Privacy, T&C's & General Info


Terms & Conditions

  • By checking the accept box you agree that you are requesting the services of Hamilton Island Weddings to arrange and/or provide the products & services required for your upcoming wedding.
  • You agree to pay any costs charged by Hamilton Island Weddings and other suppliers engaged by us on your behalf in relation to your wedding.
  • You understand that Hamilton Island Weddings will share your supplied personal information with Hamilton Island Enterprises and from time to time, will also share this personal information with other associated suppliers. These suppliers may contact you directly for more information regarding your requirements.
  • You understand that booking your wedding with Hamilton Island Weddings does not guarantee the availability of your preferred accommodation, reception venues and other products and services you may require. We recommend that you do not send out any invitations, book any flights or make any travel plans etc. until the following vital aspects of your wedding have been booked with any applicable deposits paid and confirmed individually and in writing by Hamilton Island Weddings: Ceremony Location & Time, Reception Venue.
  • You understand that the non-refundable deposit is in fact not refundable under any circumstances.
  • Other suppliers engaged by us on your behalf in relation to your wedding may have their own non-refundable deposits and/or terms and conditions.
  • Prices and products are subject to change until each item has been confirmed to you in writing by Hamilton Island Weddings.
  • You have read and understood the information regarding Off Island Suppliers, specifically that only Hamilton Island Weddings may photograph or video your wedding on Hamilton Island. Further conditions apply regarding the supply of hair and makeup services, floral and bouquet products, decorations, audio and visual equipment, live entertainment and various other products and services. Full details are available at the following link and you are urged to understand these conditions completely before booking your wedding on Hamilton Island:
  • You understand that your Wedding Planner will schedule regular phone meetings with you during the months/years leading up to your wedding, and it is during these phone meetings that you should discuss various aspects of your wedding.
  • You understand that you will have one Planner as your MAIN point of contact during the planning of your wedding, however this Planner may change throughout the planning of your wedding and you will not necessarily be provided with the same Planner from the time you book your wedding through to the wedding day itself. It may also be necessary for an Operations Planner to be allocated on your actual wedding day, which may be a different person to the Planner you had in the planning stages of your wedding.
  • The clubHIW accommodation discount offered to you and your guests is subject to availability and blockout periods.
  • These terms & conditions are subject to change without notice.
  • 4PM & 5PM ceremonies are NOT AVAILABLE to be hosted at One Tree Hill.
  • All 5PM ceremonies, and 4PM Golf Club ceremonies may incur additional accommodation cost for celebrants – prices subject to availability
  • Beach Club Gardens ceremonies have a maximum of 20 people including the couple, all guests must be staying at Beach Club, no children permitted.
  • Whitehaven Beach incurs additional costs, timing restrictions and flight weight restrictions
  • For qualia the couples and guest must be staying at qualia and additional restrictions can apply.
  • Under Australian Law, a Notice of Intended Marriage form (NOIM) must be completed, signed by an authorised witness and provided to your chosen officiator no less than one month and one day prior to your wedding date. This form can be downloaded and more information received from the legal section of our website
  • Your reception or function venue booking is not confirmed until you have received advice in writing from your Wedding Planner, verbal notices of availability should be strictly regarded as tentative only and should not be relied upon under any circumstances.
  • Noise curfews apply to all reception and function venues including restaurants. All curfews are subject to change without prior notice and may change from that time notified to you at time of booking.
  • Where an a la carte menu is being utilised for a booking, the a la carte menu offered by the restaurant on your chosen function date will be utilised for your function. Any a la carte menu shown to you or viewed prior to your reception or event is to be regarded as a sample only.
  • Choices for wine, champagne etc are welcome however cannot be guaranteed, where a wine may become unavailable, you will be notified by your planner and advised of alternate available choices
  • BYO is not available in many venues, in the rare circumstances where BYO is allowed, corkage fees will apply and vary.
  • Where an outdoor venue is booked, a wet weather option will be chosen on your behalf by a Hamilton Island/Hamilton Island Weddings representative where necessary. If, in the event of unfavorable weather, the wet weather option will require additional decoration and set up to make it look appropriate for your wedding reception or function, in all cases these additional requirements will be at your cost.
  • By booking your reception or function you are agreeing to choose your requirements from the wedding portfolio current at the time of booking. However, all venues reserve the right to change certain aspects of these portfolios including but not limited to available food and beverage styles and options, table layouts, space availability and curfews. The venue does agree to make all reasonable attempts to supply what was offered before or at time of booking if these choices have been confirmed.
  • Many venues standard chairs are not designed to fit chair covers and/or decoration, where this is the case and chair covers are being utilised, appropriate chairs can be provided by the outlet however additional costs will be incurred by you for the hire of these chairs.
  • Where chairs are required, it is your responsibility to ensure you have requested these chairs to be arranged by your Wedding Planner.
  • All details regarding your reception must be advised in writing to your Wedding Planner no less than 4 weeks prior to your function date.
  • If absolutely necessary in the event of unforeseen circumstances your function cannot be held in your chosen venue, the venue reserves the right to supply an alternate venue in its place. All additional costs incurred through the moving of the event or reception will be covered by the venue. Hamilton Island Weddings or the venue will not be held liable for any costs or damages outside those directly incurred by the moving of the function. This condition is not relevant to functions which have been moved due to weather.
  • Any recommendation, comments, or details regarding a venue which are made verbally by Hamilton Island Weddings or Hamilton Island staff should not be relied upon and can only be relied upon when made to you in writing and specifically about your function and venue.
  • If deposit or credit card details have been supplied, you are instructing Hamilton Island Weddings to pass these details onto the relevant outlet and for that outlet to action the charging of the specified charges to the credit card details provided.
  • You understand that should you cancel your wedding within an unreasonable period of time, that the venue may charge a cancellation fee to cover any costs of your function which are unable to be recovered by the venue.
  • Entertainment can only be utilised for functions where the entire venue has been booked solely for your function, in all other cases, for the comfort of other resort guests no entertainment or music will be allowed.
  • Other options such as speeches are allowed in non sole use venues however are to be conducted in a way which does not disturb other resort guests who may be utilising the same venue.
  • All venues reserve the right to refuse alcohol to people who appear intoxicated. All venues strictly abide by RSA regulations.
  • Surcharges may apply to payments made with Credit Cards and may vary from time to time without prior notice.
  • You agree to pay for all costs incurred by the supply of your reception or function. And that these costs will be paid in full either prior to or on your wedding day.
  • These terms and conditions are in addition to any terms and conditions included in each individual restaurant portfolio.
  • These terms and conditions are in addition to any terms and conditions and details noted in the package information, and on the photography and video sections listed in Hamilton Island Weddings’ (HIW) price list and booking form and information package. Some information is not covered and if you are unsure of anything, please ask your Planner for assistance.
  • You are requesting the services of HIW to photograph and/or video your wedding, including yourselves and your invited guests.
  • You understand HIW photographers and video cameraman do change from time to time; however HIW will always provide a quality professional for your wedding. No guarantees are made as to which member of our photography or video production team will be utilised for your particular wedding.
  • All display photos & videos used throughout HIW’s website and majority of promotional material were captured by HIW’s Photo/Video Team, however some viewed imagery may not have been taken by your particular photographer or videographer.
  • You understand that all images, negatives, footage & digital files and copyright of these images, negatives, footage & digital files will remain the joint property of HIW and yourselves the client and can only be reproduced for personal use. If you wish to use these images in a commercial capacity you must first obtain written permission given by HIW management.
  • Availability of photo and video tour locations cannot be guaranteed due to other island events, maintenance, upkeep, weather etc. However every effort will be made to ensure your preferred locations are available.
  • While every effort will be made to ensure all family and group photos are captured, and while your Photographer/Videographer will assist with this on the day, it is the bride and grooms responsibility to ensure all combinations are captured.
  • While every care will be taken by the photographer and video cameraman, no responsibility can be accepted by HIW for photographs and or video footage which may be deemed unusable due to factors such as visible bra straps and/or tan lines, make up issues, hair styles, or you or your guests blinking, squinting, looking away from the camera or walking into shots.
  • HIW, its employees, agents and contractors will not be held liable for any damage or injury caused to yourselves, your property or your guests prior to, during or after your photography and/or video tour. Any situations, poses or positions that our staff or contractors may suggest to you to undertake, are suggestions only and are undertaken by you at your own risk and choice.
  • In some cases, we may be able to supply your wedding photographs and/or video prior to your departure, this is not always possible. In these instances your photos will be posted to you.
  • The non- refundable deposit paid to secure your chosen photography/video package is not refundable under any circumstances.
  • You agree to pay for any additional photographer/video time and/or images or footage requested by you either verbally or in writing either before or during the photo/video tour.
  • Final payments are due two months prior to your wedding date, and no images or footage will be supplied until all accounts have been settled in full.
  • Your Photo/Video booking is not secured until receipt of non-refundable deposit is verified and availability confirmation of your chosen package and requirements is received in writing from your Wedding Planner.
  • Your wedding video may take up to 3 months to be edited and delivered; however HIW will endeavor to provide the video in a much shorter time frame.
  • These terms and conditions are in addition to the terms and conditions and details noted in the package information, and on the Jaguar section listed in Hamilton Island Weddings’ (HIW) price list and booking form and information package. Some information is not covered and if you are unsure of anything, please ask your Planner for assistance.
  • HIW, its employees, agents and contractors will not be held liable for any damage or injury caused to yourselves, your property or your guests prior to, during or after your Jaguar hire period. Any situations that our staff or contractors may suggest to you to undertake, are suggestions only and are undertaken by you at your own risk and choice
  • The current vehicles utilised by HIW are Liquid Silver V8 LWB XJ8 Jaguars, however these vehicles are subject to change without prior notice. Please be assured comparable vehicles will always be provided as alternatives, which may include different makes and models.
  • We will endeavor to provide you with the noted vehicles however due to weather, maintenance, timing etc. in some cases it may be necessary to provide an alternate vehicle
  • We welcome you to book both cars for your wedding; however the amount of extra time provided by the second car is dependent on other wedding requirements, booked either before or after your requirements were booked. This is to ensure that all HIW resources are available in some capacity to wedding clients on Hamilton Island
  • In the unlikely event of a car being unavailable due to maintenance, weather, damage, etc., HIW reserves the right not to provide extra time where this extra time would cause a car to be unavailable for another wedding. In addition, where a car is unavailable, HIW reserves the right to either; provide a refund for the hire of the Jaguar, less the hire of a decorated buggy and provide this decorated buggy in the cars place.  Or provide a full refund should a decorated buggy, or standard buggy be unavailable.  This buggy will be provided for a minimum of 24 hours.
  • Providing at least one car and driver is available, and where a car was pre booked, HIW will always provide the car for a minimum of the pre wedding transfers, starting from 20 minutes prior to the ceremony start time.
  • Where extra time is either pre booked or booked on arrival, it may be necessary in some cases for an alternate car to be used for the actual extra time and not the car utilised of the initial hire.
  • You agree to pay for any extra time utilised by you in the Jaguar, including where this extra time is offered to you and accepted by you verbally.
  • Pre-booking extra time does not guarantee the provision of that extra time, although every effort will be made to supply the requested services.
  • Final payments are due two months prior to your wedding date, and this service will not be supplied until all accounts have been settled in full.
  • Your Jaguar booking is not secured until receipt of the non-refundable deposit is verified, and availability confirmation of your chosen package and requirements is received in writing from your Wedding Planner.

By confirming your Wedding Cake quotation you agree to terms and conditions as stated below.


Payment Terms

  • To secure the event date a 30% non-refundable deposit of the total value of the cake (including any delivery charges, equipment hire deposits etc) is required.  Upon receipt of the non-refundable deposit the event is considered booked.
  • In lieu of full payment, final payment of the balance is due no less than 1month prior to the event date.
  • If the cake is booked less than one month before the event, full payment is required.
  • Notification of late payments is required to prevent cancellation of the order.  If suitable arrangements for payment are not made at least fourteen (14) days prior to the event the order will be deemed cancelled and a refund will not be applicable.
  • Payment is payable to Hamilton Island Weddings.
  • The Client is responsible for keeping track of any payments and ensuring their timely payment.

Designs and Colours

  • The Cake Artist will follow the Clients request as closely as possible to create the exact cake desired; however there are many factors which determine replication of a design, the availability of supplies, varying skills and location of the event.  Handmade products will have variation from cake to cake, and this should be desired as each cake will be unique.
  • The Cake Artist reserves the right to determine the level of replication and creative licence.  Some designs may be unwise and we reserve the right to make alternative recommendations.  Every effort will be made to provide as close a duplication to your design and colours. Some cakes may be copyright protected.  We will endeavour to supply a product representing our interpretation of the desired pattern, design, style, decoration of another cake artist’s work.
  • The size of the cake will be created to accommodate the ordered number of servings based on an industry standard slices, 1 inch x 1 inch x 4 inches tea and coffee portion or 1 inch x 2 inches x 4 inches dessert portion, and sizing may vary from that portrayed in any imagery which may depict a cake of different serving quantity than that ordered.  Cake Artists or Hamilton Island Weddings are not responsible for shortage of cake due to incorrect guest counts or incorrect cutting and serving of cake.
  • Icing colour may have a tendency to change with time, humidity and heat.  Darker colours may stain teeth and will have residual flavour.  It is understood that replicating colours may result in tones that are not exact.  Food dyes are different than fabric dyes and a true match may be impossible.
  • To ensure the chosen colour is replicated as best and closely as possible, a fabric colour swatch is recommended. These can be posted via mail in a suitable time frame prior to the wedding.
  • Certain cake flavours are not favourable to tiered designs. Certain cake textures are not favourable under some icing types. Wedding cake icing availability can be subject to weather conditions. Your Cake Artist will make suitable recommendations for changes to your desired cake if required. The Cake Artist and Hamilton Island Weddings will not be held responsible for any spoiling or damage to a cake that has been ordered against the advice and direction of the Cake Artist.
  • Selecting fruit cake for the top tier of the wedding cake means it can be stored, frozen, wrapped in cling film inside an airtight container for up to twelve months. Sugar flowers and figurines need to be removed and kept away from sunlight and moisture.
  • It is understood that a significant change in the number of servings required from that which was first stated as part of the original design may necessitate a change in either the size of the cake or the design concept.  To accommodate a significant increase in the amount, the purchase of a cutting cake may be a better option so as to preserve the original design concept.
  • Clients are requested to check their cake confirmation information in fine detail to ensure all aspects of your wedding cake are correct, including but not limited to flavours, colours, and decorations.

Changes to Order

  • Changes to the overall design are permitted up to one month prior to the event. All changes are to be submitted in writing.
  • Any changes that affect the final price of the cake will be adjusted in the amount due.
  • Only the client or clients representative, and no other individual, is authorised to make any changes to the order.
  • Once final payment has been made, the order cannot and will not be adjusted for a smaller guest list.
  • All changes are subject to availability.

Decorations/Ornaments/Cake Topper

  • Any ornament/cake topper supplied by the Client must be given to your Cake Artist no later than 1 month before the event date.  If your Cake Artist is to provide the ornament/cake topper the cost will be added to the quoted amount.
  • If the client chooses to supply their own ribbons, or decorations, they must be suitable for the cake- e.g. enough ribbon, correct thickness, and fabric suitability for the design.
  • Any figurines or toppers supplied by the client will be added to the finished cake with care by Hamilton Island Weddings or your venue, and will be added to the cake to the best of their ability and knowledge, based on information provided to them by the client. Your Cake Artist or Hamilton Island Weddings is not responsible if your decorations/ornament cannot be secured sufficiently and/or falls off the cake.
  • We recommend you do not eat any handmade toppers as these will more than likely contain wires or cocktails sticks which are not edible.
  • Many sugared decorations predominately flowers will contain wire and even though made mostly from edible products, they are intended for decoration and keepsake only, not for consumption.

Specialised Cake Equipment

  • If the cake requires columns, plates, stands, support systems or other specialised equipment, a small hire charge will be applicable and added to your quote/order.
  • Any supplied cake stand is only to be used for the cakes supplied. At no time are heavy ornaments, hot lights (including tea lights) or larger cakes to be placed onto the stand.
  • All equipment is to be handled with care at all times and is to be returned in the original condition and no later than 5 business days after the event. Damage or loss of goods will incur a fee at the discretion of the Cake Artist.

Use of Fresh Flowers

  • If fresh flowers are incorporated in the wedding cake design, it is the responsibility of the client to order the fresh flower requirements through Floral Collections. The quoted price of the cake does not include fresh flowers.
  • The Client acknowledges that fresh flowers are not a food product, and may contain pesticides, insects, dirt or other contaminants and that some flowers and foliage are in fact toxic and poisonous.
  • Should items be placed on a cake by a third party which render the cake inedible, the Cake Artist and Hamilton Island Weddings are absolved of any responsibility. All inedible items such as ribbon, flowers etc must be removed prior to cutting and serving.

Allergy and Dietary Warning

  • Baked goods may contain or have come in contact with one or more of the following ingredients, any one which can produce an allergic reaction or other medical reaction:
  • Wheat • Tree nuts/oil • Gluten • Peanuts
  • Corn • Soybean • Eggs (whole/yolk/whites) • Milk (and milk products)
  • Sugar • Artificial Sweetener • Natural Dyes • Natural Flavourings
  • Artificial Dyes • Artificial flavourings • Other allergens not listed.
  • The Cake Artist and Hamilton Island Weddings cannot be held responsible for allergic or medical reactions or a resulting allergy or medical reaction related illness to the ingredients resulting from eating the baked goods.
  • Baked goods are not suitable for consumption by vegans, vegetarians, nor those with religious dietary restrictions as they may contain various animal products including but not limited to, eggs, gelatine, honey, milk, etc
  • It is the responsibility of the Client to inform all individuals present of the possible presence of these ingredients which may be deemed as potentially hazardous to one’s health or as unsuitable for their personal consumption due to allergies or dietary restrictions.
  • Gluten free cakes can be accommodated for however we cannot guarantee a 100% gluten free product as we store and buy products where gluten may be present.
  • Specific dietary requests can be accommodated and where an additional charge applies, will be quoted accordingly.


  • Should the date, time or location of the event change, the Client must notify the Cake Artist immediately.  The Cake Artist and Hamilton Island Weddings will not be responsible for the cake being late due to changes on the Clients part of which we were not made aware of 48 hours in advance of the originally scheduled and newly scheduled delivery date, time and location.
  • Delivery to Hamilton Island will incur a fee for the Ferry service, and will be advised on your quotation. Whilst all due care is taken to prepare and stabilize tiered and other wedding cakes for transportation and delivery, the Cake Artist or Hamilton Island Weddings cannot take responsibility for inclement weather conditions or other unforeseeable incidents that may occur in transit or whilst outside their possession, including in the possession of transport staff, venue staff, and/or your own guests.
  • NB: All cakes travel via Cruise Whitsundays Ferries from Airlie Beach to Hamilton Island Marina, where Hamilton Island Weddings will collect and take it directly to the venue, or store appropriately until it is required at your Reception Venue or location of choice.
  • The Cake Artist and Hamilton Island Weddings reserves the right to make delivery decisions based on our experience of what is best for the cake.

Set-up of Cake

  • Our Cake Artists pride themselves on the quality of products and services. It is important to remember that cakes are a perishable and delicate product. Due to the fragile nature of cakes, and to prevent any damage from occurring, the following is recommended:
  • An appropriate and secure table and environment for the cake.
  • A sturdy flat and level display surface is required, capable of easily supporting the weight of the cake without wobbling, leaning or tilting, collapsing or vibrating.
  • The cake table in position and fully decorated (tablecloth, skirt, lights, etc) before delivery of the cake.
  • An environment whether indoors or outdoors that is cool, dry and temperature controlled if possible from the time the cake arrives until the time the cake is served, away from any and all known heat sources, including but not limited to high intensity lighting, sunlight, skylight, massed display candles, portable heaters etc.


  • The Cake Artist and Hamilton Island Weddings are not liable for any damage to the cake;
  • Including total collapse, which may occur as a result of anyone present, be they any member of the bridal party, family, relatives, guests, any performers, wait staff, and any and all other persons who disturb or damage the cake by any means.  This includes but is not limited to poking, touching, bumping the cake or table, causing vibrations, exposing the cake to heat sources or moving the cake to another location.
  • Including but not limited to cake spoilage or icing melting that may occur as a result of high temperatures, weather conditions, failure to provide a temperature controlled environment at the appointed location and or failure to properly display the cake.
  • The Client assumes full responsibility for the guests and agrees to indemnify and hold the Cake Artist and Hamilton Island Weddings harmless from and against all bodily injury, property damage or consequential damage which may result from services and provision of the cake.
  • The Cake Artist and Hamilton Island Weddings is not responsible for any damages to the cake, or shortage of cake, caused by a guest, caterer, wait staff or any other person.
  • The Cake Artist and Hamilton Island Weddings are not responsible for the Client not having a cake supplied if the Client fails to complete all payments and deposits required prior to the event by the specified deadlines.  If payments are not made in full by at least fourteen (14) days before the event date, no cake will be made nor delivered and the order will be cancelled. (Refer to 1.4)
  • Refunds can only be given provided the cake is deemed inedible for consumption and must be refused at the time of delivery. If it is refused after delivery is made for said reason, it must be returned within 24 hrs of the delivery time. No refunds will be given if cake is served, or tampered with and is not returned for further investigation. Should you be unhappy with your cake for any reason, Hamilton Island Weddings will take appropriate action to investigate and will respond to any complaint quickly and thoroughly.

Fulfilment of Contract

  • The Cake Artist and Hamilton Island Weddings shall not be held liable for any delay or inability to deliver, and its obligation to perform will be modified to the extent necessary based on accidents, natural disasters, unforeseen transportation problems, inclement weather that prohibits travel (including Ferry services), illness, hospitalisation, or death in the immediate family, act of God or any circumstance or causes beyond the control of the Cake Artist and Hamilton Island Weddings that affects performance as contracted.
  • Delay in transit in above circumstances shall not constitute grounds for discount, refund or any compensation to the Client.  The Cake Artist and Hamilton Island Weddings will take all measures possible to deliver as quickly as conditions allow and may contract delivery to a third party in order to fulfil our obligation.
  • If the Cake Artist cannot perform as contracted due to aforementioned conditions, a part or full refund will be assessed based on the circumstance, work completed to-date, and the outcome of ability to supply the ordered product at the time required and in the condition expected.

Postponement Policy

  • If for any reason the event must be postponed, the Client must advise immediately as the new request date may or may not be available.
  • If the requested new date is available the following conditions apply:
  • If the postponement occurs before the final payment date, no penalty or change fee will be assessed.
  • If the postponement occurs within one month of the event, the Client is responsible for any product already made and unusable and will be charged accordingly.
  • If the requested new date is not available, the order will be cancelled:
  • If such a cancellation occurs at least one month prior to the event, a refund of all monies paid less the non-refundable deposit will be made.
  • If such cancellation occurs within one month of the event, a refund is not applicable.
  • If the Client cancels the order for any reason, these conditions will apply:
  • Cancellations up to one month in advance will receive a refund of all payment less 30% non-refundable deposit.
  • Cancellation within one month of event date forfeit all monies paid.

General Provisions

  • Ordering your wedding cake should be made as early as possible. This ensures we can organise ingredients, equipment and in particular, difficult to find items for cake decoration.
  • Cake Artist reserves the right to refuse any order at their discretion.
  • All work shall be completed in a professional manner.
  • This agreement constitutes the entire agreement between the Client and the Cake Artist and supersedes any prior understanding or representation of any kind preceding the date of this agreement.  There are no other promises, conditions, understanding or other agreements whether oral or written, relating to the subject matter of this agreement.
  • Booking of a cake constitutes agreement to these terms unless stated in writing otherwise.
  • Prices are subject to amendment without notice. If the price is different from that shown on any pricelists client will be informed in writing.
  • All cakes and products may be photographed and both Cake Artist and Hamilton Island Weddings reserve the right to use any photographs for display or promotion.
  • These terms and conditions are subject to change without notification.
  • While all care is taken to ensure only professional quality performers are offered to clients of Hamilton Island Weddings, Hamilton Island Weddings, its staff and contractors take no responsibility for the quality of the entertainment supplied at your function by your chosen entertainer. Any views or recommendations made by Hamilton Island Weddings, its staff or contractors are personal views only and not necessarily those of Hamilton Island Weddings itself.  You should make your own decisions in regards to the suitability of your chosen entertainment for your function.
  • While Hamilton Island Weddings will take every step necessary to ensure your chosen entertainer can perform at your function, Hamilton Island Weddings accepts no responsibility whatsoever should your chosen entertainer be unable to perform at your function for any reason whatsoever.
  • Should your chosen entertainer be unable to perform at your function you will receive a full refund of monies paid to Hamilton Island Weddings toward the chosen entertainment less any direct costs incurred by Hamilton Island Weddings or the entertainer themselves. The amount paid by you is the maximum amount Hamilton Island Weddings will be liable for in regards to these services
  • The non refundable deposit paid to secure your chosen entertainment is not refundable under any circumstances. Unless the entertainment is cancelled by the supplier themselves.
  • You agree to pay for any additional time requested by you either verbally or in writing either before or during the function and/or performance.
  • You agree to cover all costs incurred by Hamilton Island Weddings in regards to the supply of the above-mentioned entertainment.
  • Do not regard this entertainment as booked until you have received written notice from your Wedding Planner advising the entertainment is booked.
  • Final payment must be made prior to the date the entertainment is to be supplied.
  • Hamilton Island Weddings acts only as a booking agent in regards to fireworks, all product supply and responsibility for this product supply is undertaken by Bob Blore Pyrotechnics Pty Ltd.
  • Following are the terms and conditions of Bob Blore Pyrotechnics Pty Ltd:

Payment Terms

  • Your booking is confirmed on receipt of this agreement. Production commences only after confirmation is received.
  • Payment for fireworks must be made in full at time of booking.
  • The client must be aware of their legal responsibilities.

Public Issues

  • Bob Blore Pyrotechnics Pty Ltd will determine where it is safe for the public to view the fireworks display and provide and erect safety tape to fence around the danger area. Crowd control, security and any additional safety fencing required for the fireworks display site is the responsibility of the client.
  • Any product or display malfunctions or client dissatisfaction of any products or services must be reported on the night or within twenty four (24) hours to the Head Operator in charge of the display. Otherwise any unreported dissatisfaction from any Bob Blore Pyrotechnics Pty Ltd products and services provided will not be recognised and the total invoice amount will be charged.


  • Bob Blore Pyrotechnics Pty Ltd have a current Public and Product Liability Insurance policy covering $20 million dollars. For any nominated insurance indemnification the client must request this 14 days prior to the fireworks display and an additional fee of $100 incurred.


  • Bob Blore Pyrotechnics Pty Ltd have the right to cancel the fireworks display prior to, or during performance due to public invasion of security and safety distances, product malfunctions and unsafe weather conditions, without incurring any penalties in payment from the client. Bob Blore Pyrotechnics Pty Ltd will only refund the cost of products, that are not used in the event and that are deemed to be safe for reuse.
  • If the client wishes to cancel the fireworks display, four (4) weeks notice is required. Notice must be made in writing and a $100.00 cancellation fee applies.
  • If the client wishes to cancel the fireworks display within four (4) weeks of the event a cancellation fee will be charged to the client. The cancellation fee will include all costs incurred for the fireworks display prior to cancellation, these cost include; manufacturing, packing, labour, hardware, transport and administration services. The maximum cancellation fee will not be more than 75% of the contract price.
  • In the event of a total fire ban and permission for the fireworks display not being granted by the local fire authority a cancellation fee will be charged to the client.
  • If Bob Blore Pyrotechnics Pty Ltd or the client determines the display cannot proceed due to unsafe weather conditions both parties can agree to postpone or delay the fireworks display. Additional labour charges will be incurred if the display operators have departed the Bob Blore Pyrotechnics warehouse and are en route for the fireworks display site.
  • If any services are subcontracted out by Bob Blore Pyrotechnics Pty Ltd to provide the agreed fireworks display and the fireworks display is cancelled the client must pay all costs for these services in full within 7 days of cancellation.
  • Fireworks display is not to be regarded as confirmed until you have received written notification of the booking from your Hamilton Island Wedding Planner.
  • Prices are subject to change without notice; final price of your fireworks display will be notified upon confirmation of your fireworks display booking by your Wedding Planner
  • All flights are subject to weight restrictions. In situations where the combined weight of all passengers exceeds the allowed weight of that aircraft, all additional costs will be payable by the client. If incorrect weight information has been provided, this may result in flight cancellation, and 100% costs still being charged to the client.
  • Full Names, weights and the credit card authorisation form will be required before any booking can be made.
  • It is the couple’s responsibility to ensure their group is on time and that no delays are felt before the wedding, which results in the group being late to the briefing. Delays in your arriving at your briefing may result in a shortening of time spent on the beach.
  • All flights are operated at the discretion of the pilot and subject to weather conditions on the day, if HI Aviation decide not to operate there will be no charge to the client.
  • Flights are also dependant on tide heights and wind speeds.
  • Flights cancelled by the client with over 24 hours notice – no cancellation fee.
  • Flights cancelled by the client by 7:00pm the day prior to departure – 50% cancellation fee.
  • Flights cancelled by the client on the day of departure – 100% cancellation fee.
  • If passengers elect not to travel due to weather conditions but flights are still operational, 100% cancellation fee will apply
  • Confirmations will not be issued until full names and body weights are supplied under any circumstances.
  • Infants under the age of 3 years old must sit on an adults lap secured via an infant seat belt. Children 3 years and over must sit in their own seat secured by a seat belt.

WAIVER All water sports activities contain an element of risk. It should be understood that participation in these activities is your decision and at your own risk. David Edwards trading as Sir Thomas Sopwith Charters takes no responsibility for the safety of charter clients whilst using water equipment for example, stand up paddles and skin diving equipment in and around the boat.
a.) Part cancellation of a booking will not be accepted.   Should the client cancel the booking, the client will only be entitled to a refund of any monies paid, LESS a cancellation fee of $300.00, when the Boat is re-let for the whole term of the Agreement at the full rate.
b.) If the skipper deems the weather and sea conditions to be dangerous or weather conditions exceeds our survey specifications, Sir Thomas Sopwith Charters will issue a full refund or an alternate charter date subject to weather conditions and the skippers confirmation
c.) The cost of perishable catering ordered on your behalf is exempt from the refund reflecting the extreme weather in clause b.)

Privacy Policy & Shipping

Website Privacy Policy This web site is owned and operated by Hamilton Island Enterprises Limited t/as Hamilton Island Weddings (HIW) and will be referred to as “We”, “our” , “us” & “HIW” in this Internet Privacy Policy.  By using this site, you agree to the Internet Privacy Policy of this web site (“the web site”), which is set out on this page. The Internet Privacy Policy relates to the collection and use of personal information you may supply to us through your conduct on our web site. We reserve the right, at our discretion, to modify or remove portions of this Internet Privacy Policy at any time. This Internet Privacy Policy is in addition to any other terms and conditions applicable to the web site. We do not make any representations about third party web sites that may be linked to the web site. We recognise the importance of protecting the privacy of information collected about visitors to our web site, in particular information that is capable of identifying an individual (“personal information”). This Internet Privacy Policy governs the manner in which your personal information, obtained through the web site, will be dealt with. This Internet Privacy Policy should be reviewed periodically so that you are updated on any changes. We welcome your comments and feedback. All Prices quoted on this website are quoted in Australian Dollars (AUD).
Personal Information Personal information about visitors to our site is collected only when knowingly and voluntarily submitted. For example, we may need to collect such information to provide you with further services or to answer or forward any requests or enquiries. It is our intention that this policy will protect your personal information from being dealt with in any way that is inconsistent with applicable privacy laws in Australia.
Use of Information Personal information that visitors submit to our site is used only for the purpose for which it is submitted or for such other secondary purposes that are related to the primary purpose, unless we disclose other uses in this Internet Privacy Policy or at the time of collection. Copies of correspondence sent from the web site, that may contain personal information, are stored as archives for record-keeping and back-up purposes only.
Disclosure Apart from where you have consented or where disclosure is necessary to achieve the purpose for which it was submitted, personal information may be disclosed in special situations where we have reason to believe that doing so is necessary to identify, contact or bring legal action against anyone damaging, injuring, or interfering (intentionally or unintentionally) with our rights or property, users, or anyone else who could be harmed by such activities. Also, we may disclose personal information when we believe in good faith that the law requires disclosure. We may engage third parties to provide you with goods or services on our behalf. In that circumstance, we may disclose your personal information to those third parties in order to meet your request for goods or services.
Security We strive to ensure the security, integrity and privacy of personal information submitted to our sites, and we review and update our security measures in light of current technologies. Unfortunately, no data transmission over the Internet can be guaranteed to be totally secure. However, we will endeavour to take all reasonable steps to protect the personal information you may transmit to us or from our online products and services. Once we do receive your transmission, we will also make our best efforts to ensure its security on our systems. In addition, our employees and the contractors who provide services related to our information systems are obliged to respect the confidentiality of any personal information held by us. However, we will not be held responsible for events arising from unauthorised access to your personal information.
Cookies Cookies are data that a Web site transfers to an individual’s hard drive for record-keeping purposes. Cookies, which are industry standard and are used by most Web sites, including those operated by us, can facilitate a user’s ongoing access to and use of a site. They allow us to customise the web site to your needs. If you do not want information collected through the use of Cookies, there is a simple procedure in most browsers that allows you to deny or accept the Cookie feature. But you should note that Cookies may be necessary to provide you with some features of our on-line services.
Conversion Tracking Hamilton Island Weddings works with third parties to collect user data for conversion tracking and serving ads targeted to users’ interests. You can opt out of interest-based advertising through methods that those third parties specify, such as Twitter do here. Please visit the sites you log into to view your individual privacy settings.
Google Analytics Hamilton Island Weddings utilises Google Analytics features to Define Audiences for the purposes of remarketing
Hamilton Island Weddings and third-party vendors use first-party cookies (such as the Google Analytics cookie) or other first-party identifiers, and third-party cookies (such as Google advertising cookies) or other third-party identifiers together. Visitors can opt-out of the Google Analytics Advertising Features either through Ad Settings for mobile apps, or any other available means (for example, the NAI’s consumer opt-out). Users can also utilise Google Analytics Opt-out Browser Add-on, please follow this link: currently available opt-outs for the web.
Access to Information We will endeavour to take all reasonable steps to keep secure any information which we hold about you, and to keep this information accurate and up to date. If, at any time, you discover that information held about you is incorrect, you may contact us to have the information corrected. In addition, our employees and the contractors who provide services related to our information systems are obliged to respect the confidentiality of any personal information held by us.

Links to other sites We provide links to Web sites outside of our web sites, as well as to third party Web sites. These linked sites are not under our control, and we cannot accept responsibility for the conduct of companies linked to our website. Before disclosing your personal information on any other website, we advise you to examine the terms and conditions of using that Web site and its privacy statement.
Problems or questions If we become aware of any ongoing concerns or problems with our web sites, we will take these issues seriously and work to address these concerns. If you have any further queries relating to our Privacy Policy, or you have a problem or complaint, please contact us.
Further Privacy Information For more information about privacy issues in Australia and protecting your privacy, visit the Australian Federal Privacy Commissioner’s web site.

Shipping policy HIW’s Shipping Policy as outlined below is relevant for any product purchased from us which requires post or delivery to you.
Shipping Charges Where an additional charge is applicable for shipping, this will be noted at the time of selection of that product.  Many of our product prices include shipping within Australia and where this is the case, this will be listed at the time of selection of that item.  To obtain a quote for international shipping, please contact our office.
Shipping Methods We Use All items are sent via Australia Post Registered Post unless otherwise requested by you, or discussed and agreed upon with you at the time or after the time of purchase.  In these cases additional charges may apply.
Loss or Damage of Shipped Items Hamilton Island Weddings will accept responsibility for damaged goods where the damaged goods are returned to us and it is deemed that the damage occurred during the postage process.  All damaged goods must be returned via Australia Post Registered Post within 48 hours of you receiving the damaged goods from us.
Loss or Non Delivery of an Item Hamilton Island Weddings will accept responsibility and provide replacements goods where an item was not delivered to the provided address. No responsibility will be accepted by us when incorrect or unclear postage details have been provided by you during the order process.  Or where the item has been left by Australia Post at the requested address and thereafter been lost or damaged.
Delivery Times Items ordered through HIW usually require a number of days, weeks or sometimes months to produce before they can be sent, the timeline for delivery will be advised at the time or purchase or if you require approximate timelines before purchase, these can be received by contacting our office during business hours and speaking to the department form which your good will be produced.
Refund Policy The amount of deposit requested to be paid at the time of order is the non refundable deposit required to be paid to have Hamilton island Weddings initiate the supply of the requested product or service.  This amount may be a percentage of the purchase price or in fact the whole of the purchase price.  The amount will vary depending on the work involved and the commitment involved by us to initiate that supply of product or service. Please be aware that the amount paid at the time of ordering is non refundable from the point of ordering. Under the Trade Practices Act 1974 you may seek a refund if goods: -Are or become faulty through no fault of your own -Are not fit for a stated purpose or a purpose you made known to our sales staff -Don’t match our description or sample -Have defects that were not obvious or we did not bring to your attention. However, the goods must be returned within a reasonable period and you may be asked for proof of purchase. You may also be asked to demonstrate that the problem with the goods was not your fault. If you prefer an alternative to a refund, we can arrange for goods to be exchanged or repaired. A store credit may be offered at our discretion. Please choose carefully as you are not entitled to a refund if you simply change your mind. Keep your receipt as proof of purchase. For more information regarding any of the above, please contact our office on +61 7 4946 8750.

General Information

This web site is owned and operated by:

Hamilton Island Enterprises Limited t/as Hamilton Island Weddings (HIW)
009 946 909
ABN: 61 009 946 909

Physical Address:
1 Melaleuca Drive

Postal Address:
PO Box 132

Contact Details:
+61 7 4946 8750
Click here to email us

Images & Video On This Website
The majority of  wedding images shown on this website were taken by the HIW Photography & Video Team, various Photographers and Videographers have been a part of this team over the years. We acknowledge the moral rights of these artists in relation to the images and videos taken by them individually.
These Photographers include Dale Singleton, Gemma Carr, Paul Cincotta, Vito Vampatella, Dan Beard, Mark Henderson, Justin Blank, JJ Gregory and Naomi Pommerel,
These Videographers include Paul Holt, Troy Beard and Justin Heitman & Ashton Howe.
We acknowledge their service and moral rights and thank them for their loyal service.