Meeting Packages

Overview 

With over 24 years in the industry, Hillstone St Lucia can assure you the perfect event whether it be an AGM, full day conference, training workshop, gala dinner or awards night! Our experienced conference and events team are well-versed to help you with a list of reliable service providers for any additional requirements for your gathering.  Equally, we would welcome your chosen providers to Hillstone St Lucia and help them at every turn.

Since there are high ceilings and no visual impairments like columns in the rooms, the configuration of your meeting is extremely flexible.  However, if you have more elaborate requirements, we would strongly recommend a visit to discuss your preferences

Package Inclusions

Our standard meeting packages include the following at no extra charge to you:

• Conference tables with linen and chairs
• Whiteboard and markers
• Flipchart, paper and markers
• Lectern, microphone and PA system (Rosewood Room/Grand View Room only) 
• Built-in motorised projector screens (Grand View Room only
• Tripod screen (Rosewood Room/Library Bar) 
• Mints and iced water on each table

Room Hire Charges

In our standard Conference Packages, a base room hire fee will be charged depending on the function room you choose and provided your catering numbers are more than the noted minimums. If you wish to tailor make a meeting (n) package, then Room Hire will be negotiated on an individual basis.

Early Bird Breakfast Packages

The Presentation Breakfast - $33.50 per person

On each table

• Fresh fruit platters
• Petite danishes

Options

Please select 1 dish or add $4.50 per person for an alternate serve

• Runny yolk boiled eggs, smoked bacon, toasted turkish soldiers & spicy tomato kasundi
• Roasted vegetable frittata, fried pine mushrooms, dressed asparagus & poached egg
• Scrambled eggs, pork & fennel sausages, roasted tomato & grilled sourdough

The Beverage Buffet 

• Fresh orange OR apple juice
• Vittoria Coffee
• Twinings Tea  

The Breakfast Table - $18.00 per person

The Baker's Board 

• Toasted muesli w caraway & coconut
• Glazed fruit danishes
• Butter croissants
• Bowls of honey & cinnamon yoghurt 

The Beverage Buffet 

• Fresh orange OR apple juice
• Vittoria Coffee
• Twinings Tea 

The Main Buffet - $25.50 per person 

• Chive scrambled eggs
• Low fat eye bacon
• Pork & fennel sausages
• Truss cherry tomatoes
• House made hash browns
• Wax sealed balsamic roasted pine mushrooms

The Beverage Buffet

• Fresh orange OR apple juice
• Vittoria Coffee
• Twinings Tea 

The Kick Start Brunch - $24.00 per person

• Individual lychee yoghurt bombas with cubed pear
• Petite fruit danishes
• House made muesli bars
• Grilled fruit loaf w lemon compote & French butter
• Caraway seed toasted muesli w Barambah organic milk

The Beverage Buffet

• Fresh orange OR apple juice
• Vittoria Coffee
• Twinings Tea 

All Day Packages 

Conference Catering

Morning Tea - $16.00 per person

please select 1 option or add $4.50 per person for 2 options

• Baked turkish delight & chocolate cupcakes
• House made lamingtons w toasted coconut fraîche 
• Jam shortbreads
• Orange and rosewater scones w double cream & jam
• Mixed variety of house made cookies
• Mars bar slice

The Beverage Buffet

• Vittoria Coffee
• Twinings Tea

Lunch - $39.00 per person

please select 1 lunch option

1. Quick & Easy Wraps

• Fillings may include: Smoked salmon, Rare beef, Chicken, Honeyed Pork, Vegetarian.

2. Restaurant Outing

• Enjoy lunch outdoors at our restaurant, hundred acre bar.

3. Gourmet Buffet

• Mixed seeded bread rolls, Hillstone green salad, Traditional Caesar salad w fried bread sticks, Baked ham off the bone & Traditional condiments.

Lunch options are served with our Executive Chef s selection of cakes, slices and cheese platters.

Fresh fruit juices, mineral waters, Vittoria coffee and Twinings tea.

Afternoon Tea - $18.00 per person

please select 1 option or add $4.50 per person for 2 options

• Baked turkish delight & chocolate cupcakes
• House made lamingtons w toasted coconut fraîche 
• Jam shortbreads
• Orange and rosewater scones w double cream & jam
• Mixed variety of house made cookies
• Mars bar slice
• Caramelised onion & goat s cheese tarts
• Cheese platters
• Zucchini frittata w organic olives

The Beverage Buffet

• Vittoria Coffee
• Twinings Tea

Team Building Packages

Putting Competitions - $45.00 per person

Looking for the perfect end to a busy day? Treat your delegates to an enjoyable putting competition as part of your conference package. Not only is this the perfect way to relax and unwind, it is also a great opportunity to bring your team together in the beautiful surrounds of St Lucia Golf Links. 

2 hour package includes

• 3-hole putting competition with PGA professional (approximately 1 hour duration)
• All golfing equipment including clubs and golf balls
• Two-pack of wine for winner - lowest score wins!
• Drinks buffet and grazing platters at hundred acre bar to finish (1 hour duration)

Cooking Classes - $90.00 per person

Business Terms & Conditions

1. Tentative bookings Will be held for a period of five (5) working days, after which time the space will be released.
2. Signing the Booking Agreement and forwarding the requested deposit within the designated time A function booking is not considered confirmed until we are in receipt of both the signed Booking Agreement and the requested deposit. Hillstone St Lucia therefore reserves the right to cancel the booking and allocate the space to another client, if your deposit and Booking Agreement is not received within five working days from verbal confirmation. The deposit amount will be either: $500.00, $1 000.00, $3 000.00 or $5 000.00 depending on the total value of the function.
3. Cancellation  by the client/ agent Cancellations made after a Booking Agreement has been signed and a deposit has been received must be given in writing, and will be subject to the following: For notice of cancellation between 120 & 91 days prior to the date of the function: Providing the space is subsequently re-sold, a cancellation fee will not be incurred. The deposit will be fully refunded. If the space is not re-sold, a cancellation fee will be charged consisting of the deposit and such amount of any other payments made in addition to the deposit as properly compensates Hillstone St Lucia for the cancellation. For notice of cancellation between 90 & 61 days prior to the date of the function: Acancellation fee of 25%of the total projected revenue will apply. No refund of the deposit will be made. For notice of cancellation between 60 & 31 days prior to the date of the function: Acancellation fee of 50%of the total projected revenue will apply. No refund of the deposit will be made. For notice of cancellation 30 days or less prior to the date of the function: A cancellation fee of 100% of the total projected revenue will apply. No refund of the deposit will be made. Postponing an event: Outside the above cancellation criteria, and subject to Management s approval, the venue will consider postponement and re-allocation of deposit monies if the event is re-scheduled with a new and firm date. However, if notice of postponement is received less than 120 days prior, a cancellation fee as set out above will still apply. Outside services: If any services are booked by the venue on the client s behalf, and subsequently cancelled within 30 days of the function and any fees or charges are incurred by the venue as a result, the client will be responsible for these charges in total.
4. Transferring of booking date In the event of a function being transferred from one date to another, a new deposit will be required. All deposits will then be deducted from the final amount due.
5. Re-allocation of space The venue reserves the right to reallocate a function should the expected numbers decrease below the confirmed minimum.
6. Other functions The venue 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 venue reserves the right to book a concurrent function in adjoining rooms at any time.
7. Commencement and vacating of rooms The organiser agrees to begin the function and vacate the designated function space at the scheduled times agreed upon. If a function extends beyond the agreed finishing time, the venue reserves the right to impose a  labour charge for each hour and part hour that the function space is occupied.
8. Room hire Is subject to period required, numbers of guests in attendance and overall catering requirements. Our sales staff will discuss room hire along with your requirements. 
9. Final function details Menus, beverage arrangements, entertaining, audio visual requirements, room set ups, starting and finishing times must be confirmed 14 days prior to the function.
10. Final numbers Are required three (3) working days prior to the function and charges will be based on minimum numbers or final head count, whichever is greater. Should the final number be less than the guaranteed minimum number specified in the event Booking Agreement specifications, the room hire sliding scale outlined in the Booking Agreement will apply. Hillstone St Lucia reserves the right to charge a late fee of 20% on any additional numbers made less than 3 days prior to the function.
11. Payment All function accounts are to be paid in full three (3) days prior to the function unless alternative arrangements have been made with the venue. Any additional charges must be settled within five (5) working days of the function or a 5% late fee will apply.
12. Terms of payment Credit cards: Visa, MasterCard, Bankcard, Amex, Diners. NB a 1.5%surcharge will apply on all incremental and final payments made by credit card; Direct Debit Hillstone St Lucia Pty Ltd, National Australia Bank BSB 084 004 A/ C 50789 3039; personal and bank cheques; or cash, are all accepted forms of payment.  For Direct Debit payments, please forward a remittance advice to Per Svanberg at enquiries@hillstonestlucia.com.au
13. Compliance  Clients are responsible for the orderly behaviour of their guests and the venue reserves the right to intervene where it deems necessary.
14. Function timing It is the client s responsibility to ensure that the function begins at the specified starting time. The venue will not be held responsible should all guests not be punctual in arriving or being seated, or should speakers, attendees or the client delay the commencement of any event, or if any other interference beyond the control of the venue does not permit us to commence service at the contracted time. If the function begins after the specified starting time it will still be subject to the finishing time
15. specified in the event booking agreement specifications unless venue management agrees otherwise. 15 Licensing laws As part of our Duty of Care to all patrons, we reserve the right to refuse service to intoxicated guests, those under 18 years, or those who are supplying alcohol to minors or intoxicated guests. Due to licensing laws, food and alcohol cannot be brought on to the premises unless prior arrangement has been made.
16. Surcharges Please note the following surcharges may apply: Cash bar surcharge $5.00 per person. 15% Public Holiday surcharge.
17. Prices Will be confirmed in writing along with final function details. Every endeavour is made to maintain prices as printed, but these may be subject to increase due to availability of product. All prices quoted are inclusive of any state or federal government tax or levy. Please note that prices may increase for functions beyond 2011.
18. Delivery and collection of goods The venue will only accept delivery of goods one (1) working day prior to the function and request that all goods be removed on the completion of the function. Should the goods not be taken on the completion of the function, we reserve the right to forward these goods to you by courier, if they are not collected by 9.00 am the following morning cash on delivery. In the event that goods are left behind after a function, all due care will be taken however, Hillstone St Lucia will not be held responsible or liable for these goods. All goods are to be delivered to the venue between 10.00 am and 4.00 pm Monday to Friday except where prior arrangement has been made. 
19. Personal effects Hillstone St Lucia prides itself on care with its guests and their guests belongings. However, we cannot accept responsibility for damage or loss of items left at Hillstone St Lucia before, during or after an event.
20. Arrival/ conclusion times Unless otherwise confirmed, the following event arrival and conclusion times apply. Breakfast events access time from 7.00am concluding by 11.00am. Lunch events access from 11.00am concluding by 4.00pm. Evening events access time from 7.00pm concluding by 12.00 midnight. Day conferences are based on an 8.00am  5.00pm duration.
21. Staff  There are no surcharges for head waiter, floor staff or bar staff. Table pieces Applicable in the event that Hillstone St Lucia has provided table arrangements and/ or
22. candelabras for use at your event. Should you wish to take these with you at the conclusion of the event, a charge will apply and prior notice is required.
23. Outside contractors For all functions, plans must be approved by the venue a minimum of 14 days prior to the function. The outside contractors must liaise with the venue in all matters of delivering, set up and break down. Outside contractors appointed by the client or by the venue on behalf of the client must at all times abide by the venue s regulations and instructions. All outside contractors will be required to obtain their own appropriate Public Liability Insurance with a minimum of $10,000,000 and must provide a certificate of proof to Hillstone St Lucia.
24. Entertainment Amplified entertainment is allowed inside our function rooms until 12.00 midnight however, amplified music is not allowed on the terraces or verandas or hundred acre bar. Any amplified music is subject to comply with noise restrictions as set out in the live entertainment policy guidelines. These guidelines must be signed and dated by the entertainment manager.
25. Displays and signage No items are to be pinned, screwed, glued or otherwise attached to the walls of any area of the venues unless otherwise approved by the venue.
26. Damages Clients are financially liable for any damage sustained to the venue caused by the actions of their guests, their outside contractors or any other persons attending the function.
27. Trade exhibition Floor plans of all trade exhibition areas must be approved by the venue prior to the selling of the exhibition space.
28. Insurance It is the client s responsibility to take out insurance for all items belonging to them or their guests for the period those items are in the venue.
29. Fire, life and safety The venue retains the right to adjust any set up to ensure fire, life and any other safety codes are not breached.
30. Security Hillstone St Lucia requires security for evening events over 100 guests. Our recommended security company will be used and organised at an additional cost to the client. 
31. Car Parking Ample free car parking is available; however, depending on your guest numbers, car parking attendants may be required at an additional charge. For functions of 550 guests or more, Hillstone St Lucia requires that bus transfers be provided between the Indooroopilly train station and the venue, to aid in decreasing traffic and parking congestion. We can organise our recommended bus company at an additional cost.
32. No Smoking In accordance with the State Government s anti-tobacco laws from 1st July 2006, smoking is not permitted indoors and outdoors where food and beverages can be provided, including the terrace/ verandah areas and the golf course itself. Should guests wish to smoke, they must move to the signed area, which is outside of the licensed premises and where food and beverages are not served.
33. Audio Visual All audio visual, staging and theming requirements must be confirmed in writing to aid communication to our suppliers.
34. Bump In and Bump Out Should Bump In and Bump Out access be required for any equipment, theming, entertainment, audio visual and staging fees will apply. Bump In and Bump Out must commence and conclude on the same day as the event. If the event is more than one day Bump In will be the first day of the event and Bump Out will be on the last day of the event after its conclusion. With prior approval from Management alternative Bump In and Bump Out times can be arranged outside the specified allocation above - fees may be incurred. 
35. Sponsored Beverages Should clients wish to provide sponsored beverages for the duration of the event it is on the proviso that the sponsored beverages only consist of wines (red, white and sparkling). All other beverages must be purchased through the venue.  A corkage fee of $12.50 per person will apply for the provision of sponsored beverages.