Functions: Terms & Conditions

CATERING TERMS AND CONDITIONS
(view PDF)

• Menu selections are a small sample from our wider range of dishes.
  
• Please do not hesitate to ask if you have any dietary requirements; we would be happy to personalize a menu to suit. Please do not hesitate to contact our Head Chef, Matthew Longshaw for further details.
  
  Tel: 08 9384 3222
  E-mail: matthew@cottesloegc.com

Set menu inclusions

Bread selection / vegetables / all staff costs

Menu details

To assist in the smooth organisation and presentation of your function we would request that menu selections are completed no less than thirty days prior to your function date.

(DJ, Photographer)

If you have hired workers on your function day requiring meals, please inform us of their requirements and include them in your final numbers.

Menus

May be arranged to be printed by The Cottesloe Golf Club or you may wish to supply your own.

Speeches

We reserve the right to serve the dishes if your speeches run over five minutes from the pre-arranged time.

Sundays and Public Holidays

Functions conducted on Public Holidays will be subject to a surcharge of 15%,
Sundays will attract a surcharge of 7 ½ %on the total food account.

Minimum numbers

Functions with less than 30 guests may attract a surcharge to cover set costs.

Final numbers

Final numbers are to be confirmed - no less than seven days prior to your function.
This will be the minimum number charged, regardless of how many guests attend the function. Minimal increases may be accepted after this date.

Cakes

Wedding/Birthday cakes are the only food items the function organiser may supply.
- Cakes can be cut and served with side plates, forks and napkins at a cost of $1.50 p/p.

DRESS AND CLUBHOUSE RULES
(view PDF)

• All Visitors are urged to dress in good taste at all times and so maintain the dignity of the game of golf and Club standards. To obviate any embarrassment to themselves or other Members, they are asked to observe the following requirements which are regarded as the minimum acceptable standards. 

1. IN THE CLUBHOUSE

Sprig bar

Please refer to the on course dress requirements ensuring all attire is neat and tidy

Lounge (Prior to 4 pm)

Please refer to the on course dress requirements however street shoes are
necessary at all times

Lounge (After 4 pm)

• Slacks – tailored slacks or trousers must be worn
  
• Shirts – button through with long or tailored short sleeves (no golf shirts) which must be
  tucked in unless designed to be worn out
• Coats – Tailored jackets and coats are optional however jackets with zip fronts and weather
  proof jackets and vests are not permitted

2. THE FOLLOWING ITEMS ARE NOT PERMITTED IN THE CLUBHOUSE

• Denim – jeans, trousers, shorts or coats or trousers that resemble jeans – i.e. with patch pockets
  
• Shirts – those without a fold down collar or with bold and obvious logos and advertising, singlets and t-shirts
  
• Shorts – short/brief shorts, drawstring or cord waisted
  
• Other - tracksuits or leisure suits
  
• Shoes – sandals, athletic or jogger style shoes, shoes without socks, shoes that will cause damage to the course

3. MOBILE PHONES

Members and guests should note that mobile phones may not be used in the Clubhouse or on the course unless the prior approval of the Manager has been obtained and such approval will be given only in cases of specific need involving medical or other essential service. Mobile phones maybe used in the phone booth containing the pay phone and the car park. For your convenience mobile telephones may be left with the office. 

TRADE DAY AND FUNCTION HIRE POLICY
(view PDF – incl. application form)

1. Application for Hire

• Application for Golf Days and Function hire at Cottesloe Golf Club must be lodged in writing using the appropriate application form by a person over the age of 18.
  
• The minimum booking period is usually 2 hours. Bookings may be accepted for other periods by prior arrangement only.

2. Booking Deposit

• All applications are subject to an approval process. Successful applications will be confirmed in writing. On receipt of confirmation of the booking, the applicant will be required to forward a booking deposit.
  
• Golf Days will require a 50% deposit of the applicable green fees.
  
• Functions will require a 100% deposit of the applicable room hire rate.
  
• All bookings remain "Tentative” until the deposit is received.
  
• All event costs, minus deposit will be invoiced after the event date.
  
• Payment is required in full within 30 days from the invoice date.
  

3. Cancellation

• In the event of a cancellation by the hirer, a percentage of the full booking charges may be forfeited by the hirer as follows:
  
  
  i. 24 hours prior to the function – 100% of the fee.
  ii. Between 1-14 days prior to the function – 75% of the fee.
  iii. Between 14 - 28 days prior to the function – 50% of the fee.
  

• Cancellation will not incur any penalty if written notice is received at least 28 days prior to the event date.
  
• Cottesloe Golf Club reserves the right to cancel any booking if grounds maintenance or building works are required, or if a breach of conditions has occurred.

4. Event Coordination

• Cottesloe Golf Club pro shop staff will provide management of golf operations to co-ordinate your golf day and Cottesloe Golf Club Food and Beverage staff will manage any function.
  
• Any exception to this ruling is by approval of the General Manager only.
  

5. Use of the Facility

• All golf days and functions must comply with the conditions set by Cottesloe Golf Club management.
  
• The hirer is to ensure that nothing is permitted which is disorderly or unlawful in connection with the use of Cottesloe Golf Club.
  
• The hirer is to ensure that all guests abide by Cottesloe Golf Club Dress and Clubhouse Rules for Events.
  
• The hirer shall, while on the premises, abide by the directives of Cottesloe Golf Club staff. The hirer is responsible for the behaviour of those in attendance during the hire period.
  
• Cottesloe Golf Club reserve the right to ban and/or have any person/group removed from the premises where that person/group has, or is likely to cause injury/damage to other persons or property.
  
• Consideration must be shown to the other users of the facility when dual usage is arranged.
  
• All functions are to cease by 12pm.
  

6. Access/Set-up/Pick-up

• The hirer may have access to Cottesloe Golf Club prior to the booked period for the decoration of rooms and spaces on consultation with Cottesloe Golf Club.
  
• The hirer has 1 hour at the close of the booked period for the removal of decorations etc.
  

7. Observation of the Hire Period

• Observation of the allocated booking times is important to avoid clashes between the various hirers who use Cottesloe Golf Club premises. Cottesloe Golf Club premises must be vacated on or before the agreed time. Should your event run overtime, all incurred costs with servicing the function beyond the expected finishing time will be passed on.
  

8. Care of Premises

• The hirer is responsible for any loss or damage to Cottesloe Golf Club equipment and facility, which are used by themselves or musicians, DJ’s etc contracted by the hirer. All rubbish is to be collected and placed in the appropriate waste and recycling bins.
  

9. Course Care

• It is the responsibility of all members and guests to follow the guidelines below to assist in the preservation of the course.
  
  
  i. Repair divots by heavily crushing in the sides of each divot with lofted club.
  ii. Repair all ball marks on each green.
  iii. Motorised carts should follow directional signage at all times and not drive within 5 metres of a green or surround.
  iv. Replace flagsticks correctly in cup.
  v. After playing from a bunker, rake and level all footprints and marks. Rakes are left outside of bunkers at entry point where marked.
  
• Sprinklers with fixed heads, hoses and taps on course may not be touched. If a piece reticulation equipment interferes with your stance or swing, relief may be taken without penalty.
  
• Non metal spikes are compulsory.
  

10. Suspension of Play

• Should a representative of the Match Committee or Golf Operations at any stage during the conduct of a competition at Cottesloe golf Club, deem the course unplayable, the following procedure applies;
  
  
  i. One blast of the siren will sound and players will be advised that play is suspended. Players should remain on course until further notice. Players may take shelter.
  ii. If play is to be suspended for an extended period of time, two blasts of the siren will be sounded. Players will then mark the position of their ball and return to the clubhouse.
  iii. In the event of play being abandoned, three successive blasts of the siren will be sounded.
  iv. If at any stage play is to resume, a further single blast of the siren will sound.
  v. Players on outlying areas of the course, who may not hear the siren, will be advised by Golf Operations staff.
  

11. Motorised Carts

• Members or guests who hold a medical certificate as approved by the board are eligible to drive or ride in a motorised cart at all times. Members or guests without an appropriate medical license are able to hire a motorised cart, subject to availability with the following exceptions;
  
  
  i. Any weekend Stroke event during the season.
  ii. Thursday AM.
  iii. Any honour board event or qualifier including Match Play events. Members or guests without an appropriate medical license are not permitted to ride in a motorised cart under the following circumstances;
  i. All honour board events and their qualifying rounds.
  ii. Any weekend Stroke event during the season.
  iii. Any other event nominated by the Match Committee. Strict rules of use are posted on motorised carts and any member or guest (with or without a medical license) observed disobeying the rules will be subject to interview by the General Manager or the Board.
  

12. Equipment

• Cottesloe Golf Club will arrange the set up of Cottesloe Golf Club chairs and tables for bookings as requested. The hirer is responsible for any further set up requirements of facilities and hired equipment not belonging to Cottesloe Golf Club.
  
• Cottesloe Golf Club can arrange to hire in additional equipment if necessary, all hire costs incurred are at the expense of the hirer.
  
• The hirer is required to ensure that all facility equipment and/or furniture is clean and undamaged. Any damaged furniture and equipment must be reported immediately. Hirers may be charged accordingly for the repair or replacement of any equipment and/or furniture which is damaged during the hire period.
  

13. Smoking

• The clubhouse has been declared a smoke free environment and as such smoking is not permitted in the clubhouse at any time.
  

14. Food and Beverage

• Cottesloe Golf Club does not allow outside catering. A selection of menus to suit all occasions is available and our Food and Beverage department are available to help with your special requirements.
  
• Food or beverages, not supplied by Cottesloe Golf Club are not to be brought onto or consumed on our licensed premises.
  
• Any person(s) not complying with our liquor license regulations will not be permitted to remain in attendance of a function.
  
• In accordance with the Liquor Licensing Act 1988, Club staff are obliged to ensure that responsible server practices are employed at all times. Club staff have complete discretion to determine when to cease the service of alcohol.
  

15. Music and Noise

• Music and noise are to be restricted to a reasonable level. All music and noise must cease by 12pm. Cottesloe Golf Club retains the right to control the level of music / noise created if deemed necessary.
  
• The level of noise emission from any band, musical instrument, DJ or activity within the facility shall not exceed normal background noise level when measured at the nearest boundary of any residential property.
  

16. Decorations

• All decorations must be approved by Cottesloe Golf Club prior to your event. Decorations may only be put up with permission of, and under the supervision of Cottesloe Golf Club staff.
  
• The use of confetti and glitter is not permitted and will incur a cleaning charge.
  

17. Advertising

• The hirer shall not display corporate banners or notices anywhere on the grounds or within the clubhouse without prior permission from the General Manager.
  

18. Insurance

• Cottesloe Golf Club has public liability insurance. Cottesloe Golf Club will take all necessary care but is not liable for any loss or damage to person or property suffered or incurred by the hirer.
  
• The hirer should have their own insurance for any items of value brought into Cottesloe Golf Club.

19. Damages and Repairs

• The hirer will be responsible for any expense in connection with repairs, security, and improper use of safety equipment and/or extra cleaning which may become necessary as a consequence of the booking.
  
• Cottesloe Golf Club reserves the right to determine the cost of any damages and/or extra cleaning necessary, above and outside that which is normally expected. Cottesloe Golf Club reserves the right to bill the hirer for additional costs.
  

20. Property 

• Cottesloe Golf Club shall not be responsible for any form of loss or damage arising from the hiring of Cottesloe Golf Club facilities and from events being held in Cottesloe Golf Club.
  
• Cottesloe Golf Club takes all possible care but cannot accept any responsibility for damage to or loss of, articles left on the premises.
  
• Cottesloe Golf Club recommends appropriate security and indemnity measures be taken by the hirer or any person in the facility at the invitation of the hirer, in respect to any loss particularly in instances where charity/fundraising events are being conducted from the facilities.
  
• The hirer is not permitted to remove or relocate any property or items at Cottesloe Golf Club not belonging to the hirer, without prior consent from Cottesloe Golf Club.

21. Uncollected Goods

• All items of property owned by the hirer must be removed from Cottesloe Golf Club on or before the agreed vacation time, unless special arrangements have been made otherwise.
  
• Any goods left on the premises after occupancy may be removed and disposed of at the discretion of Cottesloe Golf Club, without compensation to the owner or person responsible.
  

22. Storage

• Storage facilities are not available to Cottesloe Golf Club hirers.
  

23. Safety

• No items shall be placed to obstruct or interfere with stairways, entrances, exits, emergency lighting, fire extinguishing equipment and fire alarms in the venue.
  
• No function or activity may intrude on the safety and security of Cottesloe Golf Club.
  

24. Children

• Children on the premises are to be supervised at all times by a responsible adult. Cottesloe Golf Club will not accept any responsibility for the supervision of minors.
  

25. Animals

• No pets or animals are allowed on the premises.
  

26. Prohibited Substances/Articles

• The hirer is not permitted to take into or use the following substances within Cottesloe Golf Club and its grounds:
  
  
  i. Any type of firework or flammable substances.
  ii. Any chemical substance deemed toxic or dangerous.
  

27. Car Parking

• Car parking is free at Cottesloe Golf Club.
  
• Parking is restricted to the designated parking bays only.
  
• Vehicles are not permitted to park on the grass or any other location with the grounds.
  
• The car park directly in front of the clubhouse is locked at the close of business; any vehicles remaining at this time do so at the owner’s risk.
  
• Cottesloe Golf Club accepts no responsibility for damage to vehicles parked on the property.
  

28. Security

• Cottesloe Golf Club reserves the right to hire contract security personnel if in the unlikely event we deem it necessary for your event.
  
• Cottesloe Golf Club will notify the hirer of any such security personnel required.
  
• The hirer is responsible for the costs of contract security personnel.
  

29. Mobile Telephones

• At no stage shall a mobile phone be used to the detriment of the enjoyment of the facilities by members or guests.
  
• At no stage shall a mobile phone disrupt or slow play on the golf course.
  
• Phones must be in silent mode at all times.
•  At no stage can a member or guest make or receive a phone call on the golf course during play, on and around the clubhouse (including balcony) and inside the clubhouse with the following exceptions:
  
  
  i. In the case of a medical emergency.
  ii. In the car park and loading area outside of the men’s and ladies locker room doors.
  iii. In the phone booth on the ground floor.
  iv. On the landing between the manager’s office and the dining room on the first floor.
  v. In the BBQ area on the balcony.
  

30. Breach of Agreement

• Cottesloe Golf Club reserves the right at its sole discretion not to approve any application or to cancel the agreement at any time for any breach of policy or procedure.
  
• Failure to comply with the requirements set out in this policy will be regarded as a breach of agreement, giving Cottesloe Golf Club the right to sue for the recovery of any amount.