Plan It Events– Terms & Conditions

 Payment terms

A non-refundable deposit of 50% (thirty percent) of your overall bill is required to book our services and/or hire stock for the date quoted. The initial deposit is to lock in the date and secure the hire items.

The remaining balance of your bill is due for settlement one week prior to the event date by bank transfer or on the day of your event by cash.

Bonds:

A security bond of a minimum of between $100 – $1000 (bond amount will depend on the value of items hired and will be stated on your booking confirmation email and invoice) is required for all hire items of “Plan It Events” (whether or not “Plan It Events” set up or items are picked up.) A valid credit card will be held for security along with citing/photocopy of a driver’s license.

Bonds will be returned within 5 working days after the event, where practical, and funds will be deposited into a bank account nominated by the client. The bond will only be released once all items have been collected and or returned in a satisfactory condition. Deductions from the bond will occur in the case of damaged or missing items or the additional laundering of items due indelible marks on runners, mirrors, tablecloths and other items. In the case where a bond has not been paid and stock is damaged or the replacement cost of damaged items exceeds the bond amount, Plan It Events reserves the right to recover those (additional) costs by any and all means necessary.

Setup Charges:

Where ‘Plan It Events’ are required to set-up for event days, charges are applicable. Set up charges will be at the discretion of ‘Plan It Events’ and will be dependent on event location, items requiring set up and other discretionary factors, or as agreed.

Period of Hire

Periods of hire will be as follows:

  1. a) DIY items: Pick up the Friday before your event between 9-11 am or as agreed. Items must be dropped back to place of pick up by the following Sunday or Monday between 9-11am or as agreed.
  2. b) Setup items: for the period of the event or as agreed between Hirer and Plan It Events

Cancellations

Cancellation up to 3 (three) weeks prior to the event may incur an additional fee of 20% (twenty percent) of the bill, payable within 5 (five) working days of the cancellation. In cases where monies have been paid in full or via monthly installment ‘ Plan It Events ‘ may retain monies to the value of 50% (fifty percent) of the bill. Any additional monies will be deposited back into a bank account of the client’s choice within 5 (five) working days of the cancellation.

Cancellation within 3 (three) weeks of the event may incur an additional charge of 45% (forty five percent) of the bill, payable within 5 (five) working days of the cancellation. In cases where monies have been paid in full Plan It Events may retain monies to the value of 75% (seventy five percent) of the bill. Any additional monies will be deposited back into a bank account of the client’s choice within 5 (five) working days of the cancellation.

Any exceptions to this policy will be at the discretion of Plan It Events’, and reliant upon proof that the event is neither taking place or been re-scheduled for a future date or already taken place. Under circumstances where an event is to be re-scheduled rather than cancelled a client may request that a booking be suspended for 1 (one) calendar month while alternative arrangements are made. In these cases Plan It Events n Décor will endeavour to accommodate any change in date and or venue. Should ‘ Plan It Events ‘ not be able to accommodate the change our normal cancellation policy will apply.

Extreme Weather and Emergencies 

  1. a) In the case of undesirable weather, “Plan It Events” will work together with the Hirer and any applicable Venue to come up with the best alternate plan possible.
  2. b) If the Hirer decides to go ahead with an outdoor event despite extreme weather, “Plan It Events” reserves the right to remove any Equipment that it believes will be damaged by or may become dangerous due to wet or windy weather.
  3. c) No refunds will be provided for changes or Cancellations due to inclement weather.
  4. d) In an emergency situation, Plan It Events reserves the right to substitute Equipment with similar items. In all situations where this is required, we will attempt to contact the Hirer and inform them of the substitution. Plan It Events will take the utmost care to match colours and designs but there may be slight variations.

Hire item care

At all times, exercise all reasonable care and diligence in the use of the Equipment in accordance with manufacturer’s/Owner’s specifications;

  1. Where the Hirer has responsibility to return the Equipment, it must returned in good order and working condition to Plan It Events at the Delivery Address on or prior to the expiration of the Period of Hire; Specific care instructions are required for the following items

Vases: To be returned in original condition, no wax, marks, cracks or other damage. If wax or other damage is apparent after an event please ensure they are carefully cleaned prior to return.

Carpets: No stains to be left on carpets, no real flower petals are to be laid or thrown on carpets as these leave irremovable stains. In the event that there are stains and the carpet is unsatisfactory upon return, “Plan It Events” reserves the right to withhold any part of the bond.

Mirror Bases: To be returned in original condition, no wax, marks, cracks or other damage. If wax or other damage is apparent after an event please ensure they are carefully cleaned prior to return.

Linen: Any damaged products or linens will result in a replacement fee charged to the customer. The replacement fees will be must be deducted from the refundable bond that we hold when the items are dropped. We understand that accidents happen and will not charge for lightly soiled linen eg. food or drink. Our replacements fees are very fair compared to other companies.

Candles must not be placed directly on to the linen as this can cause permanent crinkles.

Advertising:  “Plan It Events” reserves the right to take photos at event locations using the Owner’s equipment. Photos are taken with a focus on the Equipment and are selected with due care to exclude recognisable private property and persons. Photos may be used in publications or other media produced, used, or contracted.

Liability:

  1. e) The Hirer is responsible for the Equipment from the time of delivery until collection by “Plan It Events” and shall pay for all Equipment damage or loss however caused during that period.
  2. f) The Hirer shall maintain at its expense liability, property and casualty insurance coverage in amount necessary to fully protect Plan It Events and its Equipment against all claims, loss or damage of whatever nature or type.
  3. g) “Plan It Events” shall not be liable for any loss or damage caused to any property, person, animal or things whatsoever arising from the use of the Equipment hereby hired. The Hirer indemnifies us (Plan It Events) in respect to any claims for such loss or damage.
  4. h) Plan It Events count and/or decision as to condition of the Equipment prior to dispatch and on return shall be final.
  5. i) The Hirer shall not remove the Hire Equipment or any part thereof from the location and position of its installation without consent from Plan It Events. The Hirer grants “Plan It Events” access at all times to inspect or repair the Equipment and in the case of default to remove the Equipment. The Hirer shall on no account attempt to repair the Equipment but notify the Owner immediately in case of breakdown or failure.
  6. j) The Hirer acknowledges that he/she has received adequate instruction on the correct use of the Equipment, which includes demonstration or verbal or written instructions.
  7. k) The Hirer agrees not to use the Equipment at locations or purposes different to the Equipment’s general designated purpose and specified suitability, such as indoor vs. outdoor use. The Hirer acknowledges responsibility for the Equipment and is liable for any damage.
  8. l) Where the Hirer is more than one person(s) liability shall be joint and several.

Acceptance of Terms & Conditions

By confirming a quote via email, signature, deposit/payment or remittance of funds, the Hirer acknowledges and agrees to the above “Plan It Events” Terms and Conditions.