Weddings & Private Events – Terms & Conditions

1. Maximum Number of Guests

The maximum number permitted for an event is 25 invited guests, unless otherwise agreed in writing by Black Barn Valley Retreat.

The 25-person limit applies to invited guests attending the wedding, celebration or private event.

Approved professional event suppliers and service providers are additional to the 25 invited guests and are not included in the guest limit. These may include:

• Celebrants
• Photographers and videographers
• Caterers and serving staff
• Florists
• Musicians or DJs
• Wedding planners or coordinators
• Hair and makeup professionals
• Other approved event suppliers

All suppliers attending the property must be disclosed to Black Barn Valley Retreat prior to the event.

Only the number of overnight guests confirmed as part of the accommodation booking may stay overnight at the property.

Additional invited guests or visitors may not attend without prior approval.

2. Booking & Deposit

A 25% booking deposit is required to secure your event date.

Your date is not confirmed until the deposit has been received and written confirmation has been provided by Black Barn Valley Retreat.

The booking deposit forms part of the total event price.

3. Final Payment

The remaining balance is payable 30 days before the event.

Bookings made within 30 days of the event date must be paid in full at the time of booking.

Failure to make the final payment by the due date may result in cancellation of the booking.

4. Security Bond

A refundable NZ$1,000 security bond is required for weddings and private events.

The bond must be paid before the event and is held against damage, excessive cleaning, missing property, additional guests, excessive noise, breaches of these Terms and Conditions or other costs reasonably incurred as a result of the event.

Following inspection of the property after departure, the bond will be refunded provided there has been no damage, excessive cleaning or other chargeable issue.

If costs exceed the value of the bond, the Organiser will be responsible for the reasonable additional costs.

Normal wear and tear will not be charged against the bond.

5. Cancellation by the Organiser

All cancellations must be made in writing.

The following cancellation terms apply:

More than 90 days before the event:

The 25% booking deposit will be retained. Any additional amounts paid will be refunded.

31–90 days before the event:

50% of the total booking value will be payable.

30 days or less before the event:

100% of the total booking value will be payable.

Where Black Barn Valley Retreat is able to secure another comparable event booking for the cancelled date, we may, at our discretion, refund part of the cancellation charge after deducting the booking deposit and reasonable costs already incurred.

6. Changing Your Event Date

We understand that circumstances can change.

Where a request is received more than 60 days before the event, Black Barn Valley Retreat may allow the booking to be transferred once to another available date within 12 months.

Any transfer is subject to availability and any difference in venue or accommodation pricing applicable to the new date.

Requests received within 60 days of the event will normally be treated as a cancellation unless otherwise agreed in writing.

7. Cancellation by Black Barn Valley Retreat

If Black Barn Valley Retreat is unable to provide the property for reasons within our reasonable control, payments made directly to Black Barn Valley Retreat in relation to the affected booking will be refunded.

Black Barn Valley Retreat will not be responsible for consequential expenses such as flights, clothing, photography, catering or other third-party costs, except where liability cannot legally be excluded.

8. Events Outside Either Party's Control

If the event cannot reasonably proceed because of circumstances outside either party's control, including severe weather, natural disaster, government restrictions, major infrastructure failure or another significant unforeseen event, we will work with the Organiser in good faith to determine whether the event can be rescheduled or whether a refund or credit is appropriate.

Nothing in these Terms and Conditions limits rights or remedies that cannot lawfully be excluded under New Zealand law.

We recommend that organisers obtain appropriate wedding, event and/or travel insurance.

9. Alcohol

Responsible consumption of alcohol is permitted at private events.

The Organiser is responsible for ensuring that guests behave responsibly and that alcohol is not supplied to minors or intoxicated persons.

If alcohol is being sold, included as part of a paid ticket/package, or supplied in circumstances requiring a liquor licence, the Organiser is responsible for obtaining any licence or approval required under New Zealand law.

No glassware or drinks are permitted in or immediately around the spa pool.

10. Catering & External Suppliers

External caterers, celebrants, photographers, florists and other event suppliers are welcome with prior approval.

The Organiser must advise Black Barn Valley Retreat of any significant external suppliers attending the property before the event.

Suppliers must respect the property and comply with these Terms and Conditions.

Commercial cooking equipment, food trucks, marquees, generators or other significant equipment must receive prior approval.

Any damage caused by a supplier engaged by the Organiser remains the responsibility of the Organiser.

11. Music & Noise

Black Barn Valley Retreat is located in a peaceful rural environment and we ask all guests to respect our neighbours and surroundings.

Music must be kept at a reasonable level throughout the event.

Outdoor amplified music must finish by 10:00 pm, unless a different time has been agreed in writing.

After 10:00 pm, guests must move indoors and noise must be kept to a level that cannot reasonably disturb neighbouring properties.

Excessive noise, shouting, amplified outdoor music or other unreasonable disturbance is not permitted.

Black Barn Valley Retreat reserves the right to require music to be reduced or stopped where necessary.

12. Event Finish Time

Unless otherwise agreed, events must finish by 10:00 pm outdoors.

Guests staying at the property may continue to use the accommodation after this time, provided noise is kept to a reasonable residential level.

Guests who are not staying overnight should leave the property promptly and quietly following the event.

13. Parking & Transport

Parking is limited and must be arranged with Black Barn Valley Retreat before the event.

Vehicles must only park in designated areas and must not block driveways, neighbouring properties or emergency access.

For events involving alcohol, we strongly encourage organisers to arrange designated drivers, taxis, rideshare services or other suitable transport for guests.

14. Decorations

Decorations are welcome provided they do not damage the property, buildings, furniture, gardens or surrounding environment.

The following are not permitted without prior written approval:

- Nails, screws, staples or permanent fixings - Confetti, glitter or plastic table scatter - Open-flame decorations - Fireworks - Smoke machines - Sky lanterns - Any decoration likely to stain or damage surfaces

Any approved candles must be appropriately contained and supervised.

All decorations and event materials must be removed following the event unless otherwise arranged.

15. Marquees & Temporary Structures

Marquees, arches, tents, stages, dance floors or other temporary structures require prior approval from Black Barn Valley Retreat.

Any required permits, engineering requirements or other approvals are the responsibility of the Organiser or relevant supplier.

Nothing may be fixed into the property, decks, lawns or structures without prior permission.

16. Spa Pool

Guests using the spa pool do so responsibly and must follow the spa pool instructions provided at the property.

Guests must shower before entering the spa.

No glass, food or drinks are permitted in or immediately around the spa.

Children must be actively supervised by a responsible adult.

The spa cover must be replaced correctly after use.

The Organiser may be charged for damage or additional servicing required because of misuse.

17. Property, Furniture & Equipment

Furniture and equipment must not be moved outside or rearranged substantially without prior approval.

Pool-table equipment, televisions, outdoor furniture and other amenities must be treated with reasonable care.

Any furniture moved with approval must be returned to its original position.

18. Cleaning

Standard cleaning following normal accommodation and event use is included where stated in the booking package.

The property must nevertheless be left in a reasonably tidy condition.

Additional charges may apply for excessive cleaning, including significant rubbish, stains, food or drink spills, excessive spa contamination or cleaning required beyond normal event use.

19. Rubbish

Guests and suppliers must dispose of rubbish in the designated bins.

Large quantities of event waste, catering waste, decorations, packaging or supplier materials may need to be removed by the Organiser or supplier.

Any extraordinary rubbish removal costs may be deducted from the security bond.

20. Smoking & Vaping

Smoking and vaping are not permitted inside any building.

Smoking or vaping outdoors is permitted only in appropriate areas and cigarette butts must be disposed of safely.

21. Children

Children are welcome but must be supervised by a responsible adult at all times.

Particular care must be taken around decks, outdoor areas, driveways, the spa pool and other areas of the property.

Parents and guardians remain responsible for children in their care.

22. Pets

Pets may only attend an event with prior approval from Black Barn Valley Retreat.

Any approved animals must remain under appropriate supervision and control.

23. Fire, Candles & Outdoor Flames

Because Black Barn Valley Retreat is surrounded by native bush and vegetation, fire safety is extremely important.

Fireworks, fire pits, bonfires, sky lanterns and other outdoor flames are prohibited unless expressly approved and legally permitted.

Any candles approved for use must be safely contained and supervised.

Any fire restrictions applying to the area must be observed.

24. Damage & Loss

The Organiser is responsible for damage to the property or its contents caused by the Organiser, their guests or suppliers, excluding normal wear and tear.

Damage should be reported to Black Barn Valley Retreat as soon as reasonably possible.

Reasonable repair or replacement costs may be deducted from the security bond. Where those costs exceed the bond, the Organiser will be responsible for the additional reasonable amount.

Guests are responsible for their own personal belongings.

25. Behaviour

Black Barn Valley Retreat is intended for intimate, respectful celebrations.

Dangerous, unlawful, excessively disruptive or antisocial behaviour will not be tolerated.

We reserve the right to intervene where behaviour creates a safety risk, causes unreasonable disturbance, threatens damage to the property or materially breaches these Terms and Conditions.

Serious breaches may result in the event being ended.

26. Event Details & Final Numbers

Final guest numbers, overnight accommodation numbers and significant event arrangements must be confirmed no later than 14 days before the event.

The maximum permitted attendance remains 25 invited guests, with approved professional event suppliers additional to this limit, unless otherwise agreed in writing.

27. Access & Set-Up

Event access, supplier arrival times, decorating, set-up and pack-down times must be agreed in advance.

Access to the property outside the agreed booking period is not automatically included and may incur an additional charge.

28. Photography & Privacy

Guests are welcome to take photographs and videos for personal use.

Commercial photography, styled shoots, advertising or other commercial use of the property requires prior approval.

Black Barn Valley Retreat will not use identifiable photographs of the Organiser or their guests for promotional purposes without appropriate permission.

29. Health & Safety

The Organiser and all guests and suppliers must follow reasonable safety instructions provided by Black Barn Valley Retreat.

Children must be supervised and guests should take particular care around outdoor areas, decks, steps, the spa pool, driveways and natural areas of the property.

Any accident, injury, hazard or damage should be reported promptly.

30. Agreement

By paying the booking deposit, the Organiser confirms that they have read and accepted these Terms and Conditions and accept responsibility for ensuring their guests and suppliers comply with the relevant conditions.

Organiser's Name: ______________________________

Event Type: ___________________________________

Event Date: ___________________________________

Number of Event Guests: ________________________

Number of Overnight Guests: ____________________

Organiser's Signature: __________________________

Date: _________________________________________