General Booking Agreement
For a mutually happy and effective working relationship, please take good note of the following general terms and conditions—and then let’s concur.
Note: we may provide you with a tailored agreement before confirmation.
To ensure you get the most from us in respect of the Services we provide, you agree to:
provide us with all reasonable assistance we may require to allow us to deliver the Services in a timely and professional manner;
do all things necessary to fulfil the Audio Visual Requirements; and
pay our Service Fee on time and email remittance advice as soon as possible to firstname.lastname@example.org
When delivering our Services to you, we agree to comply with:
any relevant and applicable laws;
any health and safety requirements applicable at the Venue; and
any reasonable directions given by you.
We will provide you with an invoice for the Service Fee within 14 days of you providing us with a signed copy of this Agreement as follows:
(A) If the Services Fee is under $20,000 AUD we will invoice you for the entire Service Fee (payable within 7 (seven) days).
(B) If the Service Fee is over $20,000 AUD we will invoice you for the entire Service Fee: (i) 50% of the Service Fee will be due within 7 days; and (ii) the balance will be due at least 30 days prior to the Delivery Date.
As your request for us to provide the Services effectively removes us from the market for the agreed Delivery Period, we require payment of the Service Fee for you to secure the Services. Your prompt payment of the Service Fee allows us to commence all preparation work required to complete the Services.
If your business is based in Australia we are required to add Australian Goods and Services Tax to the Service Fee.
Travel / Accommodation Costs
If the Venue is outside of Melbourne, we will book and invoice you for our reasonable expenses relating to the Services which may include Travel Costs, Accommodation Costs and Other Expenses (“Expenses Invoice”). Any Expenses Invoice we provide must be paid within 14 days.
Travel Costs: If we require air travel to provide the Services, we will book:
(A) Return flexible (Premium Economy) airfares for flights under 2 hours; and
(B) Return Business Class airfares for all flights over 2 hours duration.
Accommodation Costs: If we require accommodation to deliver the Services, we will reserve no less than 4-star rated accommodation as required.
We provide an itemised account of our Travel and Accommodation Costs in our Expenses Invoice. We do not provide copies of receipts related to individual items on an Expenses Invoice unless you request these receipts in writing within seven (7) days of the commencement of this Agreement.
Termination / Cancellation by us
While we are honoured to provide our Services to assist your organisation, we may terminate this agreement where you breach an essential term (i.e. nonpayment of the Service Fee). We will only cancel this Agreement if:
(A) a situation arises which is out of our control (i.e. ‘acts of God’, war, strikes or labor disputes, embargoes, government orders or any other);
(B) you repeatedly postpone the Delivery Date or request to change the Services under clause 8.3; or
(C) an irreconcilable conflict of interest arises in relation to the delivery of the Services.
In the extremely unlikely event of a cancellation by us, all monies paid by you will be either refunded immediately, or invested in credit towards alternative services we may provide you. If you elect a refund, we will process the refund within 3 business days.
Cancellations by you
Cancellation more than 30 days from the Delivery Date: In the event that you wish to cancel or reduce the scope of the Services outside of 30 days of the Delivery Date, then we will retain 50% of the Service Fee.
Cancellations by you 30 days (or less) from the Delivery Date: In the event that you wish to cancel or reduce the scope of the Services within 30 days of the Delivery Date, you will be liable for the whole Service Fee and will not be entitled to receive, in whole or in part, any refund of the Service Fee.