Terms and Conditions

• By checking the accept box you agree that you are requesting the services of Hamilton Island Weddings to arrange and/or provide the products and services required for your upcoming wedding.
• You agree to pay any costs charged by Hamilton Island Weddings and other suppliers engaged by us on your behalf in relation to your wedding.
• You understand that Hamilton Island Weddings will share your supplied personal information with Hamilton Island Enterprises and from time to time, will also share this personal information with other associated suppliers. These suppliers may contact you directly for more information regarding your requirements.
• You understand that booking your wedding with Hamilton Island Weddings does not guarantee the availability of your preferred accommodation, reception venues and other products and services you may require. We recommend that you do not send out any invitations, book any flights or make any travel plans etc. until the ceremony location/time and reception venue have been booked, with all applicable deposits paid and confirmed individually in writing by Hamilton Island Weddings.
• You understand that the non-refundable deposit is in fact not refundable under any circumstances.
• Other suppliers engaged by us on your behalf in relation to your wedding may have their own non-refundable deposits and/or terms and conditions.
• Whilst every effort is made to maintain prices as printed or quoted, they may be subject to increase without notice to cover unforeseen price rises. Please note, each package is increased on January one (1) each year.
• You have read and understood the information regarding off island suppliers, specifically that only Hamilton Island Weddings may photograph or video your wedding on Hamilton Island. Click here for full details regarding off island suppliers. Further conditions apply regarding the supply of hair and makeup services, floral and bouquet products, decorations, audio and visual equipment, live entertainment and various other products and services. You are urged to understand these conditions completely before booking your wedding on Hamilton Island.
• You understand that your wedding planner will schedule regular phone meetings with you during the months/years leading up to your wedding, and it is during these phone meetings that you should discuss various aspects of your wedding.
• If you are planning your wedding from overseas, you may need to do most of the planning via email correspondence due to the time difference.
• The accommodation discount offered to you and your guests is subject to availability and blockout periods apply.
• These terms and conditions are subject to change without notice.

• All cancellations are required in writing.
• All deposits / payments are non-refundable.
• For cancellation notice given within twelve (12) months of your wedding date, 25% of the wedding cost (including third party suppliers) of the estimated on island spend will be charged.
• For cancellation notice given within six (6) months of your wedding date, 50% of the wedding cost (including third party suppliers) of the estimated on island spend will be charged.
• For cancellation notice given within three (3) months of your wedding date, 75% of the wedding cost (including third party suppliers) of the estimated on island spend will be charged.
• For cancellation notice given within one (1) month of your wedding date, 100% of the wedding cost (including third party suppliers) of the estimated on island spend will be charged.
• Cancellation of other island facilities such as vessels, audio-visual, aviation, sporting or leisure etc. within fourteen (14) days of arrival will incur a cancellation fee totalling 50% of the published or agreed cost for that activity.
• Couples are permitted one (1) postponement of their wedding date, where the new date is within the same financial year, agreed upon by Hamilton Island Weddings and pending availability of ceremony and reception locations. The new date will also need to be agreed upon by external suppliers for all product and service changes.

• One Tree Hill is unable to accommodate ceremonies at 4.00pm
• Some 4.00pm ceremonies may require your celebrant to stay overnight. Where this is the case, your wedding planner will advise you. The accommodation is charged back to your account and prices are subject to change and availability.
• Whitehaven Beach incurs additional costs, timing restrictions and flight weight restrictions.
• For weddings at qualia the couples and guests must be staying at qualia and additional restrictions can apply.
• Under Australian Law, a Notice of Intended Marriage form (NOIM) must be completed, signed by an authorised witness and provided to your chosen officiator no less than one month and one day prior to your wedding date. Click here for more information or to download the NOIM form.

• Your reception or function venue booking is not confirmed until you have received advice in writing from your wedding planner. Verbal notices of availability should be strictly regarded as tentative only and should not be relied upon under any circumstances.
• You must choose your requirements from the most current wedding portfolio for your selected venue. Any portfolio shown to you or viewed prior to your reception or event is to be regarded as a sample only. All venues reserve the right to change certain aspects of these portfolios including but not limited to available food and beverage styles and options, table layouts, space availability and curfews. The venue does agree to make all reasonable attempts to supply what was offered before or at time of booking if these choices have been confirmed.
• Whilst every effort is made to maintain prices as printed or quoted, they may be subject to increase without notice to cover unforeseen price rises. Please note each portfolio is revised on January one (1) each year.
• Noise curfews apply to all reception and function venues including restaurants. All curfews are subject to change without prior notice and may change from that time notified to you at the time of booking.
• Where an a la carte menu has been requested, the a la carte menu offered by the restaurant on your chosen function date will be utilised for your function. Any a la carte menu shown to you or viewed prior to your reception or event is to be regarded as a sample only.
• Choices for wine and champagne are welcome however cannot be guaranteed. If a wine becomes unavailable, you will be notified by your planner and advised of alternate available choices.
• BYO is not available in many venues, in the rare circumstances where BYO is allowed, corkage fees will apply and vary.
• Where an outdoor venue is booked, a wet weather option will be chosen on your behalf by a Hamilton Island/Hamilton Island Weddings representative where necessary. If, in the event of unfavourable weather, the wet weather option will require additional decoration and set up to make it look appropriate for your function, in all cases these additional requirements will be at your cost.
• By booking your reception or function you are agreeing to choose your requirements from the wedding portfolio current at the time of booking. However, all venues reserve the right to change certain aspects of these portfolios including but not limited to available food and beverage styles and options, table layouts, space availability and curfews. The venue does agree to make all reasonable attempts to supply what was offered before or at time of booking if these choices have been confirmed.
• Many venues standard chairs are not designed to fit chair covers and/or decoration, where this is the case and chair covers are being utilised, appropriate chairs can be provided by the outlet however additional costs will be incurred by you for the hire of the chairs.
• Where chairs are required, it is your responsibility to ensure you have requested the chairs to be arranged by your wedding planner.
• All details regarding your reception must be advised in writing to your wedding planner no less than 4 weeks prior to your function date.
• If absolutely necessary in the event of unforeseen circumstances and your function cannot be held in your chosen venue, the venue reserves the right to supply an alternate venue in its place. All additional costs incurred through the moving of the event or reception will be covered by the venue. Hamilton Island Weddings or the venue will not be held liable for any costs or damages outside those directly incurred by the moving of the function. This condition is not relevant to functions which have been moved due to weather.
• Any recommendation, comments, or details regarding a venue which are made verbally by Hamilton Island Weddings or Hamilton Island staff should not be relied upon and can only be relied upon when made to you in writing and specifically about your function and venue.
• If deposit or credit card details have been supplied, you are instructing Hamilton Island Weddings to pass these details onto the relevant outlet and for that outlet to action the charging of the specified charges to the credit card details provided.
• You understand that should you cancel your wedding within an unreasonable period of time, that the venue may charge a cancellation fee to cover any costs of your function which are unable to be recovered by the venue.
• Entertainment can only be utilised for functions where the entire venue has been booked solely for your function. In all other cases, for the comfort of other resort guests, no entertainment or music will be allowed.
• Other options such as speeches are allowed in non sole use venues however are to be conducted in a way which does not disturb other resort guests who may be utilising the same venue.
• All venues reserve the right to refuse alcohol to people who appear intoxicated. All venues strictly abide by RSA regulations.
• Surcharges may apply to payments made with credit cards and may vary from time to time without prior notice.
• You agree to pay for all costs incurred by the supply of your reception or function and understand that these costs will be paid in full either prior to or on your wedding day.
• These terms and conditions are in addition to any terms and conditions included in each individual restaurant portfolio.

• Hamilton Island is a private property, and only businesses or suppliers who hold a licence to operate on Hamilton Island may supply their products and services on this private property. By booking your wedding on Hamilton Island, you are engaging Hamilton Island Weddings to directly supply professional services such as photography, videography, floral, entertainment, makeup and decorations.
• In the unlikely event that the nominated photographer from Hamilton Island Weddings is unable to perform to the guidelines of the contract (for example but not limited to injury, illness, or any other causes beyond the control of Hamilton Island Weddings) then Hamilton Island Weddings will make every effort to secure a replacement photographer.
• All requested event information, including changes in location or schedules from the original booking are required 30 business days prior to your event. This includes, but is not limited to, combinations of friends and family groups photos and desired photography locations.
• Availability of photo and video tour locations cannot be guaranteed due to other island events, maintenance, upkeep, weather etc. However, every effort will be made to ensure your preferred locations are available.
• The client accepts the responsibility for any impact that their choice of time of day or location may have on the outcome of the images or video.
• The clients agrees to give Hamilton Island Weddings sufficient warning of key events at the wedding to give the photographer or videographer time to prepare e.g. bouquet throwing, cutting the cake, speeches etc. Please note that not all guests at weddings like having their photo taken and in such cases HIW will use their discretion but cannot be held responsible for a lack of photos of these people.
• To avoid disruption to the photographic coverage and to allow the photographer to fulfil their contracted duty, other photography by family and friends will be at the discretion of the photographer.
• The client agrees to pay for any additional photography or videography coverage and/or images or footage requested by the client either verbally or in writing either before, during or after the event.
• While every care will be taken by the photographer and videographer, no responsibility can be accepted by Hamilton Island Weddings for photographs and or video footage which may be deemed unusable due to factors such as visible bra straps and/or tan lines, make up issues, hair styles, or you or your guests blinking, squinting, looking away from the camera, not smiling or walking into shots.
• Hamilton Island Weddings is not liable to deliver every image taken at your event. The determination of images delivered to the client is left to the discretion of Hamilton Island Weddings.
• The final post production and editing styles, effects, and overall look of the images including but not limited to image retouching are left to the discretion of Hamilton Island Weddings.
• Hamilton Island Weddings does not under any circumstances perform any cosmetic retouching (photoshopping) to any of your imagery.
• Cosmetic retouching includes but is not limited to, skin, hair, make-up, body or facial shape, tattoos and/or wardrobe malfunctions.
  The client understands that extensive photoshop/editing such as but not limited to the removal or addition of people and/or objects, including sky’s for example is not included in package pricing.
• The proofed images from your event will be made available to you within 3 weeks from your event. The final edited images from your event will be delivered to you within 3 weeks from the selection date of your final images unless otherwise stated. Your wedding video may take up to 4 months to be complete.
• The clients agree to provide a meal for Hamilton Island Weddings staff if the length of attendance at their Reception exceeds one hour.
• All display photos and videos used throughout Hamilton Island Weddings website and majority of promotional material were captured by Hamilton Island Wedding’s photo/video team, however some viewed imagery may not have been taken by your photographer or videographer.

• These terms and conditions are in addition to the terms and conditions and details noted in the package information. Some information is not covered and if you are unsure of anything, please ask your planner for assistance.
• Hamilton Island Weddings, its employees, agents and contractors will not be held liable for any damage or injury caused to yourselves, your property or your guests prior to, during or after your vehicle hire period. Any situations that our staff or contractors may suggest to you to undertake, are suggestions only and are undertaken by you at your own risk and choice.
• The current vehicles utilised by Hamilton Island Weddings are silver Audi A8’s, however these vehicles are subject to change without prior notice. Please be assured comparable vehicles will always be provided as alternatives, which may include different makes and models.
• We will endeavour to provide you with the noted vehicles however due to weather, maintenance, timing etc. in some cases it may be necessary to provide an alternate vehicle.
• Secondary transfers can be booked, however, the amount of additional time provided by the second car is dependent on other wedding requirements, booked either before or after your requirements were booked.
• In the unlikely event of a car being unavailable due to maintenance, weather, damage, etc., Hamilton Island Weddings reserves the right not to provide extra time where this extra time would cause a car to be unavailable for another wedding. In addition, where a car is unavailable, Hamilton Island Weddings reserves the right to either provide a refund for the hire of the private vehicle (less the hire of a buggy and provide this buggy in the cars place) or provide a full refund should a standard buggy be unavailable. This buggy will be provided for a minimum of 24 hours.
• Providing at least one car and driver is available, and where a car was pre booked, Hamilton Island Weddings will always provide the car for a minimum of the pre wedding transfers, starting from 20 minutes prior to the ceremony start time.
• Where extra time is either pre booked or booked on arrival, it may be necessary in some cases for an alternate car to be used for the actual extra time and not the car utilised of the initial hire.
• You agree to pay for any extra time utilised by you, including where this extra time is offered to you and accepted by you verbally.
• Pre-booking extra time does not guarantee the provision of that extra time, although every effort will be made to supply the requested services.
• Final payments are due two months prior to your wedding date, and this service will not be supplied until all accounts have been settled in full.
• Your private vehicle transfer booking is not secured until receipt of the non-refundable deposit is verified, and availability confirmation of your chosen package and requirements is received in writing from your wedding planner.
• A passenger less than six months old must be restrained in a rearward facing infant restraint, located in the front seat and secured to an engineered anchor point and fitted seatbelt.
• A passenger at least six months old but less than four years old must be restrained in an approved forward facing child restraint and secured to an engineered anchor point and fitted seat belt.
• Children are not permitted to travel on the lap of another passenger.
• A passenger at least four years old but less than seven years old must be restrained in an approved forward facing child restraint or by a seatbelt.
• A passenger four years old and above must not occupy the front passenger seating position if there is another passenger who is less than four years old.

By confirming your wedding cake quotation you agree to terms and conditions as stated below.

Hamilton Island Enterprises Limited and its related entities and subsidiaries (HIE) are not responsible for any loss arising out of any occurrences or conditions beyond its control, including but not limited to acts of terrorism, travel delays, weather, transit issues, act of God, defects in vehicles, war, strikes, theft, delay, cancellation, civil disorder, disaster, Government regulations or changes in schedule. HIE notes that the delivery or condition of the third party supplied cake may be impacted by these events outside of its control. The ferry between Hamilton island and the mainland is also operated by a third party.

Allergies and intolerances

• All care will be taken to eliminate as many risks as possible.
  Gluten free cakes can be accommodated for however we cannot guarantee a 100% gluten free product as we store and buy products where gluten may be present.
• Specific dietary requests can be accommodated and where an additional charge applies, will be quoted accordingly.
• External cake suppliers and Hamilton Island Weddings cannot be held responsible for allergic or medical reactions or a resulting allergy or medical reaction related illness to the ingredients resulting from eating the baked goods.

Sweet Ideas

• You are agreeing to the terms and conditions as outlined by our suppliers, terms, and conditions as per the supplier’s website at https://www.sweetideaswhitsunday.com.au/copy-of-contact
• Please note that Sweet Ideas is located on the mainland, Hamilton Island Weddings will be sure to factor in any necessary delivery logistics as required by supplier.

Allergy and dietary warning

• Baked goods may contain traces of an allergen
• The cake artist and Hamilton Island Weddings cannot be held responsible for allergic or medical reactions or a resulting allergy or medical reaction related illness to the ingredients resulting from eating the baked goods.
• It is the responsibility of the client to inform all individuals present of the possible presence of these ingredients which may be deemed unsuitable for their personal consumption due to allergies or dietary restrictions.
• Gluten free cakes can be accommodated for however we cannot guarantee a 100% gluten free product as we store and buy products where gluten may be present.
• Specific dietary requests can be accommodated and where an additional charge applies, will be quoted accordingly.

By confirming your wedding entertainment quotation, you are agreeing to the terms and conditions as outlined by our suppliers, terms, and conditions as per the supplier’s website at https://www.totalentertainment.com.au/terms-conditions

• While all care is taken to ensure only professional quality performers are offered to clients of Hamilton Island Weddings, Hamilton Island Weddings, its staff and contractors take no responsibility for the quality of the entertainment supplied at your function by your chosen entertainer. Any views or recommendations made by Hamilton Island Weddings, its staff or contractors are personal views only and not necessarily those of Hamilton Island Weddings itself. You should make your own decisions in regards to the suitability of your chosen entertainment for your function.
• The non refundable deposit paid to secure your chosen entertainment is not refundable under any circumstances. Unless the entertainment is cancelled by the supplier themselves.
• You agree to cover all costs incurred by Hamilton Island Weddings in regards to the supply of the above-mentioned entertainment, including transfers, equipment hire and accommodation expenses.
• Do not regard this entertainment as booked until you have received written notice from your Wedding Planner advising the entertainment is booked.
• Final payment must be made prior to the date the entertainment is to be supplied.
• Refer to terms and conditions for cancellation details

• Hamilton Island Weddings acts only as a booking agent regarding fireworks. All product supply and responsibility for this product supply is undertaken by Skylighter Fireworks Pty Ltd and Pyroshow Australia Pty Ltd.
• Following are the terms and conditions of Skylighter Fireworks Pty Ltd and Pyroshow Australia Pty Ltd. More information on the terms and conditions as per Skylighter Fireworks can be found here at https://skylighter.com.au/terms/

Payment Terms

• Your booking is confirmed on receipt of this agreement. Production commences only after confirmation is received.
• Payment for fireworks must be made in full 30 days prior to date of event.
• The client must be aware of their legal responsibilities.

Cancellations

• All cancellations need to be confrimed with your wedding coordinator.
• All costs associated with cancellation will be advised by wedding coordinator.
• For more information on cancellation costs please refer to the Skylighter Fireworks Pty Ltd and Pyroshow Australia Pty Ltd website at https://skylighter.com.au/terms/

Hamilton Island Weddings is a booking agent for tours booked with Hamilton Island Air.
For all Hamilton Island Air Terms and Conditions, please refer to their website at https://www.hamiltonislandair.com/terms-and-conditions/

• All flights are subject to weight restrictions. In situations where the combined weight of all passengers exceeds the allowed weight of that aircraft, all additional costs will be payable by the client. If incorrect weight information has been provided, this may result in flight cancellation, and 100% costs still being charged to the client.
• All flights are operated at the discretion of the pilot and subject to weather conditions on the day. If Hamilton Island Air decides not to operate there will be no charge to the client.

• Hamilton Island is a private property, and only businesses or suppliers who hold a licence to operate on Hamilton Island may supply their products and services on this private property. By booking your wedding on Hamilton Island, you are engaging HIW to directly supply professional services such as photography, videography, floral, entertainment, makeup and decorations.
• Where goods or services are supplied from an external supplier additional terms and conditions may apply such as additional deposits, earlier confirmation of final numbers or cancellation fees. You are responsible for any fees that may apply in relation to the supplier’s terms and conditions. Please note some external supplies do levy a surcharge for public holidays.
• Hamilton Island Weddings acts as an agent for external suppliers therefore the suppliers hold all responsibility for their services. Any information regarding external suppliers in this agreement is provided as a guide and subject to change without notice.  It is your responsibility to familiarise yourself with the terms and conditions of your supplier of choice prior to using their service.
• Hamilton Island Weddings does not assume responsibility for the negligent acts nor omission of such suppliers who may be selected by you. You agree to hold Hamilton Island Weddings harmless for any error, non-performance, or change made by any supplier. Liability is limited to the fee paid. You understand that Hamilton Island Weddings will not enter into this agreement without this clause.

• Please take some time to read the Privacy Policy linked below which explains how Hamilton Island Enterprises Limited (including its subsidiaries, related bodies corporate and business operations) collects, holds, uses and discloses your personal information under the Australian Privacy Principles.
• Hamilton Island Enterprises Privacy Policy

Shipping policy: Hamilton Island Wedding’s shipping policy as outlined below is relevant for any product purchased from us which requires post or delivery to you.
Shipping charges: Where an additional charge is applicable for shipping, this will be noted at the time of selection of that product.  Many of our product prices include shipping within Australia and where this is the case, this will be listed at the time of selection of that item.  To obtain a quote for international shipping, please contact our office.
Shipping methods: All items are sent via Australia Post registered post unless otherwise requested by you, or discussed and agreed upon with you at the time or after the time of purchase.  In these cases additional charges may apply.
Loss or damage of shipped items: Hamilton Island Weddings will accept responsibility for damaged goods where the damaged goods are returned to us and it is deemed that the damage occurred during the postage process.  All damaged goods must be returned via Australia Post Registered Post within 48 hours of you receiving the damaged goods from us.
Loss or non delivery of an item Hamilton Island Weddings will accept responsibility and provide replacements goods where an item was not delivered to the provided address. No responsibility will be accepted by us when incorrect or unclear postage details have been provided by you during the order process or where the item has been left by Australia Post at the requested address and thereafter been lost or damaged.
Delivery times: Items ordered through Hamilton Island Weddings usually require a number of days, weeks or sometimes months to produce before they can be sent. The timeline for delivery will be advised at the time or purchase or if you require approximate timelines before purchase these can be received by contacting our office during business hours and speaking to the department form which your good will be produced.
Refund policy: The amount of deposit requested to be paid at the time of order is the non refundable deposit required to be paid to have Hamilton island Weddings initiate the supply of the requested product or service.  This amount may be a percentage of the purchase price or in fact the whole of the purchase price.  The amount will vary depending on the work involved and the commitment involved by us to initiate that supply of product or service. Please be aware that the amount paid at the time of ordering is non refundable from the point of ordering. Under the Trade Practices Act 1974 you may seek a refund if goods:

• Are or become faulty through no fault of your own
• Are not fit for a stated purpose or a purpose you made known to our sales staff • Don’t match our description or sample
• Have defects that were not obvious or we did not bring to your attention.

However, the goods must be returned within a reasonable period and you may be asked for proof of purchase. You may also be asked to demonstrate that the problem with the goods was not your fault. If you prefer an alternative to a refund, we can arrange for goods to be exchanged or repaired. A store credit may be offered at our discretion. Please choose carefully as you are not entitled to a refund if you simply change your mind. Keep your receipt as proof of purchase. For more information regarding any of the above, please contact our office on +61 7 4946 8750.