Booking policy for group events, private dining and functions at Tatler or Prime

Thank you for your interest in holding a function at Tatler/Prime. Our team will do all we can to ensure the success of your event. Our booking policy follows. Your acceptance of these conditions is confirmed by the continuation of your reservation.

At the time of reservation, please advise our Functions Manager:

• Event date, time, size of group and name of event
• Organiser’s name, position, email address, telephone and cellphone numbers
• Time we can expect guests to arrive
• Details of any entertainment you have planned, along with a running order so our chefs can plan food service schedule
• Any set up, layout, decor or  A/V facilities you need us to arrange at the venue
• A credit card to guarantee the event.

The following information is required 7 days in advance of the event:

• Final numbers attending (this is the minimum for which you will be charged; if numbers increase we’ll do our best to accommodate extra guests subject to available space and ingredients)
• Menu selection
• Beverage selection
• Details of any special dietary requirements or special menus, eg children, vegetarian, gluten-free.
• Cellphone number or local contact details of organiser
• Whether there will be any guests aged under 18 years
• Your policy on what beverages may go on the function tab, aside from the wines/beers you have ordered.

Time
A finish time in accordance with QLDC licencing regulations may be imposed. A late licence can be applied for with a minimum of 45 days notice and at a cost of $200.

Security
Certain types of functions held at Tatler or Prime will require security. These include events that involve a band or DJ. Birthday parties, particularly 21st parties, require security. Security costs will be passed on to the organiser and a quote will be provided at time of booking.

Exclusive Use
Bookings of more than 50 guests at Prime or 40 guests at Tatler require you to take exclusive use of the venue. This means  you must meet a minimum food and beverage spend, the amount of which will depends on the time of year and day of week. This  amount will be advised to you at time of booking. Our website provides a guideline of exclusive use pricing and venue capacities:
http://tatlerprime.co.nz/images/which_venue.pdf 

If a reduction in numbers means that this minimum cannot be reached, then we may:
a) Cancel the exclusive-use option, allowing other patrons to be present during the event or;
b)  Impose a surcharge to make up the difference between actual and required minimum spend.

Public holidays
A surcharge of 15-20% applies when functions are held on statutory holidays.

Deposit
We undertake to provide the requested menu and beverage list for the specified number of guests, preceded by a detailed estimate of the likely cost for the event. On acceptance of this estimate, a deposit of 20% of this amount will be charged against the credit card you have provided. If you would prefer not to provide a credit card we require a 100% pre-payment. If you are going to be booking a series of events, you may wish to become an account holder; a credit application will be forwarded to you on request.

Method of Payment
Our preference is for pre-payment of function meals by bank transfer. However, if you prefer to split payment between 20% deposit and 80% final payment, a credit card guarantee will be required.
Note that credit card payments and international wire transfers may incur transaction fees.

Damage
If any guests present at your event cause damage to our furnishings, equipment or venues, you accept that your credit card will be debited for repair/replacement. If you have elected to pre-pay the meal and not provide a credit card guarantee, you accept that you will pay these costs as invoiced. If your event causes activation of our fire alarm, causing a fire department call-out, the cost of this will be passed on to you.

Cancellation
Because we make a special effort to provide the required food, beverage and staff for functions, we need to recover our costs in the event of a cancellation.

If your event requires attendees to travel from out of town, we strongly recommend you arrange travel insurance to cover you against cancellation fees.

• A deposit will only be refundable if more than 14 days notice of cancellation is given; a $50 transaction fee will be retained.
• Cancellations within seven days of the event will not be eligible for a refund of the deposit.
• Cancellations within three days of the event will require payment for the entire meal, together with other costs we may have incurred in preparation for your event.

Additional costs
We are able to cater for a certain number of patrons at any one time; for large events we may need to hire additional equipment and employ additional staff, the cost of which may be passed on to event organisers.

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Please download the PDF here and return per fax or complete the form below.

Jo Weir, Functions Manager, Tatler and Prime
Tel 03 442 8372 Cell 027 457 3023 Fax 03 442 6820 or marketing@tatlerprime.co.nz

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