The Catch-Up Club Terms & Conditions
Last updated: 12 June 2026
These Terms & Conditions apply to The Catch-Up Club, a recurring catch-up planning service offered by The Gathering Co.
By submitting an enquiry, completing a group survey, paying a setup fee, commencing a subscription, paying an annual plan, or participating in a Catch-Up Club group, you acknowledge that you have read, understood and agree to these Terms & Conditions.
ABOUT THE CATCH-UP CLUB
1
The Catch-Up Club is a planning and coordination service designed to help groups of friends, families and loved ones gather more regularly.
The service may include support with group surveys, availability, catch-up ideas, planning rhythm, invitations, reminders, booking coordination, supplier communication, event suggestions, activity ideas, picnic options and other planning details.
The Catch-Up Club is not an all-inclusive event package. Unless specifically quoted and agreed in writing, the subscription or annual fee covers planning and coordination only. Food, drinks, event tickets, venue hire, catering, picnic setups, physical invitations, postage, activity materials, transport, accommodation and third-party supplier costs are separate.
GROUP LEAD
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Each Catch-Up Club group must have one nominated group lead.
The group lead is the main contact for The Gathering Co and is responsible for:
submitting the initial enquiry
confirming the group’s preferred plan
paying the setup fee, subscription or annual fee
receiving invoices or payment links for any additional costs
sharing relevant information with group members when needed
confirming approvals, bookings and decisions on behalf of the group, unless otherwise agreed
The group lead may choose to split costs privately with the group, but The Gathering Co is not responsible for collecting the base subscription fee from individual group members unless agreed in writing.
GROUP MEMBERS
3
Group members may be asked to complete a survey so The Gathering Co can understand the group’s availability, preferences, location, budget, contact details, dietary requirements, accessibility needs and preferred catch-up styles.
By completing the group survey, group members agree that the information they provide may be used by The Gathering Co to help plan and coordinate catch-ups for that group.
Group members may receive communication from The Gathering Co about the group’s catch-ups, including invitations, reminders, event details, payment information, changes and follow-up communication.
Group members are responsible for ensuring the information they provide is accurate and up to date.
TERMS AND CONDITIONS AGREEMENT
GROUP SIZE
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Standard Catch-Up Club pricing includes planning support for one group of up to 8 people.
Groups larger than 8 people may be accepted by enquiry and may require a custom quote, depending on the number of people, level of coordination required and type of catch-ups requested.
The Gathering Co may choose to honour standard pricing for slightly larger groups at its discretion, but this is not guaranteed.
SETUP FEE
5
All Catch-Up Club groups require a one-time group setup fee of $150.
The setup fee is payable before the group survey is issued and before group setup begins.
The setup fee covers the initial administration required to create and prepare the group’s planning profile, which may include:
preparing and sending the group survey
creating the group profile
setting up internal tracking for the group
reviewing and collating group responses
noting availability, locations, preferences and budgets
recording dietary, accessibility or other relevant details
identifying a suitable planning rhythm
preparing the initial planning direction
The setup fee is separate from any monthly subscription fee, annual planning fee, third-party costs, supplier costs, experience costs, venue costs, catering, picnic setups, physical invitations, postage or other additional costs.
The setup fee is non-refundable once The Gathering Co has commenced the setup process.
After the setup fee is paid, The Gathering Co will create the group profile and issue the group survey. Once survey responses have been reviewed, The Gathering Co will confirm the suggested planning rhythm and ongoing planning fee with the group lead. Ongoing planning will not commence until the selected monthly subscription or annual planning fee has been paid or otherwise agreed in writing.
PLANS AND PRICING
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The Catch-Up Club is priced according to the planning rhythm selected for the group.
Because each group’s needs, availability and preferred rhythm may vary, the ongoing planning plan is usually confirmed after the group survey responses have been received and reviewed.
Current founding pricing is:
Seasonal Plan
4 catch-ups per year.
$44 per month
or
$444 per year
Every Other Month Plan
6 catch-ups per year.
$66 per month
or
$666 per year
Monthly Plan
12 catch-ups per year.
$111 per month
or
$1,111 per year
All groups are also required to pay the one-time $150 setup fee. The setup fee is payable before the group survey is issued and is separate from the monthly subscription fee or annual planning fee.
Prices may change in future. Any pricing changes will not affect an active paid period that has already been confirmed, unless otherwise agreed.
For monthly subscriptions, The Gathering Co will provide reasonable notice before any price change applies to future billing periods. If a group does not wish to continue at the updated price, they may cancel their subscription before the new pricing takes effect.
For annual plans, any price change will only apply at renewal or if the group changes plans, unless otherwise agreed in writing.
WHAT IS INCLUDED IN PLANNING FEE
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The Catch-Up Club planning fee covers the ongoing planning and coordination support for the group’s agreed catch-up rhythm.
Depending on the plan chosen and the type of catch-up being arranged, this may include:
catch-up ideas based on the group’s preferences, location, budget and availability
suggesting suitable dates, times, venues, activities or event options
invitation wording or invitation coordination
reminder communication
booking coordination
supplier, venue or event research
communication with the group lead and/or group members where appropriate
collecting or confirming relevant catch-up details
coordinating payment deadlines for additional experience costs
preparing final details for each catch-up
light follow-up after catch-ups
general planning support within the agreed plan
The planning fee covers The Gathering Co’s time, administration and coordination for the agreed catch-up planning cycle. It does not include third-party costs, experience costs or additional items unless specifically quoted and agreed in writing.
WHAT IS NOT INCLUDED IN THE PLANNING FEE
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Unless specifically quoted and agreed in writing, the planning fee does not include the cost of the catch-up itself or any third-party goods or services.
This includes, but is not limited to, food, drinks, event tickets, activity fees, venue hire, catering, picnic setups, physical invitations, postage, supplier costs, materials, transport, accommodation or any other external costs required for the catch-up.
Where applicable, these costs will be quoted, invoiced or paid separately where required and must be paid before bookings, purchases or third-party services are confirmed.
MONTHLY PLANS AND CATCH UP CYCLES
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Monthly plans are designed to keep the group’s catch-ups happening in rhythm throughout the year.
For monthly plans, catch-up planning cycles become available in line with the paid subscription period.
Seasonal Plan: one catch-up planning cycle becomes available every 3 paid months.
Every Other Month Plan: one catch-up planning cycle becomes available every 2 paid months.
Monthly Plan: one catch-up planning cycle becomes available each paid month.
The Gathering Co may discuss ideas, general timing and possible dates in advance, but full coordination, bookings, final details and paid third-party confirmations will only occur once the relevant planning period has been paid.
If a group would like to bring a catch-up forward or schedule catch-ups closer together than the standard rhythm, The Gathering Co may require payment in advance for the relevant planning cycle.
ANNUAL PLANS
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Annual plans allow the group to pay the annual planning fee upfront and may provide more flexibility to map the year ahead.
Annual plans may allow catch-ups to be scheduled closer together or unevenly across the year, subject to availability, capacity, supplier availability and the needs of the group.
Annual planning fees are payable upfront unless otherwise agreed in writing.
The one-time setup fee is payable in addition to the annual planning fee. Annual planning fees do not include the setup fee unless specifically stated in writing.
Annual plan fees are not refundable simply because the group changes its mind, stops using the service, or does not attend all planned catch-ups. However, The Gathering Co will act reasonably in relation to rescheduling and unused catch-up planning cycles where possible.
By proceeding with The Catch-Up Club, paying a setup fee, starting a subscription, paying an annual plan, completing a group survey or participating in a planned catch-up, you acknowledge that you have read, understood and agreed to these Terms & Conditions.
The Gathering Co may update these Terms & Conditions from time to time.
The Terms & Conditions that apply to a group will generally be the version in place at the time the group commences its current paid plan, unless changes are required by law, operational requirements or mutual agreement.
For questions about these Terms & Conditions, please contact The Gathering Co at:
hello@thegatheringco.com.au
CANCELLATION OF MONTHLY PLANS
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Monthly plans may be cancelled by providing written notice before the next billing date.
The Gathering Co recommends giving at least 14 days’ notice before the next billing date to allow time to process the cancellation.
If a monthly plan is cancelled, the group will not receive future unpaid catch-up planning cycles.
Any catch-up planning cycles already paid for may be completed or rescheduled within a reasonable timeframe, subject to availability and provided the plan was active when the cycle was earned.
Unused catch-up planning cycles are not paid out as cash refunds.
The setup fee is not refunded if a monthly plan is cancelled.
PAUSING A PLAN
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A group may request to pause its Catch-Up Club plan.
Pauses are not automatic and must be approved by The Gathering Co in writing.
Approval will depend on the plan type, billing status, catch-up cycle, supplier bookings, upcoming events and any costs already incurred.
If a plan is paused, already-paid third-party costs may still be subject to the supplier’s cancellation, rescheduling or refund policy.
CATCH-UP CHANGES AND RESCHEDULING
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The Gathering Co understands that life happens and plans may need to change.
Requests to change or reschedule a catch-up must be made as early as possible.
The Gathering Co will do its best to accommodate reasonable changes, but changes are subject to availability, supplier policies, event availability, weather, venue rules and any costs already incurred.
If a catch-up involves a third-party booking, event, ticket, venue, catering, picnic setup or supplier, the relevant third-party cancellation or rescheduling policy will apply.
Additional planning fees may apply if significant changes are requested after a catch-up has already been planned or confirmed.
EVENTS, ACTIVITIES AND THIRD-PARTY COSTS
14
The Gathering Co may recommend, source or coordinate third-party experiences, including but not limited to restaurants, cafes, events, workshops, activities, venues, catering providers, picnic services, wellness providers, creative experiences and local suppliers.
The Gathering Co is not responsible for the operation, conduct, quality, safety, availability, cancellation, refund policies or service delivery of third-party providers.
Where possible, The Gathering Co will make reasonable efforts to recommend experiences that appear suitable for the group’s preferences, budget and needs. However, final participation is at the discretion and responsibility of the group and individual attendees.
PAYMENT BEFORE BOOKING
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The Gathering Co will not purchase tickets, pay deposits, confirm catering, secure venue hire, book activities, arrange physical invitations, order materials or confirm third-party services until the required payment has been received.
If payment is not received by the stated deadline, The Gathering Co may not be able to secure the preferred booking, date, price or experience.
The Gathering Co is not responsible if an event sells out, a price changes, a supplier becomes unavailable, or a booking can no longer be confirmed because payment was not made in time.
ACTIVITY AND EVENT INVOICES
16
Additional costs for events, activities, catering, venues, physical invitations, picnic setups or other third-party items may be invoiced separately.
Invoices or payment links may be sent to the group lead or, where agreed, to individual group members.
Where individual payments are used, The Gathering Co will only proceed with bookings once the required total amount has been received, unless otherwise agreed in writing.
If not all group members pay by the deadline, the booking may be changed, cancelled, reduced, rescheduled or adjusted.
REFUNDS FOR EVENTS, ACTIVITIES AND THIRD-PARTY BOOKINGS
17
Refunds for third-party events, tickets, catering, venues, workshops, activities, picnic setups, physical invitations, postage or supplier costs are subject to the relevant supplier’s refund and cancellation policy.
The Gathering Co cannot guarantee refunds for third-party costs once they have been paid or booked.
Where a refund is available from a third-party supplier, The Gathering Co will reasonably assist with the refund process where appropriate.
Any planning or coordination fees paid to The Gathering Co are separate from third-party costs and are not automatically refundable if a third-party event or supplier changes, cancels or refuses a refund.
PHYSICAL INVITATIONS
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Physical invitations may be offered as an optional add-on.
Physical invitations may involve additional costs, including design, printing, envelopes, postage, delivery and any additional materials.
Physical invitation costs must be paid before design, printing or postage is confirmed.
The Gathering Co is not responsible for postal delays, incorrect addresses provided by the group, lost mail, delivery delays or failure of an invitation to arrive by a particular date once it has been posted or handed to a delivery provider.
CATERING AND DIETARY REQUIREMENTS
19
Where catering is arranged, the group and individual attendees are responsible for providing accurate dietary, allergy and food preference information by the required deadline.
The Gathering Co will pass relevant dietary information to the chosen supplier where appropriate.
The Gathering Co cannot guarantee that third-party suppliers can meet all dietary requirements, allergy requirements or preferences.
Anyone with severe allergies or dietary restrictions should contact the supplier directly where needed and make their own informed decision about whether to consume provided food or drinks.
ACCESSIBILITY, CHILDREN AND SPECIAL REQUIREMENTS
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Group members should provide any accessibility needs, mobility considerations, child-friendly requirements, sensory considerations or other important details in the group survey or as early as possible.
The Gathering Co will consider these details when suggesting or coordinating catch-ups, but cannot guarantee that all venues, events, locations or suppliers will be suitable for all needs.
Final attendance decisions remain the responsibility of individual attendees.
PICNICS AND WEATHER
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Where a Catch-Up Club catch-up includes a The Gathering Co. styled picnic, picnic setup, picnic hire or outdoor gathering, the relevant Gathering Co. Terms & Conditions apply.
Outdoor gatherings may be affected by weather, park availability, council rules, ground conditions, safety concerns or other circumstances outside The Gathering Co’s control.
The Gathering Co may recommend rescheduling, moving location or adjusting the plan where required.
COMMUNICATION
22
The Gathering Co may communicate with the group lead and/or group members by email, phone, SMS, social media message or other agreed communication method.
The group lead is responsible for ensuring The Gathering Co has the correct contact details for key communication.
The Gathering Co is not responsible for missed communication due to incorrect contact details, emails going to junk/spam, unread messages, changed phone numbers or group members failing to check updates.
RESPONSE TIMES
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The Gathering Co is a small business and will respond to messages and enquiries as soon as reasonably possible.
Response times may vary depending on workload, business hours, family commitments, events, bookings and other client work.
Urgent changes close to a scheduled catch-up should be communicated as clearly and as early as possible.
CLIENT RESPONSIBILITIES
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The group lead and group members agree to:
provide accurate information
respond to key planning decisions within a reasonable timeframe
make required payments by the stated deadlines
read event details, reminders and final information carefully
notify The Gathering Co of any changes as early as possible
act respectfully toward The Gathering Co, suppliers, venues, event hosts and other attendees
comply with venue, event, supplier and safety rules
take responsibility for their own attendance, transport, food and personal belongings
BEHAVIOUR AND SAFETY
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The Gathering Co reserves the right to refuse, cancel or discontinue service where a client, group member or attendee behaves in a way that is unsafe, disrespectful, abusive, threatening, discriminatory, inappropriate or inconsistent with the values of The Gathering Co.
No refund is guaranteed where a booking or service is cancelled due to inappropriate behaviour, non-compliance with safety requirements or breach of these Terms & Conditions.
THE GATHERING CO.’S ROLE
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The Gathering Co provides planning and coordination support.
The Gathering Co is not a travel agent, financial adviser, therapist, medical provider, transport provider, childcare provider, event venue, food safety authority, or guarantor of third-party experiences.
The Gathering Co does not guarantee that every suggested catch-up, event or activity will meet every attendee’s personal expectations.
The Gathering Co will provide the service with reasonable care and skill, but the group remains responsible for deciding whether to proceed with any suggested experience, booking or activity.
LIMITATIONS AND CHANGES OUTSIDE OUR CONTROL
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The Gathering Co is not responsible for delays, changes, cancellations or losses caused by circumstances outside its reasonable control.
This may include but is not limited to weather, illness, injury, supplier cancellation, venue closure, event cancellation, traffic, transport issues, postal delays, natural disasters, government restrictions, council rules, personal emergencies, technical issues or other unexpected events.
Where possible, The Gathering Co will work with the group to adjust or reschedule plans, subject to availability and any third-party terms.
PRIVACY AND PERSONAL INFORMATION
28
The Gathering Co collects personal information to provide The Catch-Up Club service.
This may include names, email addresses, phone numbers, suburb or location, availability, preferences, dietary information, accessibility needs and other details relevant to planning catch-ups.
This information is used to:
understand the group’s preferences and needs
contact group members about relevant catch-ups
coordinate bookings, invitations and reminders
manage payments and planning
provide the service
improve the service
The Gathering Co will take reasonable steps to store personal information securely and will not intentionally share personal information with third parties except where needed to provide the service, arrange a booking, communicate with a supplier, process payment, comply with the law, or where consent has been given.
Examples may include sharing dietary details with a caterer, names with an event organiser, or contact details with a booking provider where required.
Group members may request that their information be updated or removed from The Gathering Co’s active group records by contacting The Gathering Co.
PAYMENT PROCESSING
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Payments may be processed through third-party payment platforms, such as Stripe, Squarespace, bank transfer or other payment providers.
The Gathering Co does not store full credit card details.
Payment processing may be subject to the terms and privacy policies of the relevant payment provider.
INTELLECTUAL PROPERTY
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All planning documents, templates, questionnaires, wording, designs, invitation concepts, planning structures, written materials and other materials created by The Gathering Co remain the intellectual property of The Gathering Co unless otherwise agreed in writing.
Clients may use materials provided by The Gathering Co for their own group catch-ups, but may not copy, reproduce, resell, distribute or use them for another business or unrelated purpose without written permission.
PHOTOGRAPHY AND CONTENT
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The Gathering Co may ask for permission to share photos, feedback or testimonials from a catch-up.
Photos, names, testimonials or identifying details will not be intentionally shared for marketing without permission.
If a client or group member provides photos or feedback and gives permission for them to be shared, The Gathering Co may use them on its website, social media, marketing materials or other business platforms.