Glo Events Terms & Conditions

1 Definition

1.1 ‘Contract’ – the document or documents setting out the services to be provided by us together with these terms and conditions and a signed contract acceptance form or proposal.
1.2 ‘Client’ – the person, firm or organisation engaging our services.
1.3 ‘We’, ‘Us’, ‘Glo Events Pty Ltd (A.C.N. 669 620 688) T/A Glo Events.
1.4 Our ‘services’ – the services to be provided by us which include but are not limited to: event planning, event design, event management, event hosting, provision of marketing support, project management, graphic design processes, market research, PR services, sponsorship.
1.5 ‘Our suppliers’ – supply partners we work with to provide services/products.
1.6 “Event” means the event in which the Event Manager has been engaged by your company to plan and organize;
1.7 “Event Date” means the date of the Event;

2 Our fees

2.1 The fees in respect of services provided will be agreed and specified under separate cover.
2.2 A deposit of 25% (or pre event administration component, whichever is greater) of the accepted quote will be paid upon signing the contract unless otherwise agreed, with the outstanding 75% to be split across up to 2 equal payments, all being pre-event, (unless otherwise agreed). Full payment shall be made within 14 days of invoicing of the event. In the event that we incur costs greater than the fees paid by the client, We will send a “reconciliation invoice” detailing these fees to the client. The reconciliation invoice is required to be paid by the client within 7 days of the issuing of the reconciliation invoice.
2.3 For events / services booked with less than 30 days lead time: a deposit of 50% shall be due immediately upon signature of the contract, with the outstanding 50% to be paid 7 days prior to the event.
2.4 For graphic design services, Glo Events will include one complimentary edit/change to the initial design. Additional changes will be charged at our standard hourly rates (or agreed hourly rates) Please see further terms below.
2.5 Whereby an invoice is overdue, Glo Events reserves the right to charge interest. Interest will be calculated daily at a rate of 15% p.a.
2.6 Glo Events may be offered commission or incentives from suppliers from time to time. We will happily disclose any commissions/incentives upon request. Our guarantee to you is that we will always have your (the client) best interests in mind and will endeavour to find the best fit for ensuring value for money is delivered.
2.7 Confirmation of Booking – A booking will be considered tentative pending receipt of a deposit, and will be held without obligation, for a period of seven (7) days. Once this period has elapsed, Glo Events reserves the right to cancel an unconfirmed booking and, without further notice, re-allocate the venue to other enquirers.
2.8 Expected Attendance – The Client warrants that the number of expected guests stated on the Booking Contract (‘Expected Attendance’) is a realistic expectation of attendance and is the basis upon which the booking is accepted by Glo Events. 
2.9 Guaranteed Minimum Attendance – The Guaranteed Minimum Number of guests attending the function must be advised to Glo Events at least seven (7) full business days prior to the date of the function, not including the date of the function. Only increases can then be given to Glo Events, up to close of business on the fourth (4th) business day prior to the function. For the purpose of clause 13, the Guaranteed Minimum Number will be the number notified in accordance with this clause, or if no number is notified by the required date, the contracted expected attendance identified on the Booking Contract.
2.10 Final Attendance – The final number of guests attending must be confirmed to Glo Events by close of business on the 4th business day prior to the function (not included the event date). If final numbers fall below the Guaranteed Minimum Numbers, charges will be based on the Guaranteed Minimum Numbers
2.11 Cancellation: If cancellation is received eight (8) weeks or more from event date, you may receive the option (at Glo Events’ discretion) to transfer booking to another date, with payments received transferred across to secure new date, resulting in no penalty to you. All payments received by Clients for bookings are non-refundable. Refunds will not be offered at any stage for cancellations.
2.12 Additional Fee: An additional fee will be imposed upon confirmation for last-minute venue/ceremony installation/preparation written requests. The Event Manager and your company shall negotiate in good faith with a view to agreeing upon a fair and reasonable fee.
2.13 Management Fee: An additional Management Fee of 20% will be imposed by Us upon for any invoice issued by a third party supplier relating to your Event. 

Contract Specific Terms

3 When the contract starts
3.1 The contract starts when you have agreed to use our services and signed our agreement/proposal acceptance form by which you agree to keep these conditions.
3.2 If at any time a supplier we have engaged is not able to provide the product / service as originally quoted, we will endeavour to find a replacement of similar value / quality.

4 Your responsibility
4.1 In providing our services, in particular hosting events, any reasonable instruction given to you by us or our suppliers must be followed. In the event that you or your guests fail to follow our reasonable instructions, resulting in loss or damage, you will be liable for said loss or damage.
4.2 For each preferred supplier, we will advise you in respect of their terms and conditions and payment schedule. Glo Events is unable to make advance payments to suppliers on your behalf (unless otherwise agreed). You must ensure we have received cleared payment in time for us to meet suppliers’ payment schedules. We cannot be held liable if you fail to clear the necessary funds in time to meet these obligations and the supplier then withdraws their
service.” Glo Events will not be held liable for any outstanding payments to suppliers on your behalf. All external suppliers used (i.e. AV, food & Beverage etc) will be the client’s responsibility.

5 Limits of our liability

5.1 Glo Events does not accept any liability for non‐completion of an event or for any delays arising as a result of strikes, riots or lockouts, adverse weather conditions, loss, damage or cancellation due to fire, flood or any other cause beyond its control
5.2 The liability of Glo Events in respect of any breach of the Contract, including any applied terms shall not extend to any consequential loss whatsoever suffered by the client or their guests
5.3 Glo Events will do their best to meet specified deadlines and delivery dates. Where information is not made available or situations beyond our control come into play this may not always be possible.

6 Insurance & Public Liability

6.1 Glo Events holds $20 million in public liability insurance with a reputable insurance company for the site. A copy of the certificate of currency can he provided at the request of the Client. 
6.2 The Client will take out and maintain comprehensive insurance cover for all risks associated with the client (including but not limited to Public Liability Insurance to $20 million per claim). The Client will provide copies of this insurance (if required) prior to the event day. 
6.3The Client will use the venue, its facilities and its equipment in a safe, proper and efficient manner so as not to involve any appreciable risk of injury to persons or damage to the property in or near the venue. 

7 Ending this contract

7.1 We may end this contract if: You break its terms; or as a company you become bankrupt/enter into a voluntary agreement with creditor/a receiver is appointed. Under these circumstances it will end immediately, and we will recover costs.
7.2 Change of date: Subject to written notice to Glo Events, we may agree to a change of date. In this case work completed to date will be payable upon receipt of an invoice, and you will be re quoted on any additional hours/work required. The date should be within the current financial and/or calendar year otherwise our previous quote may need to be looked at to include potential cost increases incurred/annual rate increases.
7.3 Glo Events will do its utmost to ensure that your event goes ahead. However, if a supplier pulls out at a late date, we will try to find a replacement but will not be liable. It is the Client’s responsibility to ensure that any required bump in/out time are covered in the Event Details for guaranteed access. If no specific time frame has been listed, this will be subject to GLO EVENTS’s event schedule and only 30 minutes may be available pre and post event to the Client.

8 Event timings

8.1 It is the Client’s responsibility to ensure that any required bump in/out time are covered in the Event Details for guaranteed access. If no specific time frame has been listed, this will be subject to Glo Events’ event schedule and only 30 minutes may be available pre and post event to the Client.

9 Security

9.1 Should Glo Events deem it necessary for a specific event, security guards may be engaged at the cost of the client. All security guards are to be booked though Glo Events. This information is to be confirmed at the time of booking confirmation. A 4-hour minimum callout fee applies. Security must commence 15 minutes before guest arrival and work until 15 minutes after departure.

10 Catering

10.1 The Client accepts that Glo Events will be the sole provider of all food and beverage in the venue. All Catering revenue will be retained by Glo Events. Glo Events is not responsible for the conduct of Glo Events catering and any food & beverage vendors providing catering services. Notwithstanding this, Glo Events will take reasonable precautions to ensure that Glo Events catering and the food & beverage vendors comply with applicable laws. Any menus are indicative only and subject to due to seasonal variances and Glo Events discretion. 
10.2 For the smooth running of the function, the planning of menu and service details are to be finalised fourteen (14) days prior to the function. Should we not receive menu confirmation by this time, Chef’s Selection may apply.

11 Beverages

11.1 Glo Events follows guidelines for responsible service of alcohol. No alcoholic beverages are permitted to be brought to the Venue by the Client. Glo Events reserves the right to search any vehicles to ensure liquor is not brought onto the venue. 
11.2 A cash bar set up fee may be applied by Glo Events depending on the details and nature of the Event. Vintages of wine may vary due to availability. 
11.3 Beverage packages included as part of ticketed functions cannot be altered to suit personal preferences, allergies, medical conditions or pregnancies. Events cannot be subject to price reductions on any of these reasons.

12 Force Majeure

12.1 If any part of any event is cancelled, abandoned or postponed, in whole or in part, due to adverse weather conditions or for any other cause beyond Glo Event’s control, there is no right to refund or exchange and no obligation is assumed by Glo Events for the arrangement of a substitute event, performance or any other element. Programs, menus, duration and timing may be subject to alteration without notice. Glo Events reserves the right to vary, add, withdraw or alter programs, menus and facilities without notice.
12.2 The Event Manager warrants and declares that every effort will be made to provide high quality services. You fully understand and agree that the Event Manager shall not be responsible or held liable in the event the Event Manager is prohibited from providing services due to illness, hospitalisation, auto accident, transportation breakdown/disruption, traffic difficulties, acts of God such as inclement weather or other unforeseen incapacitation or other cause of non-arrival on the day of the Event. The Event Manager will make every attempt to notify you and to provide for a substitute Event Manager who can provide services if time and resources permit. In any event, the Event Manager, his agents and assigns shall NOT be held liable for any compensation or any damages (including punitive) due to non-performance of any services resulting from such incapacitations, non-arrival, errors and/or omissions of any type. In no event shall the Event Manager (and/or its related entities), officers, directors, employees, or agents, be liable to you for any damages howsoever resulting from any errors or omissions in any content or for any loss or damage or claims of any kind incurred as a result of you engaging of the Event Manager or the acts or omissions of you and/or your family, friends, guests, contractors, workmen, other vendors, suppliers), whether based on warranty, contract, tort, or any other legal theory, and whether or not the Planner is advised of the possibility of such damages. Further, the Event Manager bears no liability whatsoever for any compensation or damages for any form of injuries, disputes, damages, damages to property, indirect loss, direct loss, consequential loss or deaths as a result of the acts and/or omissions of any individuals or entities and participation and/or attendance of any individuals or entities during, before, and after the Event. THE FOREGOING LIMITATION OF LIABILITY SHALL APPLY TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAWS.

13 Privacy and Confidentiality

13.1 The Client must comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles relating to the conduct of the event and provide assistance reasonably required by the Glo Events in respect of Glo Events’ compliance with the Act and Australian Privacy Principles. The Client must not disclose any information of a confidential nature about the Glo Events, the site or the venue which is provided to the Client before or after this contract is entered into unless required by law or authorised by Glo Events. Glo Events takes all reasonable steps to protect the personal information of the Clients from misuse, loss and from unauthorised access, modification or disclosure. Glo Events will not sell, rent or provide the personal information of the ticket buyers to any third Parties, unless expressly mentioned as part of marketing campaigns.

14 Imagery

14.1 Any images taken by Glo Events or their representative before, during and after your event are at the discretion of Glo Events to utilise for marketing purposes. 

15 Management of events

15.1 The main contact for the duration of the Event will be the Glo Events Operations Team. Glo Events reserves the right to exclude or evict persons from the venue where the event is to be held in Glo Events’ absolute discretion. If for any reason, an event is moved from one venue to another (movement of events, all bookings and reservations will be moved to a similar or equivalent venue at the total discretion of Glo Events. Some extra fees or charges may be incurred in the event of such a change. 

16 Client’s obligations 

16.1 The Client is to conduct the event according to the Event Details and must: 

1. comply with all legal requirements and standards relevant to the event; 
2. obtain and comply with all approvals, permits, licenses or authorities for the conduct of the event; 
3. ensure that the Client’s representatives, employees and contractors conduct themselves to the standard required of the Client under these terms and conditions; 
4. comply with all requirements and directions of the Glo Events relating to any matter affecting the safety of the venue, the site or the persons attending the event; 
5. comply with and perform all obligations imposed under legislation including the Work Health and Safety Act applicable to the Client relating to the event; 
6. use the venue at its own risk and to the extent permitted by law the Client releases Glo Events from liability relating to loss or damage to persons or property occurring during the event; and 
7. indemnify Glo Events in respect of any loss suffered by the Glo Events as a result of the Client’s and/or its contracts, acts or omissions in the conduct of the event or performance of its obligations under these terms and conditions. 
8. Patrons must adhere strictly to the Glo Events’ directions and signage prohibiting smoking in all smoke free areas of the racecourse as required by the Tobacco and Other Smoking Products Act 1998 (Qld). It is an offence under the Act to smoke in an area designated by the Act as a “smoke free area”.

17 Pricing Food & Beverage

17.1 Pricing for food and beverage is subject to change depending on services required, seasonal produce and factors outside of the control of Glo Events. The Minimum Food and Beverage Spend quoted at the time of booking is for the period outlined in the contract. Any additional timings may include an additional fee. This is at the discretion of Glo Events to outline. 
17.2 If the food and beverage consumed at the event is less than the Minimum Food and Beverage Spend, the Minimum Food and Beverage Spend is payable by the client. The client is responsible for payment of the charges for food and beverage consumed at the event in excess of the Minimum Food and Beverage spend. All pricing listed by Glo Events to the client is inclusive of GST.

18 Room Set-up 

18.1 The client must supply no less than fourteen (14) days prior to the event their final room set requirements. Where there are specific numbers of guests seated at a table during the event, these details must be supplied with final numbers no less than 4 business days prior to the event. Changes to room set-ups within 3 days of the event may incur additional labour charges. Changes to agreed room set-up on the day of the event will incur additional labour charges.

19 Co-operation

19.1 The Parties agree to positive cooperation and communication for the best possible results. The Event Manager is not responsible for the acts and omissions of key individuals or their failure to be present or to cooperate during the Event.

20 Third Party Suppliers

20.1 We use and always endeavour to source premium entertainment providers. However, we cannot be held responsible for the actions of the third parties who are independently contracted by us.
20.2 Some Third Party Suppliers may require a “behaviour bond” to be paid. All bond requests will be identified in the booking confirmation form.

21 No Agent

21.1 We are an independent company that makes Arrangements with Third Party Suppliers for events. We are not agents or representatives of any Third Party Suppliers used for the Arrangements, and we accept no liability for any warranties provided by any Third Party Suppliers or other third parties.
21.2 You acknowledge that we are event planners and independent to that of the Third Party Suppliers used for the Arrangements.

22 Amendment to terms

22.1 We reserve the right to amend these terms and conditions from time to time. Amendments will be effective immediately upon notification on our website and to you in writing. Your continuation with the booking will represent an agreement by you to be bound by the terms and conditions as amended.

23 Entire Agreement

23.1 These terms and conditions constitute the entire agreement between the parties with respect to the subject matter of this document and supersedes all prior negotiations, contracts, Arrangements, understandings and agreements with respect to that subject matter.

24 Law 

24.1 This document is governed by and construed under the laws of Queensland.
24.2 Any legal action in relation to this document against any party or its property may be brought in any court of competent jurisdiction in Queensland.
24.3 Each party by execution of this document irrevocably, generally and unconditionally submits to the non-exclusive jurisdiction of any court specified in this provision in relation to both itself and its property.

25 Remedies

25.1 The rights of a party under this document are cumulative and not exclusive of any rights provided by law.

26 Severability

26.1 Any provision of this document which is invalid in any jurisdiction is invalid in that jurisdiction to that extent, without invalidating or affecting the remaining provisions of this document or the validity of that provision in any other jurisdiction.

27 All Terms and Conditions

All terms & conditions will be deemed to be agreed and accepted once the job is executed and shall be binding on you even if you fail to sign on the relevant quotation and/or agreement prior to the Event Date. Any dispute or changes will have to be made with signed amendments prior to the commencement of the Event.