Amarilla Group Bookings & Functions
Terms & Conditions
We look forward to hosting your group at Amarilla. These terms apply to group bookings and functions, including full or partial exclusive use of the venue. Any special arrangements will be confirmed in writing.
1. Deposits & confirmation
Your set menu must be selected at the time of booking. A deposit of 50% of the quoted food total, based on your selected menu and booked guest numbers, is required to confirm your booking. This deposit is credited towards your final bill.
Payment must be received within five business days of the payment link being sent, or by an earlier deadline agreed in writing for bookings within that timeframe.
Your booking is not confirmed until the deposit is received. If payment is not received by the deadline, the provisional booking will be cancelled and the space released.
The remaining food balance, beverages and any agreed additional charges are payable at the end of your booking, before departure, unless otherwise arranged.
Any minimum spend, additional fees or special conditions will be disclosed and agreed in writing before confirmation. Only food, beverages and cakeage count towards an agreed minimum spend.
Group service charge: A mandatory 10% service charge applies to all bookings of 12 or more guests, capped at $500 per booking. This is calculated on the total food and beverage bill, including cakeage, and is payable with the final balance unless otherwise arranged. The service charge does not count towards any agreed minimum spend.
2. Cancellations
Cancellations must be sent in writing. Notice is calculated from the time Amarilla receives the cancellation to the scheduled booking start time.
Notice required for a refund:
12–20 guests, without exclusive venue use - at least 7 days
21 or more guests without exclusive venue use - at least 14 days
Full or partial exclusive use of the venue, regardless of guest numbers, - at least 60 days
Where the required notice is given, 80% of the deposit will be refunded, with 20% retained towards reasonable booking administration and unrecoverable payment processing costs.
Where less notice is given, or the group does not attend, the deposit is non-refundable, subject to the protections below.
Cancellation charges will not exceed Amarilla’s reasonable costs and losses associated with the booking. We will take reasonable steps to reduce those losses, including attempting to rebook the space, and adjust any amount retained where appropriate.
3. Postponements & date changes
Postponements and date changes are subject to availability and written approval by Amarilla.
Whether monies already paid can be transferred to a new booking is at Amarilla’s discretion, exercised reasonably with regard to the notice provided, costs incurred and ability to rebook the original space.
A postponement request does not automatically transfer your deposit or release you from the cancellation terms for the original booking. Any approved transfer, revised pricing and conditions will be confirmed in writing.
4. Menus, guest numbers & dietary requirements
Your set menu must be chosen at the time of booking and will be used to calculate your deposit.
Menus are subject to seasonal change without notice. Where a change affects an existing booking, Amarilla will contact the organiser where necessary to discuss the affected selections. Any material change to the agreed menu or price will be discussed before proceeding.
Final guest numbers must be confirmed at least seven days before your booking. These become the minimum number charged. Reductions within seven days, including guests who do not attend, do not reduce the food total, subject to the reasonable costs and losses provisions in these terms. Additional guests are subject to availability.
Any agreed minimum spend continues to apply if guest numbers decrease, unless otherwise agreed in writing.
Please provide dietary requirements and allergies at the time of booking, with any updates supplied at least seven days beforehand. Dietary requirements can be accommodated with advance notice, subject to confirmation by our kitchen. Any limitations or additional charges will be advised.
As our kitchen handles allergens, we cannot guarantee an entirely allergen-free environment.
5. Beverages & payment arrangements
Where a timed beverage package is selected, all guests in the booking must participate. Any arrangements for children, guests under 18 or guests requiring a non-alcoholic option must be agreed in advance. Package inclusions, timing and prices will be confirmed when booking.
Beverage packages commence at the agreed start time. Late arrival does not extend the package.
For groups of 12 or fewer, bill splitting may be arranged.
For groups of 13 or more, all food, beverages and additional charges must be settled on one bill. Individual beverage payments, pay-as-you-go purchases and splitting beverage charges between guests are not available.
6. Booking times
Standard table time is one hour and 45 minutes from your booked start time, unless a different duration is agreed in writing. Late arrival does not extend the booking.
Extended bookings must be arranged in advance and may attract a higher minimum spend or an additional fee, which will be confirmed before agreement.
All lunch functions must finish, with guests and suppliers departed and decorations and equipment removed, by 4:30pm at the latest. This allows the restaurant to reset for dinner service. Your agreed booking finish time may be earlier.
7. Deck bookings & weather
If you book the deck, indoor relocation is not guaranteed in the event of wet weather or other unsuitable conditions.
Please discuss any wet-weather arrangements with Amarilla before confirming your booking. Any agreed alternative arrangements will be recorded in writing.
If weather affects your booking, we will discuss the available options. Cancellation and postponement terms apply, subject to your rights under applicable law.
8. Venue setup & decorations
Decorations are welcome with prior approval, provided they do not obstruct views, access or exits, or disturb other guests.
Glitter, confetti, open flames and items attached to walls are not permitted. Decorations must be removed by the agreed finish time.
Furniture removal, storage or additional resetting may attract a fee. Any such fee will be quoted and agreed in advance. Furniture must only be moved by Amarilla staff or with their approval.
All external vendors, speakers, sound systems, decorations and other equipment must be approved by Amarilla in advance. Supplier access and setup times must also be agreed.
9. Music & consideration for other guests
For bookings without exclusive use, music and volume are selected by Amarilla.
Full or partial exclusive use does not automatically include control of venue music. Music and entertainment arrangements must be approved in advance, taking into account any other guests using the venue and applicable noise restrictions.
Speeches, amplified sound and other activities must be approved in advance and must not disrupt other guests.
All guests and suppliers must behave respectfully and follow reasonable staff directions. Unsafe, abusive or disruptive behaviour may result in an individual being asked to leave or, where necessary, the function ending.
10. Cakeage, BYO & responsible service
Outside celebration cakes are welcome by prior arrangement. Cakeage is $5 per person and applies to the entire booked guest count, unless otherwise agreed in advance.
Amarilla is a licensed venue. No BYO alcohol is permitted.
We practise responsible service of alcohol. Alcohol will not be served to anyone under 18 or anyone who is intoxicated. Proof of age may be requested, and service may be refused in accordance with our legal obligations. Beverage packages remain subject to these requirements.
Smoking and vaping are not permitted anywhere on site, including the deck.
11. Damage & additional cleaning
The organiser is responsible for reasonable repair or additional cleaning costs arising from damage or excessive mess caused by their guests or suppliers, excluding fair wear and tear.
Any charges will be explained and supported by details of the costs incurred.
12. If Amarilla cannot host your booking
If Amarilla cancels your booking and cannot provide an agreed alternative, payments for services not provided will be refunded.
If circumstances outside either party’s reasonable control prevent the booking from proceeding, we will discuss available alternatives and any refund entitlements under applicable law.
Nothing in these terms excludes or limits rights or remedies under the Australian Consumer Law.
13. Acceptance
These terms will be provided before payment. By paying the deposit, the organiser accepts them on behalf of the booking and agrees to communicate relevant requirements to guests and suppliers.
Any changes or special arrangements must be agreed in writing.