Activation Haus Pty Ltd – Terms and Conditions

Last updated: November 2025

(ABN 37 836 697 127) | Operated under the Fernando Investment Trust

These Terms and Conditions (“Terms”) set out the agreement between Activation Haus Pty Ltd (“the Supplier”, “Activation Haus”, “we”, “us”, “our”) and the Client (“you”, “your”) for the hire of equipment, design and branding services, catering or beverage supply, event staffing, or activation management.
By accepting a quote, paying an invoice, or otherwise engaging our services, you acknowledge that you have read, understood, and agree to be bound by these Terms.

1. Definitions

• Client – any individual, business, or organisation engaging the services of Activation Haus.

• Supplier – Activation Haus Pty Ltd (ABN 37 836 697 127).

• Services – any products, hire items, creative design, fabrication, logistics, staffing, styling, or activation management provided by the Supplier.

• Equipment – carts, bars, backdrops, props, furniture, signage, or any other hired physical assets.

• Event – the activity, campaign, or occasion booked by the Client.

• Venue – the physical location at which the Event is held.

• Dry Hire – hire of Equipment only, without on-site staff or service delivery.

2. Confirmation of Booking

2.1 A booking is confirmed once a quote has been accepted in writing or through the Supplier’s invoicing platform and payment is received.
2.2 Full payment is required at the time of booking unless otherwise agreed in writing. No dates, Equipment, or branding will be secured until payment is received.
2.3 Payments may be made via direct deposit or credit card. A 1.75 % fee applies to Visa, Mastercard and Amex transactions.
2.4 Quotes are valid for 90 days. Where an event is scheduled more than six months ahead, the Supplier reserves the right to adjust pricing to reflect material, staffing, or freight cost variations.
2.5 Payment in arrears is accepted only by prior written agreement.
2.6 All incidental or consumption-based charges (e.g. food, beverage, breakages) must be settled within three business days of invoice issue.
2.7 No refunds will be given for subsequent price reductions or promotions.

3. Cancellations and Refunds

3.1 If the Client cancels a booking, the Supplier may charge all costs already incurred, including but not limited to branding, custom production, staffing, perishables, florals, packaging, and administration.
3.2 Special-order or custom-made items are payable in full once production has commenced.
3.3 Cancellations made within 48 hours of the event date are non-refundable.
3.4 Reducing event hours or scope on the day does not qualify for a refund.
3.5 Weather conditions are outside the Supplier’s control. The Client must provide a suitable wet-weather plan; refunds will not be issued due to bad weather.
3.6 Deposits for cancelled bookings will be converted to a credit note valid for six months.
3.7 Rebookings are subject to availability of Equipment and staff.

4. Client Obligations

4.1 Final guest numbers, run sheets, site access details, power requirements, bump-in and bump-out times must be confirmed at least seven business days before the event.
4.2 If numbers decrease after this time, the original quantity will still be charged. Increases after cut-off are subject to approval and availability.
4.3 All dietary requirements must be advised at least seven business days prior.
4.4 Clients must provide safe, level ground (minimum 2.5 m × 2.5 m per cart/bar) and adequate power supply within 10 m of setup.
4.5 Any stairs, lifts, or difficult access must be disclosed in advance; additional labour or equipment fees may apply.
4.6 Children and guests must be kept clear of hot surfaces, powered appliances, and staff work areas.
4.7 For outdoor events, the Client must supply an undercover area or alternate location in case of rain. Failure to do so may prevent service, without refund.

5. Catering and Bar Service

5.1 Final catering numbers and menu selections are due seven business days before the event.
5.2 Changes after this date are subject to availability and may incur additional costs.
5.3 Allergens – while Activation Haus follows strict hygiene practices, cross-contamination cannot be entirely prevented. Food may contain or have been processed with common allergens.
5.4 Leftover food or beverage products will not be left on site after the event.
5.5 Where alcohol is supplied or served, water and food must be provided.
5.6 Liquor licensing is subject to local regulations and event particulars; some locations require up to 28 days’ notice.
5.7 All alcohol service will be performed by RSA-qualified staff.

6. Branding and Artwork

6.1 All print-ready artwork must be supplied no later than seven business days prior to the event.
6.2 Late artwork may attract a rush fee of 25–50 % depending on urgency.
6.3 A proof will be provided for approval before production. Any post-approval changes incur additional costs.
6.4 Activation Haus may decline further changes after approval if production timelines do not permit.
6.5 Where the Supplier assists in creating or editing artwork, design fees apply based on complexity.
6.6 Only the Supplier may apply branding or printing to its assets. Clients are not permitted to attach or remove decals, signage, or vinyl without written consent.

7. Dry Hire

7.1 Equipment hired without staff must be used only for its intended purpose.
7.2 The Client is responsible for loss or damage from pickup to return.
7.3 Activation Haus reserves the right to refuse dry hire of specialised equipment that requires trained operators.

8. Damage and Breakages

8.1 The Client is liable for any Equipment that is damaged, destroyed, or lost while in their care or during an event.
8.2 Liability includes:
(a) Repair or replacement costs;
(b) Hire charges while the Equipment is unavailable; and
(c) Any consequential losses incurred by the Supplier.

9. Staffing

9.1 All staff are engaged for a minimum three-hour shift, including setup and pack-down.
9.2 Meal and rest breaks are provided in accordance with Fair Work Australia guidelines.
9.3 Weekend, public-holiday, or after-hours work will attract award penalty rates, payable by the Client.
9.4 Changes to event timing or staffing within 24 hours of commencement may incur additional costs.
9.5 Extended bump-in/bump-out or restricted access requiring extra personnel will be billed accordingly.

10. Location and Travel

10.1 Travel fees apply to events more than 40 km from the Sydney CBD, based on total kilometres travelled.
10.2 Where overnight accommodation or extended travel is required, associated costs (travel, meals, accommodation) will be charged.
10.3 If an event is held in a public space, the Client must obtain all relevant permits or permissions and supply copies to the Supplier at least seven business days before the event.
10.4 Failure to obtain permits will not entitle the Client to a refund.

11. Supplier Obligations

11.1 The Supplier will provide Services with due care, skill, and diligence consistent with industry standards.
11.2 Activation Haus maintains current public-liability insurance, permits, and licences required for the provision of its Services.

12. Outstanding Accounts

12.1 Overdue accounts will incur interest at 2 % per month, calculated daily until paid in full.
12.2 Where recovery action is required, the Client shall be liable for all collection and legal costs on an indemnity basis.

13. Limitation of Liability

13.1 To the fullest extent permitted by law, Activation Haus is not liable for any loss, damage, injury, or delay arising from:

• Negligence of third parties;

• Power failure, venue access, or environmental conditions;

• Actions of guests, contractors, or event attendees;

• Spills, floor scratches, or venue damage.
  13.2 Where liability cannot legally be excluded, it is limited to the cost of re-supplying the Services or replacing the Equipment.
  13.3 Clients are responsible for any protective flooring or coverings required by venues before setup.

14. Insurance

The Client must hold adequate insurance for:
(a) Loss or damage to any hired Equipment, equal to full replacement value; and
(b) Public-liability and property insurance sufficient to cover all risks arising from the event.

15. Force Majeure

If the Supplier is prevented from fulfilling its obligations by circumstances beyond its reasonable control – including weather, acts of God, fire, strike, civil unrest, or government restriction – performance is suspended for the duration of the event or delay.
The Supplier will not be liable for resulting loss or damage but will make reasonable efforts to reschedule.

16. Severance

If any provision of these Terms is found invalid or unenforceable, the remaining provisions continue in full force.
Failure by the Supplier to enforce any right does not constitute a waiver of that right.

17. Dispute Resolution

If a dispute arises, both parties agree to attempt good-faith resolution through negotiation or mediation before commencing legal action.
Each party bears its own costs associated with dispute resolution.

18. Jurisdiction

These Terms and Conditions are governed by the laws of New South Wales, Australia.
Both parties submit to the non-exclusive jurisdiction of the courts of that state.

Activation Haus
Email: hello@activationhaus.com.au