Cancellation Policy

1. Booking payments and when a booking is secured

The Client must pay the full Package Price and Refundable Security Bond to secure the booking.

A requested event date, time or location is not held, reserved or secured until the required payment has been received by Ever After Picnics in cleared funds.

Proof of payment may be requested to assist with identifying or verifying a payment, but proof of payment alone does not secure the booking if the funds have not been received.

The Refundable Security Bond is separate from the Package Price.

2. 48-hour booking cancellation period

For bookings secured more than seven (7) days before the scheduled event date, Ever After Picnics voluntarily provides a forty-eight (48) hour booking cancellation period beginning when the booking confirmation email is sent.

If the Client cancels within that forty-eight (48) hour period, all monies paid, including the Package Price and Refundable Security Bond, will be refunded in full.

The forty-eight (48) hour booking cancellation period does not apply to bookings secured within seven (7) days of the scheduled event date. Those bookings are immediately subject to the standard client cancellation rules below.

This voluntary cancellation period is additional to, and does not limit, any rights or remedies available under applicable law.

3. Client cancellation

These cancellation terms apply where the Client chooses to cancel for reasons not arising from a failure by Ever After Picnics to comply with its obligations or an applicable consumer guarantee.

If the Client cancels after any applicable forty-eight (48) hour booking cancellation period and more than seventy-two (72) hours before the scheduled event start time, a $200 Cancellation Administration Fee will apply. The remaining Package Price will be refunded.

The Cancellation Administration Fee reflects administrative, planning and booking-management work undertaken by Ever After Picnics following confirmation of the booking.

If the Client cancels within seventy-two (72) hours of the scheduled event start time, the $200 Cancellation Administration Fee and an additional $200 Late Cancellation Fee will apply. The remaining Package Price, if any, will be refunded.

The Late Cancellation Fee reflects additional preparation associated with a late cancellation, including event preparation, allocation of resources and the reduced opportunity for Ever After Picnics to accept another booking for the reserved event period.

The total cancellation fees retained by Ever After Picnics will never exceed the Package Price. If the Package Price is less than the applicable cancellation fees, the maximum amount retained will be the Package Price.

The Refundable Security Bond is not part of the cancellation fee calculation and will be refunded in full where no setup has occurred and no Ever After Picnics property has been provided to the Client.

4. Client rescheduling

The Client may request to reschedule the event by providing at least seventy-two (72) hours’ notice before the scheduled event start time.

The first three (3) Client-requested reschedules are complimentary, provided each request is made at least seventy-two (72) hours before the scheduled event start time.

All reschedule requests are subject to availability. Ever After Picnics will act reasonably in considering alternative dates and times but cannot guarantee that the Client’s preferred replacement date or location will be available.

After three complimentary Client-requested reschedules, each additional approved reschedule will attract a $200 rescheduling fee.

Weather-related reschedules do not count toward the three complimentary Client-requested reschedules.

A request made within seventy-two (72) hours of the scheduled event start time is not a complimentary reschedule and will be dealt with under the applicable cancellation, weather, safety or exceptional-circumstances provisions.

5. Exceptional circumstances

Ever After Picnics recognises that exceptional and unforeseen circumstances may arise.

Requests relating to exceptional circumstances will be considered reasonably and on a case-by-case basis, having regard to the circumstances, work already performed, costs incurred, supplier commitments, the ability to rebook the reserved event period and other relevant factors.

Where appropriate, Ever After Picnics may offer a refund, credit, reschedule or other reasonable solution beyond the standard cancellation policy.

This does not create an automatic entitlement to a remedy beyond those otherwise provided by the Master Client Agreement or applicable law.

6. Weather-related rescheduling and refunds

Where an event cannot reasonably proceed because of genuine weather or safety concerns, Ever After Picnics will offer complimentary rescheduling.

There is no limit to the number of genuine weather-related reschedules, and they do not count toward the three complimentary Client-requested reschedules.

Weather-related rescheduling does not apply to personal scheduling conflicts, changes of mind or other circumstances unrelated to weather or safety.

If weather or safety concerns prevent the event from proceeding before it begins and the Client does not wish to reschedule, Ever After Picnics will provide a full refund of all monies paid, including the Package Price and Refundable Security Bond.

Any agreed weather-related credit or rescheduled booking remains valid for six (6) months from the original event date unless otherwise agreed in writing.

Weather and safety decisions may take account of rain, thunderstorms, lightning, high winds, flooding, extreme heat, severe weather warnings, bushfire smoke, park or venue closures, unsafe ground conditions and other circumstances that may reasonably affect safety, practicality or event quality.

7. Weather or safety events during the event

If conditions deteriorate during the event and Ever After Picnics reasonably determines that early pack-down, relocation or termination is necessary for safety, Ever After Picnics will consider:

• the portion of the booked event already provided;
• setup and services already performed;
• recoverable costs;
• the feasibility of relocation; and
• the circumstances of the interruption.

Based on those circumstances, Ever After Picnics will determine an appropriate refund, credit, complimentary reschedule or other reasonable remedy.

This provision will not be exercised arbitrarily and does not limit any right or remedy that cannot lawfully be excluded.

8. Late arrival and no-shows

The booked event period begins at the scheduled start time unless a delay is caused by Ever After Picnics.

Late arrival by the Client or guests does not extend the booked event duration unless otherwise agreed in writing.

If the Client fails to attend the event without prior notice and Ever After Picnics has attended, delivered, prepared or set up the booked event, the event will be treated as provided for the purposes of the Client’s change-of-mind cancellation rights.

The Package Price is non-refundable in a no-show situation, subject always to any rights or remedies that cannot lawfully be excluded.

The ordinary cancellation fees above do not replace the no-show provision.

The Refundable Security Bond will be refunded after inspection of any equipment delivered or set up, subject to any properly evidenced deductions permitted by the Master Client Agreement.

9. Cancellation by Ever After Picnics

If Ever After Picnics is unable to provide the booked event due to circumstances within its reasonable control, the Client will be offered either:

• a complimentary reschedule; or
• a full refund of all monies paid.

This does not limit any additional right or remedy the Client may have under the Australian Consumer Law or other applicable law.

10. Refund processing and security bond refunds

Where a refund is due, Ever After Picnics will process it using the payment method reasonably available or another method agreed in writing.

Security bond refunds will normally be processed within twenty-four (24) hours of pack-down following inspection. Banking processing times may mean funds take up to seven (7) business days to appear in the Client’s account.

Ever After Picnics will provide confirmation by email once a security bond refund or deduction has been processed.

Where no setup has occurred and no Ever After Picnics property has been provided to the Client, the Refundable Security Bond will be refunded in full.

Where a bond deduction is made after an event, it must be reasonable and properly evidenced in accordance with the Master Client Agreement.

11. Food, add-ons and supplier costs

The standard cancellation fees above apply to the Package Price and are intended to provide a clear and predictable cancellation approach.

Ever After Picnics does not ordinarily add separate cancellation charges for standard food, add-ons or event-specific purchases on top of the applicable cancellation fees.

If an unusual custom purchase is expressly agreed in writing as non-refundable before it is ordered, that specific written agreement may apply to that item.

12. Australian Consumer Law

Nothing in this policy excludes, restricts or modifies any consumer guarantee, right or remedy that cannot lawfully be excluded, restricted or modified, including under the Australian Consumer Law.

These cancellation terms apply to Client change-of-mind or personal cancellations and do not override any right the Client may have where Ever After Picnics fails to comply with its obligations or an applicable consumer guarantee.

13. Summary of our standard cancellation approach

• Booking secured more than 7 days before the event: 48-hour Booking Cancellation Period begins when the booking confirmation email is sent.
• Cancellation during that 48-hour period: full refund of Package Price and Refundable Security Bond.
• After the 48-hour period and more than 72 hours before the event: $200 Cancellation Administration Fee; remaining Package Price refunded.
• Within 72 hours of the event: $200 Cancellation Administration Fee + $200 Late Cancellation Fee; remaining Package Price, if any, refunded.
• First 3 Client-requested reschedules: complimentary where at least 72 hours’ notice is given, subject to availability.
• 4th and later approved Client-requested reschedules: $200 rescheduling fee each.
• Genuine weather reschedules: complimentary and unlimited.
• Weather prevents the event before it begins and Client does not wish to reschedule: full refund of all monies paid.
• No-show after Ever After Picnics has attended, prepared or set up: Package Price non-refundable, subject to non-excludable rights.

14. Changes to this policy

We may update this policy from time to time. For a confirmed booking, the version of the Master Client Agreement and Schedule A – Event & Booking Details accepted for that booking will govern, together with any later written variation agreed by the parties.