Sofitel Melbourne on Collins - Luxury hotel - COMMERCIAL TERMS AND CONDITIONS


All rates quoted are in Australian dollars

All rates are inclusive of GST (Goods and Services Tax), currently 10%, subject to change based on Government requirements.

The Hotel will make every effort to ensure your rooms are available at your time of check-in however, the Hotel standard times & rates are as follows:

Check In Time – From 1500
Check Out Time – Latest 1100

** Access prior to 1400 will require a pre-registration from the night prior subject to availability/rate change.
** Late check out up to 1400 is limited and subject to availability and confirmation/rate change.
** Late check out after 1800 is limited and subject to availability and confirmation; Full agreement rate for that night.

Any extension of the original room block is subject to availability, must be confirmed in writing, and may be subject to different terms and conditions.

One child, 12 years or under, occupying the same room as their accompanying adult/s, and using existing bedding is complimentary. A third person over 12 years old occupying a room or a rollaway bed will be charged at $110.00 per day.

Transportation arrangements including group arrival time, group departure time and Transport Company need to be advised to the Hotel five (5) working days prior to arrival to ensure all Hotel staff are aware of guest movements. This only applies to group arrivals and group departures.

Room drops can be organised with our Group’s Coordinator. There will be a charge of $6.00 per room for letter under door room drops and $9.00 per room for an in room delivery. Please advise your Coordinator the nature of your room drop and the Coordinator will advise the applicable fee for any larger or unusual items. Note that a minimum 72 hours advance notice is required. This charge is applicable for each separate room drop completed during the conference.

Porterage is complimentary for individual arrivals and/or departures of less than 10 rooms. For group arrivals and/or departures of 10 or more rooms a fee of $14.00 per person applies for the round trip.

If you cancel or reduce your accommodation booking:
From Signing of this contract until 91 days to arrival booking date:
Up to ten percent (10%) of the accommodation revenue contracted may be cancelled without charge. Rooms released over and above the ten percent (10%) will be charged equal to half (50%) of the revenue cancelled. Run of house rooms will be released from the highest category of room.

90-31 Days to arrival booking date:
You may release up to five percent (5%) of the 91 day room block total without incurring any penalty up until 31 days to arrival date. Rooms released over and above the five percent (5%) will be charged equal to three quarters (75%) of the revenue cancelled. Run of house rooms will be released from the highest category of room.

30 Days until booking arrival Date:
Within 30 Days of Arrival Date, Full (100%) cancellation fees apply for all remaining accommodation, or in the event of a non-arrival (no-show).

14 Days from Arrival Date:
At fourteen (14) days from Arrival Date any rooms remaining (including unnamed rooms) will automatically be released for general sale. The Hotel will continue to accept reservations after this date on a space-available basis. Cancellations within 14 days will incur a full 100% cancellation fee equivalent to the full stay of each room cancelled.

In the event of a “No Show” on the contracted date of arrival, full cancellation penalties do apply.

You are required to provide the Hotel in writing particulars of all venues, food, beverages, entertainment, technical requirements, audio visual requirement, room set ups, exhibitions or displays, starting and finishing times in connection with your function and the number of persons you expect to attend your function. These details are required a minimum of forty (45) days prior to the arrival date. Should event details not be received the Hotel reserves the right to set the room as per contracted particulars and Chef’s selection of menu Hotel selection of beverages.

**Five (5) Working Days prior to Booking Date
The guaranteed number of guests attending and dietary requirements are required by 10:00AM, five (5) Working Days prior to your event. Should a guaranteed number not be received, the attendance indicated on the Banquet Event Order will be taken as final. Should dietary requirements not be received you will be liable for a surcharge of 25% per additional dietary requirement. If attendance is not indicated on the Banquet Event Order and is not received it will be based upon minimum contracted number. If the number of guests who attend your function differs by more than 10% from the number of the persons notified to the Hotel, the Hotel may review the price charged for your meals and may reallocate your function to a different function room within the Hotel.

The Hotel’s Events Department must receive all amendments, including cancellation, and attendee increases or decreases in writing. The Hotel will not be held responsible for delivery of services not received in writing.

Clients are responsible for any costs involved in ensuring set-up and breakdown times within your contract are adhered to in all function spaces.

Sofi’s Lounge and the Level 1 Promenade have a standard set up for catering and cocktail receptions. Should you require all furniture to be removed from Sofi’s Lounge or the Promenade area additional charges for furniture removal and storage will apply.

As the Hotel of the Arts we have a permanent rotating art exhibition on display on the walls and within the archways in Sofi’s Lounge.

If you cancel your ENTIRE event, in addition to any applicable accommodation charges, the event charges are as below:

From the date of signing this Agreement until 121 days before your Booking: Initial non-refundable security deposits will be retained for full cancellation.

120-61 days before your Booking Date:
Should any functions cancel, 50% of total conference room rentals and estimated food & beverage revenue, based on contracted minimum spend will be retained.

60-31 days before your Booking Date:
Should any functions cancel, 75% of total conference room rentals and estimated food & beverage revenue, based on contracted minimum spend will be retained.

30 days before your Booking Date:
Should any functions cancel, 100% of total conference room rentals and estimated food & beverage revenue, based on contracted minimum spend will be retained. In addition, audio visual (AV) services and supply confirmed through Audio Visual Dynamics Pty Ltd (ABN 79 004 377 333) (AVD) are 100% non-refundable.

If a conference is confirmed and then changes dates it is treated as a cancellation. Please refer to the above cancellation schedule.

Should there be any slippage or reduction in delegate numbers, which fall below the contracted minimum food, beverage, venue hire spend of your event ($ ); the contracted minimum spend still applies and will be applied as venue hire.

Room hire charges are applied to all function rooms unless otherwise negotiated and approved. Twenty-four hour rental charges are available on application.

The Hotel reserves the right to assign an alternate function space for your Events if the appointed function space is unavailable for any reason, or the Hotel believes the appointed function space is no longer appropriate, so long as the alternative function space meets with (or exceeds) the Organiser’s material requirements.

The Hotel will only accept delivery of goods one (1) working day prior to your function, and all goods must be collected within two (2) working days following the conclusion of your function. The Hotel accepts no responsibility for any items delivered or left for collection. Note: Loading dock clearance is 3.2 metres.

All deliveries should be address as follows:

Attention: Jimmy Soccio & Michelle Chan
Sofitel Melbourne On Collins
Via P2 Loading Bay
Flinders Lane Melbourne
{Name of Group}
{Arrival Date and Departure Date}
From: [name of consignor]
[telephone number of consignor]
Piece: 1 of 1

The P2 loading bay is accessible between 07:00-15:30 for delivery and pick up of goods. The enter the loading bay, use the right hand side delivery entrance from Flinders Lane between Spring and Exhibition Streets.

No parking is allowed in the loading bay.
Items are not allowed to remain in the loading bay.
The Hotel will not be responsible for items left on the loading bay.
The Hotel does not supply staff or trolleys for the movement of goods to and from the dock.
As part of our Environmental Management Systems plan and ISO14001:2015 certification the Hotel does not accept polystyrene packaging or waxed cardboard containers for delivery from clients, exhibitors, suppliers or contractors as these forms of packaging cannot be recycled.

Digital signboards are positioned near some conference and event rooms to display directional information regarding your conferences or event. If there is not a screen outside your conference and event space manual signage will be provided.

*Please note that your signage will rotate with other events and advertising throughout the day.
Nothing is to be nailed, screwed, stapled or adhered to any wall, door or other surface or part of the building. Signage in Hotel public areas is to be kept to a minimum and must be approved by your Events Executive

Signage and logos are to be received no later than five (5) working days prior to your event.

Function organisers are not permitted to supply their own food and/or beverage unless notified and approved by the Hotel. Food and Beverage on a cash basis is not permitted.

For the past 14 years Sofitel Melbourne On Collins has exceeded food safety legislative requirements through the implementation of its certified Environmental Management & Hazard Analysis Critical Control Point (HACCP) Food Safety Program. In 2008, Sofitel Melbourne On Collins took a further step in its commitment to food safety by becoming the first Australian hotel to achieve certification in ISO 22000 Food Safety Management Systems.

This robust standard from ISO family of quality management systems is audited every six months by a globally accredited certification body, British Standards Institution (BSI Group). This standard not only demands very high food safety and hygiene practices, but a ‘whole of organisation approach’ to food safety, hygiene and continuous improvement. Sofitel Melbourne On Collins engages the monthly services of a food safety consultant, further demonstrating the value the hotel places on food safety, improving performance and retaining its long-held certifications. We are dedicated to ensuring that all food produced and provided to our guests is safe and meets the highest quality standards.

2.11 MENUS
Menus served in any function venue will consist of one item selected for each course, not on an a-la-carte basis, unless notified and approved by the Hotel.

Dietary Requirements: For dietary requirements outside of vegetarian, vegan, gluten and/or lactose free, allergies, a 25% surcharge applies. For dietary requirements received less than 5 working days prior to your event a 25% surcharge will also apply. Furthermore, please be advised that whilst precautions will be taken during food preparation to prevent cross contamination, Sofitel Melbourne On Collins cannot guarantee that there will be no traces of the allergen in the meals provided as the meals are not prepared in an allergen free environment.

A labour surcharge of $1,000.00 per hour or part thereof is applicable if service is required to continue after midnight. Please note all events held on Level 35 must conclude at midnight.
A labour surcharge of $65.00 per hour per staff member (minimum of 3 hours per staff member) is applicable when a change is made to the room setup 24 hours or less before an event begins. This is subject to the nature of the change. Total staff hours and therefore final cost is at the discretion of the Conferences & Events Sales Department.

For heavy equipment and cars, the Hotel has a car hoist, which must be operated by qualified Hotel staff only. Access and times of use are between 00:01 and 06:00. Use of the car hoist must be pre booked a minimum of seven working days in advance. Your Event Executive will discuss all the costs involved with the use of the car hoist.

Minimum charge is $1,000.00 for bump in and bump out of an item. Please note additional charges will apply should a vehicle need to be brought through the Grand Ballroom onto the Promenade area. The labour is charged at $65.00 per hour with a minimum 3 hour call out and 2 staff members are required.

All floor plans for any trade exhibition areas or displays that you propose to stage or present during your event must be approved by the Hotel before selling of the exhibition space.
It is the responsibility of the client to plan and manage their trade stand and exhibitor bump in and bump out within the client contracted access times.

The organiser agrees to begin the function and vacate the designated function space at the scheduled times agreed upon. In the event a function should go beyond the agreed finishing time; the hotel reserves the right to impose a labour charge for each hour and part hour the function space is occupied.

Should you decide to appoint AVD as your AV supplier, decide to provide your own equipment, or employ an external supplier for your audio visual, please be aware that a Hotel Technical Representative (HTR) must be on site at all times. Further to this, the HTR times include: trade and exhibitor bump in, the full event period and trade bump out. The minimum number of HTR’s required is program dependant and will be reviewed on an individual event bases. The HTR is charged at $109.72 per hour, per person, per room, as required. A detailed document regarding the HTR will be sent to all clients when this is applicable.

To ensure that all guests experience the best possible audio visual, and in order to maintain a minimum equipment and service standard, the hotel must approve all external audio visual suppliers strictly two (2) weeks prior to your conference or event. In the case of utilising an external audio visual supplier, the hotel must receive the following information in order for approval to be granted: supplier contact details, production schedules, all proposed set up/production plans (including equipment) which is to be in line with the provided minimum standards below, Public Liability Insurance “Certificate of Currency” and a completed “Risk Assessment”.

Venue hire is not inclusive of any audio visual equipment or services.
The HTR fee stated above is indicative only and is subject to change based on your final program requirements.

A separate HTR is required exclusively for exhibitor trade bump in.
It is the responsibility of the external AV supplier to plan and manage their event bump in and bump out within the client contracted access times.

All External AV / production company services must complete our induction.
All external AV / production company services must provide a detailed production schedule, a technical brief of services being supplied & a rigging plot showing individual point load ratings a minimum of fourteen (14) days prior to event for sign off.

When using an external AV / production company a HTR must be present for the duration of bump in / out & during any major room changes / turns – see HTR for more information.
When using an external AV / production company – please allow for bump in & bump out time in your contracted event times.

Smoke machines, special balloon effects and/or pyrotechnics cannot be operated without prior authority from your Events Executive, due to the effect on the Hotel smoke detectors. Your Events Executive must be informed of the proposed use of the above equipment in writing thirty days prior. Should the Fire Brigade respond to an alarm in a function room, which has been set off by the unauthorised use of Smoke machines, special balloon effects and/or pyrotechnics, the Function Organiser will be liable for any charges incurred by the Hotel.

Sofitel Melbourne On Collins has prepared a Client/Contractor Induction Pack which is designed to ensure that all clients, contractors and suppliers comply with the Work, Health and Safety Act 2011 (Cth) and the Hotel’s policies and procedures regarding occupational health, safety and the environment.

We require all clients, contractors and suppliers (including entertainers) to read the induction pack attached to our contracts and sign the document to show their understanding. Please note it is a compulsory requirement for this document to be acknowledged and signed prior to anyone coming on site.
Any contractor or subcontractors appointed by the Organiser or by the Hotel on behalf of the Organiser must abide by the Hotel regulations and any instructions given by the Hotel while on the Hotel Premises.

Notwithstanding any consent or approval given by the Hotel, the Organiser will remain primarily responsible for, and will not be relieved of any of its obligations under these terms and conditions. The Organiser shall be financially liable to the Hotel for damage or loss suffered by the Hotel in direct connection with the acts, defaults and negligence of each subcontractor as fully as if they were the acts, defaults or negligence of the Organiser.

The Hotel reserves the right to book other functions in the same function room up to one hour before the scheduled function commencement time and one hour after the scheduled function finishing time. Additionally the Hotel reserves the right to book other functions in adjoining rooms at any time. Should you require additional time for bump in or bump out this is subject to availability at the time of request and will be quoted accordingly.

PRE-FUNCTION AREA As the pre-function area is open plan and semi-public, no client has the sole right to the total pre-function area and each client is limited to the pre-function area immediately adjacent to their function room. At all times flow spaces must be left clear for egress and ease of movement of all clients.

Valet car parking is available to in-house guests at the Hotel for a fee of $75.00 per 24 hours. Car parking for non-residential delegates cannot be guaranteed, and is subject to availability for a fee of $70.00 per 24 hours.
(Prices are subject to change without notice)

The Hotel does not accept responsibility for damage to or loss of any client’s, contractor’s or subcontractor’s property left at the Hotel prior to, during or after a function unless any such damage or loss was caused by or directly contributed to by the Hotel including its Directors, Officers, Employees, Agents and Contractors. The Organiser is also required to report any damage, loss or injury immediately to a hotel representative. Organisers are financially responsible for any damage sustained to Hotel fittings, property or equipment by clients, guests or outside contractors prior to, during or after a function unless any such damage or loss was caused by or contributed to by the Hotel including its Directors, Officers, Employees, Agents and Contractors. No items are to be nailed, screwed, stapled or otherwise adhered to walls, doors or other surfaces on or in the Hotel premises.

The Hotel requests that copies of the Organiser’s, Exhibitor’s and Contractor’s Certificate of Currency for Public Liability be provided to the hotel at least 30 days in advance of the event start date.

If you wish to use the Hotel name in any of your literature you must refer to the Hotel by its proper name:

Sofitel Melbourne On Collins
Both “Sofitel” and “Accor” are registered trademarks. Permission must be received from the Director of Sales and Marketing in writing before use. You must supply a copy of your collateral to the Hotel, BEFORE you go to print, for approval.

3. General
This Agreement shall be governed by the laws of the Commonwealth of Australia and the state of Victoria and that shall submit to the jurisdiction the courts of Victoria, Australia.

At no time will the client commit any act or permit its employees, agents, or invitees to commit any act that is illegal, noisome or offensive or is in breach of any statutes, by laws, orders, regulations or other provisions having the force of the law including but not limited to the Hotel’s Liquor License and Fire Regulations.

Under Victoria’s Tobacco Act 1987 smoking is prohibited in Sofitel Melbourne on Collins. This includes all conference and event venues, accommodation rooms, public areas and rest rooms, food and beverage outlets, the driveway area and the Collins Place complex.

Sofitel Melbourne On Collins has an obligation under the Liquor Control Reform Act 1998 to serve alcohol responsibly. Sofitel Melbourne On Collins staff members will not serve any alcoholic beverages to guests under the age of eighteen (18) years or to guests in a state of intoxication. It is a compulsory requirement for school and university events where alcohol will be served to provide coloured wrist bands to students over 18 years to wear at the Hotel event to ensure security and Hotel staff can identify them easily. This is a strict contractual requirement of the Hotel in compliance with the Liquor and Gambling Legislation Amendment Act 2018 (the LGLA Act). The LGLA Act amends the Liquor Control Reform Act 1998 (LCR Act). Wrist bands must be issued to students over 18 years prior to arrival into the Hotel and must be worn at all times in the Hotel. All students will also be required to provide an acceptable form of proof of age photo identification upon request.

The Sofitel Melbourne On Collins policy is to serve guests in a responsible, friendly and professional manner. The right to discontinue liquor service is reserved by the Sofitel Melbourne On Collins.
For all beverages served on consumption, a consumption report must be sighted and signed off by the conference organiser or other party arranged by the conference organiser. Should this not be signed, the hotel reserves the right to charge based on the consumption recorded without dispute.

In compliance with the laws of VIC (Occupational Health & Safety Act 2004 and Occupational Health and Safety Regulations 2017) The Hotel: 1a. Cannot allow any of its employees to install or operate any equipment supplied by clients or third parties, i.e. A client has hired equipment from an outside firm for use during their function. It is the clients’ sole responsibility to install & operate such equipment or arrange for the outside firm to install & operate. 1b. If an event requires the serving of food and drinks into the room being used with the above-mentioned equipment, then the client must sign an indemnity form to hold harmless the Hotel operator, the building owners & Hotel staff.

2a. In accordance with Australian Standard 3760, all portable electrical equipment used on site at Sofitel Melbourne On Collins must be safety tested and tagged by a licensed electrician prior to being on site. The tag must be valid with no exception. This includes all equipment supplied by clients, their guests and their contracted suppliers. The status of each piece of equipment will be checked by an in-house Technician(s) On Duty to ensure it is compliant.

Sofitel Melbourne On Collins reserves the right to suspend the use of any equipment that is not compliant until the matter is resolved. Should equipment come on site that is non-compliant, a qualified technician will be allocated to provide the required test & tagging procedure. Please be advised that the fee applicable for this service is $88.00 per item to a maximum of four per client. Anything over and above four items per client, charging will revert to an hourly rate of $101.75 per hour in place of the per item charge (minimum charge of two hours).

Client authorisation by signature is required on the credit card authorisation from agreeing to these charges prior to the test & tagging being conducted. Tags are valid for the relevant event only.
Emergency Evacuation Procedures

Sofitel Melbourne On Collins is committed to the safety of its guests and staff. Should you wish to advise your guests of the Hotel’s guest evacuation procedures prior to the commencement of your function, the Hotel has an evacuation voiceover that can be played to instruct your guests on what to do in an emergency situation. Please advise your Event Executive if you would like to utilise this service.

(a) Any references to the Organiser shall include each and any of its Directors, Officers, Employees, Agents and Contractors. Any references to The Hotel shall mean Mowla Pty Ltd trading as “Sofitel Melbourne On Collins ” and shall include each and any of its Directors, Officers, Employees Agents and Contractors.

(b)The Organiser releases the Hotel from, and agrees that the Hotel is not liable for, liability or loss arising from, and cost or expense incurred in connection with damage, loss, injury or death to or of any person or property at the Hotel Premises, except to the extent that any such damage, loss, injury or death is caused or contributed to by the wilful or negligent act or omission of the Hotel.

(c)The Organiser indemnifies the Hotel against any actual claim, action, damage, loss, liability, cost or expense which the Hotel incurs or is liable for in connection with:

(i) any damage, loss, injury or death, caused or contributed by an act or omission of the Organiser;
(ii) any damage, loss or arising out of or resulting from the Booking;
(iii) Any fine and penalties issued to the Hotel which was directly caused by the Organiser’s breach of any applicable laws relating to the booking event.

Full payment of your contracted minimum spend is required as per your deposit schedule and a minimum of 30 days prior to your event. Full pre-payment for your event (accommodation, catering, room hire and AV) is required fourteen (14) working days prior to the event date. All incidental charges acquired during the event are required to be settled within 48 hours post event. If payment is not received within 72 hours the outstanding amount will be charged to the credit card supplied with the signed contract.

(a) Unless otherwise agreed, the party which signs these terms and conditions will be the party responsible for payment of all charges in respect of the Booking.
The contract signatory confirms the agency will be liable to the Hotel for payment of the Event Charge (including any cancellation fees) notwithstanding that they have not personally signed these terms and conditions; and acknowledges that a commission, incentive or fee may be payable.

The Hotel and Organiser will not be in breach of this Agreement or any way liable to the other party, if it is prevented from complying with this agreement by reason of act of God, act of public enemy, war, earthquake, riot, flood, explosion, compliance with any law or Government restraint order, rule, regulations, strikes, lock outs or any other cause not reasonably within the control of the Hotel or Organiser provided that as soon as reasonably practicable either party gives written notice of its intention to rely on this clause and its reasons as to why.

If the Hotel has reason to believe that a conference will affect the smooth running of the Hotel’s business, security or reputation, it reserves the right to cancel the conference, and remove any disruptive individuals. Sofitel Melbourne On Collins reserves the right to restrict the service of alcohol to individuals at our discretion. The Hotel reserves the right to require security guards for an event if the Hotel has a reasonable belief that there is any risk to the Hotel’s property, business, employees or reputation. This will be charged to the Organiser at a cost of $65 per guard per hour at a standard rate. Additional costs apply on public holidays.

The hotel does not accept responsibility for damage to or loss of any client’s property left in the hotel prior to, during or after the function unless any such damage or loss was caused or contributed to by the Hotel Directors, Officers, Employees, Agents and Contractors unless any such damage or loss was caused or contributed to by the Hotel Directors, Officers, Employees, Agents and Contractors.

Organisers are financially responsible for any damage sustained to hotel fittings, property or equipment by clients, guests or outside contractors prior to, during or after the function unless any such damage was caused or contributed to by the Hotel including its Directors, Officers, Employees, Agents and Contractors.

The parties acknowledge and agree that this Agreements and any information relating to the other party obtained through this Agreement is confidential as between the parties and must not be disclosed without the consent of the other party except that the Hotel may disclose such information (including this Agreement) to its related bodies corporate or to the owner of the hotel (or its related bodies corporate).
The Hotel will collect, use, disclose and handle any personal information as defined by the Privacy Act 1988 (Cth) (the Act) in accordance with the Act whether or not the Act applies to it. For clarity, the Hotel must not use any personal information acquired from the client for the purposes of direct marketing.

For the purpose of these terms and conditions, the following definitions apply: “Hotel Premises” means the premises situated at 25 Collins Street Melbourne, Australia
“Organiser” means the client or signatory of the contract.
“Banquet Event Order” means the Banquet Event Order form provided to you prior to your function.
“Estimated Accommodation Charge” means the amount calculated on the basis set out in the Hotel’s proposal letter
“Hotel” means Mowla Pty Ltd trading as Sofitel Melbourne On Collins, and its managers, officers.
“Working Day” means any day that is not a Saturday, Sunday or public holiday.

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Sofitel Melbourne on Collins
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