The terms and conditions below apply to event hire Customers of Pink Caviar Events and are deemed accepted at the time of booking, written approval, quotation acceptance, invoice payment or instruction to proceed.
DEFINITIONS
- The ‘Company’ is Pink Caviar Projects Pty Ltd, trading as Pink Caviar Events (ABN 50 166 515 751).
- The ‘Customer’ refers to any individual, firm, company, organisation or corporation hiring Equipment from, or appointing, the Company to provide services.
- The ‘Equipment’ refers to all centrepieces, furniture, décor, linens, props, florals, lighting accessories and other hire items supplied to the ‘Customer’.
- The ‘Hire Date’ or ‘Event Date’ is the day of the event (supplied by the Customer to the Company).
- The ‘Hire Fee’ or ‘Fee’ means the amount payable to the Company to hire equipment.
- The ‘Hire Period’ is the period in which the Customer hires the Equipment as specified in the agreement. It commences on the delivery of the Equipment to the Site and expires on the collection/ return date as stated in the agreement.
- ‘Payment Date’ is when payment of services is required.
- ‘Site’ is the location where the Equipment will be used or the Event will take place.
- A ‘Security Bond’ is a sum of money held as security. This bond is returned once the Equipment has been checked and all conditions have been met, including the Equipment being returned, collected or left in good condition, with no outstanding damage, loss, cleaning, labour, access or additional charges.
CONDITIONS OF HIRE
A booking, order or hire item may be deemed confirmed once the Customer provides written approval, accepts a quotation, pays a deposit, pays an invoice, or otherwise instructs the Company in writing to proceed. Written approval includes approval by email, text message, online form, proposal acceptance or other written communication.
For custom, specialty, sourced, personalised or made-to-order Equipment, written approval may be relied upon by the Company to release the item into production, procurement or supplier commitment.
Equipment hiring is done on a first-to-book basis and is subject to availability. A 50% deposit must be made by the due date to secure the equipment for your booking. Should this not occur by the due date, the Company has the right to hire the Equipment to another Customer. This is a hiring agreement only and does not constitute or give rise to any equipment sale to the Customer. Pink Caviar Events is the sole owner of the equipment.
QUOTATION
Unless otherwise stated in writing, the Company’s quotation will be valid for a period of seven (7) days from the date of issue. Booking requests made within thirty (30) days of the hire date are subject to written confirmation and availability and require immediate full payment.
On payment of the Hire, it shall be deemed that the Customer agrees to and accepts these Terms and Conditions of Hire, subject to the Customer’s rights under the Australian Consumer Law. The Hire Period will begin from the commencement date specified by the Company and shall be collected by the date specified by the Company. Any extension of the hire period needs to be agreed to by the Company and may incur additional fees.
CUSTOM, SPECIALTY AND SOURCED ITEMS
Custom, specialty, sourced, personalised or made-to-order Equipment includes, but is not limited to, custom linen, specialty tablecloths, napery, florals, signage, printed items, bespoke centrepieces, custom props, furniture, décor or any items ordered, manufactured, altered or reserved specifically for the Customer’s event.
Once the Customer has provided written approval for these items to proceed, the Company may release them into production, procurement or supplier commitment. Once released, these items cannot be cancelled, reduced, exchanged or credited unless agreed in writing by the Company, except as required under Australian Consumer Law.
Any approved custom, specialty, sourced, personalised or made-to-order items will remain payable by the Customer where the Company has incurred or committed costs, even if the Customer later changes the event design, creative direction, guest numbers, venue, supplier preferences or overall event requirements.
MINIMUM HIRE FEE
The minimum hire fee for any event is $750, excluding delivery, pick-up, and GST fees. We do not offer DIY, dry hire, customer collection or customer return options unless agreed in writing by the Company.
DEPOSIT AND PAYMENT TERMS
The Customer will pay the Company on the Payment Date as stated in the agreement. A deposit of 50% of the total booking amount, including GST, delivery fees and/or required setup and collection, is required at the time of booking. Except as required under the Australian Consumer Law, deposits are non-refundable as they secure the booking, reserve Equipment, allocate resources and may cover costs already incurred or committed by the Company. The balance payment shall be paid fourteen (14) days before the Hire Date.
Payments can be made in cash, direct deposit into the company’s bank account (BSB 082-356 / Acc 401414378/ Name Pink Caviar Projects Pty Ltd) or by Credit Card via our secure online portal by the due date specified. Credit card payments incur a 1.9% surcharge for Visa and Mastercard payments. Should the final payment not be made fourteen (14) days before the Hire Date, the company reserves the right to cancel the booking and no longer supply any Equipment to the Customer. The deposit will not be returned should this occur.
If any invoice remains unpaid after the due date, the Company may charge interest on the overdue amount at the rate of 7.5% per annum, calculated daily, until the amount is paid in full. The Customer must pay any reasonable legal or collection costs incurred by the Company recovering overdue amounts, to the extent permitted by law.
SECURITY BOND
A Bond will be required on all bookings and held as security. It is held for any damages, breakages, theft, or missing Equipment. Any damaged, missing, and/or very unclean items will be charged at full replacement and/or cleaning costs, which will be deducted from the Security Bond. General linen dry cleaning is included in the Hire Fee that the Customer pays.
A Security Bond of 15% of the event value (minimum of $300) is payable at the time of booking. The Company reserves the right to request an additional security bond to cover high-value Equipment. Individual booking requirements will determine the amount.
The Company will return the Bond within seven (7) days of the end of the Hire Period once the Equipment has been checked and EFT details have been provided. The Customer must provide valid EFT details within thirty (30) days.
CANCELLATION POLICY
The Customer may cancel an order at any time by giving the company written notice to info@pinkcaviar.com.au. No cancellation by the Customer is valid unless it has been acknowledged in writing by the Company.
The following cancellation fees will apply:
- Cancellation more than 90 days prior to the event – Loss of deposit (+ full cost of any custom, specialty, sourced, personalised or made-to-order items committed to, travel arrangements made or third-party costs incurred).
- Cancelled 90 days or less prior to the event – 50% of the total booking cost.
- Cancelled 30 days or less prior to the event – 75% of the total booking cost.
- Cancelled 14 days or less prior to the event – 100% of the total booking cost.
Weather-related cancellations remain subject to the cancellation terms above, except as required under the Australian Consumer Law.
INSURANCE
Pink Caviar Events carries public liability insurance to the value of $20,000,000. However, we recommend that separate “event” insurance be considered to cover eventualities such as inclement weather, theft, equipment failure, and any other unforeseen incidents.
SITE APPROVAL AND ACCESS (Inc Bump In and Bump Out)
The Customer shall be responsible for giving any local or other authorities any necessary notice of their intention to erect or have Equipment erected and shall pay all fees in connection with it. The Customer will be responsible for obtaining any required Council/National Park permits for the use of the chosen location.
The Customer shall solely be responsible for ensuring that the site is cleared and ready for delivery and setting up the hire equipment. The Customer must also consider that access to the site is suitable, and egress from the site is adequate to suit the mode of delivery or pick up. The Company must be notified if the Site has difficult access, such as stairs, steep driveways, parking problems or height restrictions. The Customer will be liable for any fees that apply for any additional crew/time taken to deliver and set up the Hire Equipment. Additional costs charged due to access issues will be reasonable, having regard to the circumstances.
It is the Customer’s responsibility to book enough time for bump-in and bump-out for all events. We request access to the venue a minimum of 3.5 hours before the event start time and will commence packdown within 15 minutes of the event end time.
If there is not sufficient time for bump-in, the Company reserves the right to charge for additional staff to complete the set-up in a reasonable time. If the Company is required to wait more than 30 minutes to commence the packdown, waiting time charges will also apply.
Parking arrangements must be made to allow our vehicle/s and team to set up and pack down your event. Should our staff incur parking fees during the bump-in or bump-out, these charges will be passed on to the Customer.
If items are required to be onsite at your chosen venue on a day other than the event date, the Company reserves the right to charge for third-party transport, courier services, additional storage, additional handling or extended hire.
WAITING TIMES
Should Pink Caviar staff be made to wait more than 15 minutes at the time of delivery or pick up, waiting time charges will commence and will be charged to the Customer. Time will be charged at $90+GST per hour, per staff member onsite (charged in 15-minute increments).
DELIVERY, SET-UP & COLLECTION
Delivery, setup and collection fees will be charged where applicable and will be outlined in the quotation or invoice. Our ordinary hours for delivery and pick up are 8am to 8pm, Monday to Saturday. If delivery or pick up is needed outside these times, there will be a labour surcharge.
A site contact must be available during the delivery time frame to receive the delivery of the Hire Equipment. The Customer will be charged a fee for the delivery and set up of the Hire Equipment. This fee will vary depending on the distance travelled, the amount of Equipment hired, and the setup/ installation time required. The Customer will be advised of the fee at the time of quotation once all Equipment has been decided upon. This fee may be subject to change should the Customer change the amount of Equipment hired. Delivery will be made to the ground level unless organised in advance with the Company. Additional fees for non-ground-level access will be based on reasonable costs.
USE OF EQUIPMENT
All Equipment supplied on hire is the property of the Company and remains so until it is returned to the Company. The Customer will be responsible for the Equipment until the Company collects it and warrants that the Equipment will be returned in good working order. The Customer is responsible for ensuring the Equipment selected is suitable for the event, venue, conditions and intended use. The Company may provide general recommendations, but the final selection and approval of Equipment remains the Customer’s responsibility.
SUBSTITUTIONS
Where specified, due to seasonal availability, specific flowers and arrangements pictured on this website may vary slightly in design or appearance from what is delivered. As flowers are a natural product and subject to seasonal and practical availability, it may be necessary for our Florists to make substitutions to flowers. If a specific flower type or colour is unavailable, substitutions may be made for flowers of a similar shape, size and value. Any substitutions will be of similar style and value, and will not materially reduce the overall quality of the arrangement.
The Company reserves the right to make reasonable substitutions to Equipment where an item becomes unavailable, damaged, delayed, discontinued, unsafe, unsuitable or otherwise unable to be supplied. Any substitution will be of a similar style, function and value where reasonably possible and will not materially reduce the overall quality of the hire items supplied.
DAMAGE, LOST, STOLEN OR UNCLEAN EQUIPMENT
Upon delivery and set up of the Equipment and until its collection, the Customer has full responsibility for all Equipment hired.
The Customer is responsible for any loss, damage, excessive cleaning, staining, breakage, missing items or additional labour caused by the Customer, guests, contractors or any other third parties engaged for, or present at, the event.
The Customer will pay either the repair or the full replacement cost of any Equipment affected. The Company will decide whether any damaged/lost/stolen equipment can be repaired or requires replacement. Burns, holes, tears, water/wax damage or similar damage to Equipment shall be replaced at the full replacement cost to the Customer. The Customer shall make such payment within seven (7) days of such loss or damage coming to the attention of the Company.
- For linens, tablecloths, napkins, chair covers, etc., the cost of general dry cleaning is included and, therefore, not the Customer’s responsibility.
- For glassware, crockery, platters, and cutlery, the Customer is responsible for cleaning the Equipment per the instructions given at the time of hire. For any Equipment returned unclean, the Customer shall pay the Company the full cost of returning it to a clean condition.
- Coloured metal cutlery should be hand-washed only. They must not be left soaked in water, run through a dishwasher, or cleaned with harsh cleaning chemicals/ scrubbers. All cutlery must be thoroughly dried before packing.
The Customer shall protect the Equipment from the elements during the hire. In poor weather conditions, storage of the Equipment may be necessary, and it is the Customer’s responsibility to ensure that the Equipment is stored safely. Any Equipment damaged from the weather is the Customer’s responsibility and shall be paid at full replacement cost to the Company. Charges for repair or replacement will reflect the reasonable cost to the Company of repairing or replacing the affected Equipment.
The Company’s Equipment shall be delivered and set up in a clean and well-maintained condition. It is the Customer’s responsibility to notify the Company should the Equipment not be in a satisfactory condition. Otherwise, any damage or uncleanliness of the Equipment shall be deemed the Customer’s responsibility.
Replacement values can be found here.
SECURITY AND SAFETY
If the Equipment is stolen from the Site, the Customer shall notify the Company in writing, stating the full circumstances of the theft and the time the police were notified. A copy of the police report must be included for insurance purposes. Until the Company receives such notification, the hiring charges will continue.
The Customer shall also indemnify the Company for any such loss of the Equipment at the current replacement cost of the Equipment and must pay that cost to the Company on demand. This indemnity does not apply to loss caused by the Company’s own negligence or intentional misconduct.
In addition, the Customer must ensure adequate lighting, waterproofing, a safe power supply, public protection, and the covering of power lines and such facilities as might be considered necessary for the facility or in the interests of safety.
Any items hired with a “next-day pick-up” arrangement are the responsibility of the Customer. The Customer is to make arrangements directly with the Venue and notify the Company of the required pick-up details. All items will need to be packed and stored safely. Any missing/damaged items will be the responsibility of the Customer and claimable from the Security Bond.
MISUSE OF EQUIPMENT (INCLUDING LINEN DAMAGE)
The Company shall not be liable for any loss or damages arising from the overloading, exceeding rated capacity, misuse, or abuse of the Equipment by the Customer, to the extent permitted by law. The Customer agrees to keep the Company indemnified in respect thereof. Any Equipment approved for outdoor use is used at the Customer’s risk and must be protected from rain, wind, excessive heat, damp surfaces and other damaging weather or site conditions. Under no circumstances should the Equipment be used or left outside in the rain or other damaging weather. Artificial trees, centrepieces, carpets and light-up items are for indoor use only and are not permitted to be used outdoors.
When hiring linen, tablecloths, napery, chair covers or other fabric items, no exposed candles, open flames or heat sources may be placed directly on, above or near the linen unless they are contained in appropriate enclosed candle holders, hurricane vases, drip trays or protective bases.
Wax must not drip, spill or transfer onto any linen or fabric hire items. The Customer is responsible for ensuring that any candles, florals, centrepieces, décor, catering items, food, beverages, ink, dye, signage, stationery, menus, guest gifts or third-party items do not stain, mark, burn, tear, transfer colour onto or otherwise damage the linen.
General linen dry cleaning is included in the Hire Fee. However, wax, burns, scorch marks, holes, tears, water damage, mould, dye transfer, excessive staining, heavy soiling or damage requiring specialist treatment are not considered general dry cleaning.
Where linen or fabric items are returned with wax, burns, scorch marks, holes, tears, water damage, mould, dye transfer, excessive staining or other damage, the Customer may be charged the reasonable cost of specialist cleaning, treatment, repair, replacement and/or loss of use. These costs may be deducted from the Security Bond or invoiced separately where the Security Bond does not cover the full amount.
ADDITIONAL EQUIPMENT
If, after the commencement of hire by the Company, any specification changes are requested, the cost of such changes will be borne by the Customer.
EXTENDED HIRE
Applies to event hires longer than twenty-four (24) hours and can be in the form of a daily or weekly fee. The Customer shall give appropriate notice in writing to the Company if any extension or termination of the hire is requested. No refunds will be issued for the early collection of Equipment on extended hire.
PHOTO RELEASE/ PERMISSIONS
Unless the Customer advises the Company in writing before the Event Date that photography or promotional use is restricted, the Company may photograph and/or video its own work, styling, florals, décor, Equipment and event set-up for portfolio, marketing, social media, website, award submission, media and promotional purposes.
The Company will use reasonable care not to publish confidential, sensitive or restricted information that has been disclosed to the Company in writing before the event.
LIMITATION OF LIABILITY
Nothing in this clause excludes, restricts or modifies any rights or remedies the Customer may have under the Australian Consumer Law.
To the extent permitted by law, the Company is not liable for any injury, loss, damage, delay, additional cost or loss of income arising from the Customer’s misuse of Equipment, failure to prepare the Site, failure to provide safe access, negligence, third-party conduct, venue restrictions, weather conditions, or circumstances outside the Company’s reasonable control.
The liability of the Company is limited as follows:
- The Company is not liable to the Customer for any loss or damage that the Customer might sustain due to the Customer ordering the wrong Equipment or insufficient quantities of the Equipment or where the Equipment is hired for a purpose outside of the Equipment’s purpose.
- The Company will have no liability to the Customer if it is the Customer’s responsibility to prepare the Site for the delivery and installation of the Equipment or where it is the Customer’s responsibility to provide the facilities. For example, at the time of delivery of the Equipment to the Site, the Site is not prepared, or the facilities are not available.
- The Company is not liable to the Customer for any damage or loss that the Customer might sustain if the cause of that damage or loss is the negligence of the Customer or any of its agents.
- The Company is not liable for failure to perform if such failure is as a result of events outside the Company’s reasonable control (including fire, flood, earthquake, storm, hurricane or other natural disasters), war, invasion, an act of foreign enemies, hostilities (regardless of whether war is declared), civil war, rebellion, revolution, insurrection, military or usurped power or confiscation, terrorist activities, nationalisation, government sanction, blockade, embargo, labour dispute, strike, lockout or interruption or failure of electricity or telephone service.
Where it is the responsibility of the Customer to ensure that the Site is safe, then the Customer indemnifies the Company against any liability to any third party who suffers injury, loss, or damage caused wholly or partly as a consequence of any negligent act, omission or other failures on the part of the Customer.
The Company may make specific recommendations to the Customer. Any such recommendation is purely a suggestion and may reflect a past experience; the ultimate decision lies with the Customer.
DISPUTE RESOLUTION
If a dispute arises in connection with these Terms and Conditions of Hire, either party may give the other party written notice of the dispute. The parties must use reasonable efforts to resolve the dispute in good faith within fourteen (14) days of the notice, including by discussing the matter in person or via phone or video conference.
If the dispute is not resolved within that time, the parties must refer the dispute to mediation in New South Wales, to be conducted by a mediator agreed between the parties or, failing agreement, appointed by the President of the Law Society of New South Wales.
Nothing in this clause prevents either party from seeking urgent injunctive or declaratory relief from a court of competent jurisdiction.
GOVERNING LAW
These terms will be governed according to the laws of the state of New South Wales. Each party submits to the jurisdiction of the courts of New South Wales to determine any dispute, claim, or demand arising from these Terms and Conditions of Hire.
DISCLAIMER
The information provided on this website is for general information purposes and use only. Every endeavour is made to keep the product information complete and correct; however, the customer is responsible for ensuring the product they select suits their specific requirements.
Despite every effort to provide accurate images of each product’s colour and design, actual colours and design may vary slightly due to different device screen settings, the lighting in the installation location, slight differences in product finishes over time and other factors.
As events are an ever-changing environment, there are times when layouts do not always go according to plan. The Customer allows the Company to use its discretion to relocate and/or remove items to ensure the safety of all involved (e.g., moving furniture to ensure a fire exit is not blocked, relocating items to minimise weather damage etc.).
AGREEMENT
The Customer acknowledges that they have read and understood the above Standard Terms and Conditions of Hire.
Last updated: March 2025
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