Terms & Conditions – Rippon Wedding Celebration

Thank you for choosing The Rippon Hall to host your celebration. We look forward to welcoming you and your guests to Rippon.

These Terms and Conditions set out the agreement between you (The Client) and Rippon Vineyard & Winery Limited (Rippon) regarding the hire of The Rippon Hall.

1. Definitions

1.1. Rippon: Rippon Vineyard & Winery Limited and its employees, and agents

1.2. The Client: The individual(s) entering into this agreement with Rippon, including any representatives acting on their behalf.

1.3. Events Host: An Events Host is an employee and representative of Rippon Vineyard & Winery Limited responsible for overseeing the smooth operation of Events on the premises, ensuring the venue, facilities, and Suppliers are managed in accordance with Rippon’s policies and standards. Their duties include but are not limited to allocating beverages, coordinating with vendors and internal teams, monitoring the schedule and flow of the Event, and addressing any venue-related issues that arise. The Events Host acts as the primary point of contact between Rippon, the Client and Primary Contact or On the Day Co-ordinator in the lead up to and on the day of the Event, without responsibility for supplier, caterer or event planning decisions or coordination.

1.4. Trusted Suppliers List: A list of suppliers approved by Rippon to provide specific services at Events held at Rippon Hall, from which the Client may be required to select certain vendors.

1.5. Supplier: Any external individual, company, or contractor engaged by the Client or Rippon to provide goods or services in connection with the Event, including but not limited to caterers, photographers, florists, musicians, wedding planners, and equipment hire companies.

1.6. Caterer/Catering Team: The catering team refers to the catering company selected by the Client from Rippon’s Trusted Suppliers List. They are responsible for all aspects of food preparation and service, bar staffing where applicable, as well as pack-in, pack-down, and cleaning of the kitchen in accordance with Rippon’s venue requirements. The catering team is not responsible for venue setup other than as specifically described in this 1.6, furniture movement, beverage service managed by Rippon, or Event coordination unless otherwise agreed in advance.

1.7. Primary Contact: The person nominated to make key operational decisions on behalf of the Client during and prior to the Event E.g. Wedding Planner/Coordinator.

1.8. Wedding Planner/Coordinator: A professional appointed by the Client to manage, coordinate, and make key operational decisions on behalf of the Client during and prior to the Event. This includes, but is not limited to, liaising with vendors, managing timelines and schedules, ensuring compliance with venue policies, and coordinating the setup, execution, and conclusion of the Event. The Wedding Planner is responsible for making clear and informed decisions on behalf of the Client during the planning period and on the day of the Event. Rippon is entitled to assume that a Wedding Planner engaged by the Client is authorised to make decisions on behalf of the Client and Rippon may rely on such decisions.

1.9. Event Date: The agreed date(s) on which the Venue is hired, as set out in this agreement.

1.10. Event: The wedding celebration hosted by Rippon at the Venue, including all associated activities occurring within the agreed hire period on the Event Date(s).

1.11. Property: means the property of Rippon Vineyard & Winery located at 246 Wanaka-Mt Aspiring Road, Wanaka.

1.12. Venue: The Rippon Hall and associated areas as specified in section 2.2 of this Agreement.

1.13. Rippon Hall/The Hall: The event venue building located on the Rippon property, including the foyer, main hall, mezzanine, bathrooms, caterer’s kitchen and carpark.

1.14. Marquee: The covered terrace located on the western side of Rippon Hall.

1.15. Terrace: The outdoor areas directly surrounding Rippon Hall and the Marquee.

1.16. Amphitheatre: The grassed outdoor ceremony area adjacent to Rippon Hall overlooking the vineyard and lake.

1.17. Rehearsal: A wedding rehearsal is defined as a ceremony walkthrough prior to the Event attended by the immediate bridal party, close family, and key participants involved in the ceremony. The purpose is to rehearse positioning, timing, and overall flow only. This is not for the purpose of rehearsal dinners or other pre-wedding gatherings that include additional guests, food, or beverage service.

1.18. Off-menu: Any beverage item not included in Rippon’s standard Beverage Menu.

1.19. Beverage Menu: Means the complete list of beverages offered, supplied, or approved by Rippon, including but not limited to alcoholic beverages, non-alcoholic beverages, wines, beers, soft drinks, juices, cocktails, mocktails, spirits, and seasonal or specialty drinks, together with any amendments, additions, removals, pricing updates, or substitutions made by Rippon from time to time.

1.20. Rippon Celebration Wine Selection: Curated selection of Rippon wines and vintages for you to select your 12 complimentary bottles from.

1.21. Total Price: is the total venue hire price outlined in section 10

2. Venue Hire & Included Areas

2.1. Rippon agrees to grant the Client use of The Rippon Hall for the Event Date in accordance with these Terms.

2.2. Dependent on your package, Venue hire includes access to:

• Rippon Hall: main foyer
• Rippon Hall: main hall
• Rippon Hall: mezzanine
• Rippon Hall: carpark
• Bathroom facilities
• Caterer’s kitchen (where applicable)
• The Marquee / Covered terrace (where applicable)
• The Amphitheatre / natural grassed area with panoramic views (where applicable)
• Other areas on the vineyard may be used for photography with prior consent and proper biosecurity measures.

2.3. Entry to other areas within Rippon Hall, including the Cellar Door, and other areas on the property are strictly prohibited.

2.4. Rippon items that may available for Event use, on request, are:

• Up to 8 wine barrels
• 3 heritage wooden tables, and 3 heritage wooden bench seats
• 4 upholstered chairs and 2 armchairs.
• The use of other items within the Hall or on the property is strictly prohibited unless otherwise agreed in writing prior to the Event.

2.5. The items listed in clause 2.4 must only be handled by Rippon employees or an authorised Supplier, with prior consent from a Rippon employee. Barrels can be a health and safety hazard and can cause considerable damage to property when moved incorrectly.

2.6. Any damage, loss or theft of Rippon property incurred during the Event by the Client or their guests will be charged to the Client.

2.7. Rippon regularly hosts art exhibitions featuring local, national, and international artists throughout the foyer, hall, and loft spaces. As exhibitions change from time to time, artwork present at the time of booking (including style) cannot be guaranteed to remain at the time of the Event. Should the Client require artwork removal, a fee may apply to cover associated handling, storage, and insurance costs. Any damage to artwork will be charged to the Client at the full replacement value of the piece.

2.8. The Client acknowledges that outdoor ceremonies and activities are weather dependent and, subject to Health and Safety, Rippon cannot guarantee outdoor use of any area, such as the Amphitheatre.

2.9. The maximum number of guests permitted at The Rippon Hall is 220, unless otherwise agreed in writing. Rippon reserves the right to refuse entry to additional guests beyond this limit.

2.10. Rippon maintains the Venue and surrounding grounds to a high standard. However, seasonal changes, vineyard operations, weather conditions, new plantings, or other events may affect the appearance or noise on the property and Rippon cannot guarantee the Venue will appear exactly as viewed or photographed previously.

2.11. For Two-Day Hire packages, the Rippon Cellar Door will operate on day one (rehearsal and set-up day) between the hours of 9:00am and 5.30pm; and on Day Two (ceremony day) from 9:00am to 2:30pm.

3. Venue Access

3.1. Prior to the Event: access to the Venue is possible within our opening hours.

3.2. Day One/ Rehearsal and Set-Up Day: Access to The Hall for Event Setup is available the day prior to the wedding between 10:00am and 5:00pm, for set-up purposes and Rehearsal, subject to arrangement with Rippon.

3.3. Day Two/Wedding Day: Access is available from 9:30am on the wedding day until midnight on the Event day.

3.4. Alcohol service must cease by 12:00am, in accordance with licensing requirements.

4. Catering & Beverages

4.1. Rippon is a fully licensed premises, and all alcohol served at the Event must be supplied by Rippon unless otherwise agreed in writing.

4.2. Rippon wines and wine from approved Suppliers only are required to be used for weddings held at The Rippon Hall.

4.3. 12 bottles of Rippon wine to be used at your Event: this selection is subject to availability on the Event Date and must be made from the Rippon Celebration Wine Selection provided by Rippon for this purpose.

4.4. The Rippon Celebration Package includes a bottle of our Rippon Pinot Noir.

4.5. A maximum of 12 bottles of off-menu wine (wine not included on the Beverage Menu) per Event may be approved in advance and will incur corkage.

5. Suppliers & Event Coordination

5.1. Rippon is a “dry-hire” venue. Your agreement with Rippon covers only the areas and items listed in Clause 2 of this contract.

5.2. Catering Teams are required to be selected from our Trusted Suppliers List.

5.3. All Suppliers on Rippon’s Trusted Supplier List hold appropriate public liability-insurance and are required to comply with Rippon’s health and safety, licensing and biosecurity requirements.

6. Venue Operations

6.1. Rippon is a working vineyard and farm. All guests and Suppliers must comply with Rippon’s operational, biosecurity, and health and safety requirements at all times.

6.2. Rippon and its suppliers will make reasonable efforts to consult with the nominated Primary Contact on operational matters relating to, and during, the Event.

6.3. The Client is responsible for engaging sufficient Suppliers to ensure the effective coordination and execution of the Event.

7. Photography & Marketing

7.1. Wedding photographs remain the property of the Client and their photographer.

7.2. However, commercial use of images featuring Rippon requires Rippon’s approval.

7.3. Rippon may use images from Events for promotional purposes unless the Client opts out in writing.

7.4. Drone use is prohibited without prior written approval.

8. Damage and Cleaning

8.1. Venue hire includes standard cleaning by Rippon before and after the Event.

8.2. Pack-down at the end of evening and/or following morning before 9.30am is the responsibility of your catering team.

8.3. Guests and Suppliers must comply with all Rippon operational, biosecurity, and health and safety requirements.

9. Limitation of Liability

9.1. To the maximum extent permitted by law, Rippon’s total liability arising from this agreement is limited to the Total Price paid by the Client.

9.2. Rippon is not liable for anything arising due to the acts or omissions of third-party Suppliers, the Client, or any guests.

9.3. The Client is responsible for ensuring appropriate insurance cover for their Event.

10. Booking & Payment Schedule

10.1. The Total Price for Venue hire will be specified in your booking confirmation.

10.2. Payment is required as follows:

• A 25% non-refundable booking deposit
• 25% of the Total Price, payable six months prior to the Event Date
• The remaining 50%, payable 60 days prior to the Event Date

10.3. A final invoice for beverages and any additional charges will be issued following the Event.

10.4. All invoices are payable within 7 days of issue, unless otherwise agreed in writing with Rippon.

11. Postponements

11.1. If the Client wishes to postpone the Event Date, written notice must be provided to Rippon.

11.2. Rippon will use reasonable endeavours to accommodate a new Event Date, however availability cannot be guaranteed.

11.3. Where a new date is agreed:

• A $500 postponement fee will apply
• A contract variation must be signed
• Payment schedules will be adjusted based on the new Event Date

12. Cancellations

12.1. Any cancellation must be made in writing.

12.2. If the Client cancels the booking, the following will apply:

• More than six months prior to the Event Date: Rippon will retain the booking deposit.
• Between six months and three months prior to the Event Date: Rippon will retain 50% of the Total Price.
• Less than three months prior to the Event Date: the full Total Price will be payable.

13. Force Majeure

13.1. Neither party shall be liable for failure or delay in performing obligations due to circumstances beyond that party’s reasonable control.

13.2. Force Majeure does not relieve the Client of payment obligations for services already rendered or non-refundable deposits.

13.3. For the purposes of this clause, a Force Majeure event includes, but is not limited to:

• natural disasters or extreme weather events
• fire, flood, earthquake or other acts of God
• war, terrorism or civil unrest
• government orders or restrictions
• pandemics or public health emergencies

14. Confidentiality & Indemnity

14.1. All non-public information provided by Rippon, including pricing and contract terms, must be treated as confidential unless agreed otherwise in writing.

14.2. The Client agrees to indemnify and hold harmless Rippon Vineyard & Winery Limited, its staff, and contractors from any claims, damages, or losses arising from the actions of the Client, their guests, or contracted Suppliers.

15. Governing Law

15.1. This agreement is governed by the laws of New Zealand and subject to the jurisdiction of the New Zealand courts.

16. Assignment

16.1. The Client may not assign or transfer their rights or obligations under this agreement without Rippon’s written consent.

The person accepting these terms and conditions agrees to be personally liable to Rippon Vineyard and Winery Ltd for the full performance of all obligations under this agreement. This agreement becomes binding on the date the Client signs and the required deposit is received.