1. RETENTION AND PAYMENT TERMS
1.1 Initial Deposit: To secure the event date and equipment, a non-refundable deposit equal to 30% of the total booking must be paid within three (3) days of the invoice date.
1.2 Final Payment: The remaining balance is due in full seven (7) days prior to the event date.
1.3 Non-Refundability: All payments made, including deposits, are non-refundable and retained by Events by Kiara to cover planning costs, administrative labour, and non-refundable subcontractor commitments.
1.4 Availability: Until the deposit is received, Events by Kiara reserves the right to negotiate the date and equipment with other parties.
1.5 Late Fees: Failure to meet payment deadlines may result in additional late fees or the immediate cancellation of the booking at Events by Kiara’s discretion.
2. INTELLECTUAL PROPERTY AND CREATIVE DESIGN
2.1 Ownership: All creative concepts, mood boards, sketches, and styling proposals remain the exclusive Intellectual Property (IP) of Events by Kiara.
2.2 Usage License: Upon payment of the initial deposit, the Client is granted a limited, non-transferable license to use these concepts for the specific event date only.
2.3 Confidentiality: Proposals are confidential. The Client is strictly prohibited from sharing or reproducing these designs for execution by third-party vendors or for the purpose of competitive price-matching.
3. QUOTATION ESTIMATES AND SITE LOGISTICS
3.1 Variable Logistics: This quote is a preliminary estimate based on current information. Final pricing is subject to adjustment pending confirmation of specific site logistics, including but not limited to: venue access windows, exact bump-in/out times, rigging requirements, and total crew hours.
3.2 External Suppliers: If external items are sourced, a portion of the deposit is forwarded to the subcontractor to secure their services.
3.3 Supplier Charges: Any changes to quantity or style of external items, or cancellation thereof, may incur additional charges. Removal of these items close to the event date will result in the supplier’s deposit being applied as a cancellation fee.
4. CONDITIONS OF EQUIPMENT HIRE
4.1 Hire Period: Prices shown are based on a 24-hour hire period commencing at 8:00 am on the day of hire. Extended hire is subject to availability and additional costs.
4.2 Property & Ownership of Hire Items : All structural props, backdrops, plinths, frames, fabrications, and large-scale styling elements utilised in the event design are strictly on a hire-only basis and remain the exclusive property of Events by Kiara at all times. Unless explicitly stated otherwise in writing on the formal event invoice (such as custom-printed signage or personalised takeaway items), all physical styling assets must be returned or left on-site intact for the designated post-event bump-out.
4.3 Dry Hire Security: For collected items, a copy of the Client’s driver’s license is mandatory as security.
4.4 Signage/Decals: All designs and spelling must be approved by the Client in writing before printing commences. Events by Kiara holds no liability for errors once approved. Any changes post-approval will incur additional fees.
5. DELIVERY, SITE SAFETY, AND DAMAGES
5.1 Standard Hours: Delivery and collection are scheduled between 8:00 am and 5:30 pm. Specific time requests or collections after 5:30 pm will incur additional surcharges.
5.2 Schedule Timing: The Client must provide a final, confirmed bump-out/pack-down time to the Company at least 7 days prior to the event date. Once finalised, this time is locked into the final schedule.
5.3 Strict Collection Window: The Client acknowledges that Events by Kiara logistics and pack-down team operate on strict, multi-site timetables. The Events by Kiara team will arrive precisely at the agreed-upon bump-out time.
5.4 On-Site Responsibility: Upon completion of setup, the Client assumes full responsibility for the care and security of all equipment.
5.5 Inclement Weather: The Client is responsible for relocating equipment to a safe, dry area in the event of weather changes to ensure guest safety and prevent prop damage.
5.6 Equipment Damage: All items must be returned in their original condition. Repair or replacement costs for any items damaged while in the Client’s care will be invoiced separately.
6. SPECIALISED ITEM REQUIREMENTS
6.1 Napkin Care: Napkins must not be washed or ironed by the Client.
6.2 Napkin Damages: The Client is liable for replacement costs regarding missing items or irreparable damage (e.g., mould, wax, burns, or significant staining). Events by Kiara’s count and inspection upon return are considered final.
6.3 Candle Safety: Candles must never be left unattended and must be burned on heat-safe surfaces.
7. CANCELLATIONS AND POSTPONEMENT
7.1 General Cancellation: In the event of a cancellation at any time, the 30% deposit is non-refundable and retained by Events by Kiara.
7.2 Late-Stage Cancellation: If a cancellation occurs within seven days of the scheduled event date, the Client remains liable for 100% of the total booking fee. This is to account for the loss of opportunity to rebook the date, allocated labour, and pre-paid subcontractor costs.
7.3 Government Restrictions: In the event of government-mandated restrictions (e.g., COVID-19), Events by Kiara will facilitate a date change to an available slot with the deposit brought forward.
7.4 Choice to Cancel: If the Client chooses to cancel rather than postpone due to such restrictions, the deposit remains non-refundable.
8. LIMITATION OF LIABILITY
8.1 Indemnity: Events by Kiara shall not be held liable for any damage, injury, death (including pets), or loss of income caused to the Client, third parties, or properties resulting from the hire of equipment or provided services
ACKNOWLEDGEMENT:
By paying the initial invoice, or by providing written approval/confirmation via email or messages to proceed with the project, the Client explicitly acknowledges and agrees that they have read, understood, and agreed to be bound by all the terms and conditions outlined in this Agreement.
