Terms & Conditions

Bookings / Payment Terms

  • Package prices will incur a 10% GST surcharge in addition to the quoted price.
  • Quotes are valid for 30 days.
  • Once booked, a deposit is required within 7 days to secure your booking. If the deposit is not paid within this time, or if another client pays their deposit first, your booking will be forfeited.
  • An invoice deposit of 30% (GST inclusive) is required within seven (7) business days of booking, along with proof of payment, to confirm your reservation.
  • The deposit will be subtracted from the final invoice.
  • The final cost of your function is to be paid within twenty-one (21) business days prior to function date.
  • A tax invoice will be issued after each payment is made.
  • Overdue accounts will incur interest charges at a rate of two and a half per cent (2.5%) per week.
  • Please note that all credit card payments will incur a surcharge. The percentage varies depending on the card type.

Default of Payment

  • The Roaming Bar reserves the right to refer any outstanding debts to a mercantile agent and/or debt collection agency in the event of payment default.
  • The Roaming Bar reserves the right to pass on any fees associated with outsourcing debt collection to the customer.
  • Any accounts exceeding thirty (30) days from the invoice issue date without payment will be considered in default and may be subject to the above actions.
  • The Roaming Bar reserves the right to refuse service to any client with accounts that remain unpaid or in default from previous events.

If you wish to cancel your event, you agree to be bound by the following cancellation fees;

  • Any notice of date change or cancellation must be provided in writing.
  • Cancellations incorporate the following fees if your event is:
    1. Greater than 120 days: 100% deposit refundable
    2. 60 - 120 days: 50% deposit refundable
    3. 21 - 60 days: Non refundable deposit
    4. 7 - 21 days: 80% charges payable
    5. Less than 7 days: 100% charges payable
    6. Note: events can be transferred to an alternate event date.
    7. Change of date fees may apply.

Rescheduling / Postponement

If you wish to reschedule or postpone your event, you agree to be bound by the following rescheduling terms:

  • Any request to change the event date must be provided in writing.
  • Rescheduling fees apply based on the notice provided prior to the event date:
    1. Greater than 90 days: No fee applies
    2. 60–90 days: 15% of the total booking fee payable
    3. 21-60 days: 30% of the total booking fee payable
    4. 7–21 days: 50% of the total booking fee payable
    5. 7 days or less: 80% of the total booking fee payable

Note: Events may be transferred to an alternate date subject to availability. Change of date fees may apply.

Bond & Extras

  • A $200 bond is required for glassware hire. This bond is 100% refundable after the event provided no glassware is broken, lost, or damaged.
  • The Roaming Bar reserves the right to apply the bond toward any additional charges not included in the original quote.
  • A $10 + GST charge per broken or missing glass will be deducted from the bond.
  • Setup & Pack Down: from $200 + GST
  • Portable Bar Hire: from $350 + GST
  • A minimum setup time of 90–120 minutes is required to ensure cocktails are ready to be served upon guest arrival.
  • Extended setup times due to venue access restrictions or event complexity may incur additional charges.

Bar Setup Requirements

For events where a bar is not provided by The Roaming Bar, the client must provide a suitable service area that meets our operational requirements.

Failure to provide an adequate setup may:

  • impact service quality, or
  • result in service cancellation without liability to The Roaming Bar

Minimum space requirements:

  • 1.4m Bar Setup
  • Minimum space required: 2m x 3m
  • Hire price: $350 + GST
  • 2.8m Bar Setup
  • Minimum space required: 3m x 3m
  • Hire price: $500 + GST

If the client hires a bar from a third-party supplier, it must meet the above height and size requirements. The client must confirm suitability with The Roaming Bar prior to the event date.

Special Effects & Equipment

  • The Roaming Bar may useequipmentsuch astheFlavour Blaster smoke gun for cocktail presentation.
  • The Roaming Bar is not liable for fire alarms triggered by smoke effects.
  • The client is responsible for confirming venue compliance and notifying venue management where required.

Liability

  • The client acknowledges and agrees that The Roaming Bar is not responsible for any damage to client property or venue property during service.
  • The Roaming Bar will operate with reasonable care and professionalism at all times.

Setup Time

A minimum of 90–120 minutes is required for setup to ensure cocktails are ready for guests upon arrival. Larger or more complex events may require additional setup time, which may incur extra charges.

Travel Fees

Travel costs are calculated during the quoting process based on the final confirmed event location.

A travel fee of $2.50 per kilometre per bartender applies for venues located outside a 10km radius of Melbourne CBD.

Water & Washing Facilities

  • Sink access is required for glassware washing during service.
  • If sink access is unavailable, biodegradable cups may be used instead of glassware.
  • Failure to provide suitable washing facilities may impact service or result in event cancellation.

Agreement

By confirming a booking with The Roaming Bar, the client agrees to these terms and conditions.

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