Party Hire Terms & Conditions
Flash Mob Entertainment, Haus of Flash Ltd, OUT & PROUD Taranaki Charitable Trust (the "Company")
1. Enquiry/Booking T&Cs
2. Photo Booth, DJ & Equipment T&Cs
1. Enquiry/Booking Terms & Conditions
All enquiries and questions can be made via phone, email or Facebook. Booking of our services will only be accepted through our online booking form any contact made through our Facebook page, email or phone or through the owner’s personal pages you will be advised to book
Phone enquiries need to be treated as verbal/basic questions as below.
All enquiries which are verbal or basic questions (phone or face to face) will only stand for 48 hours, formal written quotes are valid for 7 days and deposits on our invoices to secure your booking need to be made within 7 days from issue.
During these times you can expect our times, dates and services as well as our subcontractor's/artist's to be held for you, after this time we cannot guarantee that what has been discussed can still go ahead. We will send you one follow-up email as a reminder as your cut off time approaches, but please do not expect that we are able to fulfil your booking when your time has lapsed.
These new T&Cs have been put in place due to the increase in business and inquiries received over wedding/summer season and while we will always do all we can to accommodate your requests we do largely run on a first in, best dressed basis where the first secured booking gets to choose and any other booking for the same day will need to be worked around that one. With our multiple booths, we shouldn't have too much trouble but our subbies/artists are only one person so their time needs to be managed properly.
Thanks for taking the time to read this folks, its important people understand that we are unable to pencil in or hold bookings for anyone and our need to plan and organise the multiple events we attend is just as important as planning your own.
Please note below T&Cs and information in regards to all email and messenger communication with the Company:
“This e-mail and any attachments may contain confidential and
privileged information. If you are not the intended recipient, please notify the
sender immediately by return e-mail, delete this e-mail and destroy
Any dissemination or use of the information contained by a person other
than the intended recipient, or sharing the information to other persons or on public forums is unauthorised and may be illegal.
Please note that this communication does not designate an information system for the purposes of the Electronic Transactions Act 2002.”
2. Photo Booth, DJ & Equipment Terms & Conditions
The “Customer” agrees to the following terms & conditions of hire when hiring our “Equipment” from the Company.
1.0 Hire Period: The hire period commences at the time stated in the booking form. The hire period shall terminate at the time and date stated in the booking form. If the hire period needs to be extended then an additional hourly charge will be applicable unless previously discussed. If hire period is for a duration 4 hours or more, it would be appreciated if our staff could be given a meal or plate of food if possible. Please advise if this would be possible.
2.0 Hire Charges: Equipment is normally hired on an hourly basis. In the absence of special rates to the contrary, the equipment is hired for a standard minimum 2 hour period or as agreed. The minimum charge for any hire will be as per the rates outlined in the company’s price list. The hire period, and corresponding rate, applies from the operational start time of the equipment until the operational end time. Set up and pack down time is not included in the specified operational time and is treated as complimentary.
3.0 Deposit: A deposit is required immediately with a 7 day invoice to secure a booking with balance being payable one week prior to the hire period. The deposit payment forms part of the total payment due for the hire and is different from the bond payment (if a bond is applicable). Refund and cancellation terms outlined in section 10 of this document. If booking total amount is under $500 or part of a special/deal/discount, this amount will be paid in full to serve as securing booking and making full payment. IMPORTANT: Your booking date is NOT secured unless you pay within the 7 days of the invoice being issued. Your date may be offered to another customer after this time.
4.0 Refundable Bond: A refundable bond may be payable for Equipment hire, as outlined in the quote, and will be refunded if the Equipment is returned in good order and working condition. If the Equipment is returned with damage, or missing items, the bond will be retained by the company.
5.1 Full payment must be made prior to operation of the hire Equipment. We accept bank transfer and cash.
5.2 Incomplete payments (unless arranged prior) will result in the cancellation of equipment being hired with any non-refundable deposits being retained by the Company.
5.3 Overdue payments exceeding 2 calendar months will incur a 10% penalty fee added to the outstanding amount. Outstanding payments falling outside 6 months overdue will be referred to our debt recovery agency. The customer will be liable for any fees or charges incurred.
5.4 If you are intending on using free vouchers, discounts, member incentives or other methods of payment other than cash/bank transfer, this needs to be advised at the time of initial inquiry, beyond this cash will be expected, particularly in our peak seasons. All other must be arranged prior to invoicing and confirmation.
5.5 For corporate clients, please ensure you have our latest bank account, GST and contact details according to the invoice we send to you. Any fees or charges due to incorrect information used will not be the responsibility of the Company. If there is a process involved with registering as a provider and filling out paperwork, obtaining purchase order numbers, please ensure this is clearly communicated and provided BEFORE invoice is issued. If Witholding Tax is a condition of booking, a 20% fee will apply to the total invoice additional to GST.
5.6 We do not accept cheque as payment.
5.7 Short notice bookings of under 14 days until event must be paid in full no later than 48 hours before the date of the event.
6.0 Delivery and Removal of Equipment
6.1 The Customer authorises the Company to bring its vehicles onto their property to deliver and collect the Equipment. The Company shall not be responsible to the Customer or any third parties for any damage that may be done to driveways, grass areas, underground services, or anything else.
6.2 The Customer, or a nominated responsible person, shall be present at the delivery address to acknowledge receipt of Equipment hired.
7.0 Customer Responsibilities:
7.1 The Customer shall take proper care of the Equipment if the Company’s staff is not present on site and shall indemnify the Company against any damage or loss or theft. The Customer must reimburse the company in full for any damage or loss immediately upon termination of the hire.
7.2 The Equipment does not purport to be new or equal to new but when sent out all items are understood to be good condition and fit for normal purposes.
7.3 The Customer is aware of the booking times and should not allow for any person other than the Company’s staff to move, turn on or operate the Equipment without the express permission of the Company. Doing so may cause your booking to be cancelled with no refund and removal of the Equipment from the premises immediately. The Company must be notified if you required Equipment to be moved prior to moving it.
8.0 Damage to Property and/or Person Upon Hiring: The Customer hereby accepts responsibility for the loss or damage to property and/or injury to any person/s resulting from the installation, dismantling, use or operation of the Equipment and hereby indemnifies the Company against any claims which may arise from any person/s.
8.1 Abuse and harassment of the Company’s staff may result in the booking being cancelled and the Equipment being removed immediately and no refund offered. Poor behaviour towards the Company’s sub-contractors, owners, staff and representatives will not be tolerated.
8.2 Due to recent events we may not be taking on bookings that are predominantly for children under 13 years old. This includes school discos. This will be at the Company’s discretion.
9.0 Loss or Damage of Equipment Upon Hiring: The Customer hereby accepts full responsibility in the event that the Equipment is lost or damaged beyond repair and will be liable for the full replacement cost plus any additional costs that the company may incur in replacing the product.
9.1 Repeated misuse or the threat of danger to the Equipment may result in the booking being cancelled and the Equipment being removed immediately and no refund offered.
9.2 If any incident should occur with the Equipment in between it being set up at the venue until staff arrive to operate it, it is your responsibility to contact the Company on 022 657 9624 to advise immediately. If we arrive to operate and there has been an incident with the Equipment, the time used to fix will not be made up and will be used against your hireage time. Let us have the opportunity to handle any issues before we are supposed to run your service.
10.0 Cancellation of Hire: If the Customer for any reason, terminates a booked hire, irrespective of whether a bond has been paid or not, then the following fees will apply: If cancelled with over 21 days of delivery and/or event date – 100% of deposit. If cancelled within 14-21 days of delivery and/or event date – 50% of total invoice value. If cancelled 7-14 days of delivery and/or event date – 25% of total invoice value. If cancelled under 7 days of delivery and/or event date – 0% of total invoice value. In any circumstances where cancellation occurs and the Company has incurred additional costs such as loading of vehicles, transportation of Equipment, hireage of additional props or costumes, or utilisation of labour, then additional fees may also be incurred by the Customer.
10.1 Covid-19 and/or other pandemic: We will not be offering refunds but will give credit of monies paid to date and be as available as possible for new dates.
11.0 Company’s Right to Terminate Hire: The Company may terminate the hire at any time without providing any reason for so doing, either verbally or in writing. The Company will not be responsible to the Customer for any loss they may claim to have suffered in respect of such termination aside from refund of monies paid by Customer should T&Cs have been breached.
Full refunds will be given should the hire need to be cancelled by the Company due to illness, injury or emergency. We will advise at our earliest convenience in this case.
12.0 No Warranties by Company:
12.1 The Company makes no warranty or representations to the state, quality, or fitness of any Equipment for any particular purpose and no such warranty shall be implied from the description of the equipment on the quote. All implied warranties and conditions as to the state, quality or fitness of the Equipment for any purpose are hereby excluded.
12.2 The Customer shall, forthwith on request by the Company advise the Company the whereabouts of the Equipment and allow the Company, its agents, or employees reasonable time to inspect and test the Equipment and for such purposes the Customer hereby gives irrevocable leave and license to the Company and its employees and agents to take possession of and remove the same and to enter upon any premises where the Equipment of any of the same or any part thereof may be.
13.0 No assignment of equipment or agreement The Customer shall not sublet the Equipment to any other person. All of the Company's bookings are direct and we will not work with third parties and will only directly deal with the Customer and not through another party unless agreement has been made.
14.0 Copyright/Sharing/Use of Images: (inclusive of photographs taken by the booth and operators for) created by the Equipment and operators are the joint property of the Company and the Customer and may be freely used for promotional purposes on print, video and digital medias by the Company. The link provided to access digital images is unique and ONLY for the use of the Customer, it will be at the Customer's discretion to share album links.
The link will be live and accessible by the Customer for 14 days only, access will then be removed by the Company. If the link has not been provided by the Company to the Customer within 10 days of the event ending, it is the Customer’s responsibility to contact the Company in case of error with email address input. Files will be deleted from local harddrives on the 14th day and will ONLY be accessed through the website link, so please ensure you have received all you expect within the 14 days as we cannot guarantee retrieval of images after this time.
The digital images for each booking will only be kept and archived for 2 months from the date of the event. After this time, the folders will be completely deleted, it will be the Customer’s responsibility to create their own back ups during the time of having access to the link.
No responsibility will be taken or refunds given by the Company for loss of images due to exceeding any of the timeframes given above.
15.0 Branding of Photo Strips: The resulting photo strips produced by the Equipment, both digital and physical, shall display the Company’s details unless arrangement is made for customised branding in which case full credit must be made to “Flash Mob Entertainment” when the Customer reproduces or publishes any image from the Equipment and an additional fee of $250 shall be incurred where the Company's branding is removed from our products.
16.0 Fundraising/Contra/Sponsored Bookings: Any bookings where we have offered our services at discounted, free, bartered or cost for commercial, charity or fundraising purposes will be deemed as “sponsorship” and any advertising or marketing material for the event will include a logo supplied to you by us upon booking confirmation. All use of our images with also follow the copyright and branding requirements as above.
17.0 Health & Safety: All of our staff and performers will be complying with all Government regulated conditions and will also comply with other such rules and laws that may coincide with the venue, location, owner, festival director, alcohol and traffic management.