RUGS & THROWS

TERMS & CONDITIONS

Definitions 
Client refers to any individual, firm, or corporation hiring equipment or appoints services from Bits&Picnics. Equipment refers to all equipment supplied to the Client by Bits&Picnics. Event Date is the day of the event advised by the Client to Bits&PIcnics. Hire Period is the total time the Client will have the Equipment for hire in their possession, as agreed with Bits&PIcnics. 

​

1. Bookings 

a) Hire of Equipment and the provision of services to the Client on a specified event date will not be confirmed until a booking fee / deposit as determined by Bits&Picnics and communicated to the Client has been received by Bits&PIcnics and confirmation of the booking has been provided by Bits&Picnics to the Client.

b) By paying a booking / deposit fee the Client agrees to these Terms & Conditions of hire.

c) Holiday Surcharge - 10% surcharge applies on holiday periods  

​

2. Quotations 
All quotes expire within 7 days. Bits&Picnics reserves the right to adjust prices on any piece of Equipment once the original quote has expired. A quotation does not secure the Equipment or Event Date until the deposit has been paid. 

​

3. Final Payment 

The final balance of the invoice is due 1 week prior to the event date (where possible, variations will be made in the 1 week prior). These funds may be transferred via direct deposit or credit card. Bookings will not go ahead until full payment has been received. The final balance must be cleared in Bits&PIcnics’s account prior to the event date. Guest numbers may be increased at any time up until 3 days prior to the event date (subject to availability). 

​

4. Bond 
A bond may be required for hires, unless otherwise agreed by Bits&Picnics. The bond will be refunded upon return of Equipment in its original condition, less any charges incurred for missing, broken or damaged items.

Please allow up to 48 hours after return of Equipment to allow Bits&PIcnics to thoroughly check each piece and refund the bond. Items that are damaged or destroyed are charged at full replacement value. If the replacement amount exceeds the bond paid, the client is liable to pay Bits&Picnics the difference. Bits&Picnics will issue the client an invoice which is payable within 7 days. 

​

5. Weather 
Bits&PIcnics has a weather policy and will not set up outdoors if heavy rain is predicted during the event time, or if the ground is too wet from inclement weather in the lead up to the event time. Extreme heat and dangerous winds are also conditions under which Bits&Picnics may refuse to work outdoors. The Client is required to have a backup venue available or to make such provisions as necessary in the event of poor weather as all cancellations, for any reason are subject to the cancellation policy (Clause 11). 

​

6. Venue 

a) Except where Bits&Picnics has agreed to provide full event management, they take no responsibility for issues arising from the Client’s choice of venue. Parks, council grounds and private venues have rules and requirements around the hosting of events on their property and it is the Client’s responsibility for ensuring the requested set up does not breach conditions set by the owner or custodian of the Client’s chosen venue.

b) By requesting Bits&Picnics to provide services to or at a venue, the Client agrees that they have full legal right to the use of the venue in the manner for the purpose for which Bits&Picnics is retained including for the holding of events and the retention of commercial suppliers at the venue and the Client has paid all fees and obtained all licenses or permissions required by law or by the property owner or manager.

​

c) The Client is responsible for ensuring that suitable parking is available noting that Bits&Picnics conducts deliveries with a standard sized commercial van and clear and safe means of delivery to the venue including level entry and egress or a suitably sized lift and a distance of no greater than 50 metres from the set-up point to the parking spot.

​

d)The Client must confirm compliance with (c) above at least 48 hours prior to the event.

e) In the event that (c) above is not satisfied owing to the additional time and staff that may be required, an additional delivery fee  will be payable by the Client.

f) In the event that Bits&Picnics deems the delivery route to be unsafe it will not be required to make delivery and this agreement will be cancelled by Bits&Picnics for the Client’s breach of (c) above.

g) The Client is liable for any parking fees, obtaining any necessary permits and any fines charged to Bits&PIcnics where Bits&Picnics has used parking and made delivery in accordance with the Client’s instructions.

h) The Client is liable for any injury, loss or harm suffered by anyone in connection with the use of the venue or of the equipment provided by Bits&Picnics and the Client will indemnify and keep indemnified Bits&PIcnics for any claims, losses, liabilities, fees or charge of any kind in connection with the event unless arising due to the negligence of Bits&Picnics

​

7. Missing, Broken & Damaged Equipment 

a) The Client accepts all equipment in the condition it is provided and will ensure that the equipment is treated with all due care.

b) The Client is liable for any loss or damage to equipment from the time it is handed over to the Client and agrees to reimburse Bits&Picnics for the cost of repair or replacement of equipment lost or damaged during the period between hand over of the equipment to the Client and collection of the equipment by Bits&PIcnics regardless of when such loss or damaged is ascertained.    

Hire Period 

a) Standard hire is 3 hours unless otherwise agreed with Bits&Picnics. If you require hire for a longer period additional fees may apply. 

b) Delays in returning the equipment or providing access for the pickup of the equipment will incur a late fee of 25% of the total order per day, unless otherwise agreed with Bits&Picnics. Bits&Picnics will issue the client an invoice which is payable within 7 days. 

9. Collection/ Delivery 
If delivery/pick up is required from a third-party provider this cost will be passed on to the Client. Bits&PIcnics will not add any mark up on third-party delivery fees, they will be charged at cost. Weekend and public holiday deliveries/ pick-ups from third party providers may incur an additional surcharge.

Parking within close vicinity to the entrance/ loading dock of the event venue must be provided to Bits&PIcnics. If parking is not provided and metered parking is required, any fees may be charged to the Client. If delivery is to a high rise building the client must meet the driver with a trolley at the carpark and escort them up to the destination. Additional delivery fees may apply where items need to be moved more than 50m from the parking area to the event area or where there are excessive steps, hills or difficult terrain.

For hire which concludes after dark, additional fees may apply for collection on the same day. If collection is arranged for the following day/s, all items must be re-packed as per Bits&PIcnics’s instructions and stored safely undercover. Any damage due to incorrect storage will be charged as per the replacement schedule. 

10. Third Party Providers 
On occasion Bits&Picnics needs to work with third party providers. If this is the case, the Client will be advised. Fees from these providers are charged directly from Bits&PIcnics and the Client will deal directly with Bits&PIcnics in regard to any third party services which are arranged for the Client’s event. All Equipment and services provided by a third party supplier are covered under these terms and conditions and are subject to the same guarantees and penalties. Third party providers include, but are not limited to, caterers, equipment and party hire, marquee and tent provision, furniture hire and event contractors. Bits&PIcnics shall in no way be held responsible or accountable for any damage, injury, death or loss of income caused to the Client by third party providers. All equipment is hired and is the responsibility of the Client while in the Client’s possession. ​

11. Cancellation 

a) A deposit amount as determined by Bits&Picnics and communicated to the Client is required to secure all bookings.

b) This deposit is non-refundable.

c) Bits&Picnics operates under a strict no cancellations policy meaning that fees received by Bits&PIcnics are strictly non-refundable. This is because once the booking fee has been received by Bits&Picnics, the date and agreed equipment has been secured by the Client precluding Bits&Picnics from engaging with other clients. Once the balance of the fee is received, Bits&Picnics incurs staff and other costs in direct connection with the Client’s booking.

d) The client must inform Bits&Picnics if they wish to postpone the event due to extenuating circumstances. You must give 72 hours notice to Bits&Picnics if you wish to postpone the event.

Notice less than 72 hours will result in the deposit fee being forfeited. If at the time of rebooking, any costs have increased, client will be required to pay the difference.

e) Where the Client chooses to postpone with less than 72 hours notice, the entire booking fee will be forfeited. In such cases, any perishables including food and fresh flowers ordered by the Client can be collected by the Client.

f) If Bits&Picnics determines at its absolute discretion that an event cannot take place outdoors to adverse conditions that would unfairly impact staff and cause damage to equipment, this will be deemed a postponement in accordance with subsection d) above unless the client is able to secure a suitable alternate indoor venue within 5km of the original venue.

​

12. Liability 
Bits&Picnics shall in no way be held responsible or accountable for any damage, injury, death or loss of income caused to the Client, any third parties or properties due to the hire of Equipment or services provided by Bits&PIcnics. All equipment is hired and is the responsibility of the Client until returned to Bits&Picnics. 

​

13. Force Majeure 

a) In the highly unlikely circumstances of an unexpected event occurring that prevents Bits&Picnics from providing the services agreed, Bits&Picnics will notify the Client of the cancellation with as much notice as possible and will provide a full refund.   

In the event that a public health order or legislation expressly prohibits the holding of the event and no alternative arrangements can reasonably be made to satisfy the requirements of the public health order or legislation, the Client shall not be liable for the final payment, however, the booking fee will remain non-refundable.  

​