Corporate Events - Terms and Conditions

Event styling, unique hire and full on the day coordination

These terms apply to corporate conferences, gala dinners, awards nights, launches and other business events booked with Forever Us Events. They must be read with your accepted quote and booking schedule, which set out the services, staffing, hours, items and price for your event.

“We”, “us” and “our” mean the legal supplier identified in the quote, trading as Forever Us Events. “You” and “your” mean the corporate client named in the quote. “Agreement” means the accepted quote, booking schedule, these terms and any written variations agreed by both parties.

Any specifically negotiated written terms prevail over inconsistent standard terms. The quote must identify the supplier’s legal name, ABN, business contact details and the client’s legal name before acceptance.

You accept the Agreement by signing or electronically accepting it, or by paying the booking payment after receiving the quote and these terms. The person accepting confirms they are authorised to bind the client. Your date is secured when we confirm acceptance in writing and receive the required booking payment.

Both parties agree to exchange documents and approvals electronically. Email approvals from the nominated representatives may be relied upon for the purposes of this Agreement.

We will provide the styling services and items expressly listed in the quote. These may include concept development, layouts, florals, table styling, signage, furniture and decor hire, draping, ribbon features, palm and feather installations, delivery, installation and removal. Quantities, dimensions, installation methods and any overhead work must be agreed in writing. Mood boards and reference images illustrate the intended direction; they do not add unquoted items to the booking.

Within the agreed service hours, we will provide the coordination tasks listed in the quote, including event briefing and run sheet preparation, supplier liaison, setup oversight, guest arrival coordination, catering and AV liaison, speaker and awards cues, entertainment transitions, troubleshooting and pack-down oversight where included.

“Full service” refers to the agreed scope, rather than unlimited hours or services. Earlier project management, guest registration systems, ticketing, security, food and beverage service, technical AV operation and performer management are included only where expressly quoted. We coordinate the relevant providers without replacing their specialist responsibilities.

Service delivery and payments

The booking schedule must state each event date, venue, access window, coordinator numbers, start and finish times, setup and removal hours, and whether our team remains until guest departure. Multi-day bookings must identify coverage for each day separately. We will provide appropriately experienced staff and notify you of any change to the lead coordinator.

You must nominate one decision-maker and an alternate who can approve changes, costs and event-day decisions. We will not exceed your approved budget or incur additional charges without approval, except that we may pause unsafe work under clause 13.

Unless the quote states otherwise, a booking payment of 25% of the total quoted fee is payable to secure the date. It is credited against the total price. It is not automatically forfeited if the booking ends; any amount we retain will be calculated under clauses 17 to 20.

We may request additional payments for specifically approved sub-hire, custom goods or supplier commitments. Their amount, due date and applicable cancellation conditions must be disclosed before you approve the commitment. Payments must not be charged twice for the same item or service.

Unless a different schedule is agreed in writing, the styling and floral component is payable 60 days before the event. Remaining coordination and other service fees are payable 30 days before the event. All earlier payments are credited against the relevant balance.

Custom-made goods and supplier deposits may require earlier payment as disclosed in the quote. For bookings accepted within these periods, the quote will state the applicable payment dates. Instalments or payment plans must be agreed in writing. Prices are in Australian dollars and the quote will state whether GST is included and identify any additional charges.

Final guest numbers, seating arrangements, dietary information, award details, speaker requirements, branding and delivery information are due 30 days before the event unless another deadline is agreed. We will issue any resulting adjustment invoice with a stated due date.

Later increases are subject to availability and written approval of additional cost. Reductions may not reduce fixed service fees or costs already reasonably committed. We will pass on recoverable savings and explain any retained charges; no reduction removes your statutory rights.

Changes to scope, quantities, location, access or timing require a written variation stating the price and schedule impact before we proceed. Please check the itemised quote carefully: unlisted flowers, candles, consumables, staffing and hire items are not included.

If an undisputed payment is overdue, we will give written notice and a reasonable opportunity to pay or agree a plan before suspending affected work. We will explain the likely event impact. We will not suspend for a genuinely disputed amount while the parties work promptly to resolve it, provided undisputed amounts are paid.

Suppliers styling and venue arrangements

The quote will identify whether a supplier is engaged by us or directly by you. We remain responsible for services we contract to provide, including work performed by our subcontractors. We will take reasonable care in selecting and coordinating them.

Where you contract directly with a venue, caterer, entertainer or other provider, their contract governs their services. Our coordination does not make us responsible for their independent acts or insolvency, except to the extent our own breach or negligence contributes. Relevant sub-hire terms must be supplied before acceptance; additional liabilities require your express agreement.

You must arrange the agreed access, loading facilities, parking permissions, working power, suitable storage and approved floor plan with the venue. We will provide our installation requirements and reasonably cooperate with the venue and other suppliers.

You and the venue remain responsible for approvals and operational services allocated to you, such as liquor service, catering, security and venue emergency arrangements. We remain responsible for approvals, safe work and compliance relating to our own services and installations. The booking schedule should identify who obtains any event-specific permissions.

Draping, ribbons, palms, feathers, lighting and overhead features are subject to venue approval and a suitable installation design. Overhead loads require an appropriately rated support or rigging system; ordinary pipe-and-drape equipment must not be assumed suitable. We will agree support positions, fixings and any specialist supplier costs before installation.

Decor must not obstruct exits, fire equipment, sprinklers, detectors, access routes or performance space. No adhesive, fixings or suspension from venue fittings is permitted without approval. If an item is unavailable, we will seek approval for a comparable alternative; a material change in design or value requires your agreement and any price adjustment.

We may pause affected work or move our staff away from an immediate safety risk, harassment or threatening behaviour. We will promptly notify your representative, explain the issue and seek a practical solution. Suspension will be limited to what is reasonably necessary.

We will coordinate the run sheet with the hotel, AV team and performers. Venue staff control emergency response and specialist providers control their technical work. We cannot guarantee attendance, audience response or supplier performance outside our control, but will exercise reasonable care and skill in our agreed services.

Hired items remain the owner’s property and must not be moved, altered, removed or dismantled without approval. You must take reasonable steps to protect them during the agreed hire period.

You are responsible for reasonable repair, specialist cleaning or replacement costs to the extent loss or damage is caused by your breach, negligence or misuse, or by guests or providers under your direction or control. Fair wear, pre-existing faults and damage caused by us or our suppliers are excluded. We will provide evidence and account for age, condition and repairability; no automatic new-for-old charge applies. Any security bond and refund process must be specified in the quote.

Additional costs cancellation and postponement

Unless the quote specifies another rate, approved overtime is $60 per hour per coordinator, with GST treatment as stated in the quote. Overtime is billed for actual additional time, pro rata, and requires approval from your nominated representative before it begins. An earlier finish does not reduce a fixed fee unless agreed.

Unless otherwise quoted, the first 100 kilometres of total return travel from our business base to the venue are included. Any excess kilometre rate, tolls, parking and additional trips must be stated and approved in advance. Accommodation for venues more than one hour from our base is payable only if agreed and itemised. Required meals, breaks, relief staffing and late-night travel arrangements must be agreed in the booking schedule.

If outdoor elements are included, the parties will agree a weather alternative, decision time and authorised decision-maker. We will advise of reasonably foreseeable impacts on styling, guests and performances. Any additional indoor hire, labour or transport must be approved before commitment.

Ordinary weather changes do not automatically cancel indoor services. Where conditions create an immediate risk, clause 13 applies. Where an event is prevented by circumstances outside reasonable control, clause 19 applies.

Cancellation must be notified in writing. Unless your statutory rights provide otherwise, you must pay for services reasonably performed up to cancellation and reasonable, evidenced costs already committed for your booking that cannot be recovered, cancelled or repurposed. Any further claimed cancellation loss must be reasonable, evidenced and legally recoverable.

We will take reasonable steps to minimise loss, seek available supplier refunds or credits, and avoid double recovery. Payments already made are credited against the final calculation. We will provide an itemised reconciliation and refund any surplus within 14 days after it is agreed or otherwise determined. Any later supplier recovery relating to retained charges will be passed on promptly. There is no automatic forfeiture of all payments within four weeks of the event.

A new date is subject to availability and written agreement on revised supplier commitments, scope and price. Payments for undelivered services will transfer to the agreed new booking to the extent they have not already been properly applied to work performed or unrecoverable costs. We will identify those amounts and any additional charges before you decide.

We will make reasonable efforts to accommodate a change. If no suitable date or revised agreement can be reached, the affected booking will be treated as cancelled under clause 17, subject to applicable law. A credit will not replace a refund where a refund is legally required.

Service protections and acceptance

If a restriction, venue closure, severe weather, natural disaster or other circumstance outside a party’s reasonable control prevents performance, that party must promptly notify the other and take reasonable steps to minimise the impact. The parties will first consider a revised date or practical alternative.

If the affected services cannot proceed, either party may end that part of the Agreement by written notice. Amounts for undelivered services will be refunded, less properly incurred charges for work performed and reasonable, evidenced and legally recoverable unrecoverable costs. We will pass on related supplier recoveries. Neither party must accept an indefinite credit. This clause does not excuse a failure caused by that party or override statutory rights.

If either party materially breaches the Agreement, the other may give written notice identifying the issue and a reasonable opportunity to remedy it where possible. The notice period must take account of the event date and the nature of the issue. Statutory rights to immediate remedies remain unaffected.

If we cannot provide an agreed service for a reason within our control, we will notify you promptly and offer an appropriately qualified replacement or alternative for your approval. If no acceptable solution is agreed, you may end the affected services and receive a refund for them, without limiting any further rights you may have. We will not impose client-cancellation charges for our own failure to perform.

We will provide our services with reasonable care and skill and maintain public liability insurance appropriate to our activities. Evidence can be supplied on request. Any requirement for you to maintain event or other insurance must be specified in the quote.

Each party is responsible for loss or damage to the extent caused by its own breach, negligence or unlawful conduct. Nothing in this Agreement excludes, restricts or modifies rights, guarantees or remedies that cannot lawfully be excluded, including under the Australian Consumer Law. No clause requires you to indemnify us for our own negligence or that of our subcontractors.

Both parties will protect confidential business information and use it only to deliver the Agreement, except where disclosure is authorised or required by law. We will limit guest information shared with suppliers to what is reasonably needed for their services and comply with applicable privacy requirements. You must be authorised to provide that information.

We will obtain your written permission before publishing event photographs, company names, logos, guest images or testimonials for marketing. You are responsible for authorising use of branding and other materials you provide for the event.

Raise concerns promptly with our nominated contact so we can investigate and seek a practical remedy. The parties will first attempt good-faith resolution and may agree to mediation. This does not prevent urgent action or access to a regulator, tribunal or court. Queensland law governs the Agreement, subject to mandatory applicable law. An invalid term may be severed if the remaining Agreement can operate fairly.

Before acceptance, the quote and booking schedule must record the parties’ legal details, event dates and venues, scope and quantities, staffing and hours, total price and GST, payment dates, overtime and travel rates, supplier arrangements, access and removal windows, and nominated representatives. By accepting under clause 2, you confirm you have received and agree to those documents and these terms.