Terms and Conditions

The all important terms and conditions, boring, but necessary. We love bringing weddings to life and working with our beautiful clients. Transparency, mutual understanding, and respect is important to us here at Capital Events.

If you choose to go ahead with us (yay-thank you!) you are agreeing to the below terms and conditions. The below cover all aspects of our business including planning, coordination, styling, or hire. We understand you may just be hiring but they are all here for full transparency if you decide to add anything else to your order down the track.

Thank you for reading through these terms and conditions carefully and agreeing to them at your time of booking.

COORDINATION / PLANNING / VENDORS /STYLING

The planning/coordination team at Capital Events will do everything in their power to ensure your event goes as planned, however should there be something beyond the control of the planners, Capital Events and the team assumes no responsibility.

Wedding planning clients only – if you change your date for whatever reason (covid related included) you will incur the below fees for the time consuming exercise of changing your date through various documents and with each and every vendor;

1. $800 to change the date with all your vendors

2. $200 for each additional research request /new booking required if your vendor is no longer available.

Capital Events has the right to photograph or have a photographer on site to do a photo shoot of our decor, florals, guests, couples and details of our work at events for Capital Events portfolio and marketing uses. The Client grants the permission to Capital Events to have any images taken at their wedding by an externally organised photographer, the wedding photographer or video/photos taken at the wedding to display selected images resulting from this contract as an example of Capital Events work and release all claims to profits that may arise from use of the images.

If we are providing wedding planning services, our team is to provide styling and florals.

Clients providing partial planning or using coordination services only: Any vendors or DIY aspects organised by the client, Capital Events take no responsibility for. This includes external vendors' tardiness, quality of work, services, food quality, products/equipment, communication in the lead up, or execution on the day.

Capital Events do our best to vet all external vendors on behalf of clients and while our preferred vendors we use on a regular basis of are of extremely high quality, where they are already booked out and/or we need to expand our horizons for various reasons (including location/venue needs or based on the client brief requirements) We take no responsibility for the vendors tardiness, vendors tardiness, quality of work, services, food quality, products/equipment, communication in the lead up, or execution on the day.

Rest assured that we will organise details with them in the background and do everything in our power to ensure your event/wedding runs smoothly.

You hired us for a reason, that is why we as your wedding planner/coordinator is the sole decision maker of the day. This relates to all decisions to be made on the day. However, you may provide a name and number of an authority who is able to assist in making decisions on the night of your wedding for coordination or planning clients.

We love planning and need cooperation and approvals from our couples to help us help you. If we don’t receive prompt approvals and responses, we may lose vendors (due to them booking out and quotes lapsing etc.) To get the BEST out of your wedding planning experience please read through details we send you and meet/call us to go over anything you're unsure of. A little communication can help us finalise the details of your wedding sooner and ensure we don’t miss out on the best suppliers suited to you and your special day. We love bringing all the finer details together for you!

TREATMENT OF STAFF

The health and safety of our staff is of the utmost importance. It is the client’s responsibility to ensure that you, your guests, bridal party and vendors treat our staff with respect and kindness throughout the leadup and on the day of your wedding/event. Capital Events will not tolerate any bad behaviour, abuse, or poor treatment towards our management or any members of our team or risk staff's mental, emotional or physical health.

Our team members have the right to leave immediately (this could be abruptly without permissions) with no further coordination or planning if, at any point, our staff have been treated poorly by a guest, client, members of the bridal party, or other vendors at the wedding. If, in the unfortunate and sad circumstance this occurs, no payments will be refunded to the client and as a result the client will take full responsibility for any poor behavioural occurrence deemed so, by us or any staff member of Capital Events

Planner Meals are required to be provided to planners/coordinators assigned to your package at appropriate mealtimes during the wedding day when there are six or more hours of coverage. Meals are to be provided at the time the Guests are eating.

If you do not wish to include meals for your planners, then you are automatically allowing the planner(s) to leave for a 1-hour Dinner break off premises during the hours of service provided.

LIABILITY OF HIRED ITEMS

The client/s assume full responsibility for all hired items, including but not limited to their safe and proper use, operation, maintenance, and return. The client is responsible for all loss, damages, and repairs. In the event a hired item is lost, damaged or requires repair, the client will be charged the full value of the items. Capital Events do not take any responsibility for injury of clients or guests whilst using hired items.
If venue staff damage items, the client is liable to refund them as a full product cost and chase the venue at fault for any damages. The client is requesting our services and is responsible for all items hired.
If you have hired plates, candles, cutlery, glassware etc. they are to be returned fully cleaned. They are NOT able to be put through the dishwasher.
Wax not to be used on linens – replacement will be required.
Our items are hire items – general wear and tear.
Cleaning fees will be taken from your bond if they are not returned cleaned. If you use a decal of any sort, you must clean this off prior to returning.
$250 bond hold is required for hired items.
Our staff are unable to assist you to load your hire items.
Licence and credit card photos are required for pick up and drop back of hire items.
Cleaning and handling fee is required for hire pickups.
Hire pickups and drop offs by clients are only available Mondays between 9.30-11am. If your hire doesn’t come back by 11am the Monday post event, you will be charged with a $150 fee from your bond.
Confirm timing for venue bump in/set up and bump out/pack up for our team at least 2 weeks prior for roster purposes.
Please ensure you have a vehicle appropriate to transport the items.
If you do not pick up your goods in the time specified on your invoice, we do not guarantee our staff will be at the office after or before set times as we have events to and weddings to set up and often offsite. If you miss your time, we cannot guarantee to offer a new pickup time and will not offer a refund if you miss your pickup time. If you are late, you will be charged a late fee of $150

CANCELLATION POLICIES / PAYMENT

Cancellation of services must be made in writing no later than 30 business days prior to the event date. Providing no cost has been incurred by Capital Events, no further payments will be necessary. All payments that have been paid prior to the cancellation will not be refunded. If other payments have been made to services Capital Events have contracted on behalf of the client (ie celebrants, venues, photographers, flower orders, any other services who have required a booking payment from us) the client will be liable for these non-refundable payments.
If we have been wedding planning on your behalf and you choose to cancel your wedding, you will not receive any deposits back as we have already spent much time, many hours and months planning in the background on your behalf.
If cancellation is made after the 30 business days prior to the wedding (as per above clause) the full invoice payment must be made.
Clients pay and be responsible for all vendors associated with their wedding/event. Capital Events take no responsibility for your vendors or payment of vendors.
We do not take responsibility for failure or closure of vendors.
If you choose to cancel, we do not provide refunds of any payments made.
4 weeks prior – no refund. This is due to the fact your staff of rosters.
Perishable items such as flowers, stationery etc. will be required to be paid for.

PRICING/PAYMENT POLICIES

Payments are acceptable in the form of electronic transfer (details can be found on invoice).
All payments must be made payable to Capital Events
A 4% surcharge will be applied to all credit card charges if damages/losses occur.
In the event a final payment is not received by the due date, Capital Events reserves the right to withhold Wedding Planning/Coordination/Floral services requested in their contract. Any payments made up until that time are non-refundable.
If you have approved your invoice /quote, you cannot remove the spend as we have committed to your day and the services of your booking. Services can be reduced by a maximum of 10% to take into account a slight reduction in guest numbers.
In the event any payment is late greater than 7 days, Capital Events has the right to nullify and void the contract and no further services will be provided.
Prices could be subject to change if the invoice is modified from original items quoted if quoted as a package price. You have until 2 months prior to your wedding date to make any major changes to your invoice. For example, removing items ordered on your invoice after the deadline will result in a fee of 5% of your total décor bill. Numbers can be adjusted downwards until 7 days before your wedding date. Numbers can be adjusted upwards until 3 days before.
All applicable taxes will be added to your invoice. No exceptions will be made.
We do not accept payments on the wedding day. All final payments must be made 1 month prior to your wedding/event. If exceptions are made by the CEO where payment is accepted closer to the function date, the payments must be made in cash, or by direct deposit only.
The Final adjusted invoice amount based on the final numbers to be calculated 4 weeks prior to the wedding/event date.
In the case of extreme hyperinflation of 10% of more by the Australian API Canberra event
Reserve the right o adjust the cost of service and items as per the forward looking inflation rate at the time leading up to your wedding.
Late Payments will be subject to a $5.00 per day late penalty starting the day after your payment due date as scheduled below in your payment Schedule.
1. Late Payments after 7 days switch to $10.00 per day penalty fee starting from Late day number 1.
2. Late Payments after 14 days switch to $15.00 per day penalty starting from late day number
3. Late Payments after 30 days switch to $20.00 per day penalty starting from late day number

ADDITIONAL FEES & CHARGES

If we are required to stay, longer than the allocated hours during a coordination, wedding planning or styling shift, whether we are asked or deem it necessary, we are able to charge an additional staff fee. These charges are at the discretion of our team.
If you would like us to stay back and move your arch this incurs a fee for our staff to wait and move the arch/extend their shift.
If the venue is further than 1 hour away, we will require accommodation to allow us to set up. Accommodation is chosen and booked by our team as we have a duty of care to our staff and any fees will be on-charged to the client.
Additional travel fees may be applied if your venue is over 30 kms away due to the additional wages we need to pay our staff.
Set up is done in one shift by our staff, if two lots of travel are required. There will be two lots of delivery fees and minimum staff charges.
Staff are required to be paid for a 3 hour minimum.
Clients are to pay for staff travel over 30km away from the warehouse which includes petrol and hours two and from the venue.

MEETINGS / GUEST NUMBERS

Your initial meeting will be complimentary, and you will receive as many meetings as per your package indicates. See package inclusions below.

¨ Bella Bronze – 1 consultation

¨ Stella Silver – 2 consultations

¨ Rose Gold – 3 consultations

¨ Platinum Pearl – unlimited consultations

*Additional meetings requested will be charged at $80 per meeting.

A final meeting to review all applicable details to the services requested to be scheduled 4-6 weeks prior to the wedding date (if required).

Final numbers must be confirmed no later than 4 weeks prior to the event date. At that time an adjusted invoice will be created with your final balance.

If the timing of your event changes on the day regarding pick up or delivery, we understand but please note, there will be a surcharge for staff if we need to come back or rearrange timings on the day of the event or day before. We sometimes manage 10 events in a day and it's important to our staff and management team that we ensure they are paid correctly and have enough time to consider other events and clients that day. If timings change on the day or the day before a surcharge may apply.

There is an additional surcharge for bump outs after 9pm to cover penalty rates.

WEATHER EVENTS

With regards to weather, if the forecast is predicting rain 7 days prior to your date, you are required to make funds available and put ‘wet weather plans’ in place for the week ahead. This cannot be left to a couple of days before and we do not allow decisions to be made regarding weather on the day as we need to let our staff know confirmed details of their roster and the wedding plans.

We will not install florals outside in the rain or if rain is forecast. You will not be provided any refund in this instance.

If we require extra staff due to weather, you will be required to pay an additional fee.

We cannot control the weather. It is the client's duty to manage their own budget and pay vendors on time.

If there are floods, fires, acts of God, weather before, during or after the wedding, we are able to postpone the wedding and unable to travel – no refund or discount available. We have a duty of care to our team, your guests, our staff, and your vendors that we take very seriously. We may hold back our hire items or set up due to weather, an act of God. If we feel it is unsafe, we will not set up and you will not be reimbursed.

OTHER

Final numbers must be confirmed no later than 6 weeks prior to the event date. At that time an adjusted invoice will be created with your final balance. For any signage, stationery, menus, and orders, we require final wording, names, and details at least 6 weeks prior to your wedding to allow time for design & proof for approval. If details are late, we are not able to guarantee production of ordered products in invoice and no refund for these items will be provided.
Please ensure you make your RSVP date 7-8 weeks before the wedding. Our team requires all your final details for seating charts, stationery, signage, and final invoice purposes 6 weeks before the wedding/event date, so we need final numbers to allow time for proof approvals for stationery and signage and production of the items. This includes providing us with a final floor plan and table numbers and final bridal party information.
Capital Events reserve the right to increase our pricing due to CPI/inflation/staff award wage increases and these changes will be notified to clients in writing.
If your timing changes or your vendors have wasted our valuable time the staff charges and travel costs will be passed on. Please carefully check the bump in and out times before confirming this with our team for our rosters.
We are not responsible for your budget. Clients are responsible to manage their wedding budget and pay all their vendors by the due dates.
Please note, you must pay your vendors and follow their T&C’s.
Payments of deposits and retainers are to be made by the name contract name and the signature needs to be the same person as the contract and person responsible for financing the wedding/event.
Please note that events/weddings typically are subject to 10% increase per year. Please keep this in mind for postponements due to COVID, pregnancies or other reasons.
Minimum spends apply in peak season (Styling + florals $5,800. Styling only $2,500, Florals only $3,500, Hire - $250)

SPECIAL 2023 - Affordable Wedding Packages T&C's

**Changes and Administrative Charges**

We strive to provide you with the best service and value for your affordable wedding package. To ensure a smooth planning process and avoid unnecessary administrative charges, we kindly request your cooperation in providing us with final details and table numbers 6-8 weeks prior to your wedding day.

We understand that changes may arise during the lead-up to your wedding, and we are here to assist you. However, please be aware that each change requires valuable time, effort, and resources from our dedicated team. In order to continue offering these affordable packages, we have streamlined our processes with a simple catalog of choices.

Once you have made your selections, kindly inform us of the final details, and we will promptly place the order in our system. To secure our services, we require a 30% retainer payment, which will lock us in for your wedding date. The remaining balance will be due one month prior to your wedding day.

Our affordable wedding packages are designed to be a simple "tick and flick" solution that provides an easy setup for our team. This does not include a design fee or consultations with our team. By adhering to the final table numbers and details provided within the specified timeframe, we can efficiently allocate our resources and maintain our affordable pricing structure.

We greatly appreciate your understanding and cooperation in this matter and avoid multiple changes as it enables us to continue delivering exceptional value and top-notch service to all our clients.

Once your order is locked in, you'll be provided the chance to make changes 6-8 weeks before the wedding. Changes prior to that will incur a $50 per change.

*prices before staff/delivery costs

*Minimum spend for all venues except to our valued partnered venue, The Marion, due to bump in limitations.

*Minimum spend except for venues who have a partnership with Capital Events including Kurrajong and Hyatt for package inclusions.

By proceeding with our services, you agree to the above Standard Terms and Conditions in addition to our COVID Terms and Conditions. Thank you so much, we can't wait to be a part of your special day!