Terms & Conditions

ABN: 34 652 311 932

 

Booking Confirmation

  • KTM Event Management provides an obligation-free quote valid for 7 days. After this date, item prices may be subject to change.
  • Within 7 days of receiving the service agreement, a $150 deposit must be paid for all orders under $1000 to secure your booking. Orders over $1000 require a 25% deposit. Once the deposit is paid, it is non-refundable. A progress payment of a further 25% is required 3 months prior to the event booking date for all bookings over $2000. All payments made towards a booking are non-refundable.
  • Variations & Amendments to Existing Bookings. Variations to the confirmed orders are free of charge and can occur anytime up to 3 months prior to the event date. Final quantities (for e.g., amount of chairs, cutlery, etc.) are to be confirmed 21 days prior to the event date. No further reductions are available after this time, unless otherwise specified in writing by KTM Event Management. Any requested amendments within 10 days of the events will incur a $25 admin charge per amendment.
  • Exchange of Items If the client chooses to remove items from their booking less than 3 months prior to their event date, these items cannot be exchanged for alternate décor options. Deposits towards cancelled items will be forfeited. Any deviations to this clause are at KTM Event Management’s discretion only.

Client Responsibility

  • It is the client’s responsibility to check that all details of the service agreement are correct, as the order will proceed based upon the signed service agreement. For example, exact measurements and table spacing, roof height, etc., are the responsibility of the client to check.

Unforeseen Circumstances

  • If due to unforeseen circumstances that hired products become unavailable, e.g., such as recently damaged from another event, KTM Event Management will endeavor to offer clients suitable alternatives or refund the client on the product that is no longer available. KTM Event Management is not responsible for any incurred costs to the client due to unforeseen product unavailability.

Custom Builds and Production Costs

  • If equipment is required to be specially produced for the event, KTM Event Management reserves the right to collect partial or full payment of the equipment being produced prior to commencement of production. The amount will be notified in writing at the time of booking. Custom Builds require a minimum of 8 weeks’ notice prior to the event date.

Final Payment

  • Final guest numbers are to be provided more than 21 days prior to the event so that the final invoice may be amended, issued, and confirmed by both parties. Final payment is due 21 days prior to the event date. If cancellation occurs after this day, no money will be refunded. Earlier cancellation will result in the loss of the deposit only.

Permits

  • Council/National Park permits for the use of the chosen location are the responsibility of the client.
  • KTM Event Management will not be held responsible for clients not adhering to council restrictions, for example, the cost of National Park entry and Botanical Garden fees are the responsibility of the client.

Delivery, Pickup, and Labour Surcharges

  • Where there is access difficulty to the ceremony or event location, a $200 surcharge or more will apply. For example, this applies to anywhere that a trolley cannot be used to reach the ceremony/reception site, stairs or sand, or the distance is greater than 100m from vehicle access. This fee is applied wherever KTM Event Management sees fit to do so.
  • If the location is outside the Canberra, a travel fee may apply. KTM Event Management can provide the client with a quote in writing if requested.
  • If delivery or collection is to take place on a Public Holiday, a surcharge will be charged. KTM Event Management will endeavour to inform you of the associated costs, but if your event delivery or collection falls on a public holiday and the public holiday fee has not been noted on your invoice, please confirm in writing.
  • Normal delivery hours are considered (8 am – 7 pm); anything outside of these hours will be considered an after-hours delivery or collection and will incur a fee.
  • Should the agreed-upon dismantle/collection time be exceeded beyond 15 minutes either by event duration or venue access times, the client is responsible for a surcharge of $80 per staff member, per each hour it is exceeded.

Loss/Dry Hire Damages

  • The client agrees to the costs of any breakages, damages, or missing equipment, not caused by KTM Event Management, whilst the product is in their use/care. The client may request from KTM Event Management a breakdown of replacement costs for all hired products before hiring.
  • Decorations and equipment are not to be moved by people/staff other than KTM Event Management unless notified and agreed to by management prior. Damage (including wax spillage) will incur a replacement/cleaning fee. This includes venues pre-stacking chairs.
  • Should linen be damaged beyond repair/dry-cleaning, and is not suitable for future use, the client is responsible for the replacement cost. This includes any wax damage incurred by candles.
  • When hiring linen, NO exposed candles may be used. If wax is spilled on linen, the client may be liable for replacement costs.

Liability for Damage and Personal Injury

  • To the extent permitted by law, KTM Event Management limits liability to the fees paid to us under this agreement.

Additional Charges

Bad Weather

  • In the event of bad weather, for example, rain or winds, KTM Event Management will move to the client’s alternative location within 20kms for free when given at least 3hrs notice prior to the ceremony or event time. KTM Event Management will do their best to accommodate any reasonable requests but will not be responsible for anything that does not go to plan.
  • If the client decides to proceed with the ceremony or event in wet weather, KTM Event Management has the right to refuse the rollout of carpets or assembly of equipment where it is deemed detrimental to the condition of the equipment and safety of guests and our staff.
  • If the wet weather location is difficult to access, a surcharge may be applied. If the client chooses to cancel due to wet weather, no monies will be refunded. If the client decides to move the wedding location after setup has commenced, a relocation fee of $110 may be charged. KTM Event Management will not be responsible for any delays in the setup.
  • Artificial trees, including cherry blossoms, are for indoor use only and are not permitted to be used outdoors or moved after installation.

Rubbish Removal

  • KTM Event Management will not be responsible for the removal of rubbish left from the ceremony unless a clean-up service was booked and requested in writing.

Booking Times

  • It is the client’s responsibility to book enough time for the setup and removal of equipment. KTM Event Management will endeavour to have the setup completed 30 minutes prior to the ceremony or event. If ample time is not allowed for the setup and removal of equipment, KTM Event Management will not be held responsible for anything that does not go to plan.
  • Removal of equipment will commence 1 hour and 30 minutes after the booked ceremony start time. If time is to be extended, a rate of $75 per 30 minutes will apply.

Storage

  • If items are left at the end of the ceremony/event, KTM Event Management will endeavour to bring them back to the warehouse. KTM Event Management will not be held liable for any lost or damaged property. The items must be collected within 7 days of the event date or will be disposed of. Written requests to hold items will incur a storage fee of $30 per week.

Copyright

  • Any information provided by KTM Event Management or photos taken of our equipment and services may not be used by the client or their guests or its other service providers for commercial purposes unless prior written consent is given.

Use of Images

  • The client consents to KTM Event Management staff taking images of the ceremony or event setup only. No images will be taken of your event/ceremony whilst in progress, or in any obtrusive manner. Please let KTM Event Management know in writing if you object to the use of the images for public use.

Exclusions and Limitations

  • KTM Event Management may make certain recommendations to you. Any such recommendation is purely a suggestion; the ultimate decision lies with the client.

Force Majeure / Liability

  • Certain events, beyond the reasonable control of KTM Event Management, may inhibit us from fulfilling our duties and obligations. KTM Event Management will not be held liable for events beyond our reasonable control in conjunction with Force Majeure.
  • In the occurrence of a Force Majeure Event, KTM Event Management is not liable to the hirer for, and is released from liability in respect of: failure or delay to deliver for any reason.

Credit Card Details

  • Credit card details are required to be filled out on the hirer’s quote/invoice for security bond purposes. These credit card details are kept for security only, should any breakages, damages, or missing items occur as a result of the hirer’s event. Your credit card will not be charged without notification from KTM Event Management. KTM Event Management can provide replacement costs at the hirer’s request.