Client Booking Terms

These terms apply to event entertainment, performers, production, props, effects and related services supplied by Change and Events (ABN 80 636 583 698), trading as Series of Events Australia (SOEA, we, us or our), to the person or organisation making the booking (you or the client).

1. Your booking agreement

A booking agreement is formed when you accept our written quote or invoice, instruct us to proceed and we confirm the booking in writing, or pay the deposit—whichever first creates a binding agreement under applicable law. Availability may remain provisional until the deposit is received.

The online event-details form records the production information and permissions for an existing or proposed booking. Submitting that form does not, by itself, guarantee availability or create a new booking.

Your accepted quote or invoice, these Client Booking Terms, the event-details confirmation email and any later written variation together form the booking agreement. If they conflict, a later written variation signed or expressly accepted by both parties takes priority, followed by the quote or invoice for booking-specific commercial details, then these terms. A Google Calendar invitation is an operational schedule and update tool, not the sole record of the agreement.

2. Fees and payment

• A 50% deposit is payable within seven days of booking or by the due date shown on the invoice.
• The remaining balance is payable 28 days before the event.
• For bookings made within 28 days of the event, the full fee is payable by the invoice due date and before services are supplied unless we agree otherwise in writing.
• Prices are in Australian dollars and include or exclude GST as stated on the quote or invoice.

The deposit reserves performers, production capacity and the event date and contributes to administration, planning, preparation and opportunities we may decline. Any amount retained remains subject to Australian Consumer Law and the cancellation provisions below.

Where legally permitted, a card surcharge no greater than our actual cost of accepting that payment method may apply. Our current Wave card-processing cost may be stated on the invoice as 1.75% plus $0.30, but the charge applied will not exceed the cost permitted by law. A surcharge-free payment method, such as bank transfer, will be available. No card surcharge will apply where card-network rules or law prohibit it.

3. Client cancellations

You must cancel in writing. The cancellation date is when SOEA receives the written notice.

• More than 28 days before the event: amounts paid above the 50% deposit will be refunded. The deposit may be retained for the date reservation, work performed, committed costs and reasonably anticipated loss.
• 28 days or less before the event: the total booking fee may remain payable or be retained because performers, production and the date have been committed. We will credit costs reasonably saved and net amounts recovered by securing a replacement booking for the same resources and date.

These cancellation amounts are intended to protect SOEA against its reasonable loss, not to impose a penalty. Nothing in this section limits any non-excludable right or remedy under Australian Consumer Law.

4. Rescheduling and postponement

Tell us in writing as soon as possible if you need to reschedule. A transfer is subject to performer, equipment and production availability and may require payment of non-recoverable costs, supplier price increases or additional work. Any agreed transfer must be confirmed in writing. If no replacement date and commercial arrangement are agreed, the request is treated as a cancellation under section 3.

5. Event details and changes

You must provide accurate event, venue, access, run-sheet and contact information. Final show timings are required at least 14 days before the event. Changes to scope, venue, date, access, performers, effects, production or timings are not binding until accepted by SOEA in writing and may change the fee.

We may make a reasonable performer substitution or adjust a service where illness, injury, safety, venue restrictions or circumstances outside our reasonable control make the original arrangement impracticable, provided the replacement or adjustment does not materially reduce the overall service. We will tell you as soon as reasonably possible.

6. Venue notification, approvals and documentation

You must tell the venue everything booked through SOEA, including performances, large props, fire, pyrotechnics, sparkulars, smoke, dry ice, confetti or other special effects. You must confirm whether SOEA must be approved as an in-house or external supplier and arrange all venue permissions that are the client’s responsibility.

SOEA will provide its available insurance, risk assessment and service documentation reasonably required for approval. Final delivery remains subject to venue approval, applicable law, safe site conditions and any competent technical or safety assessment.

7. Parking, loading and access

You must provide suitable performer and production parking. Where on-site or validated parking is not provided, reasonable parking charges may be added. For CBD locations, the current allowance is $40 per required vehicle unless a different amount is disclosed and agreed.

Bookings involving large props, costumes or hardware—including champagne skirts and substantial effects equipment—require a suitable loading dock or close, safe loading access. If suitable access has not been arranged, delivery may be delayed, modified or prevented. Additional labour, parking, access or waiting costs caused by missing or inaccurate access information may be charged where reasonably incurred.

8. Performance area, stage and safety

You must provide a clean, dry, stable, safe and unobstructed performance area and disclose the stage dimensions and clearance height. Tell us about ceiling decorations, florals, chandeliers, low-clearance structures, nearby guests, furniture, production equipment and any performance area smaller than 4 metres by 4 metres.

SOEA may modify, pause or stop any act, stunt, fire effect or production element where the venue, weather, crowd, surface, access, approvals or other conditions are unsafe or non-compliant. Safety decisions remain with SOEA and the relevant competent suppliers or venue representatives.

9. Music and technical production

SOEA normally supplies performance music by USB with an online backup. You must tell us if no DJ, audio-visual provider or suitable playback system will be present so an alternative can be quoted and arranged. You are responsible for providing the agreed sound, lighting, power, stage and technical facilities unless they are expressly included in our quote.

10. Call time, technical runs and delays

Unless otherwise stated in your quote, performers are called 1 hour before the first scheduled performance for preparation, bump-in and standard venue or technical checks.

If an earlier arrival, rehearsal or technical run is required, this must be advised at the time of booking, including the required time, so performer availability can be confirmed. Earlier attendance is subject to availability and incurs $150 per performer, covering up to 3 additional hours.

We allow a 30-minute buffer if the event or scheduled performance is running late. If performers are delayed by more than 30 minutes due to the client, venue or event schedule, a $50 late-running fee per performer may apply.

Any changes to call times, rehearsals or technical requirements after booking are subject to performer availability.

11. Change room, water and meals

You must provide drinking water and a private, clean, secure change room where performers can prepare and store belongings. A public bathroom is not a suitable change room. For contracted calls of three hours or longer, you must provide an appropriate meal and refreshments for each performer and required crew member.

12. Fire, effects, weather and restricted conditions

Fire, pyrotechnic, sparkular and special-effects services are conditional on site inspection where required, venue approval, permits, exclusion zones, appropriate firefighting or safety provisions and suitable weather. An effect may be modified or cancelled where those conditions are not met.

If services cannot proceed because the client or venue failed to disclose restrictions, obtain agreed approvals or provide safe conditions, you remain responsible for work completed, committed third-party costs and SOEA’s reasonable loss, subject to Australian Consumer Law. If circumstances outside both parties’ reasonable control prevent delivery, we will first try to agree a practical reschedule or substitute service. If that is not possible, amounts paid will be dealt with fairly after deducting non-recoverable costs already reasonably committed.

13. Photography, video and social media

The event-details form asks you to choose whether SOEA may capture and use images or footage of our performers, production and work at the event. This is a separate choice and is not required to receive the booked service. We will follow the option selected in the confirmation email and any later written agreement.

If permission is granted, content may be used in SOEA’s website, portfolio, social channels, showreels and promotional material. Permission does not override venue rules, guest privacy, child-safety requirements or a person’s legal rights. Tell us in writing before the event about any restricted areas, people or confidential material. Performers’ participation is managed separately by SOEA.

14. Client responsibilities and conduct

You are responsible for reasonable crowd control, guest conduct, safe access and protecting performers and equipment from harassment, interference or damage. SOEA may pause or end services if a serious safety or conduct risk is not promptly corrected. Any financial outcome will reflect the work performed, costs incurred, cause of the interruption and the parties’ rights under applicable law.

15. Australian Consumer Law

Our services come with guarantees that cannot be excluded under the Australian Consumer Law where it applies. Nothing in these terms excludes, restricts or modifies a consumer guarantee, right, remedy or liability that cannot lawfully be excluded, restricted or modified. If a service is not supplied with due care and skill, is not fit for an agreed purpose or is not supplied within a reasonable time where no time is fixed, you may have statutory remedies.

16. Notices, law and contact

Notices about cancellation, rescheduling or a material booking change must be in writing by email to your SOEA contact or accounts@soea.com.au. These terms are governed by the laws of New South Wales, Australia, and the parties submit to the courts and tribunals with jurisdiction there, subject to any non-excludable right to bring a claim elsewhere.