Frequently Asked Questions

How long can I hire the venues at Fort Scratchley?
Fort Scratchley Function Centre can be hired for any length of time (as per the Fees & Charges) however please note that events must cease by 10pm on Sunday to Thursday and midnight on Friday and Saturdays.

What parking is available at Fort Scratchley?
Fort Scratchley has complimentary parking for approximately 40 vehicles in our event car park located along Nobbys Road. 

Additional street parking can be found along Fort Drive and Nobbys Road (metered). The top car park directly outside the function centre is for visitors of Fort Scratchley grounds and has a limit of 3hrs. After 4pm, guests attending events at the function centre are permitted to park here.

Can I get to Fort Scratchley by public transport?

The Newcastle Beach light rail stop is a 600m/ 9-minute walk away. Follow Scott Street east, turning onto Nobbys Road until you reach the entrance to Fort Scratchley.

Bus route 23 stops at Nobbys Rd before Wharf Rd, 300m from entrance, and Scott St after Zara St, 450m walk.

Is the Fort Scratchley Function Centre an accessible venue?

Yes, the building is wheelchair accessible and has accessible amenities. There are two accessible parking spots directly outside the venue. More details on accessibility can be found on the accessibility page.

How can I book the Fort Scratchley Grounds for a wedding ceremony?

The grounds can be booked exclusively, outside of Fort opening hours (which are 10am - 4pm Wednesday - Monday; closed Tuesdays). Ceremonies outside of hours can only be booked in conjunction with a wedding reception booking at the function centre. To book a ceremony within Fort opening hours, please contact Mischelle Mendoza at: mmendoza@ncc.nsw.gov.au or on 02 4974 5303 to make a booking.

Are there any special events planned that may affect accessibility for my event?
Potential special events to consider when choosing your wedding date include Firing of the Guns Ceremony for commemorative events including cruise ship arrivals. Guns are fired to welcome and farewell the ships. For Cruise Ship movements visit the port of Newcastle website at www.portofnewcastle.com.au

How long will you hold my booking for without a deposit?
A tentative booking may be held for up to 7 business days. In the event that someone else challenges for the date within this period you will have 24 hours to confirm the booking, if not the hold will be released.

What do I have to do to confirm my booking?
Bookings are considered as confirmed once you pay the full deposit amount (as indicated on your invoice) and a copy of the signed venue hire agreement has been received by the Fort Scratchley Team on or before the due date.

When are final numbers and payment required?
We require final guest numbers 14 days prior to your event date. Final payment is due 7 days prior to your event.

Can I arrange my own catering?
No, all catering is done in-house by our passionate hospitality team.

Am I allowed to bring my own alcohol?
BYO alcohol is not permitted as we are a licensed venue. 

Do you have minimum catering spends that need to be met?
Minimum spends apply on food and beverage for midweek evening events and for weekend events.  

When can I arrange to do a site inspection?
Site visits can be arranged Monday to Friday. Please contact our Fort Scratchley Team on 4974 1462 to schedule a time.

Does Fort Scratchley have an exclusive decorator?
No, we don’t have an exclusive decorator.

Can I use my own decorator?
Yes, you are welcome to use an external decorator. They will need to provide a copy of their public liability insurance to our Fort Scratchley Team and you will need to ensure that they are able to complete the set up and pack down of all décor within the venue access times booked for your event.

Can I do my own decorating?
Yes, you are welcome to provide your own décor. Please see the restrictions on décor below. Any decorating done above head height needs to be completed by an insured decorator.

What time can I access the venue to set up my decorations?
Decorations need to be set up within the access time as written in your hiring agreement. This also applies to third party suppliers such as decorators, AV suppliers and/or entertainment.

Are there any restrictions around what types of decorations I can have in the venue?

• Decorations hung above head height need to be installed by a professional decorator.
• Candles and tea lights must be contained in holders (glass votive).
• Adhesives such as sticky tape and blu-tack is not permitted to be used on painted venue surfaces.
• Confetti, rice, glitter, bubbles and unweighted helium balloons are not permitted.
• Smoke and fog machines are not permitted.
• All electrical items such as fairy lights must be tagged and tested.
• All decorations must be set up and removed within the access period of your venue hire as we do not have space to store decorations on the premises.
• Fort Scratchley staff are not responsible for the set up or pack down of decorations.

What sort of entertainment am I allowed?
Most bands, DJ's and entertainers are allowed within our venues. If you are engaging more 'out of the box' entertainers such as performers or live acts, it is best to check this with our Team. All third-party suppliers must provide a copy of their public liability insurance to our Team and depending on the nature of the activity may be required to submit a risk assessment.
 
Is there any security at the venue?
Please contact your event coordinator if you have any specific security concerns.

Do all venues have air-conditioning?
Only the Function Centre has air-conditioning and heating.

What accommodation options are there nearby?
Visit www.visitnewcastle.com.au for nearby accommodation options.

How much notice do I have to give to postpone my event if needed?
Please refer to your venue hire agreement.

How much notice do I have to give to cancel my confirmed event?
Please refer to your venue hire agreement.