Weather Policy

1. Outdoor conditions and weather risk

Outdoor events and public locations naturally involve changing conditions. These may include rain, wind, heat, wet or uneven ground, insects, wildlife, smoke, changing light and interaction with members of the public.

Weather may affect whether the setup can safely proceed, whether the original location remains suitable, whether particular styling items can be used, whether food can be safely displayed and whether the event needs to be relocated, postponed, modified or ended early.

Ever After Picnics will act reasonably when balancing safety, practicality, event quality and protection of property.

2. Weather and safety factors we may consider

Weather and safety decisions may take account of:

• rain, thunderstorms and lightning;
• high winds or dangerous gusts;
• flooding, wet ground or unsafe ground conditions;
• extreme heat;
• bushfire smoke, poor air quality or environmental warnings;
• park, council or venue closures;
• conditions affecting safe setup, pack-down or transport;
• conditions affecting food safety; and
• other circumstances that may reasonably affect safety, practicality or event quality.

Ever After Picnics may, acting reasonably and having regard to available information and site conditions, determine whether proceeding, relocating, postponing or ending an event would create an unacceptable safety or operational risk.

3. Weather decision timing and information

Ever After Picnics will generally assess weather conditions approximately twenty-four (24) hours before the scheduled event.

Weather conditions can change rapidly, so further decisions may be made closer to the event or during the event where necessary.

We will consider objective information where available, including Bureau of Meteorology forecasts and warnings, council or venue notices and observed site conditions.

4. Alternative locations

Where reasonably practical, Ever After Picnics may offer an alternative location in the same general area or another suitable location that is reasonably considered safe and practical.

An alternative location may differ from locations shown in marketing materials. Any material change will be communicated to the Client as soon as reasonably practicable.

A suitable alternative must allow safe access, setup and pack-down and must comply with relevant council, venue or property requirements.

Clients may also discuss a suitable indoor or sheltered backup location with us before the event where one is available.

5. Genuine weather-related rescheduling

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.

Genuine weather-related reschedules do not count toward the three complimentary Client-requested reschedules provided under the Master Client Agreement.

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

All replacement dates remain subject to availability. Ever After Picnics will act reasonably in considering alternative dates and times but cannot guarantee a particular replacement date or location.

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

6. Weather-related refunds before the event begins

If genuine weather or safety concerns prevent the event from proceeding before it begins, Ever After Picnics will offer complimentary rescheduling.

If 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.

This weather refund provision applies where Ever After Picnics determines, acting reasonably, that genuine weather or safety concerns prevent the event from proceeding.

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, we will consider the circumstances before determining the appropriate remedy.

Relevant factors may include:

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

Depending on the circumstances, an appropriate remedy may be a refund, credit, complimentary reschedule or another reasonable solution.

Ever After Picnics will not exercise this provision arbitrarily. Nothing in this policy limits any right or remedy that cannot lawfully be excluded.

8. If the Client is concerned about the forecast

Clients are encouraged to contact Ever After Picnics as early as possible if they are concerned about the forecast.

If a Client chooses to cancel because of weather before Ever After Picnics has reasonably determined that genuine weather or safety concerns prevent the event from proceeding, the request may be treated as a Client cancellation under the Cancellation Policy.

Where conditions remain safe and practical but require reasonable changes, Ever After Picnics may adjust the setup or suggest an alternative location.

Ever After Picnics may refuse to proceed at an original outdoor location where it reasonably determines that doing so would create an unacceptable safety or operational risk.

9. Weather, property protection and food safety

Ever After Picnics may remove, substitute, relocate or decline to use particular styling or hire items where weather or site conditions create an unreasonable safety or damage risk.

The Client and guests must follow reasonable instructions intended to protect people, food and Ever After Picnics property.

Where damage is caused by the Client or persons for whom the Client is responsible improperly moving items, leaving the setup unattended, misusing property or failing to follow reasonable instructions, reasonable and properly evidenced costs may be deducted from the Refundable Security Bond in accordance with the Master Client Agreement.

Heat, humidity, rain, wind, insects and direct sunlight may affect food safety and presentation. After food or beverages have been delivered or arranged, the Client and guests must use reasonable care regarding consumption, storage and exposure to weather, insects and contamination.

10. Mild or manageable weather

Mild or manageable weather does not automatically mean an event cannot proceed.

Conditions such as cloud cover, a light breeze, minor temperature changes, overcast skies or reduced sunset visibility may still allow the event to proceed safely.

Depending on the circumstances, Ever After Picnics may make reasonable styling adjustments or recommend a more sheltered location.

11. Events outside reasonable control

Neither party will be responsible for delay or failure to perform an obligation to the extent caused by circumstances beyond that party’s reasonable control.

These circumstances may include natural disasters, floods, cyclones, fires, bushfire events, severe weather, public health restrictions, government orders, civil unrest, road closures, venue closures or utility failures.

The affected party must act reasonably to minimise the impact where practicable.

This provision does not exclude rights or remedies that cannot lawfully be excluded.

12. Summary of our standard weather approach

• Weather review: generally approximately 24 hours before the event, with further assessment closer to or during the event if required.
• Decision basis: objective information such as Bureau of Meteorology forecasts and warnings, council or venue notices and observed site conditions.
• Alternative location: may be offered where reasonably practical.
• Genuine weather prevents the event: complimentary rescheduling.
• Weather reschedules: unlimited and do not count toward the three complimentary Client-requested reschedules.
• Client declines rescheduling where weather prevents the event before it begins: full refund of all monies paid.
• Weather deteriorates during the event: remedy determined reasonably having regard to the portion already provided and the surrounding circumstances.
• Personal weather concern before we determine the event cannot proceed: normal Client cancellation terms may apply.

13. Australian Consumer Law

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

14. Changes to this policy

We may update this Weather 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.