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TERMS & CONDITIONS

Luna Event Co

These Terms & Conditions apply to all products and services supplied by Jaztranz Pty Ltd as trustee for the Jaztranz Trust trading as Luna Event Co (ABN 35 901 858 162) (“Luna Event Co”, “we”, “us” or “our”).

By accepting a quote, paying a deposit or invoice, confirming a booking in writing, or otherwise instructing Luna Event Co to proceed with an event, the Client agrees to these Terms & Conditions.

The Terms applying to a booking are those provided or made available to the Client at the time the booking is confirmed.

1. BOOKINGS & CONFIRMATION

Quotes are subject to availability and do not reserve an event date, equipment, staff or production capacity.

Unless otherwise agreed in writing, a booking is confirmed only once:

  • the required deposit has been received; and

  • Luna Event Co has confirmed the booking.

A 50% deposit is generally required to secure a booking, with the remaining balance due 14 days prior to the event.

Bookings made within 14 days of the event date require payment in full unless otherwise agreed in writing.

Luna Event Co may require different payment terms for large-scale, multi-day, interstate, custom-production or corporate bookings. Where different terms are stated on a quote or invoice, those terms will apply.

2. PRICING & GST

Unless stated otherwise, all prices are exclusive of GST.

Pricing is based on the information provided at the time of quotation, including event date, location, service hours, guest numbers, quantities, access, staffing, equipment, branding and scope.

Changes to any of these details may result in additional charges.

Any applicable credit card surcharge will be disclosed at the time of payment.

3. QUOTE VALIDITY

Unless otherwise stated, quotes are valid for 30 days from the date of issue.

A valid quote does not guarantee availability. Event dates, equipment, staff and production capacity are allocated only once a booking has been confirmed.

CANCELLATIONS, RESCHEDULING & CUSTOM PRODUCTION

4. CANCELLATION BEFORE PRODUCTION COMMENCES

Where a Client cancels a booking before custom production has commenced:

More than 30 days before the event

The Client may elect to receive:

  • a refund of amounts paid; or

  • a credit toward another event,

less any non-recoverable third-party costs already incurred specifically for the booking.

Between 14 and 30 days before the event

Amounts paid may be retained as a credit for use toward a replacement event within 12 months of the original event date.

Any non-recoverable third-party costs already incurred remain payable and will be deducted from the credit.

Within 14 days of the event

Due to staffing, stock, transport, supplier, production and operational commitments made in preparation for the event, amounts paid are non-refundable.

Any additional amounts already reasonably incurred or irrevocably committed by Luna Event Co in relation to the booking also remain payable.

Nothing in this section limits any rights that cannot legally be excluded under the Australian Consumer Law.

5. CUSTOM & BRANDED PRODUCTION

Many Luna Event Co activations are created specifically for an individual Client and event.

Custom production may include, but is not limited to:

  • vinyl wraps and decals;

  • printed signage;

  • custom carts or structures;

  • branded cups, cans, bottles or packaging;

  • printed food packaging;

  • labels and stickers;

  • uniforms;

  • custom signage or styling;

  • fabricated components;

  • branded promotional items;

  • specially ordered ingredients or products;

  • printed collateral;

  • client-specific colours, graphics or finishes; and

  • other goods or materials ordered, printed, fabricated or prepared specifically for the event.

Once Luna Event Co has commenced custom production, placed custom orders with suppliers or committed to event-specific production, the booking is considered to have entered Production.

Where a Client cancels or changes an event after Production has commenced, amounts already paid are non-refundable in connection with that Client-initiated cancellation or change.

This reflects the custom nature of the booking and the costs, labour, supplier commitments and production capacity already allocated to the event.

Where appropriate, Luna Event Co will endeavour to transfer usable custom items to a replacement event date in accordance with the Rescheduling provisions below.

Nothing in these Terms excludes any remedy or refund to which a Client is legally entitled under the Australian Consumer Law.

6. RESCHEDULING

We understand that event dates sometimes change.

Subject to availability, Luna Event Co may permit a confirmed booking to be transferred to a new event date.

The replacement date must generally take place within 12 months of the original event date unless otherwise agreed.

Rescheduling fees

Where a confirmed event is rescheduled at the Client's request, the following administration and rebooking fee will ordinarily apply:

  • Booking value up to $3,000 + GST: $250 + GST

  • Booking value $3,001–$7,500 + GST: $450 + GST

  • Booking value $7,501–$15,000 + GST: $750 + GST

  • Booking value above $15,000 + GST: from $1,000 + GST, with the final fee confirmed according to the scale and complexity of the booking.

The rescheduling fee covers the additional administration, production coordination, staffing changes, scheduling, storage and logistics involved in moving a confirmed activation.

Additional costs may also apply where rescheduling results in unavoidable costs including:

  • artwork or signage requiring reproduction because it contains an event-specific date or location;

  • perishable or time-sensitive stock;

  • supplier amendment fees;

  • accommodation or travel changes;

  • freight or courier changes;

  • staffing cancellation charges;

  • additional storage;

  • venue-related requirements; or

  • replacement of items that cannot reasonably be reused on the new date.

These costs will be communicated to the Client where applicable.

Availability

Rescheduled dates are subject to Luna Event Co's availability.

The new event date is not confirmed until Luna Event Co confirms acceptance in writing.

Pricing changes

If the replacement event falls in a later pricing period, different location, weekend/public holiday period or otherwise results in increased supplier, staffing, transport or operational costs, the Client must pay any applicable difference.

Further rescheduling

The above policy provides for one transfer of the original booking.

Any subsequent request to change the replacement date is subject to Luna Event Co's approval and may attract an additional rescheduling fee and any associated costs.

7. EVENT SCOPE & CHANGES

The Client must notify Luna Event Co as soon as possible of any proposed changes to:

  • event date;

  • event location;

  • operating times;

  • bump-in or bump-out times;

  • guest numbers;

  • quantities;

  • activation type;

  • branding;

  • equipment;

  • staffing;

  • menu;

  • venue access; or

  • any other aspect of the confirmed booking.

Changes are not confirmed until accepted by Luna Event Co in writing.

Changes may incur additional charges and are subject to staff, equipment, supplier and production availability.

8. FINAL NUMBERS & QUANTITIES

Unless otherwise specified, final guest numbers and quantities for standard services are required at least three working days before the event.

For custom, branded or pre-produced items, quantities must be finalised in accordance with the production deadline specified in the quote or correspondence.

Once items have entered Production, quantities cannot generally be reduced and the originally confirmed quantity remains payable.

Requests to increase quantities are subject to supplier, staffing, stock and production availability and may incur additional charges.

BRANDING & ARTWORK

9. ARTWORK DEADLINES

Artwork deadlines vary depending on the type of production required.

Custom activations commonly require approximately 3–4 weeks of production time, while some items may require longer.

The applicable artwork deadline will be communicated as part of the booking process.

Where artwork is not supplied and approved by the required deadline, Luna Event Co may:

  • use an alternative branding method;

  • charge an applicable rush fee;

  • modify the proposed branding;

  • supply the activation without branding; or

  • advise that the requested customisation can no longer be produced in time.

This does not constitute a cancellation of the overall booking.

10. ARTWORK APPROVAL

The Client is responsible for carefully reviewing artwork proofs supplied by Luna Event Co.

Once artwork has been approved by the Client, Luna Event Co may immediately commence production.

The Client is responsible for errors contained within artwork it has supplied or approved, including spelling, dates, colours, logos, contact information and other content.

Colour reproduction can vary between digital screens, printers, vinyl, packaging and other production methods. Reasonable colour variation does not constitute a defect.

11. INTELLECTUAL PROPERTY & CLIENT ARTWORK

The Client warrants that it holds all necessary rights, licences and permissions to reproduce any logo, artwork, trademark, photograph, design, wording or other material supplied to Luna Event Co.

The Client authorises Luna Event Co and its suppliers to reproduce that material solely for the purpose of fulfilling the booking.

The Client is responsible for any third-party claim arising from material supplied by the Client without the necessary authority or permission.

EVENT OPERATIONS

12. VENUE ACCESS & CLIENT RESPONSIBILITIES

The Client must provide accurate information regarding the venue and operating environment prior to the event.

This includes information regarding:

  • stairs;

  • lifts;

  • loading docks;

  • loading zones;

  • vehicle restrictions;

  • parking;

  • security procedures;

  • inductions;

  • access times;

  • access dimensions;

  • floor surfaces;

  • venue restrictions;

  • power availability;

  • water access where required;

  • indoor or outdoor operation; and

  • any other factor that may affect delivery, setup, operation or collection.

The Client is responsible for obtaining any venue approvals, permits or permissions required for the activation unless Luna Event Co has expressly agreed to arrange them.

Additional labour, transport, waiting time, equipment, parking or other expenses arising from inaccurate or undisclosed venue information may be charged to the Client.

13. POWER & UTILITIES

Where Luna Event Co requires electrical power, water or other utilities to operate an activation, the Client must ensure the required facilities are available and accessible.

Specific power requirements will be advised where applicable.

Where dedicated electrical circuits are requested, they must not be shared with other equipment.

Luna Event Co is not responsible for delays or inability to operate equipment caused by inadequate, inaccessible, overloaded or unsafe venue power or utilities.

Where practicable, alternative arrangements such as generator hire may be offered at an additional cost.

14. OUTDOOR EVENTS & WEATHER

For outdoor events, the Client must provide a safe, level and suitable operating location.

Adequate shelter may be required to protect staff, food, electrical equipment and activation equipment from rain, wind, excessive heat or other weather.

Luna Event Co reserves the right to delay, relocate, suspend or cease operation where conditions create a safety risk to staff, guests or equipment.

Where service is affected by ordinary weather conditions and Luna Event Co remains ready and able to provide the booked services safely, this will not constitute a cancellation by Luna Event Co.

Severe events outside either party's reasonable control are dealt with under the Force Majeure section of these Terms.

15. DELIVERY, SETUP & COLLECTION

Delivery and collection charges are based on the information available when the quote is prepared.

Additional charges may apply where access conditions, waiting times, parking, loading requirements, equipment volume or event changes differ materially from the information originally provided.

Unless agreed otherwise, Luna Event Co requires reasonable access before and after the event for setup and pack-down.

16. CLIENT OR VENUE DELAYS

Booked service times are based on the confirmed event schedule.

Delays caused by the Client, venue, security, access restrictions, event organisers or other circumstances outside Luna Event Co's reasonable control do not automatically extend the booked service period.

Where our staff and equipment are available to remain beyond the scheduled finish time, additional staffing and service charges may apply.

Waiting time caused by delayed venue access, incomplete event spaces, security clearance or other Client or venue delays may also be charged.

17. STAFFING

Where staffing is included, the number and hours of staff will be detailed in the quote or booking confirmation.

Additional staff hours required because of changes to the event schedule, increased service requirements, venue delays or other Client-requested changes may be charged at the applicable rate.

Applicable penalty rates, public holiday rates, overtime, regional staffing or accommodation costs may also apply where relevant.

18. EQUIPMENT & PRODUCT SUBSTITUTION

While Luna Event Co will use reasonable endeavours to provide the exact equipment, presentation, ingredients and products quoted, unforeseen circumstances may occasionally make an item unavailable.

Where necessary, Luna Event Co may substitute an item, product, ingredient, piece of equipment or staff member with a reasonably comparable alternative.

Where a material change is required, we will endeavour to notify the Client as soon as reasonably practicable.

19. EQUIPMENT FAILURE

Luna Event Co maintains its equipment and takes reasonable steps to ensure equipment is operational prior to events.

If unforeseen equipment failure occurs, Luna Event Co will use reasonable endeavours to repair the equipment, replace it, provide a comparable alternative or otherwise minimise disruption to the activation.

Nothing in this section limits the Client's rights under the Australian Consumer Law.

FOOD & BEVERAGE

20. DIETARY REQUIREMENTS & ALLERGENS

Where Luna Event Co supplies food or beverages, known dietary requirements should be provided at least seven working days before the event or by any earlier production deadline communicated to the Client.

We will make reasonable efforts to accommodate agreed dietary requirements.

However, unless expressly confirmed otherwise, food and beverages may be prepared, stored or handled in environments where allergens are present.

We cannot guarantee a completely allergen-free environment.

Guests with severe allergies should exercise appropriate caution and notify event staff where relevant.

21. UNUSED FOOD, BEVERAGES & CONSUMABLES

Unless otherwise agreed, quantities quoted are supplied for service during the booked activation.

Unused ingredients, consumables and products remain the property of Luna Event Co except where they are specifically purchased by the Client as individually supplied items or otherwise agreed in writing.

Food safety considerations may prevent certain leftover food or beverages from being provided to the Client following service.

EQUIPMENT RESPONSIBILITY

22. DAMAGE OR LOSS

The Client is responsible for loss or damage to Luna Event Co equipment caused by the Client, its employees, guests, contractors, venue personnel or other persons under the Client's control.

This excludes fair wear and tear, inherent equipment faults and damage caused by Luna Event Co personnel.

Repair or replacement costs may be charged to the Client.

23. UNATTENDED & OVERNIGHT EQUIPMENT

Where Luna Event Co equipment remains onsite outside our staffed service period, the Client must take reasonable steps to protect it from:

  • theft;

  • vandalism;

  • unauthorised use;

  • guests;

  • weather;

  • water damage; and

  • other foreseeable risks.

Where overnight security has been agreed as the Client's responsibility, the Client remains responsible for ensuring appropriate security is maintained.

Loss or damage occurring while equipment is left in the Client's or venue's care may be charged to the Client, except to the extent caused by an inherent fault or Luna Event Co.

CIRCUMSTANCES OUTSIDE OUR CONTROL

24. FORCE MAJEURE

Neither party will be liable for delay or failure to perform an obligation where that delay or failure results from circumstances outside its reasonable control.

This may include severe weather, natural disaster, fire, flood, government restrictions, epidemic or pandemic, industrial action, road closures, civil disturbance, terrorism or other events which could not reasonably have been prevented.

Where an event cannot proceed because of such circumstances, Luna Event Co and the Client will use reasonable endeavours to agree on a replacement date.

Amounts already spent or irrevocably committed to custom production, suppliers or other event-specific costs are non-refundable, subject always to rights that cannot be excluded under applicable law.

Any remaining transferable value may be applied to an agreed replacement event within 12 months, subject to availability, rescheduling costs and any difference in pricing.

25. CANCELLATION BY LUNA EVENT CO

If Luna Event Co is unable to provide a material part of the confirmed booking due to circumstances within our reasonable control, we will work with the Client to provide an appropriate alternative, replacement service, reschedule, credit or refund where applicable.

The appropriate remedy will depend on the circumstances and any rights available under the Australian Consumer Law.

PAYMENT & ACCOUNTS

26. OVERDUE ACCOUNTS

Invoices must be paid by the due date stated on the invoice.

Where an account remains unpaid beyond the agreed payment terms, Luna Event Co may charge interest at 2% per month or part thereof on the overdue balance, subject to applicable law.

The Client may also be responsible for reasonable costs incurred in recovering overdue amounts where legally recoverable.

PHOTOGRAPHY & MARKETING

27. EVENT PHOTOGRAPHY

Unless the Client advises us otherwise in writing prior to the event, Luna Event Co may photograph or film its own equipment, styling and activation setup for use in our portfolio, website, social media and marketing.

We will use reasonable care when publishing event imagery and will not intentionally feature identifiable guests prominently without appropriate permission.

Clients with confidential launches, embargoed products or photography restrictions must notify Luna Event Co prior to the event.

PRIVACY

28. PRIVACY

Personal information collected in connection with enquiries and bookings is handled in accordance with Luna Event Co's Privacy Policy and applicable privacy laws.

Our current Privacy Policy is available on our website.

AUSTRALIAN CONSUMER LAW

29. CONSUMER GUARANTEES

Nothing in these Terms excludes, restricts or modifies any consumer guarantee, right or remedy under the Australian Consumer Law or any other applicable law where that right or remedy cannot legally be excluded, restricted or modified.

Any exclusion, limitation, cancellation provision or non-refundable payment provision contained in these Terms operates only to the extent permitted by law.

GENERAL

30. ENTIRE BOOKING AGREEMENT

The confirmed quote, invoice, written booking correspondence and these Terms together form the agreement between Luna Event Co and the Client.

Where a specific written term in an accepted quote conflicts with these general Terms, the specific written term applying to that booking will prevail to the extent of the inconsistency.

31. CHANGES TO THESE TERMS

Luna Event Co may update these Terms from time to time for future bookings.

Unless otherwise agreed, amendments made after a booking has been confirmed do not retrospectively change the Terms applying to that booking.

32. GOVERNING LAW

These Terms are governed by the laws of Victoria, Australia.

The parties submit to the jurisdiction of the courts and tribunals of Victoria and any courts competent to hear appeals from them.

33. CONTACT

For questions regarding a booking or these Terms, please contact:

Luna Event Co
6/51–53 Duoro Street
North Geelong VIC 3215
hello@lunahire.com.au

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