Terms and Conditions
These Terms and Conditions (“Agreement”) govern the contractual relationship between Bella May Styling (the “Company”) and the client (the “Client”) for the provision of event hire and styling services. They apply to every Service the Company offers (section 4), and where a clause applies only to a particular Service, it says so. By engaging the services of the Company, the Client agrees to the following terms. In this Agreement, “Client” includes anyone acting for the Client, such as family, friends, wedding party members or other representatives.
1. Booking and Payment
1.1 Quotes are valid for seven (7) days from the date of issue, or forty-eight (48) hours if the event is within one month of the quote date.
1.2 A non-refundable booking fee of 50% of the estimated total is required to secure the booking. Bookings made within one month of the event date require full payment at the time of confirmation.
1.3 For bookings of $1,000 or less, the whole amount is required upon booking confirmation within the quoted time frame.
1.4 Delivery fees are quoted separately and are charged in addition to hire and styling fees.
1.5 Full payment is due six (6) weeks prior to the event date, and the Company reserves the right to cancel the booking if payment is not received by the due date.
1.6 A minimum hire order of $400 applies to all DIY Hire bookings.
1.7 Any additional charges incurred before, during or after the event, including Additional Services (section 15), extra cleaning (section 8) and damage, loss or replacement costs, must be paid within seven (7) days of invoicing.
1.8 Payments must be made via direct bank transfer. Credit card payments are not accepted.
1.9 Once an invoice is seven (7) days overdue, a late payment administration fee of $35 per day applies, charged daily until full payment is received.
2. Hire Flexibility
2.1 Clients may add hire items and reduce their hire order by up to 10% of the total hire value until six (6) weeks prior to the event date, being the final payment due date. Any changes requested after this time may be subject to availability and additional fees.
2.2 Hire items requested within seven (7) days of the booking, including on the day of the booking, are subject to availability and may incur additional collection, delivery or labour charges.
3. Event Details
3.1 The Client must provide accurate event details at the time of booking, including the event date, time, venue address and any specific requirements.
3.2 For All-Inclusive Services, the Client must also provide any details the Company needs to plan and style the event.
3.3 Any changes to the event details or requirements must be communicated to the Company in writing no later than seven (7) days prior to the event date, and may be subject to Additional Services charges (section 15). Items not communicated by this time will not be placed or styled.
4. Services Provided
4.1 The Company provides the Service set out in the booking confirmation and quote. Package descriptions on the Company’s website are a guide only, and anything not listed in the booking confirmation is an Additional Service (section 15). The Company’s Services are:
DIY Hire: furniture and décor hire for a do-it-yourself celebration. The Client collects the items from Ballina, returns them after the event, and manages the set-up, styling, cleaning and pack-down (section 13).
On-the-Day Styling: for Clients whose furniture is hired and set up by another supplier or supplied and set up by their venue. Includes design consultations, a styling brief, on-the-day decorative and installation styling, floral placement upon request, coordination with décor vendors during set-up, and pack-down and cleaning of hired items.
All-Inclusive Ceremony: delivery, set-up, styling and pack-down of hired ceremony items, draping and decor, and, upon request, BYO items and florals.
All-Inclusive Wedding: concept design, delivery, set-up, installations and styling of hired items, and BYO items upon request, coordination of décor vendors during set-up, and pack-down and cleaning of all styled elements and hired items.
4.2 The Client acknowledges that specific products or items may vary slightly from the provided images or descriptions, as availability is subject to change. The Company will make reasonable efforts to inform the Client of any significant variations or substitutions.
4.3 The Company reserves the right to substitute products or items of equal or greater value without prior notice, if necessary.
4.4 The Company is not responsible for set-up or pack down of equipment hired or supplied by another company, unless agreed upon in the booking confirmation.
4.5 The Company does not provide refunds for hired items or products that the Client decides not to use or set up at their event for any reason.
4.6 Items supplied by the Client or by others (“BYO items”) are governed by section 16.
4.7 On-the-Day Styling, All-Inclusive Ceremony and All-Inclusive Wedding are together “All-Inclusive Services”. Delivery is available with All-Inclusive Services and is quoted separately. Delivery is not offered with DIY Hire.
5. Delivery & Collection
5.1 Delivery and collection fees are calculated based on the distance travelled by the Company’s team members, fuel consumption, vehicle requirements and current fuel prices. As fuel costs fluctuate, delivery charges may be adjusted up or down prior to the event.
5.2 Delivery and collection times are scheduled according to the Client’s run sheet and the requirements of the booking, subject to availability. Deliveries or collections outside standard operating hours may incur additional fees.
5.3 Delivery fees will be reviewed one (1) week prior to the event date. Any adjustments resulting from fuel price fluctuations, route changes, venue access requirements, timing changes or additional services will be added to the final invoice.
5.4 All outstanding balances, including any revised delivery and collection charges, must be paid in full prior to delivery.
5.5 The Client must ensure the Company has access to the venue at the agreed times. Waiting time or delays caused by venue access, late vendors or late items may be charged as an Additional Service.
5.6 Standard delivery and collection fees include loading and unloading at the Company’s warehouse and at a single, ground-level drop-off point at the venue with clear vehicle access. A loading and unloading fee of $70 per hour per team member (minimum one (1) hour) will be charged where loading or unloading is made harder or longer by circumstances such as stairs, no lift, a long carry from the vehicle, restricted or delayed venue access, multiple drop-off points, additional trips, items or packaging not ready at the agreed time, or loading and unloading outside standard operating hours. Loading and unloading fees are invoiced after the event and are payable within seven (7) days of invoicing (clause 1.7).
5.7 Delivery and collection are not offered with DIY Hire, and clauses 5.1 to 5.6 do not apply to DIY Hire bookings. DIY Hire items are collected from and returned to Ballina by the Client (section 13).
5.8 Third-party transport. If a third-party transport provider is engaged to move any hire items, that transport is governed by the third-party transport provider’s terms and conditions. Any vehicle hire or transport service the Company recommends is a third-party service, and the recommendation is a courtesy only. Where the Client engages third-party transport, the hire items remain the Client’s responsibility while in transit, and the Client is responsible for any loss of or damage to hire items caused by the transport provider, including during loading and unloading. To the extent permitted by law, the Company is not responsible for the acts, omissions, delays or charges of any third-party provider.
6. Liability, Insurance & Responsibility
6.1 Insurance. The Company holds public liability insurance of $10 million. A certificate of currency is available to the Client or the Client’s venue on request.
6.2 The Company exercises the utmost care in the delivery, installation and collection of hired items; however, it accepts no liability for any loss, damage, injury or claim arising from the use of hire items during the event, to the extent permitted by law.
6.3 The Company’s liability. To the extent permitted by law, the Company’s total liability for any claim about the booking is limited to the amount the Client has paid to the Company. The Company is not responsible for indirect losses, such as costs paid to other suppliers.
6.4 Venue and suppliers. The Company is not responsible for problems caused by the venue or other suppliers, such as power failures, noise limits, early closing or access delays.
6.5 Responsibility for all hired items passes to the Client when the items are delivered to the Client’s venue or collected by the Client from Ballina. It remains with the Client until the items are collected by the Company or returned to Ballina and received by the Company. The Client is liable for any loss, theft, damage or breakage and will be charged the full cost of repair or replacement where required.
6.6 Nothing in this Agreement excludes or limits any right or consumer guarantee under the Australian Consumer Law that cannot lawfully be excluded or limited.
7. Cancellations & Refunds
7.1 All deposits, booking fees and payments made are non-refundable in the event of cancellation by the Client.
7.2 If the booking is cancelled within thirty (30) days of the event date, the full balance of the booking remains payable.
7.3 Things outside reasonable control. Neither party is responsible for failing to perform because of events outside reasonable control, such as extreme weather, natural disasters, government orders, venue closure or a public health emergency. In that case, the Company will first offer to move the booking to a new date. If that is not possible, the Company will refund what the Client has paid, less any costs already incurred for the event.
8. Damage, Cleaning & Maintenance
8.1 A General Cleaning & Maintenance Waiver is included in all All-Inclusive Services bookings. It covers normal cleaning (as described in 8.6), laundering, dry cleaning, handling, maintenance and upkeep of hire items following the event. The waiver does not apply to DIY Hire, where items must be returned clean (clause 13.5).
8.2 All hire items must be returned in the same condition as delivered or collected, allowing for normal use. DIY Hire items must be returned completely clean (clause 13.5). Additional charges will apply for extra cleaning (as described in 8.6), damage, breakages or improper packing.
8.3 For outdoor events (for example on a beach, headland or field), the quote for All-Inclusive Services allows for the extra labour and cleaning that the location normally requires. An additional cleaning fee will apply where hire items are returned with red dirt, sand, mud, grass stains or excessive debris beyond that allowance, or from a DIY Hire booking, to cover the labour and specialist cleaning needed to restore them to the condition they were in when delivered to or collected by the Client.
8.4 The General Cleaning & Maintenance Waiver does not cover lost, stolen, missing, damaged or destroyed items. The Client is responsible for the cost of repairing or replacing any hire item that is damaged, lost, stolen or deemed beyond economical repair.
8.5 Any cleaning, repair, replacement or associated costs incurred as a result of damage, loss, theft, excessive soiling, weather exposure, misuse, negligence or failure to follow care instructions will be invoiced to the Client and must be paid within seven (7) days of the invoice date.
8.6 The Company treats normal cleaning and extra cleaning as follows. Normal cleaning applies to All-Inclusive Services only. DIY Hire items must be returned completely clean (clause 13.5), and any cleaning the Company has to do is extra cleaning.
Normal cleaning is covered by the General Cleaning & Maintenance Waiver, which is included in the price and not charged separately:
Fabrics and linen: returned uncleaned, with light dust, creasing and light marks from normal use.
Furniture and hard items: light dust and fingerprints that can be wiped back to a clean surface.
Outdoor events: light dust and debris.
Extra cleaning is cleaning beyond normal use, and an additional fee will apply:
Fabrics and linen: stains from, but not limited to wine, food, drink, makeup, oil, candle wax, glitter, mud, red dirt, grass or ink; mould or mildew from damp storage; burns or scorch marks; and items needing specialist cleaning.
Furniture and hard items: sticky residue, adhesive, tape or glue marks, wax, spilled food or drink, glitter or confetti, and heavy soiling that needs scrubbing or specialist products.
Outdoor events: red dirt, sand, mud, wet grass, rain-soaked items or excessive debris.
DIY Hire Packing and return: items returned wet, dirty, unpacked or in the wrong containers, or requiring extra labour to sort, pack or dry.
8.7 If items are returned requiring extra cleaning, the Company will charge an additional cleaning fee based on the labour time and any specialist cleaning or products required, in addition to any General Cleaning & Maintenance Waiver. The Company will provide a description of the work on request.
8.8 The Company inspects and cleans all hire items after collection or, for DIY Hire, with the Client after return. Any damage, loss or excessive soiling will be assessed after cleaning, and where applicable, invoiced to the Client after the cleaning and inspection is completed. The Company aims to issue any invoice within fourteen (14) days of collection or return, and payment is due within seven (7) days of the invoice date.
8.9 The Company may withhold the final invoice for damage or extra cleaning until the inspection is complete. Any amounts shown on an earlier invoice for suspected damage are provisional until the inspection is complete.
8.10 If an item is damaged, the Company will charge the cost of repair, or the full replacement cost if the item is damaged beyond economical repair, as stated in 8.4.
9. Weather Contingencies
9.1 For all outdoor events, the Client is responsible for ensuring an adequate wet weather backup plan is in place, such as a marquee or suitable indoor alternative, to protect hire items from rain, wind, mud and other adverse weather conditions.
9.2 If a venue, ceremony location or public space becomes unsuitable or inaccessible due to weather conditions, it remains the Client’s responsibility to provide an alternative location or wet weather plan.
9.3 No refunds, credits or reductions in hire fees will be provided for items not used due to inadequate wet weather arrangements or changes made as a result of weather conditions.
9.4 The Company reserves the right to withhold delivery, set up, installation or styling services where weather conditions are deemed unsafe for staff or likely to cause damage to hire items or property.
9.5 Where a venue closes, access is denied or an event is cancelled due to extreme weather or circumstances beyond the Company’s control, clause 7.3 applies.
9.6 The Company may, where possible, offer to reschedule services to an alternative date; however, this is subject to availability and cannot be guaranteed.
9.7 Where weather conditions require the Company to move, re-set or change the layout of styled areas on the day, this will be charged as an Additional Service.
10. Indemnity
10.1 The Client agrees to indemnify and hold harmless the Company, its owners, employees, contractors and representatives from and against any claims, damages, losses, liabilities, costs or expenses arising from the Client’s event, the use of hire items, or any breach of these Terms and Conditions.
10.2 The Company shall not be liable for any acts, omissions, delays, failures, disputes or performance issues relating to the Client or to third-party venues, suppliers, contractors, service providers or other persons engaged by the Client.
10.3 The Client acknowledges that the Company’s responsibility is limited to the services and hire items provided under this Agreement and does not extend to the actions or performance of any third parties involved in the event. Where the Company’s team has to step in because of a third party’s actions or performance, this is an Additional Service (section 15).
11. Intellectual Property & Confidentiality
11.1 All styling concepts, design proposals, mood boards, floor plans, renderings, signage designs, creative materials and related intellectual property created or supplied by the Company remain the exclusive property of the Company unless otherwise agreed in writing.
11.2 The Client may use these materials solely for the purpose of their event and must not reproduce, copy, distribute, modify, share with third parties or use them for any other purpose without the prior written consent of the Company.
11.3 The Company reserves the right to use photographs, design concepts, styling plans and images of completed events for marketing, portfolio, social media, website and promotional purposes unless otherwise agreed in writing.
11.4 Both parties agree to keep confidential any information disclosed during the course of the booking that is identified as confidential or would reasonably be considered confidential.
12. Hire Period & Responsibility
12.1 Unless otherwise agreed in writing, the standard hire period is up to four (4) days (96 hours). Extended hire periods may be arranged and will incur additional charges.
12.2 Responsibility for hired items remains with the Client throughout the hire period. The Client must take all reasonable steps to protect hired items from loss, theft, damage, weather exposure and misuse.
12.3 The Company reserves the right to charge the Client for any replacement, professional cleaning, repair, restoration or maintenance costs arising from damage, excessive soiling, loss, theft or improper use of hire items during the hire period.
12.4 DIY Hire items must be returned to Ballina at the agreed return time, completely clean, appropriately packed and ready to hand over to the next booking. Items not returned in this condition will incur additional labour, cleaning and handling charges (clause 13.7).
13. DIY Hire
13.1 Booking. A minimum hire order of $400 (clause 1.6) and a minimum $60 handling fee, covering preparation and packing of hire items, apply to every DIY Hire booking. A refundable security bond, of 25% of the hire total (minimum $200), is payable at the time of booking.
13.2 Collection and return. DIY Hire is collection only, and delivery is not offered. The Client must collect all hire items from Ballina and return them to Ballina, by appointment on Friday or Monday between 8am and midday.. The standard hire period is four (4) days (96 hours), and longer periods can be arranged for an additional fee.
13.3 Transport and loading. The Client must provide enough helpers, a suitable van or truck, and moving blankets, straps and protective materials to load, transport and unload all hire items safely. The Company may refuse collection if these are not in place. A Company representative will assist with loading and unloading at $60 per hour, but the Client remains responsible for the hire items and for supplying the labour and equipment above. If third-party transport is used, clause 5.8 applies and the items remain the Client’s responsibility while in transit. On request, the Company can recommend vehicle hire close to its storage and local transport services.
13.4 Paperwork. The Client must sign the Damage & Liability Acknowledgement before collection and complete the DIY Hire Condition Report with the Company at collection and on return. Both documents form part of this Agreement. Any pre-existing damage or missing item must be reported to the Company within 24 hours of collection; otherwise the items are taken to have been collected in good condition.
13.5 Cleaning. The General Cleaning & Maintenance Waiver does not apply to DIY Hire. The Client and their team manage the set-up, styling, cleaning and pack-down. All items, including linen and fabric, must be returned completely clean, dry, undamaged and packed as supplied, ready to hand to the next hirer, following any care instructions the Company provides.
13.6 Inspection. The Company and the Client will inspect all items together on return using the DIY Hire Condition Report, and the Company will photograph any items that are not clean, damaged or missing. Where items are assessed after the Client has left, the Company will send the photos with the invoice.
13.7 Charges. Charges are assessed after cleaning and inspection, and the Client may query a charge in writing within seven (7) days of the invoice date. The following charges apply where relevant:
Late return: $200 per day, or part day, until all items are returned.
Extra cleaning: fees under clauses 8.6 and 8.7 for any cleaning the Company has to do.
Items out of use for cleaning: one quarter (¼) of the hire fee for the affected items for each additional day they are out of use while cleaned or dried.
Damage or loss: the cost of repair or replacement, assessed after cleaning under section 8.
Effect on other bookings: if items are returned late, damaged, broken or not clean and the Company cannot supply them to another client as a result, the Company’s reasonable costs. These may include urgently hiring or buying replacement items from another supplier, urgent cleaning, repair or labour, extra transport, any refund or credit given to the other client, and any hire income lost. The Company will take reasonable steps to keep these costs as low as possible and will provide an itemised invoice with supporting evidence.
13.8 Bond and payment. Only the amount actually owed for charges under this section will be deducted from the security bond, and the balance will be refunded within seven (7) days after the items are returned, cleaned and inspected. Any amount above the bond is payable within seven (7) days of invoicing (clause 1.7).
14. Marketing, Photography & Privacy
14.1 Photos and video. Creating the look and feel of the Client’s celebration is the Company’s profession and craft, and photos and video are how it shows its work. By booking with the Company, the Client agrees that the Company may take photos and video of its set-up, styling, hire items, floral designs, event installations and the celebration, and use them on its website, social media and advertising, and for marketing, promotional, portfolio and editorial purposes.
14.2 Professional images. The Company may also share professional images from the event, with credit to the Client’s photographer, which the Client agrees to help the Company obtain.
14.3 Privacy. If there are guests who must not appear online (for example, for privacy or safety reasons), the Client must tell the Company in writing before the event and the Company will make sure they are not shown.
14.4 Please tag us! The Company loves seeing celebrations online. The Client is encouraged to tag @bellamay_eventstyling in their posts, stories and reels, and to ask their photographer, videographer, venue and vendors to do the same.
15. Scope of Service, Additional Services & Coordination Fee
15.1 Each Service is limited to the inclusions listed in the booking confirmation and quote. Anything not listed is an “Additional Service”.
15.2 Additional Services include, without limitation:
coordinating, directing or locating items for vendors that are not listed as included in the booking confirmation, including photographers, celebrants, caterers, entertainers and venue staff;
directing, greeting or seating guests;
locating, sourcing, collecting, unpacking, unboxing, unwrapping, assembling or preparing Client or BYO items;
preparing or placing any items not listed as quoted BYO items;
additional installations, increased quantities or design changes after the quote was issued;
setting up spaces or areas that were not part of the quote;
collecting or delivering additional hire items requested within seven (7) days of the event or on the day;
waiting time, or time on site beyond the agreed hours, caused by delays outside the Company’s control.
15.3 Where the Company’s team performs Additional Services at the request of the Client, or where such services are reasonably necessary to deliver the event in accordance with the Client’s plans, a Coordination Fee of $150 per hour per team member applies (minimum one (1) hour), or a fixed fee agreed in writing.
15.4 Due to the time-sensitive nature of event setup and styling, the Company’s team may need to carry out Additional Services immediately, without first notifying the Client or obtaining their approval. Where practicable, the Company will tell the Client or their nominated contact on the day, but a failure or inability to do so does not affect the Company’s right to charge for Additional Services. The Client may request an itemised record of the tasks and time charged.
15.5 Additional Services and Coordination Fees are invoiced after the event and are payable within seven (7) days of invoicing (clause 1.7).
15.6 For All-Inclusive Services, the Company does not permit or accept help from the Client’s friends, family, guests or other helpers with set-up, installation, styling or pack-down. All set-up, styling and pack-down within the Company’s scope is carried out by the Company’s team.
15.7 If a team member cannot attend due to illness or circumstances outside the Company’s control, the Company will notify the Client where practicable and credit the cost of the missing team member’s hours.
16. BYO Items & Client Responsibilities
16.1 “BYO items” are items supplied by the Client or others and not hired from the Company. Examples include, but are not limited to; glassware, napkins, candles and candle holders, hanging decor, signage, frames, bows, menus, place cards, guest books and pens, cameras, dessert table items, favours and personal decor. Items are treated as BYO unless they are listed as hired in the booking confirmation.
16.2 The Client must give the Company a complete written list of all BYO items, with quantities and the spaces or tables each is for, no later than seven (7) days before the event (clause 3.3). Items not on the list will not be placed.
16.3 BYO items must arrive at the agreed time unpacked, unboxed, unwrapped, assembled, labelled by space or table, and ready for placement. The Company’s team places BYO items. It does not unpack, unwrap or assemble them. Doing so is an Additional Service. Items that are not ready may not be placed, and this is at the Client’s risk.
16.4 The Client must name a contact person who knows where all BYO items are and is available from bump-in until setup is complete. The Company does not search for missing items, and any time spent searching is an Additional Service. Items that cannot be found are at the Client’s risk, without credit, and the Company is not responsible for them. Where available, the Company may supply a substitute.
16.5 The Client is responsible for the accuracy, quantity, suitability, safety and condition of BYO items. The Company takes reasonable care of BYO items during setup but is not liable for any loss, damage, breakage or missing BYO items.
16.6 The Company will not pack, store or transport BYO items unless agreed in writing. The Client is responsible for removing BYO items at the end of the event, unless agreed prior.
16.7 Changes or additions to the BYO list made within seven (7) days of the event will not be accepted, and those items will not be placed (clause 3.3).
17. Governing Law
17.1 This Agreement is governed by the laws of New South Wales, and the parties submit to the courts of New South Wales.