Event Planning Services

Terms and Conditions

These Terms and Conditions apply when engaging Thats Mine Events to plan, coordinate or manage an event. By accepting a proposal, paying a deposit or confirming a booking, the Client agrees to the following terms.

1. Services

Event planning and coordination services start from $3,500 per event.

The final fee will depend on the size, location, duration and requirements of the event. Services may include:

Event planning and concept development
Supplier and stallholder coordination
Stallholder recruitment and communication
Event layout and site planning
Vendor and contractor liaison
Entertainment and activity coordination
Event schedules and run sheets
Operational planning
Event-day coordination and management
Staff and volunteer coordination
Safety and compliance planning
General event administration
Post-event reporting and feedback

Only services listed in the approved proposal are included.

2. Additional Costs

The event planning fee does not include third-party or event-related expenses unless stated in writing.

Additional costs may include:

Venue hire
Council permits and licences
Security
Cleaning and waste removal
Traffic management
First aid
Entertainment
Equipment hire
Toilets
Power and generators
Marketing and advertising
Printing and signage
Insurance
Staff and contractors
Travel and accommodation
Photographer or videographer services
These costs are payable by the Client unless otherwise agreed.

3. Booking and Deposit

A booking is not confirmed until:

The proposal has been accepted in writing;
These Terms and Conditions have been accepted; and
The required deposit has been paid.

A 50% non-refundable deposit is required to secure the event date and commence planning.

The remaining balance must be paid no later than 14 days before the event, unless another payment schedule is included in the proposal.

4. Minimum Lead Time

Where possible, events should be confirmed at least two to three months in advance.

Bookings made with less notice may limit stallholder availability, entertainment options, supplier availability and promotional opportunities.

Thats Mine Events does not guarantee a particular number of stallholders, suppliers, performers or attendees unless specifically agreed in writing.

5. Minimum Stallholder Requirement

For events involving market stalls, a minimum number of confirmed stallholders may be required for the event to proceed.

Unless otherwise agreed, Thats Mine Events recommends a minimum of 25 confirmed stalls to ensure the event provides a worthwhile experience for patrons and participating businesses.

If the minimum is not reached, the parties may agree to:

Continue with a reduced event;
Change the event format;
Reschedule the event; or
Cancel the event.

Any work already completed remains payable.

6. Client Responsibilities

The Client must:

Provide accurate event information and instructions;
Approve plans, budgets and suppliers within the required timeframes;
Provide access to the venue and relevant site information;
Disclose venue restrictions, risks and compliance requirements;
Obtain required internal approvals;
Ensure sufficient funds are available for approved event costs;
Provide a nominated contact person with authority to make decisions; and
Make payments by the due dates.

Delays in providing approvals or information may affect the delivery of the event.

7. Quotes and Budgets

All budgets are estimates unless expressly stated as fixed.

Supplier prices may change due to availability, seasonal demand, transport costs, labour charges or changes to the event scope.

No major additional expense will be incurred without Client approval. Minor operational expenses reasonably required to deliver the event may be added to the final invoice where prior approval is impractical.

8. Changes to the Event

Any changes to the event date, location, operating hours, attendance expectations, layout, entertainment, activities or services must be provided in writing.

Changes may result in additional fees where they require extra planning, administration, supplier coordination or event-day resources.

Significant changes may require a revised proposal.

9. Suppliers and Contractors

Thats Mine Events may recommend, engage or coordinate third-party suppliers and contractors.

Unless expressly stated otherwise, third-party suppliers remain responsible for their own:

Products and services;
Equipment;
Staff;
Licences;
Insurance;
Safety procedures; and
Contractual obligations.

Thats Mine Events is not responsible for the acts, omissions, delays or failures of an independent supplier.

10. Stallholders and Participants

Thats Mine Events may promote the event and recruit suitable stallholders, food vendors, entertainers or other participants.

Participation remains subject to availability, suitability, payment and compliance with event requirements.

Thats Mine Events may decline or remove any participant whose conduct, products, setup or documentation does not meet event requirements.

11. Marketing and Attendance

Thats Mine Events may assist with event promotion where included in the proposal.

However, no guarantee is made regarding:

Attendance numbers;
Ticket sales;
Stallholder sales;
Social media reach;
Media coverage; or
Financial performance.

Attendance can be affected by weather, competing events, economic conditions, public confidence, transport disruptions and other matters outside our control.

12. Permits and Compliance

The Client is responsible for confirming who will obtain and pay for required permits, approvals, licences and insurance.

Thats Mine Events may assist with applications where included in the proposal but cannot guarantee approval by councils, venues, emergency services or regulatory authorities.

The event must comply with all applicable laws, venue conditions and safety requirements.

13. Cancellation by the Client

If the Client cancels the event:

The deposit remains non-refundable;
Work completed up to the cancellation date must be paid;
Non-refundable supplier costs must be reimbursed;
Cancellation within 30 days of the event may require payment of 75% of the agreed service fee; and
Cancellation within 14 days of the event may require payment of the full agreed service fee.

Any variation to these cancellation charges must be agreed in writing.

14. Postponement

Requests to postpone an event are subject to availability.

Payments may be transferred to a new date at the discretion of Thats Mine Events, less any non-refundable expenses, supplier charges or additional administration costs.

A new date must generally be held within 12 months of the original event date.

15. Weather and Force Majeure

Thats Mine Events is not responsible for cancellation, delay or disruption caused by circumstances outside its reasonable control, including:

Severe weather;
Fire, flood or natural disaster;
Government restrictions;
Public health emergencies;
Power failure;
Venue closure;
Industrial action;
Transport disruption;
Security threats; or
Emergency service directions.

Where possible, the parties will work together to reschedule or modify the event. Completed work and non-refundable expenses remain payable.

16. Event-Day Decisions

Thats Mine Events may make reasonable operational decisions on the event day to protect the safety of patrons, workers, participants and suppliers.

This may include changing layouts, delaying activities, closing areas or removing unsafe participants or equipment.

17. Insurance and Liability

The Client must maintain appropriate event and public liability insurance unless otherwise agreed.

Thats Mine Events will take reasonable care when providing the services but is not liable for indirect or consequential loss, loss of revenue, loss of profit, low attendance or third-party failures.

To the extent permitted by law, liability is limited to the amount paid for the event planning services.

Nothing in these terms excludes rights that cannot legally be excluded under Australian Consumer Law.

18. Photography and Promotion

Unless the Client advises otherwise in writing, Thats Mine Events may photograph or film the event and use general event images for portfolio, website and promotional purposes.

Where identifiable individuals are featured prominently, appropriate consent requirements remain the responsibility of the relevant party managing those participants.

19. Intellectual Property

Event plans, templates, systems, documents, layouts and materials created by Thats Mine Events remain its intellectual property unless otherwise agreed.

The Client may use final materials created specifically for the booked event but may not reproduce, resell or provide planning templates to another organiser without written permission.

20. Confidentiality

Both parties agree to keep confidential any sensitive business, financial, supplier or operational information received during the planning process.

21. Conduct

The Client, suppliers and event participants must communicate respectfully with Thats Mine Events staff and contractors.

Thats Mine Events may suspend or terminate services where there is abusive, threatening, unsafe or unlawful behaviour. Fees for work already completed remain payable.

22. Termination

Either party may terminate the agreement where the other party seriously breaches these terms and fails to correct the breach within a reasonable period after written notice.

Thats Mine Events may terminate immediately for non-payment, unlawful activity, unsafe conditions or abusive conduct.

23. Acceptance

Payment of the deposit, written acceptance of the proposal or instruction to commence work confirms that the Client has read, understood and accepted these Terms and Conditions.

Business: Thats Mine Events
Email: markets@thatsmineevents.com.au
Phone: 0420 982 445