Terms & Conditions
We believe in clarity and transparency. The following terms outline how we work together and what to expect when booking with Saudade Events.
1. Bookings & Payment
1.1 Deposit
A 20% non-refundable deposit is required to secure your event date.
Bookings are not confirmed until the deposit has been received.
1.2 Payment Schedule – Events Under $1,500
For events with a total value under $1,500:
The remaining balance is due three (3) weeks prior to the event date.
1.3 Payment Schedule – Weddings & Events Over $1,500
For weddings and events with a total value exceeding $1,500:
A further 30% payment is due 2–3 months prior to the event date (season dependent).
The remaining 50% balance is due one (1) month prior to the event date.
1.4 Late or Non-Payment
If scheduled payments are not received by the due dates:
Saudade Events reserves the right to suspend or cancel services.
Deposits remain non-refundable.
Outstanding balances may be pursued where necessary.
2. Changes to Your Booking
2.1 All booking changes must be requested in writing.
2.2 Changes are subject to availability and may incur additional costs.
2.3 Requests made close to the event date may be declined if they impact sourcing, logistics, staffing, or design execution.
3. Cancellations & Postponements
3.1 Deposit
All deposits are non-refundable.
3.2 Events Under $1,500
If cancellation occurs:
More than 21 days prior to the event → only the 20% deposit is retained.
Within 21 days of the event → all payments made are non-refundable.
3.3 Weddings & Events Over $1,500
If cancellation occurs:
More than 30 days prior to the event → only the 20% deposit is retained.
Within 30 days of the event → all payments made to date are non-refundable.
3.4 Postponements
One (1) postponement is permitted within six (6) months of the original event date, provided a minimum of fourteen (14) days’ written notice is given.
Postponements are subject to availability.
If a mutually agreeable date cannot be secured, payments made remain non-refundable.
4. Delivery, Setup & Travel
4.1 Delivery and setup are included for events located within the Gold Coast.
4.2 Events located outside the Gold Coast will incur a travel fee, calculated based on distance and logistics.
4.3 Travel fees will be confirmed prior to booking confirmation.
5. Weather & Environmental Conditions
5.1 The client is responsible for providing a wet weather plan for all outdoor events.
5.2 Saudade Events will not install balloons, florals, or styling items without a suitable wet weather alternative in place.
5.3 For balloon installations, the client must ensure adequate shade and protection from heat.
5.4 Once installation is complete, Saudade Events is not responsible for damage, deflation, popping, colour transfer, or deterioration caused by weather or environmental conditions.
6. Venue Access & Site Conditions
6.1 The client is responsible for obtaining all necessary venue approvals, permits, and access arrangements.
6.2 A minimum of 1.5 hours prior to the event start time must be provided for setup, unless otherwise agreed in writing.
6.3 Clear and timely access must be provided for delivery, installation, and collection.
6.4 Delays caused by venue restrictions, third-party suppliers, or site limitations are not the responsibility of Saudade Events.
7. Hire Period & Collection
7.1 All hired items are supplied for a maximum of five (5) hours from the event start time unless otherwise agreed in writing.
7.2 Clients may request extended hire periods, subject to availability and additional fees.
7.3 A late collection fee applies to collections scheduled after 9:00pm.
7.4 Items must remain in their installed position and condition until collection.
8. Damage, Loss & Responsibility
8.1 The client assumes full responsibility for all hired and supplied items from installation through to collection.
8.2 Any items that are lost, stolen, damaged, broken, or excessively soiled will be charged at full replacement cost.
8.3 Damage caused by guests, children, venue staff, weather exposure, or misuse is not considered fair wear and tear.
9. Design Ownership & Intellectual Property
9.1 All designs, concepts, layouts, styling combinations, and creative materials developed by Saudade Events remain the intellectual property of Saudade Events.
9.2 Designs may not be replicated, shared, or provided to third-party suppliers or stylists without prior written consent from Saudade Events.
10. Photography, Content & Social Media
10.1 Saudade Events reserves the right to photograph and film installations for portfolio, website, and social media purposes.
10.2 Saudade Events may share content across its social media platforms and tag venues and relevant vendors involved in the event.
10.3 Requests to opt out of content usage must be made in writing prior to the event date.
11. Safety & Installation Responsibility
11.1 Saudade Events will take reasonable care to ensure all styling and hire items are installed securely and safely, including the use of weights, sandbags, or securing measures where required.
11.2 Once installation is complete, Saudade Events is not responsible for movement, damage, or interference caused by guests, venue staff, weather conditions, or third parties.
12. Liability
12.1 Saudade Events is not liable for injury, loss, or damage arising from the use of hired items once installed.
12.2 Our liability is limited to the value of the services provided.
13. Acceptance of Terms
13.1 Payment of the deposit confirms acceptance of these Terms & Conditions in full.
Date Effective 14.02.2026