Cloud 9 Event Management Terms and Conditions

Payment of your deposit is acknowledgement and acceptance of Cloud 9 Event Management Terms & Conditions.

EXTERNAL SUPPLIERS

In booking Cloud 9 Event Management Pty Ltd services you are bound by our terms and conditions and those of each supplier, contractor or third party provider that is enlisted for your event. This includes but is not limited to Audio & Visual, Entertainment, Infrastructures, Furniture, Caterers, Staffing Agencies, Sign-Writers, Transport and any other External Hire Companies.

When deposits and/or payments to suppliers are made by Cloud 9 on your behalf you acknowledge that in doing so you are accepting the suppliers (vendor, venue etc) terms and conditions for hire/ supply. It is your responsibility to ask for the terms and conditions of every supplier. The client acknowledges that Cloud 9 is not responsible for any vendors engaged for your event and that each vendor is directly responsible to the “client”, you. In most cases you will be sent the supplier/ third party invoice directly and the invoice will be made out to you and payable by you directly where possible.

DEPOSIT, PAYMENT TERMS

To confirm your booking, we require payment of your deposit invoice (which will be credited towards your final invoice and is non refundable) and a signed & completed copy of the Booking & Agreement form. This is required within 7 days of making your booking.

Final payment of all confirmed charges is required one (1) month prior to your Event day or as stated on your invoice.

Once your invoice has been issued and a due date set you are bound to pay by that date. Failure to pay any invoice by the due date can result in termination of your booking with all monies paid to date non-refundable. If your invoice is not paid by the due date Cloud 9 Event Management reserves the right to cancel your event. Your quote/ invoice will become null and void and Cloud 9 Event Management reserves the right to re-issue your invoice with additional charges, cancel services or to cancel your booking completely.

Any incidental or additional charges accrued during the event must be settled in full prior to your event commencing. Small charges occurring during your event will be deducted from your bond.

Payment via cash, direct debit (details outlined below) incurs no surcharge.

DIRECT TRANSFER

Account Name: Cloud 9 Event Management Pty Ltd Bank: St George Bank
BSB: 112 879
Account Number: 411 830 789

SURCHARGES
Any payments made via Credit Card incur a surcharge, Mastercard or Visa a 2.5% inc GST and 3.5% for AMEX. A link will be sent to you to pay online via SQUARE. Please do not fill in your credit card details or send them to us in any format.

Cloud 9 Event Management Pty Ltd is GST registered and GST will be shown on the invoices

PRICE VARIANCE

All prices quoted are subject to variation depending on seasonal availability, market price and changes to supplier (third party) prices. Notice will be given in writing of changes. Please expect an annual increase to occur each year in line with CPI.

FINAL DETAILS, NUMBERS & MENU SELECTION (Applicable if Cloud 9 are involved in directly supplying/. Arranging catering for your event)

Final menu selections are required at the latest two (2) weeks prior to your event. Changes after this require approval from your caterer and may incur additional costs.

Cloud 9 can work with you on menu design and assist with quantities, items and food service style from our experience. Cloud 9 accept no responsibility if there is not enough food or too much food.

Once final numbers are given seven (7) days prior to your event, this will be taken as confirmed. Catering will be provided for this number and this will be the minimum charged irrespective of last minute cancellations.

All final details including food & beverage selections, room set up, formalities etc are also required at least twenty-eight (28) days prior to your event.

SPECIAL DIETARY REQUIREMENTS

We like to ensure all guests dietary requirements are catered for, only with prior Information. It is the responsibility of the event host to inform us of any guests dietary requirements including allergies (28) days before their Event. Cloud 9 Event Management can work with your venue/ caterer to arrange alternative meals for guests (additional costs may apply).

Cloud 9 Event Management endeavours to assist with accommodating special dietary requirements for guests who have food allergies, intolerances, religious or lifestyle choices. While every effort will be made by caterers, we are unable to guarantee completely allergy-free meals due to the potential traces of ingredients in the working environment. Dietary requirements outside of Vegetarian, Vegan, Lactose and/or Gluten Free, as well as religious beliefs may incur a surcharge.

CLOUD 9 EVENT HIRE, FURNITURE AND DÉCOR/ STYLING
All custom work requires a non refundable payment of 100% before any work or procurement commences.

All equipment is used at the customers own risk. Conditions that prevent satisfactory use do not relieve the customer of his/her/its responsibility for rental charges.

The following are some guidelines that must be met to avoid any additional charges:

All candles must be in containers as all wax drippings on any product constitutes as ‘damage’.
Do not stand, walk or allow others to stand or walk on any furniture. Furniture cannot sit uncovered
out of doors or get wet at any time (exempt “outdoor” furniture).
No heat can be applied to any furniture.
Furniture must sit on hard and level surfaces (grass is neither a hard nor level surface). All furniture
must be wiped clean at the end of any rental.
Adhering anything anywhere at anytime to any of our products is not allowed.
Failure to comply with any of these stipulations will result in additional charges that will be payable immediately at our discretion.
The hirer shall be responsible for any loss or damage to the equipment including cartons, boxes and packaging, except for damage, which has been caused by reasonable wear and tear.
Customer shall provide all needed electricity, electrical cords or any other accessories required for electricity. Cloud 9 Event Management will not be held liable for electrical malfunctions and/or lack of service.
Crockery, cutlery, glassware and other kitchenware are to be returned free of food particles and rinsed. A wash up charge will apply if not. We can pre arrange a special wash fee in advance for events that cannot rinse the items.
Charges will be made for late returns, articles not cleaned, cartage and additional labour.
The venue retains the right to adjust any set up to ensure fire, life and any other safety codes are not breached.

HIRE DELIVERIES & PICK UPS

The hire fees outlined in your quote and booking form cover the time period only from delivery date/ time to the pickup date/ time. If, after delivery and prior to the pickup date, customer requests that the pickup date be extended to a later date, and if Cloud 9 Event Management agrees to such an extension, then the rental charge for the time period between the original pickup date and the extended pickup date shall be increased at the discretion of the supplier.

If on the pickup date, Cloud 9 Event Management agents/ representatives arrive at the event location to pickup the hired equipment and if the Suppliers agents/representatives are prevented from picking up the hire equipment then:

Customer shall be responsible to pay holdover fee. Customer shall reimburse Cloud 9 Event Management for the transport expense plus the amount of $110.00 for each man-hour expended by Cloud 9 Event Management for each unsuccessful attempt to pickup the hired equipment.
Customer shall reimburse Cloud 9 Event Management for all damages suffered or incurred by supplier by reason thereof, including indemnifying, defending and holding supplier harmless from any claims made by other customers of Cloud 9 Management.
Unless otherwise specified, all deliveries and pickups shall be made during regular business hours of Monday through Friday, 10:00am – 4:00pm.
All other requested delivery or pickups at other times shall be subject to the approval of a director and additional costs will apply.
Delivery related costs quoted are based on loading docks, access, door and elevators being immediately accessible and available at our scheduled arrival times. Wait times for any delivery/ pick up related delays/ inaccuracies/re-arrangement costs from the client will be charged as extra and payable immediately, beyond any quoted transport related quotes.

ALCOHOL & DECORUM (applicable if Cloud 9 and their staff are involved in the provision or service of alcohol)

Cloud 9 Event Management is licensed to serve and trades in accordance by the State Government regulations in regard to the responsible service of alcohol.

Cloud 9 reserves the right to not serve patrons who are intoxicated, disorderly or under the age of eighteen (18) years of age.

Guests contravening these laws may be excluded from the property without further notice and without financial recompense. It is your responsibility to ensure the orderly conduct of your guests. All beverages are subject to seasonal change however notification will be given for this.

Cloud 9 Event Management by law must conclude service of alcohol by 12:00am (midnight) for service Monday – Saturday and by 10:00pm on Sunday.

DUE CARE

Whilst our team will take care, no responsibility will be taken for damage or loss of goods, equipment or merchandise left on the premises prior to, during or after the Event. If required you should arrange your own personal insurance.

You are responsible for the safekeeping of personal belongings, merchandise, gifts and company items.

Damage, breakage or loss of any items including but not limited to equipment, props, furniture, hire items supplied by Cloud 9 Management are the responsibility of the client and any associated costs will be payable by the client upon receipt of an invoice.

CANCELLATION POLICY (of Cloud 9, third party suppliers/ vendors may have different terms)

Any booking cancellations must be made in writing. If any event Is cancelled the following cancellation fees shall be payable:

All cancellations or change of date incur a loss of full deposit + any monies paid or due to date. No credits will be given for change or transfer of date.

All cancellations made within 30 days of your event will incur a loss of all monies due as stated on your final invoice, e.g. 100% of your Event costs due.

Due to unforeseen circumstances, extreme weather conditions or accidents, Cloud 9 Event Management, reserves the right to cancel any booking + refund any deposit or payments made.

INDEMNITY

Cloud 9 Event Management work with reputable and professional vendors and take safety very seriously. All due care is taken for the benefit of our clients and the success of their event.

However, no liability or responsibility is accepted for any loss, inconvenience, damage, injury, delay or latent defect in any product or service provided by us or by any supplier that we have enlisted or any supplier that you have enlisted. We do not accept responsibility for any loss, damage, theft, death arising from anything we (Cloud 9) or any third party provides.

As the client you are responsible for the safety of contractors, guests, suppliers including Cloud 9 and its representatives whilst on your designated premises and throughout the event; this includes conducting inductions, safety talks and providing PPE (personal protective equipment) if and where required.

The client acknowledges that they are responsible for the safety of all of their staff, contractors to the event and event attendees. It is expected that all participants take responsibility for their own safety by observing any instructions, rules or guidelines assosciated with any of the activities or events that have been arranged.

EVENT PHOTOS AND SOCIAL MEDIA

We may use images of your event and the work/ styling etc that we have created for you in our studio and post images to social media unless you advise us otherwise.

We would love it if you could please tag Cloud 9 Events on your social media if and where appropriate:

Instagram @cloud9events
Facebook @cloud9em
We may also use images of your event/ event styling in blog posts on our website;
cloud9eventmanagement.com.au or include images in our portfolio. First names will be used only.
We respect that you may not want to have your event featured on our social media or website; if you would prefer us not to make images public please place in writing in an email to info@cloud9eventmanagement.com.au prior to your event.