Events T&Cs

Events T&Cs

‍Spacecubed Ventures Pty Ltd ABN 18 620 753 077 (trading as Spacecubed Ventures, Riff, FLUX, Spacecubed, Western Sydney Startup Hub, We, Us or Our) will use its best endeavours to ensure your event runs smoothly and to provide you any information or service requested.

The following terms and conditions are applicable to Your event.

In these terms and conditions, the following definitions apply:

Event Charge means the total of the Event Quote plus all additional charges that may be incurred for the Event including the extension of the Event Duration, additional wait-staff, storage, additional expenses, damages and losses caused as a consequence of the Event or additional expenses arising from provision of equipment and facilities not included in the Event Quote.

Event Date means the time and date of your event specified in the Event Order.

Event Quote / Event Price means the event estimate provided with these terms and conditions setting out the details of your proposed event in response to Your Event Order.

Event Extension means that you will be charged 20% of your event quote for every hour exceeding your agreed event times.

Event Order means the details of your Event that you provide to Us by whatever means and appear in Our Event Quote.

You or Yours means the party to whom the Event Quote is addressed to.

  1. Quote, Booking and Deposit

    Quotes are valid for 1 month from the date of quotation unless otherwise specified.

    Booking an Event requires a written confirmation via email, including an acceptance of the Event Quote / Event Price, including meeting room bookings.

    We will provide you with details of your confirmed booking in writing.

    The full amount of the Event Invoice must be paid 14 days prior to your Event Date otherwise we reserve the right to cancel the Event.

    We accept Visa/Mastercard credit card payment and bank transfer. Payments made by EFT (direct deposit) must be referenced in accordance to the tax invoice issued by us accompanying the Event Quote and a remittance advice emailed to Us with the inclusion of the reference number by the dates referred to above unless prior arrangements are made.

    If the Event Charge exceeds the Event Quote then you expressly authorise Us ( to debit any credit card provided with the additional amount.  If payment has been made by EFT then any additional amount is due and payable within 2 days of the Event.

  2. GST
    All charges are given in Australian dollars and are exclusive of Goods and Services Tax as defined in A New Tax System (Goods and Services) Tax Act 1999 and all invoices will record the additional amount applicable for GST.
  3. Circumstances Beyond Our Control
    If a situation occurs where the Event Space becomes unavailable for any reason beyond our control or the building owners deem that security will be compromised, then We reserve the right to cancel the Event without notice.

    If all, or any part, of your Event cannot proceed in accordance with the terms of the Event Order due to circumstances beyond Our control, We are not responsible for any costs, damages or expenses that you may suffer or incur.

  4. Event Cancellation
    For cancellations that occur 30 days before the Event Date, Spacecubed will refund 75% of the payment. If cancellation occurs between 7 and 30 days before the Event Date Spacecubed will refund 50% of the received payment.

    Alternatively for Event cancellations before 7 days of the initial Event Date we can hold 100% of the payment to be used as credit to reschedule your event. This credit is valid for 6 months from the initial Event Date in the signed Event Quote. If the Event is not rescheduled within 6 months of the initial Event Date the credit is forfeited.

    Where cancellation occurs with 7 or less days’ notice you will be liable for the full amount of the Event Quote/Invoice.

    All External Meeting Room Bookings that are cancelled within 14 days of the booking will receive free cancellation. If cancellation occurs between 7 and 14 days before the External Meeting Room Bookings Spacecubed will refund 50% of the received payment.

    Alternatively for External Meeting Room Cancellations before 7 days of the initial Date we can hold 100% of the payment to be used as credit to reschedule your event.

  5. Our Responsibilities
    A staff member will be on site to assist with the organisation of Your Event. Please note that we have several standard set-ups for the space. You will inform Us of your requirements no later than 7 days prior to the Event.

    Once the Event has concluded, Our staff will undertake reasonable cleaning of the space. If an unreasonable level of cleaning is required, you may be invoiced additional appropriate fees in our reasonable discretion.

    We can arrange an extra staff member to assist Your caterer to serve food and drinks for an extra cost to be agreed in advance.

    All Meeting Room Bookings are self-managed and you will endeavor to leave the space clean and tidy.

    The Community Coordinator will be on site during business hours (Mondays to Fridays, 8:30 AM to 4:30 PM) to assist with WiFi connection, Smart TV access and Kitchen Facilities.

    If your Meeting Room Booking is required outside our business hours you will need to organise a mandatory tour with our team prior to the meeting date, to guarantee you access to the space. To arrange this, and for any further enquiries prior to your meeting, please ensure to contact the Event Coordinator or email

    For Event Bookings in Town Hall @ Riff, The Basement @ FLUX, The Courtyard @ Fern, and the Large Event Spaces @ WSSH, you will require a dedicated Staff Member to assist you for the entire duration of the event; this will be charged at an extra cost as specified in the Event Quote.

    Our Event Coordinator will send an Event Form for you to complete with the event details no later than 14 days prior to the event and will ensure all information is included and detailed in the final Event Order.

  6. Your Responsibilities
    You will include all relevant details of your Event in the Event Form, no later than 7 days prior to the event. It is Your responsibility to confirm that the Event Quote refers to all relevant elements of the Event Order.

    You need to confirm any additional details omitted from your Event Order as soon as possible but no later than 3 days prior to the Event to be included.

    Please ensure that We have at least 7 days prior notice of any of Your audio-visual requirements or of any additional equipment that you will be providing to ensure that Our equipment meets your needs and that Our facilities can accommodate Your equipment.

    Please inform our staff of any planned deliveries prior to or during your event including but not limited to extra equipment, catering and alcohol drop off times. We can direct you to our loading bays and help you offload. Extended storage of your equipment or other materials may incur an additional charge.

  7. Our Approval
    Our prior written approval is required for:
    1. Displays of any kind intended to be located outside the designated Event space;
    2. Attaching anything by nails, screws or adhesive to any wall, door or other part of the Event space; and
    3. Advertising in relation to the Event which includes reference to Us.


  8. Conduct of the Function
    Unless otherwise agreed by Us, your Event must finish at the time specified in the Event Order. Extension in time may attract additional costs.
  9. Your Event must be conducted in an orderly and lawful manner. We reserve the right to end Your Event if We reasonably believe that Your Event is not being conducted in an orderly or lawful manner. We have no responsibility to You for any costs, damages or expenses that You may incur in relation to Our termination of Your Event.

    We practice principles of the Responsible Service of Alcohol. Intoxicated persons will not be served alcohol and may be removed from Our premises.

  10. Responsibility & Indemnity
    We are not responsible for the theft, damage or loss of any goods brought onto, or left on, Our premises whether during or after the Event (including any hired equipment for which you are responsible).

    You are responsible for the conduct of Your guests and You indemnify Us for all costs, expenses, damage and loss caused by any acts or omissions or You or any of Your guests.

  11. Good hygiene
    1. Event organisers should keep a list of all the attendees. And need to provide it on demand.
    2. Event organisers should make sure guests use hand sanitiser provided at all times, at the entrance and in the venue. Spacecubed will provide hand sanitiser on site.
    3. Let your attendees know that your event is still on and outline the precautions you will be taking at the event. This could include recommendations such as discouraging handshakes (stick with smiles and waves), staying home if you feel unwell, and washing your hands often and for 20 seconds. Encourage the use of hand sanitiser at every opportunity.
    4. Make sure all the attendees respect Social distancing.
    5. Reduced patron numbers if necessary.

  12. Meeting Rooms
    Spacecubed Ventures has meeting rooms (“Meeting Rooms”) located at the Premises which, subject to Booking and availability, are available for hire by You.

    Bookings of Meeting Rooms must be made using the online booking request form available on the Website (“Booking”).

    By placing a Booking, You agree to pay the fee notified to You at the time of placing the Booking (“Meeting Room Fee”).

    Spacecubed Ventures reserves the right to accept or reject Your Booking for any reason at any time.

    If You use a Meeting Room without having made a Booking You may be asked to pack up and vacate the Meeting Room immediately (which you must do), even if not booked by another person.

    You must notify Spacecubed Ventures immediately if You need to cancel a Booking. If the Meeting Room or Event has been booked via Spacecubed Ventures’ events team then at least 15 days notice is required. A cancellation fee of 25% of the Meeting Room Fee will apply. If less than 15 days’ notice is given, the Meeting Room Fee will be forfeited in full.

    If You book a Meeting Room via the Spacecubed online facility you can cancel your booking until the time of the booking with no charge. If a meeting is not cancelled by the start time then the Meeting Room Fee will be forfeited in full.

    Any Booking clashes will be resolved by the Community Manager with every attempt made to accommodate You in an alternate Meeting Room or on an alternate day. If this is not possible, Spacecubed Ventures reserves its right to cancel the Booking and refund the Meeting Room Fee to Your Bank Account.

    The capacity of each Meeting Room is specified on the Website and you must not exceed this capacity for any reason.

    You agree to maintain each Meeting Room in a clean and safe manner.

    A projector or television monitor is available by Spacecubed Ventures in all Meeting Rooms. This will be included in the Meeting Room Fee. Meeting Rooms come with whiteboards and markers as well as access to the self-serve tea and coffee facilities in the relevant kitchen area. A couple of meeting rooms at FLUX and Fern are equipped with conference systems. Please make sure you book the right room and if you are unsure, please email

    Podcast equipment is available at Riff, in the Media room at no extra cost for Spacecubed Members. Training can be provided for an extra cost. Please email book your training session.

  13. Notices
    You acknowledge and agree that any notice given pursuant to these Terms and Conditions by either Party to the other must be in writing by email and will be deemed to have been given on transmission.

    Notices to Spacecubed Ventures must be sent to or to any other email address notified by email to You by Spacecubed Ventures for the purpose of sending notices. Notices to You will be sent to the email address that You provided when submitting Your Application.


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