Weather Policy

1. Outdoor picnic weather risk

Outdoor events naturally involve weather risk. Even with careful planning, conditions can change before or during a booking.

Weather may affect:

• whether the setup can safely proceed;
• whether the original location is suitable;
• whether styling items can be used safely;
• whether candles, lights, rugs, cushions, florals or tableware can be arranged as planned;
• whether food can be safely served outdoors;
• whether the setup needs to be modified, moved, delayed, shortened, rescheduled or cancelled; and
• whether additional cleaning, damage or replacement costs may apply.

We will always try to preserve the feeling of your booking, but safety, practicality and item protection come first.

2. Unsafe or unsuitable weather

We may decide that weather is unsafe or unsuitable if conditions create a risk to customers, guests, staff, suppliers, food safety, hire items, styling items or the location.

Unsafe or unsuitable weather may include:

• heavy rain;
• storms or lightning;
• strong wind or gusty conditions;
• flooding, wet ground or muddy ground;
• extreme heat;
• unsafe humidity or heat conditions for food items;
• poor air quality, smoke or environmental warnings;
• unsafe park, riverside, beach, garden or public location conditions;
• council warnings, closures or restrictions;
• conditions that make setup, pack-down or transport unsafe; or
• conditions that create an unreasonable risk of damage to our hire items.

We reserve the right to refuse, pause, modify, relocate, reschedule or cancel a setup if we reasonably believe weather conditions are unsafe or unsuitable.

3. Weather decision timing

Weather decisions are usually made between 24 and 48 hours before your booking, depending on the forecast, location, setup type, food requirements and supplier deadlines.

For some bookings, especially proposals, larger setups, custom styling, food orders or public locations, we may need to make a decision earlier.

If the weather is uncertain, we may wait until closer to the booking time where reasonable. However, we may also make an earlier decision if preparation, staffing, supplier commitments, travel or safety requires it.

4. Backup locations

Customers are strongly encouraged to nominate a suitable indoor or sheltered backup location at the time of booking.

A suitable backup location may include:

• a private home;
• covered balcony or patio;
• covered apartment area where permission has been granted;
• private function room;
• sheltered venue area;
• covered garden space; or
• another approved location that is safe, accessible and suitable for the setup.

The backup location must have enough space, safe access, appropriate lighting, suitable ground or flooring, permission for setup, and reasonable access for loading and pack-down.

If no suitable backup location is available and the original outdoor location is unsafe or unsuitable, your booking may need to be rescheduled.

5. Location changes due to weather

If weather affects your original location, we may suggest moving the booking to a safer or more sheltered location.

Location changes are subject to:

• our availability;
• travel distance and timing;
• access and parking;
• council, venue or property rules;
• setup safety;
• food safety;
• staffing and supplier timing; and
• whether the new location is suitable for the booked package.

Additional travel, parking, access, permit or venue fees may apply if the location changes.

6. Weather-related rescheduling

If unsafe or unsuitable weather prevents your booking from proceeding at the original outdoor location, we may offer a reschedule, subject to availability.

Unless otherwise agreed in writing:

• weather-related rescheduling is subject to our availability;
• one weather-related reschedule may be offered where reasonable;
• rescheduled dates must usually be used within a reasonable timeframe agreed with us;
• food, florals, personalised items and supplier-ordered add-ons may not be transferable if already ordered or prepared;
• the same package, theme or add-ons may not be available on the new date; and
• additional costs may apply if suppliers, prices, locations or package requirements change.

We will do our best to offer suitable alternative dates, but we cannot guarantee your preferred new date or time will be available.

7. If you choose to proceed against weather advice

If we advise that the weather is unsuitable and offer a reasonable backup location, modification or reschedule, but you still request to proceed in the original outdoor location, we may refuse to proceed if we believe it is unsafe or likely to damage items.

If we agree to proceed despite mild or uncertain weather, you accept that:

• the setup may need to be modified;
• some styling items may be removed or substituted;
• candles, lights, fabrics, rugs, cushions or florals may be limited;
• the picnic may be shortened if weather worsens;
• food service may be adjusted for safety;
• photos may look different from inspiration images; and
• refunds or credits may not be available for weather-related styling changes.

8. Weather damage and hire item protection

Our hire items must be protected from rain, mud, water damage, wind damage, excessive heat, smoke, sand, dirt, staining and unsafe use.

We may refuse to place certain items outdoors where conditions create an unreasonable risk of damage.

If weather damage occurs because customers moved items, left items unattended, ignored our instructions, delayed pack-down, refused a recommended location change, or exposed items to unsafe conditions, damage or cleaning costs may be deducted from the security bond.

If damage exceeds the security bond, the customer may be required to pay the additional reasonable cleaning, repair or replacement costs.

9. Food, drinks and weather conditions

Weather can affect food safety and presentation. Heat, humidity, rain, wind, insects and direct sunlight may affect how food and drinks can be safely served.

If food or non-alcoholic drinks are included in your booking, we may need to:

• adjust how food is displayed;
• limit the time food is left out;
• use covered containers or packaging;
• recommend shaded or sheltered areas;
• refuse to serve certain items outdoors in unsafe conditions;
• recommend immediate consumption; or
• remove food from the setup if conditions are unsafe.

Food should be consumed during the picnic period. Once food has been served, opened, left unattended, taken away or stored incorrectly, it becomes the customer’s responsibility.

10. Mild weather changes

A booking will not automatically be rescheduled or refunded because of mild or manageable weather changes.

Mild weather changes may include:

• cloudy weather;
• light breeze;
• minor temperature changes;
• light passing drizzle where shelter is available;
• changes to sunset visibility;
• overcast conditions; or
• general outdoor discomfort that does not make the setup unsafe.

In these situations, we may continue with the booking, recommend a sheltered location, or make minor styling adjustments.

11. Weather-related refunds

Weather-related changes do not automatically entitle customers to a refund.

Where we offer a reasonable reschedule, backup location, modified setup, credit or alternative arrangement, refunds are generally not provided unless required by Australian Consumer Law.

Food, beverages, florals, personalised items, printed items, custom styling and supplier-ordered add-ons may be non-refundable once ordered, prepared or committed, even if the main picnic is rescheduled due to weather.

12. If the customer cancels due to weather

If you choose to cancel because of weather before we have determined that the booking is unsafe or unsuitable, this may be treated as a customer cancellation under our Cancellation Policy.

This means the normal cancellation timeframes, deposit rules, supplier costs and add-on rules may apply.

We recommend contacting us as early as possible if you are concerned about the forecast.

13. If weather changes during the picnic

If weather changes during your picnic, we may need to modify, move, pause or end the setup early to protect guests, staff, food and hire items.

If the picnic ends early due to sudden weather changes outside our control, refunds or credits are not automatically provided.

If sudden weather occurs, customers must follow reasonable instructions from Ever After Picnics, including assisting with clearing personal items, moving away from unsafe areas, or allowing staff to begin pack-down.

14. Events outside our reasonable control

We are not responsible for loss, delay, damage, disruption or changes caused by weather events or conditions outside our reasonable control.

This may include severe storms, lightning, flooding, extreme heat, sudden rain, wind gusts, unsafe public spaces, park closures, council directions, road closures, emergency warnings or other unexpected environmental conditions.

Where possible, we will take reasonable steps to communicate with you and offer a practical alternative.

15. Summary of our standard weather approach

Unless otherwise agreed in writing, our standard approach is:

• Mild weather: booking usually proceeds, possibly with small styling adjustments.
• Uncertain forecast: we monitor conditions and communicate closer to the booking.
• Unsafe weather: backup location, modified setup or reschedule may be offered.
• No suitable backup location: the booking may need to be rescheduled.
• Customer cancels early due to weather concerns: normal cancellation policy may apply.
• Weather changes during picnic: setup may be shortened, modified or packed down early for safety.
• Refunds: not automatic for weather where a reasonable alternative is offered, unless required by law.

16. Changes to this policy

We may update this Weather Policy from time to time. The version that applies to your booking is the version available at the time your booking is confirmed, unless a change is required by law or for safety reasons.