The Party Room for Kids – Terms & Conditions
At The Party Room for Kids, there are some rules and conditions we would like to tell you about. In booking with The Party Room for Kids you are confirming you have read, understood, agreed and accepted these terms and conditions. Terms and conditions are stated on the page titled “The Party Room for Kids Terms & Conditions” and elsewhere in all other pages on this website.
All information on this website is absolute and over-rides any information, terms and conditions, claims, posts, references, blogs and feeds appearing outside of this website. Content in social media, marketing material and external advertising media are subject to this website.
The whole website is taken to include all the terms and conditions collectively and no one website page speaks for every term and condition. The customer (hirer) is advised that these terms and conditions are subject to change anytime. The hirer agrees to keep themselves informed of any changes and seek any clarification on any matter in these pages as it may effect them.
You as the “Customer” or “Hirer” is agreeing to have understood and accepted the particular terms and conditions which if not stated on this page, then as stated elsewhere in the pages of this website as it applies to your particular booking circumstances.
If any of the terms and conditions in this website are not clear, then please call us and we are happy to assist: 0419 664 438.
We provide many themes and characters (entertainers) included in the theme of your choice. Our entertainers aim to bring the theme of your choice to the closest possible experience to celebrate the essence of the characters and settings of that theme as seen in a movie or drama or concert setting elsewhere. It is not the intent of our entertainment party model to provide you the exact experience that you might come to expect as in a movie or theatre setting. Instead what we offer is an entertainment style designed and created by our team that reflects our design and style of entertainment suited to the theme of your choice. Our entertainers wear costumes with designs that reflect as close as possible to the theme expectation however it is not the intent of our entertainment package that these costumes are exact as you might have experienced in a movie or theatre setting. As we have many entertainers who play a certain role, the experiences at your party may differ from the experiences and expectations from a video and or images of a previous party or images used in a promotion or on our website and social media. We will not guarantee the same setting or experience from images of a previous setting, however we will aim to be consistent with the theme expectation and design. Some themes evolve with the passage of time and hence theme design can change accordingly with changed expectations that arise from newer versions of that theme seen in a movie or theatre setting. Entertainer’s costume, make-up and delivery of entertainment can also evolve and change to cater to the age group of the audience.
Although our choice and style of entertainment suited for a particular theme is usually set, we will want to hear from you if you had anything very specific in mind that you would like us to consider in terms of that theme delivery. You will need to communicate your specific preferences in writing or by a phone call (later confirmed in writing) so we may accommodate your request. This request is required to be communicated in writing 5 days before your party date.
The theme setting and entertainment design and packaging we offer for your party is usually set and is not negotiable within the set price of that theme as offered on our website. Any changes to the design and setting can be accommodated and this may incur an additional fee. At times we may give you permission to bring some decorations or props, but this will be at our discretion.
The Party Room For Kids shall not be liable to any damages, compensation and legal actions taken under circumstances where the customer (hirer) had not expressed their specific requests in writing prior to the party.
The party format and running order is designed to give you the best party experience. Each activity flows from one to another seamlessly and provides the best impact in terms of enjoyment. This is designed based on the party duration, our knowledge of theming, decorations and room size. If you wish to have some different set of activities, we could swap some activities for another but you will need to discus this beforehand with the event manager. Last minute such requests on the party day may not be possible given the short notice but we will do our best to accommodate this.
Any request to make substantial changes to the running format will not be welcome especially if it interferes significantly with the tried and tested order that our staff have been trained to offer. This might not be in the best interest of your party proceedings. Such requests can compromise the smooth flow and result in a less than enjoyable party. We recommend you stay with our format. You may call us to discuss this before-hand before you book the party. Our entertainment is best suited for ages 3YO and over. Even if you were having a 1YO or a 2YO party, please be informed that it would be in your best interests to bring along as many as eight or more kids who are older and who are able to engage and enjoy the entertainment we offer. Our entertainment is best suited for kids 3YO and older and who are able to engage with the entertainers and participate in as many activities. Such a mix of age group would give you the best value for the price you pay.
We do our best to accommodate your enquiry and meet your expectations. We will discuss theming and new ideas with a view to assess whether we can successfully accommodate that. We ask all customers to respect our staff while we do our best to fulfill your orders and expectations. Any demanding, challenging, uncooperative and abusive behavior will be not be acceptable. Any such behavior may result in your booking being cancelled.
The food for kids and adults must be purchased in house but the cakes and party bags maybe sourced from an external third party. However, we require that cakes and food sourced externally are prepared to commercial standards suitable for consumption, paying close attention to the particular dietary and allergy requirements of all your guests. The Party Room For Kids shall not take any responsibility for risks associated with “Not Fit For Consumption” food and cakes brought in to the venue by the Customer (Hirer) or their guests (from outside).
Any purchases made online at the Cake Shop is for pick up only at 70 Dow Street, South Melbourne 3205, unless prior arrangements have been made otherwise, such as delivery to your shipping address. The Party Room Cake Shop is not a street retail shop, hence your orders are not available for instant pick up. Essentially, we are a custom order online shop with lead time of between 5-7 days. You need to place your orders latest by Monday 5pm for pick up/delivery in that week on Friday, Saturday and or Sunday. Full payments must be made before-hand online using our shopping cart in order for your order to be processed. If you have placed a paid-order but need to make any last minute changes such as delivery dates, cake design and or change flavours, notify us by Tuesday 12 pm (in the week your cake is due) by an email to: party@thepartyroomforkids.com.au or if your change is urgent, contact us at: 0419 664 438. Please quote Order No.
Special dietary requirements: At the time of placing the order, there is a special remarks box to state your special dietary requirements.
Order cancellations: Your order may be cancelled by Tuesday 12 pm (in the week your cake is due) for a refund of 80% of your paid amount. Cancellations requests made after Tuesday 12pm (in the week your cake is due) will result in NO refund. This is non negotiable.
Damage or unsuitable for consumption: You will assume full responsibility for your cake immediately upon pick up or taking delivery. Thereafter any damage or changes to the condition of your cake will not be the responsibility of The Party Room For Kids.
Parking and Neighborhood
Please note that as a condition of our Council permit and our close proximity to local residents, there is no stopping (standing) out the front of our venue for drop offs and pick ups at any time. This has been imposed by Council and must be adhered to by you and your guests. There is plenty of 2 hour free parking on Park Street, Cecil Street and Napier Street. Sunday Parking is unlimited hours.
To assist with parking, your enclosed invitations detail parking instructions. We also have a traffic controller onsite who will direct cars to appropriate parking areas in Cecil Street.
As Dow street is a residential zone, patrons and party guests are reminded to respect the peace and quite of the neighborhood. Loitering, standing and noisy behavior are strictly not allowed. Our party host will assist and guide patrons with these instructions.
Venue Size
Please remember that our venue is licensed for a maximum of 45 guests in all including kids and adults. Please respect this capacity.
Please note the recommended number of children is 25, however if you have one or two more children over, please let us know. The ‘Dinosaur Jungle’ theme also includes our large inflatable dinosaur, which reduces the venue space within. Please ensure that children numbers and total guest numbers for this theme are not exceeded beyond what can be reasonably accommodated.
If the total guest number is greater than 45 people within the room, extra adults will be asked to move out into the foyer area. At all times, party guest numbers are capped at 45 in total. The staff also may request that some adults leave the premises and return later at any time, if the capacity limits were exceeded and if the team leader felt it was necessary to do so due to health and safety reasons . This is a legal requirement for safety reasons. There are cafes and markets nearby at which adults can reside until party conclusion.
Party Seating
The Party Room for Kids has a mini dining table, which seats a maximum of 25. The mini dining table is ideal for children of ages 6 years and under. If you have one or two children over the 25, we can ‘make-do’ by adding one or two ottomans to the table. Over the age of 6 years we use our ‘boudoir’ cushions and dining is buffet style for children.
There are approximately 25 seating within the venue for adults. An adult size over 20 people is standing room only.
Party Booking Payments
A deposit of $499 (1.5 hours) and $599 (2 hours) is required to confirm your booking. These amounts represent half of the Venue Package Price. The balance amount of $499 (1.5 hours) and $599 (2 hours) are due for payment along with your catering. An automated payment invoice will be sent to you on the Tuesday of your party week upon all orders being finalized. You may alternatively, go online and use our shopping cart to finalize your order and pay online via our very secure payment gateway – PayWay (Westpac Bank product). Payments by card incurs a surcharge of 1.5% merchant fee. Instead, you may pay by direct bank transfer to avoid surcharge fees.
Party Booking Cancellations
Please email us with your cancellation request, if you need to cancel your booking. Email to party@thepartyroomforkids.com.au
Even if you were to notify us by text or a phone call, you are still required to email us to confirm the cancellation, which will determine the date of your cancellation request. Any cancellation request will be managed as per terms and conditions below:
Non-Covid related cancellations:
1. Any cancellation made within 7 days of your party date will incur a fee equivalent of your Party Package charge ($998 or $1,198). Rescheduling option is not available in this timeframe. This just means you will forfeit your party package fee. You will also be charged for any decorations, frills, cakes and catering charges already incurred and or committed on behalf of your party.
2. Any cancellation request made within 7-14 days of your party date will incur a fee equivalent to your deposit ($499 or $599). Rescheduling option is not available in this time frame. This just means you will forfeit your deposit. You will also be charged for any decorations, frills, cakes and catering charges already incurred and or committed on behalf of your party.
2. Any cancellation request made within 14-28 days of your party date will incur a cancellation fee of $99. However, you may reschedule your party for a fee of only $39.You will also be charged for any decorations, frills, cakes and catering charges already incurred and or committed on behalf of your party.
3. Any cancellation request made outside 28 days of your party date will incur a cancellation fee of $39. You may also reschedule your party for a fee of $39.You will also be charged for any decorations, frills, cakes and catering charges already incurred and or committed on behalf of your party.
4.0 Covid related cancellations:
4.1 You are entitled to a full refund IF your party is IN the Lockdown date (for lockdowns only). In a lockdown scenario, you may reschedule your party at no charge. If you do not wish to reschedule, then your deposit or Party Package charge will be refunded fully less a cancellation fee of $49. In any event, any perishable items and committed items already paid for such as cakes and food will not be refunded but can be picked up from the venue at your own cost. For any perishable items such as cakes and food, you will still be charged if you have not already paid for it.
4.2 When there is no lockdown, but you are unable to host your party for reasons of being a “close-contact”, have “contracted covid” or have been “asked to isolate”, then you may ONLY reschedule your party as if it is a new booking (with deposit paid status). If you still choose to cancel the party and not reschedule, the deposit is not refundable. As well, you will be charged for any decorations, frills, cakes, catering and staff costs already committed and incurred on behalf of your party. If you choose to reschedule, there are no rescheduling fees. You will be asked to provide evidence of being a “close-contact” or “request to isolate” or have “contracted covid” and provide reasonable evidence of a test (stipulated by the regulations) to the event manager/compliance officer. Please ensure, you email us your request to reschedule or cancel with reasonable and valid evidence of having been impacted by above covid circumstances. Phone calls and messages although useful must be followed up by a formal email to request reschedule and or cancellations. Email to: party@thepartyroomforkids.com.au
Party Day Protocols
Please arrive no earlier than 10-15 minutes of your party start time, as there is usually another party before yours yet to finish. If you are the main host (customer), please arrive at-least 5 minutes before your party start time, as you will be the first to be ushered into the exclusive room! You guests will be given access to the MAIN ROOM only at the “Start Time” of your party. When you arrive at the venue, please gather INSIDE the venue premises and NOT stand out on the street. Gathering and standing outside the premises on the street is strictly not allowed per council regulations as it is a Road Safety Traffic hazard. Parking outside for drop off is strictly not allowed. Instead park your car in Cecil Street, Napier Street or Park Street (2 hour parking limits and unlimited on Sundays) and walk to the venue. It is a short 3 minutes walk from these parking locations.
If you are bringing your cakes and party bags into the venue, please wait at the foyer where a party host will meet you to assist.
Payments for your party
Please be reminded that cash and payment transactions are not allowed at the venue on your party day. Instead, all your payments for catering and other services should have been completed and settled by the Wednesday before your party. If you have not paid in full, you will be refused access to the venue on your party day. Your party event will not proceed until you have made contact with the Event Manager and paid in full with your credit card. Entry without full payment is not negotiable.
Responsibility for Children & Guests
The wellbeing of children and guests attending The Party Room for Kids is the responsibility of the Hirer and parents/adults of children attending the venue.
Children of age 5 years and under must have a guardian or parent stay with them throughout the duration of the party.
Note that for parents wishing to drop off their children, The Party Room for Kids is conveniently located nearby to local cafes and South Melbourne Markets. Please note that while our staff are Working with Children checked we are not a childcare facility and parent’s dropping off their children must accept responsibility for doing so.
Children must be escorted to toilets by a Party Room for Kids representative or a responsible adult as designated by the Hirer.
Allergies
While The Party Room for Kids is a nut-free zone, management of children’s allergies is the responsibility of the Hirer. The Party Room for Kids accepts no responsibility for children eating food they may be allergic to during a party. Parents of children with allergies must stay during the party duration and oversee this process.
Personal Belongings
The Party Room for Kids accepts no responsibility or liability for any loss or damage to any person, personal equipment, belongings, accessories or merchandise left on the premises prior to, during or after the function. The Hirer indemnifies The Party Room for Kids against any such claim, action, loss or damage.
Damage to The Party Room for Kids
Any damage to The Party Room for Kids equipment, decorations or facilities incurred during a party is to be paid by the Hirer.
Birthday Gifts and Presents
It is the responsibility of the hirer to ensure all personal belongings of all the guests, presents and gifts are collected at the end of the party and removed from the venue. The Hirer indemnifies The Party Room for Kids against any claims, losses or damage to presents and gifts.
Lost Property
Lost property will be held for 24 hours only. If not claimed within 24 hours, Party Room Kids is not liable for it’s loss or damage.
No – Smoking Zone
The Party Room for Kids is strictly a non-smoking venue. The Party Room for Kids reserves the right to remove persons from the room and or close down the function if smoking occurs within the premises.
Patrons standing and loitering outside on Dow Street – Not allowed
The Party Room for Kids is an events venue and as such it is legally bound to ensure no patrons are standing in close proximity to the venue (e.g. outside, across the road, Napier Place or in laneways) either chatting, smoking or drinking coffee. Should patrons be loitering outside the venue they will be ushered either inside or away from the venue. Please respect directions from staff and any abuse will not be tolerated. It is a requirement of the Council Permit that guests and patrons respect the peace and quiet of the neighborhood, hence arrive and leave the venue as quietly and quickly as possible. Dow Street is a lane and hence standing on the street is not recommended due to safety reasons.
Images of the party (photos and videos)
The Party Room for Kids is an events and function venue and as such photos and videos are usually taken in the normal course of party proceedings. The management and the staff in attendance are not required to restrict any person to take images of the party or of any individuals present in the room. It is the hirer’s responsibility to inform guests and staff if they wish no images are taken during the party. This must be communicated to the event manager 5 days before the party in writing. If the hirer has no restrictions and have not communicated to the event manager of such restrictions, then it is understood and agreed that the hirer (main customer) is agreeable for images to be taken by the guests and by any staff member of the The Party Room For Kids.
The Party Room For Kids reserves the right to use such images of parties and individuals (guests) on their website, social media and on other advertising media as it deems necessary, for purposes of promotion only. However, we will not exercise this right, if the customer (hirer) had already written to us withdrawing permissions to use such images and or under circumstances where the use of such image was a breach of the privacy act and or our management in their reasonable judgement did not think it was appropriate to use such images. The Party Room For Kids shall not be liable for any damages, compensation and legal actions taken under circumstances where the customer (hirer) had not expressed their intentions in writing prior to the party.
Liquor
The Party Room for Kids is not licensed for liquor. As it is primarily a children party venue, we do not offer liquor or BYO. Zero alcohol drinks are also not allowed and any such requests will be refused. Please respect this policy.
Issues Beyond Our Control
The Party Room for Kids Pty Ltd reserves the right to cancel parties at any time for any reason. Examples include but are not limited to building damage through weather, fire or electrical malfunction or technology issues with The Party Room for Kids’ online booking system. The Party Room for Kids accepts no responsibility or liability for any loss or damage to any person, equipment or merchandise as a result of a cancellation. The Hirer indemnifies The Party Room for Kids against any such claim, action, loss or damage.
Complaint Review and Resolution
The Party Room for Kids Pty Ltd will receive constructive feedback and complaints in a fair, objective and in a respectful manner written to us in writing. Your email will be sent to: party@thepartyroomforkids.com.au in written simple text format in the English language. In your email specify the issues on hand that were unsatisfactory. As we provide a Party Host leader on the day, you have the opportunity to raise any concerns anytime during the party on any matter of concern. It is important you raise the concern during the party proceedings at the earliest opportunity with a view to having the matter resolved immediately.
Many issues and matters of concern can be resolved immediately during the party, corrections made and the party proceedings continued in the true spirit of the happy occasion. Some matters must be brought to the attention of the Party Host leader immediately with a view to an immediate resolution during the party. If a resolution could not be reached, then such matters will be recorded by the staff and then reported to the senior management after the party. This information is then used in any internal review process if a complaint were to be lodged by the hirer. It is in the hirer’s best interest to raise any concerns during the party and if the matter was unable to be resolved, then make a formal complaint to the Party Host leader and obtain a written note about the unresolved matters.
If the matters of concern was not raised during the party, resolutions not sought immediately and a complaint was lodged only after the conclusion of the party, then such a complaint may not receive a fair and objective review by the management. This is only because the staff were not given the opportunity to correct the issue and also had not been given the opportunity to record the matters of concern. However, we will respond to your complaint in a professional and respectful manner with a view to a fair resolution. In return, we request all complaints are addressed to our team in a professional, respectful and courteous manner. We will aim to resolve complaints within a reasonable period of time.
Pets
Pets are strictly not allowed inside the venue at any time. If you have a pet at the street outside the venue, please ensure the pet is secured and is a comfortable distance away from the entry and exit points of the venue. The Hirer indemnifies The Party Room for Kids against any claim or damages arising from having pets in the premises at the venue.