible for ensuring that all personal belongings, decorations, hired items, equipment, food, beverages and other property belonging to the client, guests or suppliers are removed from Rothwood by the collection time stated in the booking arrangements.
Any property found after the event will be recorded where reasonably practicable. Rothwood will make reasonable efforts to notify the client, and the client is responsible for arranging prompt collection during an agreed time.
Items delivered before an event or intentionally left for later collection must be collected within seven days after the event, unless Rothwood has agreed to another collection date in writing. Storage or removal charges may apply where items are not collected as agreed.
Rothwood may immediately discard perishable food, opened beverages, ice, flowers or greenery that have deteriorated, rubbish, soiled or unhygienic items, and anything reasonably considered unsafe or unsuitable for storage.
Other lost or uncollected property will be stored only where reasonably practicable and handled or disposed of in accordance with the Disposal of Uncollected Goods Act 1970 (WA) and any other applicable law. Rothwood does not guarantee the recovery, safekeeping or condition of property left at the venue and is not responsible for loss or damage except to the extent caused by Rothwood’s negligence or where liability cannot lawfully be excluded.
Any collection must be arranged in advance. Clients, guests and suppliers must not enter the property without an appointment to search for or collect belongings.
Nothing in these Terms excludes or limits any right or remedy that cannot lawfully be excluded under the Australian Consumer Law.
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.