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Terms and Conditions

Decoration

This Agreement between the (“Customer”) and Sovereign Operations Pty Limited t/a Sofitel Brisbane Central (“Hotel”) is effective as of the date it is signed by Hotel (“Agreement Date”).

Guest Rooms
This Agreement applies to the following block of guest rooms (the “Room Block”) as per the proposal.

Accommodation Rates
Hotel will provide the confirmed guest room rates below for the Room Block (the “Rates”) as per the proposal.

Accommodation Rates
All rates are quoted in Australia Dollars ($AUD) and are inclusive of GST (Goods and Services Tax). Please note that the room allocation is subject to availability at time of confirmation.

Accommodation Rooming List
Guest room reservations will be made by rooming list that includes a clear listing of names, arrival/departure dates, and types of accommodations desired for each individual. The rooming list must be received no later than 30 days prior to arrival. All reservations made by rooming list will be guaranteed for arrival to the Master Account.

Check in & Check Out Times
The Hotel will make every effort to ensure your rooms are available at your time of check-in; however, the Hotel standard times and rates are as follows:

Check In Time: 14.00pm
Check Out Time: 11.00am

Early Departure Fee
An early departure fee of 100% will apply if a Customer attendee checks out prior to the confirmed checkout date.

Commission
Rates in the Room Block that are booked, materialised, occupied, used and paid for will be commissionable to agency as per proposal as agent of record. Commissions will be paid at the rate negotiated with the agent (not including applicable taxes or any rebates or breakfast rates or un-filled rooms) for rooms paid for in the Room Block, and will be paid by Hotel within 30 days after payment in full of the Master Account. No commissions will be paid on cancelled or un-materialised or un-filled rooms or Attrition Damages. If the agent of record changes, Hotel will not pay any additional commission.

Complimentary Room & Upgrade Policy
Based on a minimum of 25 full paying rooms per night, and subject to availability at the time of contract, we would be pleased to offer:

One (1) Complimentary Superior room per night (maximum of 4 complimentary rooms per night), to be utilised during the event itself.

One (1) Complimentary Luxury upgrade per night (maximum of 4 complimentary upgrades per night), to be utilised during the event itself

Third Person Policy
A eighty ($80.00) dollar surcharge will be incurred for a rollaway bed or sofa bed (adult or child), with a maximum of one rollaway/sofa per room. Rollaway beds are available on request, and subject to availability

Family Policy
One child, under 12 years (11 years or below), occupying the same room as their accompanying adult/s, is complimentary, utilising existing bedding.  Any additional roll-away bed requirements would incur an additional charge of $80.00 per bed.  A second child under 12 years or a child 12 years and over is charged at the third person policy rate.

Function Space/Schedule of Events
This Agreement applies to the following events and function space as per the proposal.

Conference Charges
Room hire charges are based on your current accommodation, food and beverage and event/conference programme. Any shortfall in food and beverage spend will be charged as room rental. Event/Conference charges are nett, non-commissionable Unless a 24-hour block is made on the meeting space, the hotel reserves the right to dismantle the meeting room set up, allocate the space to other clients during non-use hours and to reassign meeting space as necessary. Access time to function rooms and associated pre-function areas is per the ‘Start Time’ and ‘End Time’ in the above table. Any access required for bump-in or bump-out must be factored into the above stated ‘Start Time’ and ‘End Time’.

BOOKING CONFIRMATION & PAYMENT SCHEDULE

Confirming your booking
We are delighted that you have chosen Sofitel Brisbane Central to host your next event.  Once we have received your signed Contract, Acknowledgement of Terms and Conditions being read and applicable deposit we will confirm your booking. 

Please note that if the deposit and contract are not received within 10 business days, we reserve the right to release the space being held.  Receipt of the deposit without the signed contract will constitute acceptance of all terms and conditions detailed in the contract.

Payment Schedule
The deposits due for your event have been noted within your contract; these are to be received by the Sofitel Brisbane Central according to schedule for event details booked. 

Deposit Type

Due Date

Amount Due

Initial Deposit

Within two weeks of signing

25% Due (or balance negotiated)

Second Deposit

91 days prior to arrival

25% Due (or balance negotiated)

Third Deposit

61 Days prior to arrival

25% Due (or balance negotiated)

Fourth Deposit

31 days prior to arrival

25% Due (or balance negotiated)


The client shall pay the full amount for the function at least 72 hours prior to the group commencement date unless the hotel has approved other credit arrangements.

BOOKING CONDITIONS

Cancellation Policy (total or partial cancellation)
In the event of a conference/event cancelling after confirmation, the following terms shall be applicable:

  • From signing of agreement until 91 days prior to the event: Initial non-refundable security deposit(s) will be retained for full cancellation.
  • 61-90 days prior to the event: Will attract a cancellation fee equivalent to 50% of total estimated function charges (including food & beverage, room hire charges, audio visual and equipment hire based on numbers advised at time of confirmation).
  • 31-60 days prior to the event: Will attract a cancellation fee equivalent to 75% of total estimated function charges (including food & beverage, room hire charges, audio visual and equipment hire based on numbers advised at time of confirmation).
  • 30 days or less prior to the event: Will attract a cancellation fee equivalent to 100% of total estimated function charges (including food & beverage, room hire charges, audio visual and equipment hire based on numbers advised at time of confirmation).

Any requests for cancellation, whether total or partial cancellation, must be provided in writing. We will not consider or process any verbal cancellation requests. Should any cancellations or changes be made in part or full to the above confirmed Event Cost, then the above cancellation terms will apply. If a conference/event is confirmed and then changes dates or it is postponed, this will be treated as a cancellation.

In addition, the Hotel will be entitled to charge the customer for any cancellation fees (which may include the full charge) for any entertainment or outside services retained by the Hotel on the Customer’s instruction. This is inclusive of the provision of the services of AV Partners as outlined in the signed event proposal and will also include all non-refundable or non-cancellable costs or liabilities incurred by AV Partners, which relate to the services or the event (such as the hire of any equipment or the engagements of personnel).

Attrition Policy

  • Over 90 days prior to arrival: 20% of rooms reserved may be cancelled without penalty.  Should release of rooms be in excess of 20%, the Hotel reserves the right to charge a cancellation fee equal to one night’s accommodation for every room cancelled.
  • 61-90 Days Prior to Arrival:  20% of remaining rooms reserved may be cancelled without penalty.  Cancellation of rooms in excess of 20% of the total room block will be subject to a cancellation fee equal to one night’s accommodation for every room cancelled.
  • 31-60 Days Prior to Arrival:  10% of remaining rooms reserved may be cancelled without penalty.  Cancellation of rooms in excess of 10% of the total room block will be subject to a cancellation fee equal to one night’s accommodation for every room cancelled.
  • Within 30 Days Prior to Arrival: All rooms cancelled or no shows will be charged at the agreed rate for all room nights cancelled. 

SPECIFIC TERMS AND CONDITIONS
 

 

Item

Description

Accommodation Terms & Conditions

 

Rooming lists should indicate which guests will be settling their own accounts on departure, and/or if accommodation and incidental charges are to be charged to the master account and arrival and departure times. 

  • 90 Days Prior to Arrival: We will require in writing an update on the number of rooms sold and the rooms to be guaranteed by the conference.
  • 60 Days Prior to Arrival: We will require your initial rooming list, followed by weekly updated rooming lists of all new bookings and amendments.
  • 30 Days Prior to Arrival: We will require your final rooming list (indicating a preference for arrival and departure times where possible).  At this time rooms not being utilized will be released according to the below attrition policy unless the organizer is willing to financially guarantee those rooms.  Any reservation after this date will be subject to availability.

Rooming lists can be sent to Group Reservations on 07 3835 4888 or emailed to h5992-re4@sofitel.com

Non-guaranteed rooms will be released at 6.00pm on the day of arrival if we have not been notified of late arrival.

The Sofitel Brisbane Central requires a credit card imprint or cash security deposit for incidental charges at check-in from each guest, unless the organiser guarantees payment.  If unpaid guest accounts are left unsettled and the Sofitel Brisbane Central is unable to contact the guest for payment, the organiser agrees to accept unpaid guest accounts to the master account.

Check-in time is from 2.00pm.  Any rooms that need to be guaranteed for arrival before the normal check-in time will need to be pre-registered the night before at the agreed group nightly room rate.  Early arrivals will be subject to availability.  Check-out time is before 11.00am.  Any rooms that require a late check-out are subject to availability.  Prices available on application.

For accommodation bookings with no room block, reservations should be made directly with the Hotel.  In order to facilitate this, attendees must contact the Hotel directly to confirm their booking.  Direct accommodation bookings must be guaranteed by a credit card.

 

Event Terms & Conditions

 

A preliminary program will be required between four (4) and two (2) months prior to the conference.  Final details relating to menus, room set, program and timing list, decorations, power, telephones and audio visual requirements will be required thirty (30) days prior to the commencement of the event.

The Hotel will complete a banquet event order and detailed rooming list and forward it to you between fourteen (14) and thirty (30) days prior to your event.  It is a requirement that you sign and return this document to the Hotel as final confirmation of all event details within seven (7) days of receipt or fourteen (14) days before your event, whichever is earlier.

The Organiser agrees to begin the function at the scheduled time and agrees to have the persons vacate the designated function space at the closing hour indicated.

Prior approval is required from the Hotel:

  • All plans and designs for any exhibitions or displays that you propose to stage or present during your event must be provided to the Hotel for approval at the time of booking
  • Displays of any kind intended to be located outside the designated event room
  • Attaching anything by nails, screws or adhesive in any way to any wall, door or other part of the Hotel
  • Advertising in relation to the event which includes references to the Hotel
  • The use of smoke machines, special balloon effects and/or pyrotechnics due to the effect on the Hotel smoke detectors.  Should the Fire Brigade respond to an alarm in the event room, which has been set off by an unauthorised use of smoke machines, special balloon effects and/or pyrotechnics, you will be liable for any charges incurred by the Hotel

Entertainment can be recommended by the Hotel for your event, however the Hotel cannot be held responsible for the performance of the subcontractor.  You as the client are responsible for costs involved in ensuring set-up and breakdown time of the event room.

Dietary Requirements
Sofitel Brisbane Central understands the importance of controlling allergen ingredients and the potential risks associated with guests consuming ingredients that they are allergic to.  All allergen guests are advised that cross contact risks are associated with their particular allergen or intolerance and therefore Sofitel Brisbane Central recommends that the guest is equipped with their individual corrective actions.  

Guaranteed Catering Numbers
Anticipated catering numbers are required in writing thirty (30) days prior to the commencement of the event.

Final guaranteed numbers are required in writing three (3) business days prior to the first function of the conference being held.  These final numbers will be the minimum number of guests the Hotel shall charge for each function provided they are above the minimum number stated.  Should guaranteed numbers not be received, the attendance indicated on the banquet event order will be taken as final.  Final guaranteed attendance numbers are required to reflect the same guaranteed numbers catered for. 

Room Hire
Room hire charges are applied to all function rooms unless otherwise negotiated and approved.  Hire charges are based on the contract time period.  Twenty-four hour rental charges are available on application.  The hotel reserves the right to change the set up and allocate the space to other clients during non-use hours. 

Bump In/Bump Out
Guaranteed client bump in and bump out requirements are to be agreed at time of contract.  Access to the designated function rooms for exhibition, external suppliers and external audiovisual must be advised prior to confirmation to ensure the hotel can provide adequate availability to support these requirements.  The hotel reserves the right to allocate the space to other clients unless otherwise advised at time of contract.  

Audio Visual
Should you decide to appoint an external audio visual company please be advised that a hotel Service Charge of $75.00 per hour will apply for the set up and pack down of your event.  Additionally, should any company seek to remove any equipment that forms part of our permanent audio visual installation, a removal / reinstallation fee will be charged. Floorplans will be provided by AV Partners should their audio visual be confirmed. Alternatively, room set floorplans are to be provided by the appointed external audiovisual provider.

Additional Power
Should additional power for extensive audio visual production, lighting, exhibition booths, product displays be required, charges will apply.  These charges will be provided on application.  Requests for 3-phase power must be submitted and approved thirty (30) days prior to the event. 

Change In Function Room
The Hotel may assign an alternative area or function room or alternative hotel for your event if the appointed function room is unavailable for any reason or the Hotel believes the appointed function room is no longer appropriate.  The Hotel will, where possible, consult with you before making any changes.

Change In Function Room Set Up And Catering
Any changes made by the client to the function room style, setup and catering requirements within 48 hours of the start of the event will incur a $55.00 per staff member, per hour or part thereof labour fee.  

Additional Surcharges
Subject to prior agreement with the Supervisor overseeing the event, your event may be extended; however, an additional room hire charge will be incurred.  Should the event extend past midnight additional charges apply. 

Waste Removal
In the case that the hotel is required to remove waste from an event; including however not limited to wooden pallets, appliances, excessive boxes, plastic, a per item fee will be charged. A fee of $5.00 per item and a transport fee of $50.00 will be applicable. 

Cleaning Surcharge
When an event has created cleaning requirements that are considered in excess to the general and normal standards a cleaning surcharge is applicable.

Digital Signage
There are digital signboards positioned near the function rooms to display directional information regarding your event.  We have a standard template we use for all functions; however we welcome you to send us your logos or make your own signage using one Power Point slide or a JPEG file for signage directly in front of your function room.  Please include function name, room, level and time.  We do ask that you have any signage or logos to us seven (7) business days prior to the function.

 

General Information and Polices

 

Hotel Name, Logos & Images
If you wish to use the Hotel name in any of your literature you must refer to the Hotel by its proper name: Sofitel Brisbane Central.  The Sofitel and Accor logos are trademarked.  Permission must be received from the Hotel in writing before the use of a logo is permitted.

Smoke Free Policy
Please note Sofitel Brisbane Central is a smoke free environment.

Circumstances Beyond The Control Of The Hotel
If the Hotel is unable to provide the facilities or any other arrangements for your event or any part of it or cannot otherwise perform the terms of the agreement due to circumstances beyond the Hotel’s control, the Hotel is not responsible for any costs, damages or expenses that you may suffer or incur.

Conduct & Behaviour
Your event must be conducted in an orderly and lawful manner.  The Hotel reserves the right to end your event if the Hotel reasonably believes that your event is not being conducted in an orderly and lawful manner.  The Hotel has no responsibility to you for any costs, damages or expenses that you may incur in relation to the Hotel’s termination of your event.

The Hotel may remove or deny entry to anybody being disruptive or acting in a disorderly manner.

The Hotel practices principles of responsible service of alcohol.  Intoxicated persons will not be served alcohol and may be removed from the premises.

You must ensure that you and your guests and invitees at your event do not breach any statutes, by-laws, or regulations including the Hotel’s liquor licence and fire regulations.

You are not permitted to exceed any noise levels, which, in the opinion of the Hotel, may disturb other guests of the Hotel or disrupt the normal operations of the Hotel.

Responsibility
The Hotel is not responsible for:

  • Theft, damage or loss of any goods brought into the Hotel premises.
  • Any introduction of food to the function and the effect thereafter.
  • The car park under the Hotel is a public car park and the Hotel is not responsible for any theft, damage or loss to any vehicles or goods that may occur in the car park.

Indemnity / Loss And Damage To The Hotel Property
You are responsible for and must indemnify the Hotel for:

  • Loss or damage to the Hotel arising out of any acts or omissions of your officers, employees, agents or invitees attending the event and/or room accommodation.
  • Claims by an person for loss, injury, death or damage of any kind arising from your use, or any persons attending the event and/or room accommodation, which is caused or contributed to by your negligence or that of your officers, employees, agents or invitees attending the event.

Your indemnity to the Hotel will be reduced proportionately to the extent that any liability, loss, damage, cost or expense is caused by the negligent acts or omissions of the Hotel or its officers, employees or agents except to the extent that they have been caused by your failure to fulfil your obligations under this agreement.

Security
Whilst every effort is made by the Hotel to protect your property and equipment, it is the responsibility of the client to put in place appropriate security measures to guard against theft.

Special tasked security personnel may be required at the discretion of the hotel for functions above 100 guests, cost of which will be borne by the client.  A quote can be arranged on request.

Important note:  Functions with attendees on a Beverage Package for more than 2 hours require the following Crowd Controllers at the organiser’s expense.

  • 100-200 attendees – 1 x crowd controller
  • 200-300 attendees – 2 x crowd controllers
  • 300-400 attendees – 3 x crowd controllers

Should clients engage external security contractors directly, it is the responsibility of the client to ensure that the contractors are licensed and provide proof of Public Liability Insurance to a level acceptable to the Sofitel Brisbane Central. Security contractors engaged, are under no circumstances permitted to carry on their person or bring into the Sofitel Brisbane Central any firearm or weapon. Security contractors are required in all other respects to comply with the terms and conditions for Contractors.

Delivery & Storage
All deliveries to the Hotel must be advised to the Hotel before delivery.   Sofitel Brisbane Central loading dock hours are from 7.00am to 1.00pm.   The hotel will only accept the delivery of goods two (2) working days prior to the event.  After the event, all goods must be collected within two (2) working days. 

The delivery label should include: Conference Name, c/o Conference & Catering Department, Sofitel Brisbane Central, Loading Bay, 249 Turbot Street, Brisbane, Qld, 4000.  Also please clearly state the name of the event, the dates, the Conference & Event Executive’s name, the function room and the number of boxes that make up the delivery, e.g. 1/10, 2/10 etc.

Should you require these items be returned to you by courier, please ensure each box and/or item has a return delivery label and a signed consignment note prior to your departure.  A courier must be arranged by you or your company, charged to your company. 

The hotel accepts no responsibility for any items delivered or left for collection and accepts no responsibility for damage to, or loss of these items. 

Service Access
Access to the Sofitel Brisbane Central is via the loading dock, which has its entry from Upper Edward Street.  All exhibitors, suppliers and contractors are required to load or unload any vehicles from the dock.  Once vehicles have been loaded / unloaded they are to be removed immediately.  Any unauthorised vehicle found unattended in the Loading dock will be towed away at the owners’ expense.  It is the client’s responsibility to inform suppliers, contractors or exhibitors accordingly.  If the client expects a number of deliveries to be made to the loading dock at the same time, the client must ensure the deliveries are coordinated and there is access for emergency vehicles at all times.

Elevated Platforms & Hydraulic Lifters
No externally sourced elevated platforms are to be used at the Sofitel Brisbane Central.  Prior permission must be sought to use the Sofitel Brisbane Central’s elevated platform.  Only a licensed operator may hire and use the Sofitel Brisbane Central’s elevated platform.  A hiring fee of $350.00 per event will apply.

Contractors, Exhibitors & Equipment
Any contractors or subcontractors appointed by the client or by the Hotel on behalf of the client must abide by the Hotel regulations and any instructions given by the Hotel while on the Hotel premises.

Any contractors or subcontractors appointed by the client will, for the purpose of this agreement, be deemed as legal agents for and on behalf of the client and will be bound for performance and liability under this agreement.

It is the client’s responsibility to ensure that all contractors comply with all workplace health and safety requirements and the Sofitel Brisbane Central’s grooming and professional and behaviour standards.  Contractors who fail to do so will be asked to leave the premises.

Workplace Health & Safety
All Contractors must comply with all provisions of the Workplace Health and Safety Act (Qld) and all safety directions given by the Sofitel Brisbane Central whilst at the Sofitel Brisbane Central.

NOTE:  The Sofitel Brisbane Central reserves the right at all times to check contractors’ equipment and take appropriate action as necessary. 

Electrical Safety
All electrical equipment brought/used whilst on the hotel premises must have a current ‘test-tag’ clearly displayed on the equipment and leads.  Any item of equipment found not in compliance will be disconnected immediately.  All equipment/cables etc. must be secured in a manner to prevent trips/falls and other hazards.

Insurance
Contractors are liable for any damage to Sofitel Brisbane Central property or equipment whether such damage resulted from an