1. Bookings
a) The provision of services to the Client on a specified event date will not be confirmed until a booking fee of $50 or such other amount as determined by Picnics by Design and communicated to the Client has been received by Picnics by design. and confirmation of the booking has been provided by Picnics by Design to the Client.
b) By paying a booking fee the Client agrees to these Terms & Conditions of hire.
2. Quotations
All quotes expire within 3 days. Picnics by Design reserves the right to adjust prices on any piece of Equipment once the original quote has expired. A quotation does not secure the Equipment or Event Date until the deposit has been paid.
3. Final Payment
a) The final balance of the invoice is due 1 week prior to the event date (where possible, variations will be made in the 1 week prior). These funds may be transferred via direct deposit or credit card. Bookings will not go ahead until full payment has been received. The final balance must be cleared in Picnics by Design account prior to the event date. Guest numbers may be increased at any time up until 3 days prior to the event date (subject to availability).
4. Weather
Picnics by Design. has a strict weather policy and will not set up outdoors if rain is predicted during the event time, or if the ground is too wet from inclement weather in the lead up to the event time. Extreme heat and dangerous winds are also conditions under which Picnics by Design may refuse to work outdoors. The Client is strongly advised to have a backup venue available or to make such provisions as necessary in the event of poor weather as all cancellations, for any reason are subject to the cancellation policy (Clause 8).
5. Venue
a) Except where Picnics by design. has agreed to provide full event management, they take no responsibility for issues arising from the Client’s choice of venue. Parks, council grounds and private venues have rules and requirements around the hosting of events on their property and it is the Client’s responsibility for ensuring the requested set up does not breach conditions set by the owner or custodian of the Client’s chosen venue.
b) By requesting Picnics by Design. to provide services to or at a venue, the Client agrees that they have full legal right to the use of the venue in the manner for the purpose for which Picnics by Design. is retained including for the holding of events and the retention of commercial suppliers at the venue and the Client has paid all fees and obtained all licenses or permissions required by law or by the property owner or manager.
c) The Client is responsible for ensuring that suitable parking is available noting that Picnics by Design conducts deliveries with a standard sized commercial van and clear and safe means of delivery to the venue including level entry and egress or a suitably sized lift and a distance of no greater than 50 metres from the set-up point to the parking spot.
d) The Client must confirm compliance with (C) above at least 48 hours prior to the event.
e) In the event that Picnics by Design deems the delivery route to be unsafe it will not be required to make delivery and this agreement will be cancelled by Picnics by Design. for the Client’s breach of (c) above.
f) The Client is liable for any parking fees, obtaining any necessary permits and any fines charged to Picnics by Design where Picnics by Design has used parking and made delivery in accordance with the Client’s instructions.
g) The Client is liable for any injury, loss or harm suffered by anyone in connection with the use of the venue or of the equipment provided by Picnics by Design and the Client will indemnify and keep indemnified Picnics by Design for any claims, losses, liabilities, fees or charge of any kind in connection with the event unless arising due to the negligence of Picnics by Design
h) Picnics by Design. takes no responsibility for any food allergies that may incur if client did not specify beforehand.
6. Missing, Broken & Damaged Equipment
a) The Client accepts all equipment in the condition it is provided and will ensure that the equipment is treated with all due care.
b) The Client is liable for any loss or damage to equipment from the time it is handed over to the Client and agrees to reimburse Picnics by Design for the cost of repair or replacement of equipment lost or damaged during the period between hand over of the equipment to the Client and collection of the equipment by Picnics by Design regardless of when such loss or damaged is ascertained.
7. Event time duration.
a) Standard hire is 3 hours unless otherwise agreed with Picnics by Design. If you require for a longer period additional fees may apply.
8. Cancellation
a) A booking fee of $50 or such other amount as determined by Picnics by Design and communicated to the Client is required to secure all bookings.
b) This booking fee is non-refundable.
c) Picnics by Design. operates under a strict no cancellations policy meaning that fees received by Picnics by Design. are strictly non-refundable. This is because once the booking fee has been received by Picnics by Design, the date and agreed equipment has been secured by the Client precluding Picnics by Design. from engaging with other clients. Once the balance of the fee is received, Picnics by Design. incurs staff and other costs in direct connection with the Client’s booking.
d) The client must inform Picnics by Design. if they wish to postpone the event due to wet weather. You must give 72 hours notice to Picnics by Design if you wish to postpone the event. Notice less than 72 hours will result in the full booking fee being forfeited.
e) Where the Client chooses to postpone with less than 72 hours notice, the entire booking fee will be forfeited. In such cases, any perishables including food and fresh flowers ordered by the Client can be collected by the Client.
f) If Picnics by Design determines at its absolute discretion that an event cannot take place outdoors to adverse conditions that would unfairly impact staff and cause damage to equipment, this will be deemed a postponement in accordance with subsection d) above unless the client is able to secure a suitable alternate indoor venue within 5km of the original venue.
9. Force Majeure
a) In the highly unlikely circumstances of an unexpected event occurring that prevents Picnics by Design. from providing the services agreed, Picnics by Design. will notify the Client of the cancellation with as much notice as possible and will provide a full refund.
In the event that a public health order or legislation, the Client shall not be liable for the final payment, however, the booking fee will remain non-refundable.
