Event Hire Terms

The below terms and conditions apply to our event hire customers only and are deemed accepted at the time of booking.

DEFINITIONS

1. The ‘Company’ is Pink Caviar Projects Pty Ltd, trading as Pink Caviar Events (ABN 50 166 515 751).
2. The ‘Customer refers to any individual, firm, or corporation hiring Equipment or appoints services from the ‘Company’.
3. The ‘Equipment’ refers to all centrepieces, furniture, decor, linens, lighting accessories and other hire items supplied to the ‘Customer’.
4. The ‘Hire Date’ or ‘Event Date’ is the day of the event (supplied by the Customer to the Company).
5. The ‘Hire Fee’ and ‘Fee’ is the amount paid to the Company to hire equipment.
6. 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.
7. ‘Payment Date’ is when payment of services is required.
8. ‘Site’ is the location where the Equipment will be used or the Event will take place.
9. A ‘Security Bond’ is a sum of money held as security. This bond is usually returned to the payer once certain conditions are met, such as the property being returned/ left in good condition or the event occurring without any issues.

CONDITIONS OF HIRE

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 fourteen (14) 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. 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.

MINIMUM HIRE FEE

The minimum hire fee for any event is $750, excluding delivery, pick-up, and GST fees. Unfortunately, we do not offer a DIY or dry hire option for collections/setups.

DEPOSIT AND PAYMENT TERMS

The Customer will pay the Company on the Payment Date as stated in the agreement. A non-refundable deposit of 50% (of the total booking amount, including GST, delivery fees and/or required setup and collection) is required at the time of the booking. 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. Please note that all credit cards will incur a 1.9% surcharge (Visa and Mastercard only). 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.

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 Customer’s Bond. General linen dry cleaning is included in the Hire Fee 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 this Bond to the Customer within seven (7) days of the end of the Hire Period once the Equipment has been returned to our warehouse and checked. If the Customer paid their Bond via EFT, they will be responsible for supplying EFT details so the Company can return the Bond within this time frame. Failure to provide these details within this time will result in the Bond being forfeited.

CANCELLATION POLICY

The Customer may cancel an order anytime 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. Please note that the following cancellation fees will occur:

• Cancellation more than 15 days prior to the event – Loss of 50% deposit (+ any personalised products ordered or travel arrangements made)
• Cancelled 14 days prior to the event – 100% of the total booking cost

Cancellations of bookings/events due to weather shall still be subject to the cancellation policy above. The Company is not responsible for inclement weather that may cause the Customer to cancel their hire booking.

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 access to the site 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 like 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.

It is the Customers’ 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 onto the Customer.

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 $50+GST per 1/2 hour, per staff member onsite (charged in 15-minute increments).

DELIVERY, SET-UP & COLLECTION

A fee will be charged to the Customer to allow the Company to return to the Site to collect the Equipment pending when the collection is required. Our ordinary hours for delivery and pick up are 8am to 7pm, Monday to Saturday. If delivery or pick up is required to be 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 prior with the Company.

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 Company makes no representation as to the suitability of the Equipment for a need or event, and it is the Customer’s responsibility to make that judgment on their behalf.

SUBSTITUTIONS

Where specified, due to seasonal availability, specific flowers and arrangements pictured on this website may vary slightly in design or appearance to 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. Different flower types and colours may be used if the overall effect of the arrangement is maintained.

DAMAGE, LOST, STOLEN OR UNCLEAN EQUIPMENT

Upon delivery and set up of the Equipment and until the collection of the Equipment, the Customer has full responsibility for all Equipment hired. The Customer will pay either the repair or the full replacement cost of any Equipment badly damaged, lost or stolen. The Company will decide if any damaged/lost/stolen equipment can be repaired or require replacement. Burns, holes, tears, water/wax damage or similar damage to Equipment shall be replaced at the full 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.

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. 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

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. The Customer agrees to keep the Company indemnified in respect thereof. Any equipment used outside is done entirely at the Customer’s risk. Under no circumstances should the Equipment be used or left outside in the rain or other damaging weather. Artificial trees, centrepieces, and light-up items are for indoor use only and are not permitted to be used outdoors.

When hiring linen, NO exposed candles may be used. If wax is spilled on linen, the Customer may be liable for replacement costs.

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 for 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

The Company reserves the right to use any images and/or video files of events for promotional reasons in the media, on our social media channels, in printed publications, on the World Wide Web, or on its websites without prior permission from the Customer.

LIMITATION OF LIABILITY

The Company shall not be held responsible or accountable for any injury, death or loss of income caused to the Customer, any third parties or properties due to the hire of Equipment or provided services by the Company. 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 Acts of God (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, blockage, 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 certain recommendations to the Customer.  Any such recommendation is purely a suggestion and may reflect a past experience; the ultimate decision lies with the Customer.

GOVERNING LAW

These terms will be governed and constructed according to the laws of the state of NSW. Each party submits to the jurisdiction of that state’s Courts 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.