Services Terms & Conditions

Event Plans and Confirmation

For any booking enquiry you will receive an Event Plan which is valid for 14 days from the date sent. The Event Plan will outline details of proposed event such as date, time, venue (if known), experience, added extras, basic run sheet and quoted price.

Please note that a venue finding fee may apply.

Your booking will be confirmed when Directors of the Extraordinary (DoE) receives:

  • Signed event plan
  • Deposit amount due as requested and invoiced

 

Staffing

  • Event investment is based on staffing for the duration of the experience, not the event.
  • If your run sheet requires DoE staff for longer than experience times, additional fees may occur
  • Bump in or out may incur additional fee if required more than 1.5 hours outside of experience delivery times
  • If, on the day, additional staff hours are required beyond what is agreed in the event plan, additional fees will apply and be invoiced the next business day requiring payment within 7 days

 

Details of the booking with DoE will be based on the signed event plan. In the event of changes to this information, DoE reserves the right to re-estimate the event costs as required.

 

Final Event Payment and Details

Final event payment is required two weeks prior to event date. All event details will be required at this time including final run sheet, venue details and additional extras.

 

Final Participant Numbers

Final participant numbers are required one week prior to event date. Participant increases can be accommodated after this date and if moving tier, the additional cost will be invoiced and require payment prior to event date. A decrease in numbers after this time will not incur a refund.

 

Postponement and Cancellation

In the situation where a request is made to postpone your event with DoE, rescheduling is strictly subject to availability and must be within 3 months of original date.

The following charges apply for postponement and cancellation:

 

14 working days or less prior to the event date:
  • 100% of the event fee will be charged to cover cost associated with the delivery of the event on the original date and loss of income through holding the booking for the client, plus
  • 100% of any associated event delivery costs, where already incurred, such as travel, accommodation, event consumables etc, plus
  • 100% of any associated event costs where DoE is liable to suppliers on behalf of the client such as Venue Hire, Catering, Transfers etc.

 

15-30 working days prior to the event date:
  • 75% of the event fee will be charged to cover cost associated with the delivery of the event on the original date and loss of income through holding the booking for the client, plus
  • 100% of any associated event delivery costs, where already incurred, such as travel, accommodation, event consumables etc, plus
  • 100% of any associated event costs where DoE is Liable to suppliers on behalf of the client such as Venue Hire, Catering, Transfers etc.

 

30 working days or greater prior to the event date:
  • 25% of the event fee will be charged to cover cost associated with the delivery of the event on the original date and loss of income through holding the booking for the client, plus
  • 100% of any associated event delivery costs, where already incurred, such as travel, accommodation, event consumables etc, plus
  • 100% of any associated event costs where DoE is Liable to suppliers on behalf of the client such as Venue Hire, Catering, Transfers etc.

 

A postponement for a different type of event is classed as a cancelation and a new booking, as such the cancellation terms will be applicable.

 

Event Liability and Related Insurance

DoE holds Public Liability Insurance up to $20 million. DoE’s Public Liability Insurances does not cover transport of the participants to and from the event location.

 

Event Conduct

DoE retains a high degree of skill and professionalism to ensure adequate standards in safety and welfare for participants are met.

As the client you hold responsibility for the conduct of your participants and agree to indemnify DoE and our Partners for any liability, loss, claim or proceedings in respect to any loss or damage to property or equipment caused by any and all participants. You understand that you are responsible for complying with all laws during the course of your event and DoE is not responsible for ensuring same.

 

Event Damages

DoE provides a range of high-quality equipment and resources for participant’s use during the delivery of our experiences. In the event of damage, other than fair wear or loss of equipment, through participant miss-use or neglect, you as the client accept responsibility on behalf of your employees and your entire party and will be liable for all associated costs for the repair or replacement of equipment and resources. DoE holds no responsibility for the conduct of your participants in association to venue hire or use of space for our experiences. Referring to hire agreements with venues and spaces, you understand that you will be held responsible for any damages which incur as a result of your participants other than normal wear and tear. This might include, but is not limited to, damage to any equipment rented by you and set up by you or a third party on the event site or venue. Any damage to DoE equipment that is incurred will result in a charge for same.

 

Event Content

By accepting these terms and conditions you grant DoE a royalty free, perpetual license to publish testimonials, company logo and case studies about your company and event for marketing purposes on the DoE website, social media and printed collateral. You give permission for DoE to post photos and video taken at your event on DoE social media pages. You can withdraw permission at any time, provided in writing to DoE.

 

Special Terms for Multi-Event Package Bookings

 

Payment

At the time of confirmation of your multi-event package an initial package deposit invoice of $1,000 ex GST per event (Gold: $7,000, Silver: $5,000, Bronze: $3,000) will be issued, payable within 30 days.

For each event, final numbers and event pricing will be confirmed no later than 4 weeks prior to the event and an event invoice will be issued (minus $1,000 ex GST from the initial package deposit).

 

Opt-out Option

If, after the first Directors of the Extraordinary event you are unconvinced and wish to opt-out of future events, we will reimburse the initial package deposit minus $1,000 ex GST.

 

Individual Events

All event booking terms and conditions (as above) are applicable to individual events booked under a multi-event package.

 

Governing Law and Jurisdiction

This agreement is governed by and construed in accordance with the laws in force in Australia and each party submits to the non-exclusive jurisdiction of the courts of that Country.