The Clubhouse T&C's

Introduction

This document contains the complete Confirmation, Payment terms including the Terms & Conditions that apply when hiring our venue.

These Terms & Conditions reflect the latest agreement from Cambridge Raceway & The Clubhouse, and we encourage you to review this document before hiring from us. 

 📌 Confirmation & Payment Terms

Deposit Invoice:
A 50% non-refundable deposit is required to confirm your booking and secure your event date. This will be invoiced at the time of confirmation. 

Final Numbers, Minimum Spend & Payment:
Final guest numbers are required 15 days prior to your event date. This will generate your final invoice which includes the minimum food and beverage spend based on your selected package (or your actual numbers, if higher). The full balance is due 7 working days before the event.

Cancellation Policy:
Cancellations made more than 30 days before the event will not incur further charges, however the 50% deposit is non-refundable.  Cancellations made within 30 days of the event may be subject to additional charges, including costs already incurred or committed to (e.g. catering, staffing, equipment).  Cancellations made within 10 days of the event may be charged up to 100% of the total event value, depending on costs already incurred.

Promotional Bar Tab Usage (booking made between 6 June to 31 August 2025):
The promotional bar tab (e.g. $500) is to be used on the night of the event only and is not redeemable for cash or transferable.

 📌 Terms & Conditions

Public Access Until 7pm:
The Clubhouse remains open to the public until 7.00pm. From 7.00pm onwards, the space becomes a private venue exclusively for your event.

Venue Access:
Access to The Clubhouse for event setup is available from 2.00pm on the day of your event. Please note the venue remains open to the public until 7.00pm, and no areas can be sectioned off or made exclusive during this time.    All existing furniture must remain in place during public hours — no tables, chairs, or fixtures are to be removed, blocked off, or significantly rearranged before 7.00pm.

Theming & Decorations:
Basic theming is welcome, provided it’s suitable for a shared public environment between 2.00pm–7.00pm. Decorations should be tasteful, minimal, and not obstruct other guests using the venue during public hours.  All theming and decorations brought in by the guest must be fully removed at the end of the night before vacating the venue. Failure to do so may incur an additional cleaning or pack-down charge.

Menu Flexibility & Food Requirements:
Menu selections can be tailored by the client with support from our Events Team, or fully designed and managed by the Events Team to suit your theme, budget, and dietary needs.

 Please note: sufficient catering levels will be required, at our discretion, to ensure compliance with our liquor licence and host responsibility obligations. This will be based on the duration and format of your event and is in place to support a safe and enjoyable environment for all guests.

 Audio/Visual & Entertainment:
The Clubhouse has AV equipment available upon request. Clients are welcome to supply their own DJ or playlist; however, venue sound checks and timing restrictions will apply.

 Responsible Service of Alcohol:
The Clubhouse abides by the Sale and Supply of Alcohol Act. Management reserves the right to refuse service and/or entry to intoxicated guests.

·         No shots or yardies will be served during the event. If guests wish to do these traditions, we suggest they do so before arriving at the venue.

·         Any alcohol given as gifts must be handed in at the bar on arrival and can be collected at the end of the night.

·         A one-way door policy will be in place from 9 pm: guests can leave but will not be allowed to re-enter. This will be managed by our onsite security team as part of our host responsibility to prevent pre-loading or side-loading in vehicles.

·         Guests must bring valid photo ID — this is required by law to verify age and ensure compliance with the Sale and Supply of Alcohol Act.

 Venue Security:
Professional security is included in all birthday packages to ensure a safe and enjoyable experience for all guests. Additional security may be required for larger groups or high-risk events at the discretion of management.

Damage & Cleaning:
Clients are responsible for any damage to venue property. A standard cleaning fee is included; however excessive mess will incur additional charges.