FESTIVE

Terms and Conditions – Limited Time Offer (Festive Events 2025 at ICC Sydney)

General Offer Terms

This promotional limited time offer applies to new eligible event bookings made by the book-by date 7 November 2025 for events scheduled on Monday, Tuesday, Wednesday or Thursday, for lunch or dinner only, during the period 15 October 2025 to 19 December 2025, and is subject to availability (Offer). The following conditions apply:

1. This Offer is limited to Parkside Ballroom and Cockle Bay Rooms, at the International Convention Centre only and subject to venue availability. ICC Sydney may amend, suspend, withdraw or conclude the Offer at any time without notice if event capacity is reached, operational requirements change, or other circumstances reasonably require it. Where the Offer is withdrawn prior to confirmation of a booking, ICC Sydney will have no further obligation to any client or prospective client in respect of the promotion.
2. A minimum guaranteed attendance of 150 guests and a maximum capacity of 700 guests apply to this Offer, unless otherwise agreed in writing. Bookings outside these parameters may be declined or subject to revised pricing and service conditions.
3. All prices are quoted in Australian Dollars (AUD) and, where applicable, include Goods and Services Tax (GST) in accordance with Australian taxation law unless otherwise stated. Any changes to the rate of GST or applicable taxes will be reflected in the total payable amount.
4. Standard credit and debit card processing surcharges apply to all payments made by card. Surcharge rates are determined by ICC Sydney’s appointed payment processor and are subject to change. No surcharges apply to payments made by electronic funds transfer unless otherwise advised.
5. Room or space allocations will be determined by ICC Sydney based on event requirements, guest numbers, and operational or safety considerations. The venue reserves the right to reallocate or adjust event spaces, configurations, or timings at its discretion to ensure compliance with safety standards and to meet the needs of multiple concurrent events.
6. This Offer is personal to the contracting client and is not transferable, redeemable for cash, or assignable to any other party. It may not be used in conjunction with any other promotion, discount, rebate, offset, credit, or concession unless expressly approved in writing by ICC Sydney. Any unauthorised combination or attempted stacking of offers will render the promotional rate void.
7. Where services are provided by ICC Sydney approved third-party or partner suppliers, those suppliers’ own terms and conditions will apply in addition to these Terms. The client is responsible for ensuring all event details, including menu selections, dietary requirements, technical specifications, and confirmed guest numbers, are submitted by the deadlines advised by ICC Sydney. Failure to meet these deadlines may affect pricing, availability, or the delivery of services, and may incur additional charges.
8. All promotional imagery, descriptions, and media relating to this Offer are illustrative only. While ICC Sydney endeavours to ensure accuracy, variations may occur. ICC Sydney does not warrant that any image, depiction, or description precisely represents the final event setup or inclusions, and disclaims liability for any error, omission, or perceived discrepancy.
9. All guests, attendees, contractors, and representatives of the client are subject to ICC Sydney’s Conditions of Entry and any applicable safety, security, and behavioural policies. ICC Sydney reserves the right to refuse entry or remove any person who breaches these conditions, behaves in a disorderly or unsafe manner, or fails to comply with staff directions.
10. The final inclusions, exclusions, and Offer specific provisions for each event will be set out in Part A of the Hiring Agreement. In the event of any inconsistency between these Terms and Part A of the Hiring Agreement, the provisions of Part A shall prevail to the extent of that inconsistency.

Inclusions and Exclusions:

11. This Offer includes ICC Sydney’s standard festive menu for either lunch or dinner service, as outlined in the applicable package or event proposal. Variations to the menu, premium upgrades, or bespoke selections, including but not limited to specialty dietary requirements, alternate serving styles, or customised menus, may attract additional charges. ICC Sydney will use reasonable endeavours to accommodate confirmed dietary requests where advised by the client within the required timeframe, however menu options and ingredient availability remain subject to seasonal supply, operational capacity, and the venue’s food safety standards.
12. Audio Visual (AV) services beyond the standard inclusions of this Offer are available on a price-on-application basis. All AV, staging, and production activities must comply with ICC Sydney’s technical, structural, and safety requirements, and may only be delivered by ICC Sydney’s in-house provider or an approved supplier under the venue’s supervision. Additional charges may apply for extended setup or rehearsal times, specialised equipment, or operator labour. ICC Sydney reserves the right to refuse or modify any AV proposal that does not meet its technical standards or safety obligations.
13. Standard venue security services are included to the extent necessary for the safe operation of the booked space under normal conditions. Additional security personnel may be required for events serving alcohol, involving external entertainment, late-night scheduling, or where guest behaviour, risk profile, or crowd management requirements warrant enhanced supervision. Such services will be provided on a price-on-application basis and charged to the client at prevailing rates. ICC Sydney retains absolute discretion to determine the appropriate level of security for any event.
14. Event room allocation, configuration, and setup are determined solely by ICC Sydney, having regard to operational needs, safety, guest numbers, and concurrent venue activities. Allocations may change without prior notice where required for operational or safety reasons.
15. This Offer excludes costs associated with external suppliers, entertainment, décor, signage, rigging, internet upgrades, theming, or other ancillary services unless expressly included in Part A of the Hiring Agreement. All such additional elements must be arranged through ICC Sydney or approved in writing prior to installation or delivery.
16. ICC Sydney is the exclusive provider of all food and beverage services within the venue. External catering or supply of food or beverages is prohibited unless expressly approved in writing by ICC Sydney and subject to payment of applicable external supplier fees. ICC Sydney maintains responsibility for compliance with all food safety and liquor licensing requirements, and reserves the right to remove any unapproved items or prevent their service at the client’s expense.
17. Any additional services, variations, or inclusions requested by the client after signs the Hiring Agreement will be subject to venue approval, availability, and prevailing rates at the time of request. Late changes may incur additional labour, coordination, or rescheduling costs. ICC Sydney is under no obligation to accommodate variations received after operational deadlines and accepts no liability for unfulfilled requests arising from insufficient notice or unavailable resources.
18. ICC Sydney reserves the right to decline, amend, or remove any proposed activity, installation, or inclusion that contravenes venue policies, safety standards, or liquor licensing obligations, or which in ICC Sydney’s reasonable opinion may present a reputational, operational, or safety risk. The client must ensure all aspects of the event, including the conduct of guests, contractors, and suppliers, comply with applicable legislation, venue policies, and lawful directions of venue management and staff. Failure to comply may result in immediate suspension or termination of the event without refund.

Confirmed Bookings

19. All bookings made under this Offer must be confirmed through signing of ICC Sydney’s Hiring Agreement (Parts A and B) and by payment of the required security deposit and any associated charges as set out in the issued invoices. A booking is not considered confirmed, nor any event date or room reserved, until both the signed Hiring Agreement and cleared payment have been received by ICC Sydney. The client must adhere to the payment schedule specified in the Hiring Agreement, including due dates for deposit, interim payments, and final balance. Failure to make payment by any due date may result in cancellation of the booking, reallocation of the event space, or forfeiture of any amounts already paid, at ICC Sydney’s sole discretion. ICC Sydney reserves the right to apply interest or late payment charges in accordance with the Hiring Agreement where payments remain outstanding beyond the due date.
20. The minimum event charge specified in the Hiring Agreement, including any minimum food and beverage spend, room hire or package pricing, is payable in full irrespective of the actual number of attendees on the event day. No reduction, rebate or refund will apply where the final attendance is lower than the minimum guaranteed number, or where the event scope, duration or consumption is reduced by the client or its guests for any reason. The client remains responsible for payment of the full minimum event cost and any additional charges incurred for services, staff, or consumables provided beyond that minimum.
21. Client requested changes or cancellations are governed by the terms of the Hiring Agreement and are subject to ICC Sydney’s cancellation and adjustment policies. Once a booking is confirmed, any reduction in guest numbers, change of date, alteration to scope, or full cancellation may result in additional fees, forfeiture of deposits, or fee adjustments reflecting loss of opportunity or reallocation costs. Subject to rights under the Australian Consumer Law, refunds are not available for client cancellations under this Offer. ICC Sydney is under no obligation to credit, transfer, or postpone any payment to an alternative date or event unless expressly agreed in writing. The client acknowledges that event-specific costs, third-party supplier commitments, and resource allocations commence upon confirmation, and therefore cancellation charges are necessary to recover costs reasonably incurred by ICC Sydney.

Responsible Service of Alcohol

22. ICC Sydney is a licensed venue and all alcohol service is subject to the NSW Liquor Act 2007 and venue RSA policies.
23. It is illegal to sell or supply alcohol to, or obtain alcohol on behalf of, any person under 18 years of age and ICC Sydney enforces ID checks.
24. ICC Sydney reserves the right to refuse service or remove any person who is intoxicated, underage or non‑compliant with RSA requirements.
25. Additional RSA marshals or security personnel may be required for certain events and will be charged on a price‑on‑application basis.
26. The client must ensure all attendees comply with liquor laws and venue conditions of entry; any breach of these obligations may result in immediate cessation of alcohol service or termination of the event without refund.
27. The client is responsible for obtaining any necessary permits or approvals for entertainment, signage or other regulated activities and for ensuring compliance with all applicable laws, regulations and venue policies throughout the event.

Consumer Law

28. Nothing in this Offer or in any related promotional material, quotation, or agreement is intended to exclude, restrict, or modify any rights, remedies, or guarantees that cannot be excluded under the Australian Consumer Law (ACL) or any other applicable legislation. Those statutory rights operate in addition to, and not in substitution for, the terms of the Hiring Agreement.
29. To the fullest extent permitted by law, all express or implied warranties, representations, or conditions relating to this Offer are excluded, other than those which cannot be lawfully excluded under the ACL. As this is a limited-time and capacity-based promotion, ICC Sydney’s obligations are confined to the inclusions and conditions stated in these Terms and in Part A of the Hiring Agreement. Where any statutory guarantee applies, ICC Sydney’s liability is limited, at its discretion, to the resupply of the services or payment of the cost of having the services supplied again, as permitted under the ACL.

Promotional Nature of Offer

30. This Offer is a limited-time promotional offer made available for a defined booking period and is subject to event availability, venue scheduling, and operational capacity. The offer represents a short-term marketing incentive and does not create any ongoing entitlement, guarantee, or precedent for future pricing, benefits, or terms. Once the promotional period or booking deadline has expired, ICC Sydney is under no obligation to honour or extend the offer, even if a preliminary discussion, quotation, or enquiry occurred within the promotional period but was not confirmed by the required booking date.
31. Participation in this Offer is conditional upon full compliance with the eligibility criteria, minimum guest numbers, and payment timelines specified by ICC Sydney. The Offer cannot be reinstated, transferred, or retrospectively applied to prior or future bookings, and no correspondence will be entered into regarding expired or withdrawn promotional benefits. ICC Sydney reserves the right to modify or discontinue any limited-time Offer at its discretion, without liability, in the event of oversubscription, operational changes, or unforeseen circumstances.

Force Majeure

32. ICC Sydney will not be liable for any delay, variation, withdrawal, or inability to honour the promotional pricing or inclusions where such circumstances arise from events beyond its reasonable control, including but not limited to government restrictions, public health orders, safety directives, industrial action, or other events that materially affect the venue’s operations or capacity.
33. In such circumstances, ICC Sydney may, at its discretion, modify the promotional inclusions, extend or withdraw the Offer, or propose alternative arrangements or pricing under the standard Hiring Agreement. Any confirmed event affected by such circumstances will be managed in accordance with the relevant provisions of the Hiring Agreement, and ICC Sydney shall have no further liability in respect of the promotional aspects of this Offer.

Liability and Indemnity

34. This Offer represents a promotional pricing and incentive framework only. All services delivered under a confirmed booking are governed by the Hiring Agreement, which contains the full terms relating to liability, indemnity and insurance. To the extent permitted by law, ICC Sydney accepts no liability for any loss, claim or expense arising from the client’s reliance on, or inability to access or redeem, this Offer.
35. ICC Sydney is not responsible for any typographical, clerical, or publishing errors contained in marketing material, online listings, or promotional communications relating to this Offer. Except as required under the Australian Consumer Law, ICC Sydney provides no warranty or guarantee regarding the ongoing availability of the promotion or any associated benefit, and no compensation will be payable for its withdrawal, variation, or early conclusion.
36. You indemnify ICC Sydney against any claim, cost, or liability arising from your misuse of the Offer, breach of these Terms, or reliance on representations not expressly stated in writing by ICC Sydney.

Privacy and Data Handling

37. In connection with this Offer, ICC Sydney may collect personal information from the client or their representatives for the purpose of administering event enquiries, processing bookings, managing promotional communications, and providing related venue services. Personal information will be handled in accordance with ICC Sydney’s Privacy Policy, available at https://www.iccsydney.com.au/privacy-policy.
38. By submitting a booking enquiry or entering into this Offer, the client consents to ICC Sydney collecting, using, and disclosing personal information as required to process the booking, communicate updates, and deliver associated event services. ICC Sydney may also use de-identified information for reporting or promotional analysis related to this Offer.
39. ICC Sydney will not sell, rent, or disclose personal information to unrelated third parties except where necessary to deliver contracted services, comply with legal obligations, or where permitted by law. Clients may access or correct their personal information, or opt out of marketing communications, by contacting ICC Sydney via the details provided in its Privacy Policy.

Marketing, Media and Use of Promotional Material

40. All marketing, promotional, and publicity materials relating to this Offer, including any references to ICC Sydney’s name, logo, imagery, or facilities, must be approved in writing by ICC Sydney prior to publication or distribution. The client must not use ICC Sydney’s intellectual property, branding, or media assets for advertising or social media purposes without express written consent and, where provided, must comply with any brand guidelines issued by ICC Sydney.
41. ICC Sydney may create or capture photographs, video, or other media during events booked under this promotion for internal reporting, archival, or marketing purposes, including digital or print publication. By confirming a booking under this Offer, the client grants ICC Sydney a non-exclusive, royalty-free licence to use such event imagery for promotional purposes, unless the client notifies ICC Sydney in writing prior to the event that consent is withheld.
42. All marketing materials produced by ICC Sydney in connection with this Offer are illustrative only and do not guarantee availability, configuration, or identical presentation at any event. ICC Sydney reserves the right to amend or withdraw promotional content at any time without notice.

Compliance with ICC Sydney Policies

43. All bookings made under this Offer are subject to ICC Sydney’s prevailing venue policies, including its Conditions of Entry, Health and Safety Requirements, and Responsible Service of Alcohol These policies apply to all guests, contractors, suppliers, and representatives engaged by the client for the event. Current versions of these policies are available at https://www.iccsydney.com.au/about/venue-information/conditions-of-entry.
44. The client must ensure that all aspects of the event, including guest behaviour, contractor activity, and any installations or deliveries, comply with ICC Sydney’s policies, directions from venue management, and applicable laws or regulations. ICC Sydney reserves the right to suspend, modify, or terminate access to any area or service where such compliance is not maintained, or where an activity is considered unsafe, unlawful, or inconsistent with venue requirements.
45. Nothing in this Offer limits ICC Sydney’s rights to enforce its venue policies or to take action necessary to maintain safety, security, and public order. Any decision by ICC Sydney made in good faith for safety or compliance purposes will be final.

Governing Law

46. This Offer, including any promotional communication, quotation, or agreement arising from it, is governed by the laws of New South Wales, Australia. By participating in this promotion or confirming a booking under it, the client irrevocably submits to the exclusive jurisdiction of the courts of New South Wales and any courts of appeal therefrom.
47. Nothing in this clause limits or replaces the governing law and dispute resolution provisions contained within the Hiring Agreement, which continue to apply to the confirmed event and all services delivered under it. In the event of any inconsistency between this clause and the Hiring Agreement, the Hiring Agreement will prevail to the extent of that inconsistency.

Interpretation and Precedence of Documents

48. These Terms form part of ICC Sydney’s standard contractual framework and are to be read in conjunction with the Hiring Agreement (Parts A and B), the Venue Conditions of Entry, and any applicable operational or safety policies issued by ICC Sydney from time to time. In the event of any inconsistency between these Terms and the Hiring Agreement, the terms of the Hiring Agreement shall prevail to the extent of that inconsistency.
49. Headings are for convenience only and do not affect interpretation. References to “client” or “you” mean the participating party in this promotion. References to “event”, “services”, or “venue” carry the same meaning as in the Hiring Agreement unless the context otherwise requires. Any examples, descriptions, or illustrations provided in promotional material are for guidance only and do not limit the scope or interpretation of these Terms.
50. To the extent permitted by law, ICC Sydney retains full discretion in the application, interpretation, and enforcement of these Terms and may issue reasonable clarifications or directions to ensure their consistent administration.

Other Agreements

51. These Terms form part of ICC Sydney’s overall contracting framework and must be read together with ICC Sydney’s Hiring Agreement (Parts A and B) and applicable venue policies, including but not limited to the Conditions of Entry, Privacy Policy, and Health and Safety Requirements.
52. By accessing, viewing, or responding to this Offer, the client acknowledges that these Terms operate as supplementary promotional conditions and do not replace or vary the Hiring Agreement except where expressly stated. To the extent of any inconsistency between these Terms and the Hiring Agreement, the provisions of the Hiring Agreement shall prevail.
53. All ICC Sydney policies and related terms referenced in these conditions are available at https://www.iccsydney.com.au.

Online Acceptance and Enquiry Process

54. These Terms are made available for viewing online and apply automatically to all enquiries, quotations, and provisional holds made under this promotion. By submitting an enquiry, responding to a quotation, or proceeding with a booking request referencing this Offer, the client is deemed to have read, understood, and accepted these Terms in full.
55. Submission of an enquiry or booking request does not in itself create a confirmed booking or guarantee availability.
56. For any questions concerning these terms and conditions please contact us at [email protected].