Booking Terms & Conditions
By booking with The Gathering Co., you acknowledge and agree to the following terms and conditions.
BOOKING FEES, CANCELLATIONS & RESCHEDULING
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A 50% booking fee is required to secure your date. Your booking is confirmed once this payment has been received.
The remaining balance is due 7 days prior to your scheduled booking date unless otherwise agreed.
Booking fees are non-refundable for change-of-mind cancellations or cancellations where the client no longer wishes to proceed.
Where possible, The Gathering Co. will always aim to support rescheduling to a mutually suitable date, subject to availability.
In the case of exceptional circumstances, refund requests may be considered at the discretion of The Gathering Co. Any costs already incurred, including but not limited to custom items, florals, food, outsourced services, permits, materials or add-ons, may be deducted from any refund offered.
For weather-related concerns, please refer to the Weather & Rescheduling section.
For DIY hire bookings, the full hire fee and refundable bond must be paid before items are released to the client.
WEATHER POLICY
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As many gatherings are held outdoors, weather conditions are outside of our control.
Where weather conditions are considered unsafe or unsuitable, including heavy rain, strong winds, storms or conditions that may damage hire items or create safety concerns, we will work with clients to arrange an alternative date where possible.
The Gathering Co. does not accept responsibility for weather-related disruptions outside of agreed rescheduling arrangements.
DIY HIRE TERMS
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Clients hiring items through DIY packages are responsible for all hire items during the agreed hire period, from the time items are collected or delivered until they are returned or collected by The Gathering Co.
DIY hire pricing is quoted based on guest numbers, table/rug requirements, selected inclusions, hire duration, availability and location.
Unless otherwise agreed in writing, DIY hire is collection-based. Clients are responsible for ensuring they have a suitable vehicle and adequate care is taken when transporting, loading, unloading, setting up, packing down and returning hire items.
All hire items must be returned:
on time
clean
dry where applicable
complete
packed as provided where possible
in their original condition
Clients are responsible for any loss, theft, breakage, damage, staining or excessive cleaning required during the hire period.
Late returns may incur additional fees, particularly where the late return affects another booking.
The Gathering Co. reserves the right to refuse DIY hire where the requested setup, transport arrangements, location or weather conditions may create unreasonable risk to the hire items or guests.
TERMS AND CONDITIONS AGREEMENT
SECURITY DEPOSITS
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A refundable security deposit is required for all DIY hire bookings and may also be required for other hire bookings at the discretion of The Gathering Co.
Current DIY hire security deposits are:
2–6 guests: $50 refundable bond
7–12 guests: $100 refundable bond
13–24 guests: $150 refundable bond
25+ guests: quoted individually
The refundable bond is payable in addition to the hire fee and is not deducted from the booking total.
Security deposits will be returned once all items have been inspected and confirmed as returned on time, complete, clean and in satisfactory condition.
The Gathering Co. reserves the right to retain part or all of the deposit where items are damaged, missing, excessively dirty, stained, wet, incomplete or returned late.
If repair, cleaning or replacement costs exceed the security deposit, the client may be invoiced for the remaining amount. Replacement costs may be charged at the current cost to replace the item with the same or a similar item.
CARE OF HIRE ITEMS
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Clients agree to treat all hire items with care and respect. Please avoid:
dragging rugs, tables or furniture
placing hot items directly onto surfaces
standing or sitting on picnic tables
exposing rugs, cushions or soft furnishings to excessive dirt, water, mud, food, drinks, makeup, fake tan or staining products
leaving hire items exposed to rain, sprinklers, strong wind or unsafe weather conditions
using confetti, glitter, candle wax, paint or materials likely to cause staining, or damage
Any damaged, stained, excessively dirty or missing items may incur cleaning, repair or replacement costs.
LOCATION, ACCESS & PERMITS
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Clients are responsible for ensuring the chosen location is suitable for the gathering, including access, parking and any required venue, council or park permissions.
The Gathering Co. is not responsible for obtaining permits, approvals or permissions for client-organised events unless otherwise agreed in writing.
Additional fees may apply where difficult access, extended setup time or restricted access locations are involved.
FOOD & CATERING
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Where food is supplied, clients are responsible for advising of any allergies or dietary requirements prior to the event.
While all care is taken in sourcing and preparing food, The Gathering Co. cannot guarantee allergen-free environments.
Food supplied by external vendors remains the responsibility of the relevant vendor.
WORKSHOPS & EVENT ACTIVITIES
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Where creative workshops, gatherings or facilitated experiences are included as part of an event, guests participate at their own discretion and responsibility.
The Gathering Co. reserves the right to modify or cancel activities where required for safety, weather or operational reasons.
LIABILITY
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While every effort is made to create a safe and enjoyable experience, guests attend and use all hire items at their own risk.
The Gathering Co. is not responsible for:
injury resulting from misuse of hire items
loss or damage to personal belongings
circumstances outside of reasonable control including weather, park closures or venue restrictions
Liability is limited to the extent permitted by Australian Consumer Law.
PHOTOGRAPHY & SOCIAL MEDIA
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The Gathering Co. may photograph setups and gatherings for promotional purposes.
If clients do not wish for identifiable images to be shared, this must be advised prior to the event.
Payment of your booking fee and/or use of our services confirms acceptance of these Terms & Conditions.
Thank you for supporting The Gathering Co. and allowing us to create beautiful spaces for connection, celebration and meaningful moments together ✨