Terms & Conditions – Event Staff Australia
Event Staff Australia is committed to transparency across bookings, payments, staffing, and service delivery. These Terms & Conditions govern all quotations, invoices, bookings, staffing services, and related communications unless otherwise agreed in writing.
1. Quotes, Invoices & Acceptance
Quotes and invoices are issued for administrative purposes only and do not, by themselves, constitute confirmation of services.
No booking is confirmed until payment is received in cleared funds.
Payment of any amount, including a deposit, constitutes acceptance of the quoted services and these Terms & Conditions.
All quoted rates, staffing numbers, minimum shift requirements, service durations, and scope assumptions are based on the information provided at the time of quoting. Any reduction in staff numbers, booked hours, service duration, event scope, or operational simplicity may result in revised rates at Event Staff Australia’s discretion.
2. Booking Deposits & Payments
A booking deposit is required to secure staffing services and confirm your booking.
Deposits secure staff availability, administration, coordination, rostering, recruitment activity, fulfilment planning, and booking preparation. Once paid, a deposit secures the reserved event date and staffing allocation process.
All booking deposits are strictly non-refundable.
The deposit remains non-refundable in all circumstances, including cancellation, postponement, rescheduling, reduction in staffing, reduction in hours, change of scope, or where staffing details have not yet been issued.
Deposits are applied toward the total balance payable for the booking.
Payment may be made via direct deposit, invoice payment, online payment link, or credit card. Any applicable card surcharge may apply depending on the payment method used.
Full payment of the remaining balance is required no later than 14 days prior to the event date, unless otherwise agreed in writing.
Failure to meet payment deadlines may result in staffing not being released, the booking being suspended, and/or the booking being cancelled without liability to Event Staff Australia.
3. Staffing Allocation & Fulfilment
Event Staff Australia operates as an on-demand staffing provider. Staff are allocated based on availability, suitability, location, experience, and operational requirements.
Staff are typically confirmed closer to the event date. Indicative or preliminary staffing updates may be provided for transparency only and remain subject to change.
While reasonable efforts are made to fulfil all confirmed roles, staffing is subject to real-world operational factors. A staff member becoming unavailable does not constitute cancellation of the entire booking.
Where operationally possible, replacement staff or adjustments may be attempted; however, availability, suitability, and timing cannot be guaranteed at short notice.
Final staff details are typically issued within the week of the event, often approximately 24 hours prior, and may still be subject to change due to operational requirements.
No representation, update, or preliminary fulfilment indication given prior to shift commencement constitutes a guarantee of final attendance or fulfilment.
4. Cancellations, Changes, Reductions & Rescheduling
If a booking is cancelled, postponed, rescheduled, reduced, or materially altered for any reason:
- the booking deposit remains strictly non-refundable; and
- any additional amounts paid beyond the deposit are assessed based on notice provided and the extent to which staffing, recruitment, administration, coordination, and operational work have already been undertaken.
Bookings often involve early staff engagement, roster planning, recruitment activity, advertising, onboarding, communication with contractors, and other fulfilment preparation. As the event date approaches, staff may be secured and may forgo other work opportunities.
Where cancellation, rescheduling, reduction, or material change occurs 21 days or less prior to the event date, no refund or credit will apply.
Where more than 21 days’ notice is provided, Event Staff Australia may, at its sole discretion, offer a credit toward a future booking, subject to operational feasibility, availability, and any costs already incurred.
Credits, if offered:
- are discretionary only;
- are not guaranteed;
- are not transferable;
- are not redeemable for cash;
- may only be used within the period specified by Event Staff Australia; and
- may be subject to revised pricing, updated rates, and operational availability at the time of rebooking.
If a rescheduled event is not rebooked within 12 months of the original event date, any deposit or credit may be forfeited.
A rescheduling fee may apply.
5. Refunds, Credits & Service Delivery
Refunds or credits are assessed per individual staff member and per service actually not delivered, not per booking as a whole.
If a staff member is not fulfilled or does not attend their scheduled shift, any prepaid amount relating specifically to that unfulfilled time may be refunded or credited at Event Staff Australia’s discretion.
If a staff member arrives late, any adjustment is assessed in 15-minute increments based on the actual time not worked.
Where operationally feasible and agreed, a late-arriving staff member may work additional time to make up lost time. In that case, no refund or credit applies to the made-up time.
A shortfall affecting one staff member does not entitle the customer to a refund of the full booking, full deposit, or unrelated staffing charges.
Early release of staff does not qualify for any refund, reduction, or credit. Staff are engaged on the basis of their confirmed minimum shift and accepted booking commitment.
Refunds or credits, if any, apply only to services not delivered and do not extend to indirect loss, inconvenience, dissatisfaction, event disruption, loss of revenue, loss of business opportunity, reputational impact, or other consequential loss.
Any request for a refund, credit, or review must be submitted in writing within three business days after the event.
6. Staff Performance, Suitability & Role Scope
Staff are supplied based on declared experience, role suitability, and availability.
Differences in personal working style, pace, confidence, communication style, or approach do not automatically entitle a customer to a refund or credit.
Any performance concern should be raised as early as practicable during the event so that assessment or corrective action may be considered where possible.
Event Staff Australia supplies staff for general event and hospitality support roles unless a specialised service level has been expressly requested and confirmed in writing before booking.
Unless specifically agreed in writing, staff are not represented as specialist fine-dining waiters, silver-service attendants, formal multi-course service professionals, or technically trained specialists beyond the booked role category.
Customers must ensure booked roles are suitable for their actual service expectations and event environment.
7. Additional Time, Extensions & On-Site Variations
Staff are booked on an hourly basis, subject to any applicable minimum shift requirement.
Any additional time worked beyond the scheduled finish is treated as an approved extension where a staff member is requested, directed, or permitted to continue working by the customer, venue, authorised contact, or associated event representative.
Additional time is billed in 15-minute increments at the applicable rate, and same-day extensions or overruns may attract additional charges or surcharges.
Payment for additional time is required promptly following the event and may be invoiced after the booking.
Outstanding balances may affect future bookings and may result in recovery action, with any reasonable recovery costs payable by the customer to the extent permitted.
8. Same-Day Bookings, Short-Notice Requests & Public Holidays
Same-day or short-notice bookings may be accommodated subject to staff availability and operational feasibility.
Confirmation is only provided once staff are actually secured.
Urgency, short-notice, late-night, early-morning, or public holiday surcharges may apply.
Public holiday bookings attract additional surcharges.
9. Staff Details, Contact Information & Operational Changes
Staff details are typically provided within the week of the event and often approximately 24 hours prior.
Staff assignments may change within this period due to illness, availability issues, transport issues, operational requirements, or other factors beyond reasonable control.
Event Staff Australia will use reasonable efforts to notify customers of changes as early as practicable.
Customers are responsible for reviewing staff details once issued and promptly raising any genuine concerns.
10. Customer Responsibilities
The customer must provide accurate and complete event information, including timing, location, role requirements, contact details, parking/access information, and any relevant operational conditions.
The customer is responsible for ensuring the workplace and event environment are safe, lawful, and suitable for the booked services.
The customer must ensure staff are treated respectfully and are not directed to perform unsafe, unlawful, unbooked, or materially different duties outside the agreed scope without prior approval.
Where alcohol service is involved, the customer must ensure the event and venue are operated lawfully and in accordance with all applicable licensing requirements.
11. Parking, Access Costs & Chargebacks
Any parking fees, tolls, access charges, or fines reasonably incurred by staff while attending the event may be charged to the customer following the event.
Where event access conditions materially differ from what was disclosed at the time of booking, Event Staff Australia reserves the right to recover associated reasonable additional costs.
12. Photography & Media
By engaging Event Staff Australia, the customer consents to the use of photos or video captured at the event for Event Staff Australia marketing, promotional, website, portfolio, and social media purposes.
Consent may be withdrawn by written notice provided prior to or during the event.
All media captured by or on behalf of Event Staff Australia remains the intellectual property of Event Staff Australia unless otherwise agreed in writing.
13. Insurance & Liability
Event Staff Australia does not provide public liability insurance for the overall event, event venue, attendees, or broader event operations.
Customers are responsible for arranging and maintaining appropriate insurance coverage for the venue, event activities, attendees, and overall event operations.
To the maximum extent permitted by law, Event Staff Australia is not liable for any indirect, incidental, special, or consequential loss arising from or connected with the provision of staffing services, including loss of revenue, loss of profits, event disruption, reputational damage, or loss of business opportunity.
Event Staff Australia’s liability for any claim relating to the provision of services is limited, to the maximum extent permitted by law, to the value of the specific staffing services not delivered.
Nothing in these Terms excludes, restricts, or modifies any consumer guarantee or right that cannot lawfully be excluded under applicable law.
14. Non-Solicitation of Staff
Staff introduced, allocated, or supplied by Event Staff Australia remain part of Event Staff Australia’s operational workforce network.
The customer must not directly engage, hire, solicit, subcontract, or otherwise retain any staff member introduced through Event Staff Australia for the event date or for future work without prior written consent.
If this occurs, Event Staff Australia reserves the right to charge a placement or transfer fee determined at its discretion, acting reasonably.
15. Communications & Marketing
By submitting an enquiry, requesting a quote, or booking services, the customer agrees to receive operational communications relating to staffing, booking management, fulfilment, invoicing, and service delivery.
The customer may also receive occasional marketing or service-related updates. Marketing communications generally include an unsubscribe option where applicable.
16. Governing Interpretation
These Terms apply to all Event Staff Australia bookings unless otherwise agreed in writing.
If any provision of these Terms is found unenforceable, the remaining provisions continue to apply to the maximum extent permitted.
Event Staff Australia may update these Terms from time to time, with the version in effect at the time of payment applying to the relevant booking.