terms and conditions
Please take the time to read our Terms and Conditions before booking with Fox Meets Bear Events. By making a booking you acknowledge that you accept these Terms and Conditions.
Safety first party people!
General Terms
No smoking on or near the furnishings or inside the tent at any time;
No pets on the furnishings or inside the tent at any time;
No heaters/coolers/flames to be used on or near the furnishings or inside the tent at any time;
Fox Meets Bear Events will only accept bookings from persons over 18 years of age;
All guests under the age of 18 must be accompanied by a responsible adult who has parental rights and responsibilities for the under 18 year old guest; and
Fox Meets Bear Events reserves the right, at all times, without statement of reasons, to refuse a booking.
Bookings and Payments
All fees and charges are in Australian dollars and are subject to change at any time;
A non-refundable deposit is required to secure your booking. Deposit amounts will be calculated depending on the size and type of booking. Your booking and date are not secured until this deposit is paid. The deposit amount will be deducted from your final invoice and final payment is due 14 days in advance of your event date
Individual payment policies may be put in place for events, for a number of reasons, the client will be informed directly of these policies at the time of booking.
Bad Weather
Fox Meets Bear is an event styling service, not exclusively an outdoor service, with our equipment able to be set up both indoors or out. Therefore, in the event of bad weather, the client is responsible for providing an indoor space for the event to go ahead. This space can be at a private home or a hired venue and Fox Meets Bear can provide suggestions for hire venues which suit our set ups. If the event is moved indoors, the cost of the bell tent (when booked) will be refunded. Fox Meets Bear has complete discretion in deciding if an event can proceed outdoors in the forecasted weather. If the event is deemed unable to proceed outdoors and there is no indoor contingency in place, the below cancellation policy will apply.
Cancellation Policy
Cancellations and postponements are considered to be the same under these terms.
Bookings cancelled more than 14 days prior to the date of the event forfeit the deposit paid;
Bookings cancelled within14 days prior to the date of the event forfeit 50% of the total booking amount;
Bookings cancelled within 7 days prior to the date of the event forfeit 100% of the total booking amount.
Transfer of bookings to a weekday (Mon-Fri) only is available, subject to availability, at no additional cost.
Individual cancellation policies may be put in place for events, for a number of reasons, the client will be informed directly of these policies at the time of booking.
COVID-19 Cancellation Policy
Individual illness or isolation
If the event cannot proceed due to individual COVID-19 illness or isolation, the client may reschedule their event, with all amounts paid transferred to the new date, minus the cost of any flowers or other perishable event specific equipment already purchased.
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Complete cancellation of the event, within 14 days prior to the event, due to individual COVID-19 illness or isolation will result in 50% of the booking amount being forfeited.
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Individual COVID-19 illness or isolation is defined as the client, or the person who the event is for, testing positive to COVID-19, awaiting test results for diagnosis of COVID-19, or being required to isolate as a close contact of a positive COVID-19 case.
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Government restrictions
If government restrictions such as gathering limits or lockdowns are implemented in the Australian Capital Territory which prevent Fox Meets Bear from delivering your event, and your event is cancelled more than 72hrs prior to the event, you will be offered the choice to reschedule your event to a later date with all amounts paid transferred to the new date OR receive a full refund including deposit(s).
If your event is cancelled due to restrictions within 72hrs prior to your event a $50 administration fee as well as the direct cost of any flowers or other event specific equipment will be retained by Fox Meets Bear Events while the remainder of any amounts paid will be refunded or can be transferred to a new date.
Check-in / Check-out
Check-in/start times are subject to availability and are to be agreed between the client and Fox Meets Bear Events prior to the event. The check-in time is the time the client would like the set up completed and when the client, or a representative, must arrive to take over supervision of the equipment. The client is asked not to have guests arrive prior to the check-in time, to allow smooth set up of the event.
The check-out/finish time is four hours after check-in time unless otherwise agreed to by Fox Meets Bear Events.
The client agrees to take responsibility for all equipment used in the set up from the check-in time until the check-out time and the equipment must not be left unattended by the client at any point during the hire time.
The client, or a representative of the client, must stay with the equipment until a representative of Fox Meets Bear Events returns at the end of the hire time.
Damages and Rubbish
Fox Meets Bear Events will set up, style and pack down all equipment and the client is not permitted to set up or pack down any equipment without the explicit permission of Fox Meets Bear Events;
The client is responsible for the removal and correct disposal of all rubbish from the event, including leftover food/scraps, and the event space and all Fox Meets Bear equipment must be free of rubbish at time of check-out. Rubbish being left at the event space will incur a rubbish disposal fee of $40 per garbage bag, which will be billed to the client. The client agrees to pay any and all amounts billed due to rubbish disposal.
Fox Meets Bear equipment must be free of the client's and their guests' personal items at time of check-out.
Delay of pack-up due to the client and/or their guests not vacating the event space and/or continuing to use Fox Meets Bear equipment after check-out time may incur an additional fee of $30 per half hour.
The client agrees to pay any and all costs associated with the required cleaning, repair or replacement of damaged, excessively soiled or lost equipment. Fox Meets Bear will inspect all equipment for any damage or loss of equipment after the event and, if required, the client will be billed to cover any cost incurred as a result of damage or loss (including staining/excessive soiling of equipment).
Assumption of Risk
Whilst we take great care to keep you safe, accidents can happen and Fox Meets Bear Events is not held responsible for such accidents (to the greatest extent permitted by law). It is the hirers responsibility to supervise children;
Please be mindful of tent pegs and guy ropes used to pitch the tent. It is the hirers responsibility to supervise children around these objects. Fox Meets Bear Events is not accountable for accidents or injury which may occur as a result of tent pegs and guy ropes or any other structures or furnishings;
If you notice any equipment or furnishing which looks faulty and/or unsafe you must inform Fox Meets Bear Events immediately; and
Fox Meets Bear Events accepts no responsibility for theft, loss or damage, of whatever nature, of your personal items during or as a result of your tent hire.
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Creative ownership / intellectual property
Fox Meets Bear Events has creative ownership of all work produced by Fox Meets Bear Events.
Fox Meets Bear Events reserves the right to photograph all work they produce and to keep and use those photographs for any purpose including but not limited to social media posts, for use on their website, and for marketing of Fox Meets Bear Events in any capacity.
If Fox Meets Bear Events produces work at a private residence, in making the booking the client gives Fox Meets Bear Events permission to photograph their work and use those photographs for any purpose as above. The client agrees that they have sought this permission from owner of the private residence if they are not the owner.
Any photos taken which feature work by Fox Meets Bear Events, by other parties including but not limited to the client, other vendors/businesses, and guests of the event, must not be used to promote another business without the explicit permission of Fox Meets Bear Events. Use of any photos in any capacity which contain work produced by Fox Meets Bear Events must give credit to Fox Meets Bear Events within their use.
Third Party Bookings
If third party bookings, such as catering, are made by Fox Meets Bear on the client's behalf, the client agrees to and is bound by the full terms and conditions of the third party (including payment of deposits and cancellation policies).
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Additional conditions for urban events.
These conditions are to be read in conjunction with Fox Meets Bear Event's Terms and Conditions and will be enforced by Transport Canberra and City Services (TCCS):
All damage to the park or open space areas is to be repaired at the expense of the person whom makes the online booking. An invoice will be issued to the event host if not rectified to satisfaction of TCCS; and
Event host should be aware of the financial risks associated with damage to the park or park assets such as turf damage or irrigation damage as a result of the event.
Authority to Sign
The person whom makes the online booking certifies that he or she is authorised to agree to the Terms and Conditions on behalf of all persons included in the activity;
This person is over the age of 18; and
They agree to take full responsibility for the picnic furnishings, tent or teepee, along with the persons present at the event for the duration of the hire.