BOOKING TERMS

Wedding day terms & conditions

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Toilets

On the wedding day guests are not permitted to use the main house or stable toilets as these are for the exclusive use of the guests staying in the house and stables only.  We recommend that your MC clearly advises your guests of this on the day.

Toilet policy for large weddings of 30 guests and over.

Large wedding packages include a luxury 2 bay portable toilet, which is all you require for up to 120 guests.
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If you  have more than 120 guests you may wish to upgrade to 4 bay luxury portable toilet, which is an extra cost. Or you may wish to book 1 extra standard portable toilet, usually for the men to use. Please advise your wedding manager or Hillbrook Estate on your preferences and discuss options with us.

Hillbrook “On Day Coordinator” HBC  

The Hillbrook Wedding package includes "On the day Coordination" and support throughout the planning process. Our Hillbrook Estate managers will be there to guide you through the entire process and be there on the day to ensure your day runs smoothly. Details of inclusions below:
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Help with the planning process and provide a run sheet for your own planning guide. Assist you with any recommendations and vendors, available via phone or email anytime you need to support with planning and asking any questions you have.
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Coordinate vendor arrival, pack in / pack down and vendor departures. Ensure the event is shut down on time and that all guests and vendors have departed the property in time. Coordinate the arrival and departure of the shuttle buses.
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Coordinate the transport of the Bride and Groom to the beach for photographs if required.
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Coordinate with the MC on the running of the day.
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Coordinate with the celebrant on the running of the ceremony.
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Help with touch ups on the day such as tablecloths, plates and cutlery on tables.
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*The Hillbrook Estate managers are not a stylist and not responsible for mood boards or decorating on the day. However the HBC is happy to follow a styling plan which has been prepared by the bride herself or a stylist.
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Hillbrook Estate is happy to recommend a stylist if you would like to book one. Please refer to our recommended vendors list.

Parking

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Parking at the Main Estate is available to guests staying overnight for a maximum of 12 cars. Additional paddock parking is available on the wedding day. This is approximately a 2-minute walk from the Main House. We advise that you hire a shuttle service or bus service to transport all guests to and from the venue. However, those guests who are unable to use this service eg. parents with babies, elderly etc. must park their private vehicles in the paddock parking. Please communicate with Hillbrook Estate managers on the total number of cars you expect will use this paddock parking on the day.
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Please refer to our recommended vendors page on our website for our recommended transport provider.
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Parking for vendors eg; caterers, photographer etc. is reserved at the farm offices carpark.

Event Times & Vendors

On the day of your event, guests may arrive whenever you choose. On departure all guests must exit the property by midnight. At this time the forestry gate will be locked, our wedding manager will ensure your guests are able to exit at this time.
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Marquee vendors can access the Marquee area anytime on the day of check in.

We may be able to offer Marquee arrival the day before check in.

All vendors / pack down must be completed on check out day.
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Options for early access (prior to check in date) to the property, if you require it:
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• If you would like any of your vendors to access  the property one day before your check in date, please chat to us if this is a possibility. This is subject to availability. We can block off the property the night before your arrival. Vendors can store anything they need to in the garage and begin setting up.
• If you would like to extend your overall booking and check in 1 day earlier, this gives you exclusive access to the entire property 1 day earlier. We offer a discounted nightly rate. Please inquire.

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Marquee Hire

We require that if you have 30 guests or more you must arrange a marquee for your event / wedding. Any event over 30 guests will not be permitted in the Main House. You are welcome to use our trusted marquee suppliers, or your own.

Alcohol

All service of alcohol must take place within the venue. No cash bar is permitted. No corkage fee applies.

Smoking

Do not smoke inside any of the buildings. Do not throw any cigarette butts on the ground and pollute the environment. Surcharge will apply for extra cleaning of cigarette smell, damage or pollution. The hirer or bride must provide ashtrays on the day of the event.

Camping

No camping, caravans or similar is permitted on the property.

Environmental Impact

We are very eager to reduce our environmental impact where possible. We encourage guests to be mindful of waste. Additionally we do not allow fireworks of any kind, synthetic confetti or balloons to be used on the property. Lanterns or fires are not permitted.

Rubbish

Our wedding packages include rubbish removal. Any excess food or waste from catering must be placed in bins provided or placed in correct bags. All bottles and cans must be placed in the bins provided in the shed behind the stables. Any foliage or plants or vases from florists must be cleared from the marquee site and put into our large compost bins. Please ask our HBC or estate manager for further details. We recommend recycling where possible.

Catering

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Catering companies are welcome use the garage to cater from. They can use the scullery area for plating and preparing. We have a large BBQ they can use. The BBQ must be cleaned after use, if not a cleaning fee will apply. There are 2 trestle tables, approximately 2m x 2m long. There are 2 fridge freezers in the garage and 1 in the scullery. There is 1 wine fridge in the scullery. Hillbrook Estate provides carpet to cover the garage floor for catering companies to use. Hillbrook Estate main kitchen is not to be used as the preparation place for large weddings. We recommend Brides and Grooms to book a bar service or caravan. Please refer to our recommended vendors list on our website.

Beach access on your wedding day

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Guests who wish to have wedding photos on the beach can be driven down by the Hillbrook on-site manager.
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If requested the rest of the bridal party may accompany the on-site manager to the beach in one or two 4x4 vehicles.
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Outside of these terms all Beach access is via the Hillbrook beach track.

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Day after / Night before event terms

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Pre-wedding Night

For your pre -wedding night, an event of 30 guests and under is welcome in the main house. The main house cutlery, plates and glassware can be used by for an event of 30 guests. Visitors must vacate the premises by 10pm. If you would like to have more than 30 visitors or a larger event the night before, we can certainly arrange this for you, we must be notified in advance and an extra fee applies.

Day after event of 30 and under guests

A day after event of 30 guests and under is welcomed and may take place in the main house at no extra cost. The main house cutlery, plates and glassware can be used for this event of 30 guests and under.

Day after event of over 30 guests.

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Hillbrook Estate must be advised at least 30 days prior to your check in date if you plan to have a day after event of over 30 guests. The event can start from 11am and must be concluded with all guests departed no later than 6pm.
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The event must take place in the marquee area and the luxury portable toilet must be used by the event guests as the toilets in the main house are for the exclusive use of the “In House” and Stables guests.
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Hillbrook must be advised on transport arrangements for the event. All additional vehicles must be parked in the paddock car park provided.
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Hillbrook must be advised of the total number of guests joining the day after event and the catering arrangements that have been made.
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The main house kitchen, cutlery, plates and glassware may not be used for the day after event . Ensure that plates, cutlery and glassware are provided. Paper plates, cups and cutlery are an option, they must be arranged by the guest or caterer. We encourage you to avoid any single use plastics.
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Hillbrook Estate managers will be there to assist you and ensure your event runs smoothly.
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Arrival. Access. Noise. Vendors.

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Gate Access

You will find a small blue fob (electronic tag) which is the key for the forestry gate at the start of the forestry road. The gate is locked from 7pm and does not re-open until the morning (approximately 7am on weekdays and mid morning on weekends). Please take the gate fob with you at all times, particularly if you are leaving or returning after 7pm. Loss of key incurs a $150 NZD charge.

Arriving on the Property / Estate Managers

Hillbrook Estate Managers will be on hand to meet you upon arrival and give you a tour of the house. They will be available for any issues or queries that you have during your stay.

Your ETA must be provided prior to arrival, to ensure you have access through the gates and  someone to meet you.

Maximum Guest Numbers

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Any guests who are not booked to stay in the accommodation must exit the property by the end-time of the wedding event. Any guests in excess of this number may constitute a breach of this agreement and loss of security bond or extra fee charged.

Music & Noise

While Hillbrook is private and secluded, we do have neighbours. Music must be maintained below 90db and stop at midnight sharp. All guests attending the event / wedding must exit the property by way of shuttle or bus no later than midnight. The in house guests are welcome to continue the celebrations inside the Estate after visiting guests have departed.

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Cleaning

Cleaning of the main house and stables is provided upon check out. If you would like extra cleaning or daily cleaning, we can certainly arrange this for you. Please request his service 30 days before your arrival.

If you would like a wedding day morning clean, approximately 1-2 hours on the morning of the wedding. Available the night after the wedding or every day if requested. Please book this service prior to check in date. Extra charge for 1 hour refresh / tidy up. $100 flat rate, plus $40 per hour over and above the first 1 hour. Inclusions below:
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General tidy up in kitchen and lounge area. Load dishwasher if required. Remove full rubbish bags, empty any full recycling or food waste bins. Replace used towels.
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Please place towels in the laundry basket and they will be changed.

Pets & Animals

Hillbrook Farm has farm animals and is a sensitive bio-diversity area with endangered shorebirds nesting on the beach. Strictly no pets or animals are to be brought onto the property. Specifically no dogs may be brought onto the property.

Risks

Hillbrook is a working farm. There are multiple hazards, including live electric fences, ponds, streams, high falls, unstable fencing and dangerous animals. We will not accept liability under any circumstances for any instances that may affect any guests’ personal well-being including personal injury, illness or death.
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Strictly no fireworks, lanterns or fires. Ashtrays must be provided by you for smokers and to be used and emptied in a controlled manner. If candles are to be used, fire extinguishers must be placed at suitable locations and easily accessible.

Property Plants & Trees

Florists, stylists or bride, must remove all green waste after the event. Green waste can be disposed in our compost bins. No foliage is to be left in the marquee area.

Personal Items

Any personal items brought to the Venue, onto the property or to Hillbrook accommodation by guests are at the sole risk of the guests. Hillbrook will not be held responsible for any damage/removal of guests’ personal items.

Damage Policy

Please report any damage or breakages to our estate managers. Guests will be charged for any repair or replacement costs arising from damage caused to the property / chattels during their stay. Any damage will be sent to you via an invoice or charged to your credit card on file. The Hirer accepts responsibility for any damage sustained to Hillbrook property (buildings or otherwise) by the guests.
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Any sheets, linens, towels, robes etc. that are damaged by makeup, tanning or sunscreen products and require replacement or extra cleaning (i.e: Dry cleaning or soaking) may be charged to the guest.
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Any damage to items in the property or deep cleans required ie: the carpet, or couch stains and spills that require deep cleaning will be charged to the guest. Stilettos are not permitted to be worn in the Main House, any damage to the wooden floors will incur the cost of repair being charged to you.

Security Deposit / Bond

A credit card is held as security deposit. After you check out we will inspect the property within 48 hours, we will refund your bond to your nominated bank account within 7 business days. Provided that the below terms have been followed:
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Venue and property has been left clean and tidy in the condition it was in, prior to your event. Such as catering and in house guests placing rubbish and bottles in the allocated Hillbrook bins. Bottle caps, cigarette butts, table centre pieces, stationery, cakes, hanging floral arrangements, all placed in the bins ready for our team to clear away.
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If these Terms and Conditions have not been complied with, or if the venue or any part of the property is left damaged or destroyed, or any terms are not complied with, the guest will be billed for these damages, cleaning, repairing or any breakages.

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Agreement

I have read the above information in full. I understand that this is a private property and that my guests and I must remain respectful of the property, its neighbours and the environment of the area.

I understand and accept all responsibility and inherent risks that may occur during the event, including any injuries or accidents etc, due to the nature of the event. I will take full responsibility for any guests on the property and at the Venue during the hire period, and that they adhere to these Terms and Conditions. All clients, their guests and any contracted parties (e.g. Vendors, caterers, photographers, etc.) use the Venue at their own risk. While every precaution is taken to ensure the safety of you and your guests at Hillbrook estate and/or any related/associated parties will not be held responsible for any loss of damage to property (including vehicles) or injury to any person.
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I agree to fully indemnify and hold harmless, and will continue to indemnify and hold harmless Hillbrook estate, against all liabilities, costs, expenses, damages and losses (including but not limited to any direct or indirect loss, penalties and legal costs (calculated on a full indemnity basis) and all other professional costs and expenses suffered or incurred by Hillbrook estate arising out of or in connection with:
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Any breach by you of these terms and conditions and/or any actions by you or your guests which results in loss or damage to Hillbrook estate (or any related parties/associates) and/or any claim made against Hillbrook estate (or related parties/associates) for death, personal injury, loss or damage to property or any other claim arising out of or in connection with the hire of the Venue, use of the property and/or the wedding event.

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