terms & conditions

Information & Terms.
DESIGN & CUSTOMISATION
Our in-house design team will liaise with you regarding your design. We will introduce you to our design via email with your confirmation email usually 1-3 weeks prior to your event date.
Elements we design for you vary from event to event, which may include:
• The print template
• "Touch to Start" screens
• Screens throughout the workflow
• Sharing screens
• Digital copies of the images shared.
• Album colour & Design (If required)
Power Requirements
1. One GPO (a standard, single phase, 240V, power point) is required.The GPO must be situated within
10 metres of the booth. If not, a power extension must be provided to the area (within the 10 metre radius).
MEAL REQUIREMENTS
3-6 hours A crew meal is required for events over 3 hours.
The crew meal should be the same as your guests. Our crew are often allocated a place to sit at the crew table with other vendors (DJ/band, photographers, videographers, MC's etc).

STAFF CARE
• Care for our staff is one of our top priorities, alongside customer care.
• Your event may be a long day of load-in, setup, operation and load-out for our staff, often totalling 6-
7 hours of work. This is why we request simple refreshments and a meal for longer hire times.
• We understand that every event is different and our staff may not have the opportunity to take a
break due to the intensity of your event, however it's company policy to allow staff a 10 minute
bathroom and refreshment break every two hours.
• If an opportunity for a break presents itself, please be understanding of our staff taking a moment to rejuvenate. You may find them away from their allocated area in this time.

RUN SHEET & FLOOR PLAN
Run Sheet
A run sheet outlines:
• Timings of key points during your event
• Which people are responsible for which action
• Contact names and numbers of vendors
Your run sheet should be distributed to your venue staff and all vendors so everybody is on the same page.If you are creating a run sheet and floor plan for your event, we would appreciate you sharing it with us.
A run-sheet helps our event staff understand what is happening during your event and when, which will help us best serve you.
Floor Plan
• A floor plan indicates the space where vendors, stations and furniture are allocated within your
venue.
• Determining a floor plan in advance will ease the load-in and setup process of your vendors, which will alleviate potential unnecessary stress on the day.

SOCIAL MEDIA
Hunter Valley Mirror Booth has a strong focus on documenting our activities, updating our audience, and
including our community (you) on social media.
We will request your social media handles so we can update you when you're featured on one of our social media channels.
We may capture your event through photo, video, Action Shots while within the booth. Hunter Valley Mirror Booth retains the rights to these recordings.
We post regular updates on our activity in the following channels:
• Instagram @hvmirrorbooth
• Facebook www.facebook.com/hvmirrorbooth
We will never distribute or sell the photos or video of you and your event in exchange for money, goods or services without permission.
If you would not like us to take photo and video, please inform us.
Photos Taken with the Booth
All photos taken with our Photobooth’s are copyrighted by Hunter Valley Mirror Booth. By booking Hunter Valley Mirror Booth, You are giving us permission to photograph you & your clients (It is at the Hirer’s discretion to seek permission from guests/ parents of minors to have our services at this event)

PARKING
You are required to provide parking for our staff member. There are usually three options:
1. Free Parking.
2. Metered Parking
3. Arranged Parking.
• If there is free parking available to our staff, no additional payment is required
• If our staff is required to park in a metered parking zone, you are required to pay for parking for the duration of your Hire Time, plus an additional two hours for load-in and load-out time.
• In some cases, you may need to arrange parking for our staff with your venue.

ADDITIONAL TIME & IDLE TIME
Additional Time
An extension of your Hire Time. Any time beyond your end time.
Idle Time
The time we are required before an event, but not used.
Additional Run Time: $150 per hour or $75 per half-hour
If you discover (during your event) that you require our services for longer than your Hire Time, you are required to pay the cost of Additional Time.
We will pack up if your event runs past your Hire Time and you do not want us to continue. This may occur while your event is still running.
Idle Time: $55 per hour:
• Included in your package, you receive 2 Hours load-in time before your hire time.
• If you require us to load in earlier than 2 Hours before your Hire Time, additional Idle Time needs to be purchased in advance.
• The above also applies should we not be permitted to packup on completion of package should the event still run past the package finish time.

Terms and Conditions
The quote you are given is valid for up to seven (7) days of the date hereof. The price is subject to change thereafter. Hunter Valley Mirror Booth accepts no responsibility for failure of the Hirer to read these terms and conditions. Payment of a booking fee is deemed as acceptance of these Terms and Conditions. If you do not wish to agree to the Terms and Conditions below please contact Hunter Valley Mirror Booth before proceeding with a reservation.

1. To secure hire of the listed equipment a 25% booking fee must be paid upon completing
this reservation.
2. In the event of a cancellation within thirty (30) days from the date of booking, the
booking fee will be refunded.
3. Payments in accordance with this quote are to be made as follows:
a. 25% upon completion of this reservation
b. 50% thirty (30) days prior to the event; and
c. the 25% balance in full no less than 14 days prior to the event.
Late payment will incur a 10% fee applied every seven (7) days or part thereof that the
payment is overdue.
4. In the event of a cancellation after thirty (30) days from the date of booking prior, the
booking fee will become non-refundable.
5. In the event of a cancellation within thirty (30) days from the date of the event, the
booking fee plus payment of 50% will become non-refundable.
6. In the event of a cancellation within days (14) days from the date of the event, the full
payment will become non-refundable.
7. Cancellation after thirty (30) Days from booking date, will incur a cancellation fee of
hire value per item cancelled from booking as follows:
a. 25% cancellation fee of total per item hire value will apply if cancelled after
thirty (30) Days from booking date.
b. 50% cancellation fee of total item hire value will apply if cancelled with less
then sixty (60) days notice.
c. Full 100% hire cancellation fee will apply with any items cancelled with less
then Thirty (30) days notice.
8. All Late fees, cancellation fees & admin fees must be paid for in full prior to due date.
9. The quote/invoice amount you are given is Non Negotiable.
10. Payments made to Hunter Valley Mirror Booth are non-transferable.
11. An overall surcharge of 15% is applicable for public holiday hire requiring staff labour.
12. Hunter Valley Mirror Booth accepts cash, credit card, eftpos or direct deposit.
will contact the Hirer on the nominated phone number seven (7) days prior to the event
to confirm Delivery/ Collection arrangements.
13. Unless permission has been given in writing, it is strictly forbidden for The Hirer, or
third-party associate thereof, to modify or repair any of the Props, backdrops &
Equipment.
14. It is the responsibility of the Hirer to ensure that the props & equipment is not
damaged/stolen whilst in Hirer’s possession pursuant to this agreement.

15. The Hirer will take all steps practicable to protect the hire equipment from weather
damage. Hunter Valley Mirror Booth Reserves the right to refuse to Hire if Hirer does
not have a suitable weatherproof indoor option for our photobooth.
16. Cancellations due to natural disasters & events beyond “Hunter Valley Mirror Booth’s”
control partial refunds may be made applied strictly pursuant to the following:
a. If written notice is received no less than 72 hours from the date of the event a
refund of 50% will be applied;
b. If written notice is received no less than 48 hours from the date of the event a
refund of 25% will be applied;
c. If written notice of less than 24 hours is received no refund will be applied.
17. The Event Master & Hunter Valley Mirror Booth will Not be liable for failing to
perform its obligations under this agreement as long as the failure is triggered by
something beyond its reasonable control, Acts Of God, Fire, Flood, Natural Disasters,
Act of Parliament.
18. In the event of a forced majeure clause, any perishable purchases made on behalf of
parties involved shall be liable to cover the costs of these products.
19. In the event of a forced majeure clause is enacted, The Event Master will ensure the
clients requests are met in transferring monies paid to a account credit or change of date
of event of up to 365 Days from date of current scheduled event.
a. If the date is not rescheduled within the 365 days from cancellation notice, all
monies paid to date will applied as a cancellation fee
b. Parties involved have 365 days to use store credit & or account credits
c. Any monies/credit that has not been used after 365 days (1 Year) will not be
refundable or transferrable to any future events beyond 365 days.
20. If your event is to occur in two (2) or more separate locations requiring equipment to
be transported, We will require the address of all locations where equipment will be
located. (Stock removed from the listed event address above will be reported as stolen
& invoice will be issued to replace any stock removed without consent)
21. Moving any items to an alternative location without Staff present will void all
insurances under our liability cover in the event Hirer transports stock to an unlisted
address. Failing to tell Hunter Valley Mirror Booth will void your agreement & hirers
are liable.
22. The Hirer expressly acknowledges that they are responsible for any and all injury
/damage to the Hirer and/or its associates and the public whilst the hire equipment is in
their possession, including any injury/damage caused by misuse of the hired equipment.
Eg. Drunken Behaviour, Broken Glass from guests etc.
23. The hirer uses the plant at their own risk and must:
a. Use the equipment in a skilful and proper manner and only for the purpose and
within the capacity for which it was designed;
b. To listen to instructions from attendant/staff onsite
c. Clean equipment in the event of a spill e.g. alcohol, food etc.
d. Be responsible for and indemnify Hunter Valley Mirror Booth against all claims
in respect of injury to persons, or damage to property, arising out of the use of
the equipment by whomever during the hire period however arising;

24. Hunter Valley Mirror Booth accepts no responsibility for suitability of the equipment
for the purpose intended
25. Hunter Valley Mirror Booth reserves the right to refuse setup should the Hirer or Third
Parties (Venue Operator/Staff) Fail to provide a suitable indoor Weatherproof option.
26. Hunter Valley Mirror Booth will not tolerate abuse of staff. In the event our staff feel
uncomfortable on-site we reserve the right to cancel this agreement without refund.
27. Acceptance of this Agreement constitutes authority for entry by the staff to the location
of the event as nominated by the Hirer. Refunds are not available for any refusal of
entry or refusal by the premises to allow use of the hired equipment.
28. Failing to allow access to premises on Collection will incur late fees, (Per Hour) &
admin fees as per hire agreement terms listed
29. Hunter Valley Mirror Booth relies upon the accurate description by the Hirer of the
premises where the event is to be conducted and the Hirer acknowledges that the quoted
price is reliant upon such accurate description. Should the premises fail to meet the
description in relation, but not limited to, lack of parking, presence of stairs, steep hills,
tight doorways and access points, Hunter Valley Mirror Booth reserves the right to
invoice the Hirer for any extra labour required by staff.
30. Work Health & Safety is our number one (1) priority & Moving the equipment once
setup by staff is not permitted. No compensation will be provided should hirer or third
parties move our stock without permission that may impact our duties to operate within
the package times.
31. Any guests or Third Party Vendors contracted by the Hirer who damages Stock while
in care of the Hirer. It is at the Hirers own Discretion to seek compensation &/or legal
action outside of this agreement to third parties or guests involved in the damage
caused. The Hirer is solely responsible & must adhere to the Hire Agreement when
Section 42 is breached.
Any questions, please refer all matters to Joshua Vought at theventmasterhire@gmail.com
Please ensure all papers are filled out & signed prior to booking date to avoid delay in delivery or denied handover your good

The Provider - Hunter Valley Mirror Booth, also know as HVMB.

The Customer - The person booking HVMB for their event.

TRAVEL AND ACCOMODATION

In the case of the customer’s venue being outside the Hunter Valley area (exceeds 150km plus radius from Maitland NSW 2320), the customer will be responsible to pay overnight accommodation at a Motel. If there is no Motel accommodation, a nearby Hotel will be accepted. This booking is for the HVMB host. For all events greater than 75kms outside CBD travel is required at a minimum fee of $75.