Wedding Terms and Conditions

1. Ceremony Venue Hire (where applicable)
1.1 Chapel and garden bookings are for up to 2.5 hours per the allocated timeslot at the top of this contract.
1.2 The afternoon booking timeslot (4.00pm – 6.30pm) for the Chapel and gardens from Friday – Sunday is only available for couples who are also booking a reception at Stoneridge.
1.3 The venue fee is for use of the Chapel and/or adjacent grounds only subject to clause (1.7) below. For up to 25 people the venue fee is $775.00, for between 26 and 70 people the venue fee is $975.00, and for upwards of 71 people the venue fee is $1,175.00.  Guest numbers include the wedding couple. The Chapel seats between 60 – 70 guests but can accommodate weddings of up to 110 guests if half of the pews are removed and half of the guests remain standing. 
1.4 The venue fee includes access for a wedding rehearsal, the timing of which is to be mutually convenient, and which is subject to change if Stoneridge receives another booking for the same time that the rehearsal was originally scheduled. Wedding rehearsals do not include attendance by a Stoneridge staff member unless requested by the client ($75 + GST).
1.5 The venue fee includes four silk floral arrangements and pew ribbons, but does not include any ancillary services such as a marriage celebrant, organist, fresh flowers etc.
1.6 The venue fee includes up to 45 minutes’ familiarisation/liaison and meetings in respect of a venue booking by way of email, telephone calls and venue inspection etc from the point of contacting the venue. The hirer agrees that any additional time is charged at the wedding planning rate of $75.00 per hour.  The hirer understands each and every attendance, emails, phone calls etc. are charged minimum 10 minutes.  
1.7 The hirer acknowledges that there is a cellar door at the North East end of the property. Whilst there is signage directing visitors to the cellar door, and there is also signage advising “Private Function”, Stoneridge accepts no responsibility for visitors to the cellar door that may transgress past the signage during a wedding function.

2.0. Reception Venue Hire (where applicable)
2.1 The Stoneridge reception venue hire fee allows for the use of all reception facilities and grounds adjacent, excluding those areas marked ‘private’.  Guest numbers include the wedding couple. 
2.2 The venue fee includes tables, chairs, black or white tablecloths and napkins, cutlery, crockery, glassware, (not chair covers, printing, decor or candles), the setting-up (excluding table decorations), and clean-up of venue. There is an integrated sound system in the venue with an aux cable for which a device may be provided with a playlist. All other AV equipment e.g. screen, projector etc. is available at additional cost.
2.3 The venue is available from 4.30pm – 11.30pm for evening functions in the Hayes Room (7 hours), or 4.30pm – 10.00pm for functions in the Boardroom (5.5 hours). Stoneridge reserves the right to levy a venue hire surcharge of $250 + GST per hour whereby the hirer requires the venue for a longer duration. There may be variations following daylight saving.
2.4 The venue fee includes up to 1 hour of familiarisation/liaison and meetings in respect of a venue booking by way of email, telephone calls and venue inspection from the point of contacting the venue. The hirer agrees that any additional time is charged at the wedding planning rate of $75.00 per hour. The hirer accepts that each and every attendance (emails, phone calls, meetings etc.) are charged at a minimum of 10 minutes.  
 
3. Deposit/Cancellation
3.1 A 100% non-refundable deposit of the venue fee is required within 14 days of placing a booking to secure your chosen wedding date, or earlier, in the event of another enquiry for that date. In the event that a deposit and contract are not received within 14 days of placing a booking, the booking is deemed to have been abandoned.  
3.2  Chapel/gardens bookings are confirmed upon receipt of a 100% deposit of the ceremony venue hire fee. Reception bookings are confirmed upon receipt of a 100% deposit of the reception venue hire fee. Wedding package bookings that include the Chapel/gardens and/or reception are confirmed upon receipt of a 50% deposit of the wedding package price.  
3.3 Stoneridge may invoice for up to a 50% deposit for any Stoneridge accommodation and/or services booked separately or as part of a wedding package. 

• Once confirmed, if these services or package are subsequently cancelled, the deposit shall be forfeited.
• The hirer agrees that whereby a photography package is booked, there is an additional non–refundable $750.00 cancellation fee to that specified in clause (3.3). 

3.4 The following cancellation fee applies to any accommodation booked at Stoneridge in connection with a wedding 

• Peak season (1st November – 30th April): If a reservation is cancelled at any time, a 100% cancellation fee will be charged unless the room nights are able to be re-sold.
• Quiet season (1st May – 31st October: If a reservation is cancelled more than 60 days prior to arrival, there is no cancellation fee. If cancellation is received within 31 – 60 days prior to arrival, a 50% cancellation fee will apply unless the room nights are able to be re-sold. If cancellation is received within 30 days prior to arrival, a 100% cancellation fee will be charged unless the room nights are able to be re-sold.
• If Queenstown or the city/town from which you are travelling is under COVID-19 travel restrictions and this affects your ability to travel, we are able to amend your accommodation booking to an alternative date within 12 months of your original arrival date or hold the deposit as a credit to be used within 12 months. If you prefer to cancel in full, the above cancellation policy will apply.

The hirer recognises from the above cancellation policy that the venue is turning away potential bookings from other clients from the time a booking is made.
Please note accommodation reservations on New Zealand statutory holidays attract a 15% statutory holiday surcharge. Please check all statutory holidays here. Full accommodation booking terms and conditions may be found on our website.

4.0 Payment 
4.1 Once all wedding arrangements are fully finalised and the hirer has completed any requirements applicable under clause 5, Stoneridge will send a final invoice. This is an agreed summary of all goods and services to be provided on the day – the hirer undertakes to check this invoice carefully and advise Stoneridge immediately if there are any errors or omissions.
4.2 Full payment is required by cleared funds before a wedding can take place, and no later than seven (7) days prior to the wedding date – or by arrangement can be made at the wedding rehearsal by credit card, cash or EFTPOS. 
4.2 Payment may be remitted by either cash, bank transfer or credit card (Visa or MasterCard). Credit card payments will attract a 4% commission charge on all services and any bank charges from bank transfers are for the account of the hirer. 
Account details:  ANZ Bank Queenstown, 13 Camp Street, Queenstown 9300, New Zealand 
Account name:     Stoneridge Trust 
SWIFT code:         ANZBNZ22 
Account number:  06 0101 0368 736 00 
The first two digits denote the bank, next four denote the branch, and the last 9 denote the account. Please include your invoice number and main contact surname as a reference so we can identify your payment.
 
5.0 Wedding Planning, Packages, Ancillary Services and Runsheet 
5.1  Venue-only bookings:
– Whereby a client has made a reception venue-only booking (not a package), Stoneridge will send the hirer a digital runsheet document upon confirmation of the booking to complete their menu selections, beverage and other requirements for the reception. All correspondences/client requirements are to be completed in the runsheet – not email.  
– Whereby a client has made a ceremony venue-only booking (not a package) and has not added any ancillary services, no further documentation is required to be completed by the hirer subsequent to confirming their booking.
5.2 Wedding packages & additional services – whereby a wedding package or any other ancillary services are booked, Stoneridge will contact the hirer once the booking is confirmed to ascertain their preferences for these services via a digital event questionnaire. Conditional upon Stoneridge agreeing to this contract, the hirer accepts it is their responsibility to complete in full the aforementioned digital event questionnaire. Once the hirer has completed the questionnaire and all vendors have been booked, Stoneridge will then send the hirer a digital runsheet document to complete their menu selections, beverage and other requirements for the reception. 
(a) Only once the details of the questionnaire are completed will Stoneridge proceed to book arrangements with vendors, provide a draft runsheet for the hirer to complete, and send an updated invoice if your requirements have changed. As packages/vendor service bookings are made with sought-after and well-reputed local wedding providers, they often book up well in advance. We therefore recommend that the hirer confirm their vendor preferences via the questionnaire as soon as possible after booking. (Omissions or partial completion of the questionnaire will delay the booking of vendors and finalisation of vendor briefs.) 
(b) In all circumstances the questionnaire should be completed no less than 90 days prior to the wedding – preferably at time of booking.  Any time spent on changes and amendments after this time is not included in the package, and will result in additional charges to the hirer.
(c) All correspondences/client requirements are to be completed on the questionnaire, and any additional photos/documents that the hirer wishes to provide are to be uploaded to the OneDrive link – not by email. 
(d) If Stoneridge is required to update client requirements from email to the questionnaire, this time is chargeable.
5.3 Wedding co-ordinating and planning assistance is charged at $75.00 per hour. Whereby a wedding package is booked, co-ordinating time is included in the package up to the specified limit to organise the services that are included within the package. The hirer agrees any time over and above the package limit, or time to organise services that are not included within the package, is charged at the wedding planning rate above. In the event that a client confirms their preferred arrangements for a service then later makes changes to that service, Stoneridge reserves the right to charge for additional co-ordinating time to amend service provider bookings and update the runsheet as required. 
5.4 All payments for ancillary services booked by Stoneridge will be paid for by Stoneridge and will be invoiced as part of the total wedding package. 
5.5 The hirer agrees to complete and return the wedding runsheet no later than four weeks prior to the wedding date, with the exception of floral arrangements, which must be fully finalised and reconfirmed with the florist six weeks prior to the wedding date as per 5.6 below. 
5.6 Florist reconfirmations are required no later than 6 weeks prior to the wedding date. Orders will be reconfirmed at this time with the growers and invoiced accordingly. Changes or amendments to the final floral brief after floral product ordering has been completed may not be possible and are subject to market availability – for any flower cancellations, a penalty of up to 100% payment may apply. If an order is able to be amended at late notice, administration charges may apply for amending/re-negotiating orders of up to $50 fee per amendment. 
5.7 Due to the flower markets closing over the Christmas and New Year period, florals in packages between 24th December – 6th January are subject to florist availability. The hirer acknowledges that if they book a wedding package during this time, florals may need to be removed from their package due to availability/supply issues. 
5.8 Bookings with heli-flights – in the event that inclement weather prevents a heli-flight from proceeding as planned, the price of the heli-flight will be refunded in full. For the purpose of aircraft weight and balance and in accordance with Civil Aviation Authority rules and regulations, we require all passengers to inform us of their weight at the time of booking. At the point of receiving all passengers’ weights, we can confirm the weight and balance of the preferred aircraft you wish to book, or advise you if any additional costs will be incurred for having to use another (or a larger) aircraft. In the event that increases in fuel costs force the helicopter operator to apply an additional fuel surcharge on top of the quoted helicopter price (due to global impacts on fuel supply/government intervention etc.), Stoneridge will advise the hirer and they will have the option to either pay the surcharge or cancel the heli-flight at their discretion.
5.9 Ancillary service providers may charge a Statutory Holiday Surcharge if booked on New Zealand Statutory Holidays. 
5.10 Whilst Stoneridge endeavours to engage only highly reputed service providers, Stoneridge cannot accept responsibility for the unsatisfactory performance/cancellation of these services. If it is felt that any issue arises from the inadequate performance or provisioning of any service, this must be reported to the Duty Manager and Function Manager straightaway so that a resolution can be found on the day. The hirer accepts that Stoneridge will not consider requests for refunds/concessions following the wedding if issues have not been reported immediately on the day.
5.11 In the event that a service provider cancels a confirmed booking for reasons outside of Stoneridge’s control, Stoneridge will inform the client immediately and endeavour to contract another service provider of equal quality. Should the alternative service provider’s prices be higher than those of the original provider, and if the client wishes to proceed with the booking, then they agree to pay any additional costs. If it is not possible to arrange a substitute service provider, Stoneridge will refund the client the cost of the service. 
5.12 All prices quoted for external services are subject to change without notice – Stoneridge reserves the right to vary pricing only up until the time the services are booked and confirmed should service providers increase their price. 
5.13 All service deliveries (e.g. hire items, florist, etc.) must be pre-arranged with Stoneridge so that there is no overlap with any other function. Stoneridge will not accept any service deliveries which have not been pre-arranged. 
5.14 Stoneridge hire items for garden ceremonies will be refunded in full if cancelled up to 24 hours prior to the ceremony start time. After this time, hire items will not be refunded if cancelled. 
5.15 Any items hired from external vendors by Stoneridge on behalf of the hirer are subject to the cancellation/loss/damage policy of the external vendor. 
5.16 In the event of inclement weather, sun umbrellas may be set up and left to be wound up by the client or wedding coordinator as wind dictates.

6.0 Children
Stoneridge does not provide a crèche service in conjunction with weddings. If there are young children attending the wedding, it is the hirer’s responsibility to ensure that an adult is supervising the children at all times and that children are not playing in the rock gardens. Stoneridge can suggest carers to provide supervision for children upon written request. The area in which children may be supervised does not extend to include the Lodge rooms.
 
7.0 Smoking/Vaping
Strictly no smoking/vaping is allowed inside the Chapel. Smoking is not permitted outside unless ashtrays are used. Vaping is permitted outside. 
 
8.0 Behaviour
Stoneridge endeavours to provide an exclusive, upmarket wedding venue. Attire and behaviour are expected to be commensurate with this. Stoneridge reserves the right to exclude or eject any person(s) attending the wedding, or present on the property, if their conduct is deemed to be unacceptable. The hirer acknowledges that Stoneridge reserves the right to terminate any function if the co-operation of guests to the property is not obtained.
 
9.0 Health and Safety
9.1 Stoneridge provides its venue and facilities on the express basis that the hirer acknowledges and accepts responsibility for the physical safely of the hirer and the hirer’s guests, and complies with any reasonable health and safety requirements or directions given by Stoneridge.
9.2 The Stoneridge venue incorporates water features, ponds, rock walls and rock steps as integral aspects of its surroundings. Such features may under exceptional circumstances constitute a safety risk to the hirer and the hirer’s guests.
9.3 The hirer and the hirer’s guests must at all times conduct themselves so that they and others are not deliberately or carelessly exposed to risk of potential harm.
9.4 While every practicable measure has been taken by Stoneridge to identify, mitigate or eliminate potential hazards, any residual safety risks are assumed by the hirer and the hirer’s guests. Accordingly, Stoneridge will not be accountable for any resulting injury caused to the hirer or the hirer’s guests.
 
10.0 Food and Beverage
10.1 Crockery, cutlery, glassware, service, chilling and ice are included in the reception venue hire fee. 
10.2  Whereby Stoneridge provides glassware, the wedding couple agree to indemnify Stoneridge for any breakages or shortages of glassware at $7.50 per glass (unless breakages are caused by Stoneridge staff).
10.3 All food and beverage are provided by Stoneridge. BYO of food or alcohol is not permitted. A BYO charge shall be levied for any food or alcohol brought onto the premises from an outside source. 
10.4 Menus and pricing are valid to 31st August annually and are subject to change after this date. 
10.5 On New Zealand Statutory Holidays, there is a 15% Statutory Holiday Surcharge on any food and beverage provided by Stoneridge. 
10.6 A minimum beverage deposit of $25.00pp OR $400.00 (whichever is the greater) is required and will be invoiced with the final balance of the venue hire fee. The hirer may wish to increase the beverage deposit amount per person to avoid any credit card surcharge on the remaining balance at the end of the function.
10.7 Any beverage consumed over and above the deposit amount in the above paragraph will be charged on the night of the wedding against the credit card provided at time of signing this contract, unless an alternative card is provided.
10.8 The hirer acknowledges that security for settlement of the beverage account will be obtained through a pre-authorisation against either the card number supplied at time of booking or an alternative card provided at the wedding, either for a set beverage limit or estimate of the beverage. spend.
10.9 The Estate’s three wines (Two Knights Pinot Noir, Two Knights Pinot Gris and Two Knights Rose) must be offered and equally available at all functions along with other beverage selections.
10.10 Stoneridge reserves the right to provision a wine/beer of the same or superior quality other than the wine/beer selected, at no further cost to the client, if a wine/beer of choice has been depleted.
10.11 Beverages and canapés are normally provisioned at Stoneridge as there are no bar or catering facilities at the Chapel/gardens. Whereby refreshments are required at the Chapel/gardens, additional service charges will apply:  table & tablecloth $25.00; glassware $1.50 per glass; staffing $45.00 per staff member per hour (minimum 2.5 hours). Given the facilities, set-up and space (including toilet facilities), it is normally preferable to offer beverages at the reception venue. 
10.12 Any service provider/vendor meals ordered will be served after guests’ main meals have been served, unless the vendor is seated with guests at the function. 

11.0 Change of Numbers
For food ordering, resourcing of staff and for invoicing purposes, guest numbers will be taken as those confirmed 21 days prior to a wedding date. The hirer undertakes to provide a table seating plan and confirmed guest numbers (adults and children) no later than 21 days prior to their wedding. Changes to numbers less than 14 days out will not constitute grounds for a reduction in the account as food orders and staffing will have already been finalised by this time.

12.0 Closure
Stoneridge closes at 11.30pm (dance music and bar). All guests at Stoneridge are expected to have vacated the property by 12.00am, excepting those guests residing at the Estate. The venue shall be entitled to retain the noise bond if this does not occur (see clause 14.4).

13.0 Guest Rooms
Any guest rooms booked in conjunction with a wedding reception at Stoneridge are strictly for Lodge guests only. Lodge guests with children are by special arrangement only and would normally only be permitted whereby the Lodge is booked exclusively. Day use of guest rooms for wedding day preparations is permitted for up to seven occupants per room, including any vendors e.g. hair stylists, make-up artists, photographer etc.

14.0 Noise
14.1 There shall be no noise amplification device operating outside. Any sound system used indoors (including that of a band or DJ) shall be monitored through a sound limiting device and must be played through Stoneridge’s noise limiter, which is set at levels of noise below that permitted by Queenstown Lakes District Council. Whereby management considers noise to be excessive, further controls may be imposed at Management’s sole discretion. It is the hirer’s responsibility to ensure their chosen entertainer understands Stoneridge’s noise requirements and they are aware they have to operate using a noise limiter (designed to cut power if noise levels are exceeded for more than 20 seconds). A display monitor will operate with lights in green, amber and red.
14.2 Congregation of guests and provisioning of food or drinks outside is controlled subject to noise levels after 8.00pm. The main front doors shall be fixed in the closed position after this time while dance music is playing.
14.3 Upon the conclusion of a function, guests are required to leave the property in an orderly and quiet manner. Guests’ failure to comply may result in the forfeiture of the noise bond (see clause 14.4).
14.4 For evening functions in excess of 15 guests, a $600.00 noise bond will be invoiced with the balance of the venue fee. The noise bond may be forfeited if, in the opinion of Stoneridge, guests behave in such a manner that excessive noise is generated, or if guests have not vacated the property by midnight. Management’s decision is final as to the grounds that may constitute forfeiture of the bond. 

15.0 Insurance
Any personal items brought to the venue by guests are at the sole risk of the guests. Stoneridge will not be held responsible for any damage/removal of guests’ personal items during the function. The hirer accepts responsibility for any damage sustained to Stoneridge property (buildings or otherwise) by the hirer’s guests. The hirer accepts they have made their own assessment on whether to take insurance for unforeseen circumstances/cancellation.

16.0 General
16.1 Stoneridge will not be held responsible for any occurrence, event or act of God which is outside of its control.
16.2 Transport – All cars excepting the bridal car(s) are to be parked in the Chapel car park. The hirer agrees to provision transport for elderly, disabled or other guests who may need to be transported to and from the Chapel car park. Buses are permitted by prior arrangement. Transport for guests leaving Stoneridge must be booked for no later than 11.40pm. Vehicles are not permitted to drive on lawns.
16.3 The hirer agrees to provide a credit card which will be encrypted and stored against their booking, and accepts that this card may be charged by Stoneridge for payment of corkage, venue fee, beverage, damage and any other costs incurred incidental or resulting from the signing of this contract.
16.4 The venue does not permit the use of fireworks/Chinese lanterns or other items which may disrupt neighbours or be a fire hazard.
16.5 Stoneridge is a private venue and all visitors to the property are by appointment only. Any viewings and meetings must be pre-arranged.
16.7 Stoneridge has 100 matching wooden cross-back chairs. For numbers in excess of 100, additional non-matching chairs can be provided – the hirer may wish to consider hiring chair covers to cover these. Alternatively, matching chairs may be hired from an external supplier for an additional cost. 
16.8 It is agreed by the hirer that photography shot at Stoneridge Estate may be used by Stoneridge for advertising purposes unless advised otherwise at time of booking.
16.9 Drones are not permitted at the property unless pre-arranged with Stoneridge, and may only be flown over the ceremony and reception venues (not over accommodation). 
16.10 There shall be no removal or alteration to Chapel crosses, pews, pew decorations or flowers without the prior consent of management. If any of the above items are removed, damaged or lost, these will be charged to the wedding couple. The hirer understands that not all items photographed on the website are necessarily items that are owned by the venue or available to the hirer without charge.
16.11 Under no circumstances is confetti to be thrown in or around the Chapel. It is the responsibility of the wedding couple to make guests aware of this. A cleaning charge will be levied in the order of between NZ$300 – $500 if this should occur. (The throwing of fresh flower petals is permitted outside the Chapel only.)
16.12 A disposal fee of $50.00 will be charged for the cleaning up and removal of any other rubbish left at the Chapel or gardens.
16.13 Stoneridge has an exclusive booking agent for all Mainland China clients.  Clients who attempt to book directly will be required to book through The Journey Wedding Company.
Stoneridge reserves the right to cancel without refund any bookings made by residents of Mainland China that are not made through The Journey Wedding Company.
16.14 Any variations to these terms of hire must be clearly stated in writing/agreed via email.

17.0 COVID-19 
17.1 Should the hirer find themselves unable to proceed with their intended wedding arrangements as a result of COVID-19 government restrictions in respect to travel, Stoneridge offers to transfer venue/venue bookings and accommodation bookings to any available date within 12 months of the original wedding date with no additional charges (excepting co-ordinating charges for any additional planning time incurred as a result of the postponement), unless cancelled within 10 days of the wedding date.
17.2 Whereby ancillary services have been booked through Stoneridge, these may also be transferred to a new date. This is subject to availability and the service provider’s own cancellation terms and charges may apply. Any additional wedding planning time required to liaise with vendors, re-book services and re-draft the runsheet where there have been changes or additional work required from re-booking will be charged at the wedding planning rate.
17.3 Should the hirer wish to cancel their wedding booking entirely as a result of COVID-19, Stoneridge offers a transfer of a partial credit towards a future accommodation/dinner booking, to be redeemed within 12 months. Credits will be calculated on a case-by-case basis taking into account the standard contractual deposit requirements, the cancellation policies of any service providers booked through Stoneridge, and costs already incurred. In all cases, at least part of the initial booking deposit will be retained.
17.4 The hirer acknowledges that they have considered and decided on any necessary insurance cover for any unforeseen circumstances.

All pricing is exclusive of Goods and Services Tax (GST) 15% unless otherwise stated.