Terms + conditions
She Does Picnics
Terms and Conditions of Hire
1. The ‘Hire Company’ is She Does Picnics
2. The ‘Client’ refers to any individual, firm, or corporation hiring equipment or appoints services from the ‘Hire Company’.
3. The ‘Equipment’ refers to all crockery, cutlery, glassware and props supplied to the ‘Client’.
4. The ‘Event Date’ is the day of the event supplied by the ‘Client’ to the ‘Hire Company’.
5. The ‘Hire Period’ is the total time the ‘Client’ will have in their possession the ‘Equipment’ for hire, as agreed with the ‘Hire Company’.
Conditions of Hire
Hire of equipment for a specified event date will not be confirmed until a 50% non-refundable booking fee has been paid and a signed and completed booking form returned to the hire company.
Until the booking fee has been received, the hire company reserves the right to liaise with other clients for the same event date and equipment. Please check before making a paying the booking fee to ensure the desired event date is still available.
By paying a booking fee and returning the signed booking form, the client understands and agrees to the Terms & Conditions of hire.
All quotations expire within 7 calendar days. The hire company reserves the right to adjust prices on any piece of equipment once the original quote has expired. A quotation does not “hold” the equipment until the booking fee has been paid.
The final balance of the invoice is due 14 days prior to the agreed date of collection/delivery. These funds may be transferred via direct deposit, PayPal or paid by credit card.
Equipment will not be released to the client until full payment has been received. The final balance must be cleared in the hire company’s account prior to collection/delivery. The bond is also payable at this time.
Last minute bookings which result in the client taking equipment immediately after inspecting at the studio (i.e. in the instance of DIY hire) must be paid for before the equipment is removed from the premises. By making full payment the client understands and agrees to the terms and conditions of the hire company.
Guest numbers may be increased at any time up until 14 days out from the agreed date of collection/delivery (subject to equipment availability). Numbers may be reduced by 10% only once the booking fee has been paid, and up until 14 days out from the agreed date of collection/delivery. Reductions greater than 10% after the booking fee has been paid will result in 50% of the price of the reduced stock being charged as other bookings will have been turned away to hold this stock.
Bond required is $200 for “Full Service” picnics up to 30 pax and $300 for full-service picnics of 30+ pax. “DIY” and “Delivery Only” picnic packages will incur a bond of $300 for picnics up to 30 pax and $400 for picnics 30+ pax.
The bond will be refunded upon return of equipment in its original condition, less any charges incurred for missing, broken or damaged equipment. Please allow up to 72 hours after return of equipment to allow the hire company to thoroughly check each piece and refund the bond.
A replacement schedule will be outlined in the official quote. If the replacement amount exceeds the bond paid, the client is liable to pay the hire company the difference. The hire company will issue the client an invoice which is payable within 7 days (the client may also pay the difference in cash upon return of the equipment).
Missing, Broken & Damaged Equipment
All of our equipment is used on a regular basis and the majority is Vintage. Therefore, reasonable signs of wear and tear are to be expected.
Each piece is carefully inspected prior to packing. However, the client will be required to inspect the equipment within five (5) hours of receipt (if DIY hire) to ensure all requested items have been provided and that each piece is free of damage and make contact with the hire company if there are any issues. Failure to contact the hire company within the five (5) hour window will result in the client being liable for any damage. The client is liable for any equipment damaged in transit if being transported by the client.
The hire company is unable to deal with any problem such as rectifying a shortage or replacing a damaged item unless it is highlighted within the five (5) hour period.
If an item is broken, the client is required to carefully collect the broken pieces (where possible) and return to the hire company. If collecting the pieces is not possible (i.e. a shattered glass) the client should take a photo and send to the hire company for records.
Under no circumstances should soft furnishings i.e. rugs, cushions etc be placed on to wet or muddy ground/grass. If rugs are returned wet or with mud on them the full replacement cost will be charged to the client.
If soft furnishings are returned soiled i.e. food + drink stains, make up stains etc and are deemed as requiring professional cleaning, the cleaning cost will be billed to the client if the amount exceeds the bond paid.
For DIY picnics, if planning to use lit candles, please ensure that wax is removed from the table prior to collection/return. Any damage to the table/paint caused by wax residue or removal of wax residue will be charged to the client.
If a lost item is located after being paid for, the client may return it to the hire company (in its original state) within ten (10) days to obtain a refund of the bond amount paid.
Picnics are quoted on a maximum 4 hour hire (excluding bump in/out time if the hire company is setting up which for a 25 pax picnic is generally 2hrs to set up and 1.5 – 2hrs to pack up). Additional hours may be booked at a rate of $150 per hour.
“Full service” picnics must conclude by 4pm with the exception of “Proposal picnics” which may take place in the evening. The only instance in which a “full service” picnic may be scheduled to conclude after 4pm is if the picnic is taking place at a residential or business address with onsite parking available.
“DIY” and “Delivery only” hire is based on collection the day before the event date and return the day after the event date or Friday to Monday for weekend events.
“Full service” hire will be for the day of the event only.
Delays in returning the equipment will incur a late fee of 25% of the total order per day (unless otherwise agreed by the hire company). The hire company will issue the client an invoice which is payable within 7 days (the client may also pay the difference in cash upon return of the equipment).
Package prices for “Full service” and “Delivery only” picnics include delivery within 35kms of Beecroft NSW (2119). Delivery to suburbs outside of this radius will incur additional delivery fees.
If a “Full service” picnic has been booked, parking within 50 metres of the picnic location must be available to She Does Picnics. Access must also be flat (i.e. no steep hills, uneven terrain and no more than 3 stairs). In the event that the distance from the parking area to the selected picnic spot is more than 50 metres, a fee of $250 will be incurred for additional staff. Max distance from parking to picnic spot with additional staff is 100 metres.
“Delivery only” picnics will only be delivered to residential addresses and business addresses that allow for the equipment to be stored for up to 4 days.
Parking within close vicinity to the entrance/ loading dock of the desired picnic location must be provided to the hire company if delivery is requested. If parking is not provided/available and metered parking is required, any fees incurred will be deducted from the bond. If delivery is to a high rise building the client must meet the driver with a trolley at the car and escort them up to the destination.
A non-refundable 50% booking fee is required to secure all bookings. This booking fee is taken from the total amount owing (excluding bond). When a booking fee is taken, the hire company no longer takes bookings for the items on the requested date. In the event of cancellation, the booking fee is non-refundable and retained by the hire company. Bookings cancelled within 14 days of the event date will be charged 100% of the total invoice cost. Bookings cancelled between 15 and 30 days of the event date will be charged 75% of the total invoice cost. Bookings cancelled 31+ days from the event date will result in 100% of the booking fee being retained.
In the unlikely event that the hire company is not able to provide the client with the agreed equipment due to unforeseen circumstances, the client will be refunded any monies paid in full. (see below for wet weather contingencies and Force Majeure events)
Packaging – DIY hires
Equipment will be packaged carefully and must be returned to the hire company repackaged with the same due care and placed back into the original boxes or crates. Crockery and glassware is extremely fragile and should be hand washed and dried with care before repackaging. Please do not use dirty tea towels to dry as it results in the items having to be re-washed which will result in a cleaning fee being deducted from the bond. No equipment is to go through the dishwasher! All items must be thoroughly dried before re-packing as mould can easily grow if the items are not returned within 24hrs. Any hires which are returned with mould growth will be charged the 25% washing fee for re-washing. Care must also be taken of the boxes the equipment is supplied in as they have been purchased especially for the equipment. The cost of replacing lost or damaged boxes or lids will be deducted from the bond.
TIP: Take a photo of the items before unpacking so that they can be easily re-packed post event.
Cleaning – DIY hires
To avoid loss of bond, the following steps should be followed:
• Do not wash napery. Simply shake off the crumbs and place in a plastic bag as the fabric will need to be treated to remove stains. Please do not use our napery to mop up spills as this will result in stains and the bond being retained.
• All cutlery, glassware and crockery must be hand washed with warm soapy water using a soft sponge the day of use. This makes cleaning much easier and helps avoid permanent stains. Let the items air dry. No dishwashers
• All items must be double checked for traces of lipstick, grease, dried tea residue, food scraps and stains etc
• Tea pots must be washed in warm soapy water regardless of whether they only held hot water or not
• Sugar bowls and milk jugs must be washed in warm soapy water. The insides will be checked for traces of milk and sugar grains upon return
• Glassware should be air-dried and wiped with a dry, smear-free, lint-free cloth to avoid water marks
• Change the washing up water regularly to avoid greasy residue being left on the equipment
• Rewash all items that are not thoroughly clean and let the items air-dry before repacking
• Dishwashers are much too abrasive for our delicate vintage equipment so under no circumstances should any piece be put through the dishwasher. Any item that is put through the dishwasher will be charged at replacement cost as per the replacement schedule outlined below
• Please take great care when washing our crockery and glassware as washing up is usually when most breakages occur
Weather & Venue Availability
Refunds will not be issued in the event of bad weather or issues with venue availability. It is the client’s responsibility to have a back-up wet weather option and to source a replacement venue. In the event that the location changes and delivery is being made, the client must provide as much notice as possible. Increased travel fees may be charged if the distance to the new venue is more than 35kms from Beecroft. Date changes will be considered if bad weather is predicted and an alternate venue is not available and is dependent on availability of the picnic equipment. Please also consider the time required to bump in/out the picnic if booking a wet weather venue for a picnic. I.e. a four hour picnic for 25 pax will also require venue access 2 hours prior and 2 hours post event. It is the Client’s responsibility to negotiate these terms with the venue.
If the Hirer is unable at any time to perform any of its obligations whether wholly or partly by reason of any cause beyond its control (including without limitation acts of God, inclement weather, strikes, lockouts, bushfires, fires, floods, traffic accidents, riots, pandemics, civil commotion or unrest, acts of government, interference by civil or military authorities, terrorist attacks or act of war) the Hirer may give written notice to that effect to the Client, giving full particulars of such force majeure in which case the obligations of the Hirer under these Terms shall, to the extent that they are affected by the force majeure, be suspended during the term of the force majeure. The Hirer shall not be liable for any loss or damage suffered by the Client as a result of any delays caused by such force majeure events nor will the Hirer be liable for loss or damage suffered by the Client in the event of the Client cancelling or postponing due to a force majeure event.
Booking fees are non-refundable and will be retained by the Hirer in the event of a Government enforced state/suburb lock down or infected guests due to COVID-19. Clients will have the option of rescheduling their event up to 12 months from the original booking date (subject to availability) or forfeiting their booking fee. This is in line with NSW Fair Trading guidelines.
The hire company shall in no way be held responsible or accountable for any damage, injury, death or loss of income caused to the client, any third parties or properties due to the hire of equipment or provided services by the hire company. All equipment is hired and is the responsibility of the client until returned to the hire company.