Terms of Service
Updated: 8 April 2026
Event Production Solutions Pty Ltd
ABN 47 668 289 343
Melbourne, Victoria, Australia
These Terms of Service (“Terms”) apply to all goods and services supplied by Event Production Solutions Pty Ltd trading as Event Production Solutions (“EPS”, “we”, “us”, “our”).
By accepting a quotation, paying a deposit, instructing EPS to proceed, or otherwise engaging EPS to provide goods or services, the client (“Client”, “you”, “your”) agrees to be bound by these Terms.
1. Application of Terms
1.1 These Terms apply to all services provided by Event Production Solutions including, but not limited to:
• Event production services
• Technical direction and show calling
• Audio visual production services
• Equipment hire
• Crew supply
• Event design and technical planning
• Presentation and playback systems
• Hybrid and streaming production
• Delivery, collection and transport of equipment
• Event logistics and technical support
1.2 The specific services to be provided will be described in the relevant quotation, proposal, or scope documentation issued by EPS.
1.3 In the event of any inconsistency between these Terms and a written quotation issued by EPS, the quotation will prevail to the extent of that inconsistency.
2. Quotations and Acceptance
2.1 Quotations issued by EPS are based on event details, schedules, venue conditions, operational requirements, and scope of services known at the time of preparation.
2.2 A quotation may be accepted by:
• signing and returning the quotation
• written confirmation of acceptance
• payment of a deposit
• instructing EPS to commence work
2.3 Acceptance of a quotation constitutes acceptance of these Terms of Service.
2.4 EPS reserves the right to revise a quotation where event details change, including but not limited to changes in:
• venue
• schedule
• event scope
• equipment requirements
• labour requirements
• technical requirements
3. Booking Confirmation and Deposits
3.1 Unless otherwise agreed in writing, a deposit of fifty percent (50%) of the quoted amount is required to secure a booking.
3.2 No event date, crew allocation, equipment allocation, logistics arrangement, or other resource commitment will be confirmed until the required deposit has been received in cleared funds.
3.3 Until the deposit is received, EPS reserves the right to release proposed booking dates without liability.
3.4 Deposits are non-refundable and represent compensation for reserving event dates, allocating personnel and equipment resources, and committing pre-production time.
4. Payment Terms
4.1 New Clients
For new clients:
• A 50% deposit is required to secure the booking.
• The remaining balance must be paid no later than seven (7) days prior to the commencement of services or event date, unless otherwise agreed in writing.
• Event Production Solutions reserves the right to suspend services or release the booking if full payment has not been received by this deadline.
4.2 Existing Clients
For existing clients:
• A 50% deposit is required to secure the booking.
• The remaining balance will be invoiced following completion of the event.
• Unless otherwise stated, the final invoice will be issued on the first business day following the event and will be due within seven (7) days.
4.3 Failure to Pay
If payment obligations are not met within the specified timeframes, EPS reserves the right to:
• suspend services
• release the booking date
• require full payment prior to continuing services
5. Overdue Accounts
5.1 If an invoice remains unpaid after the due date, EPS reserves the right to charge:
• interest on the outstanding balance at 12% per annum, calculated daily
• reasonable administration fees associated with managing overdue accounts
• any reasonable costs incurred in recovering the debt, including legal and collection agency fees
5.2 EPS may suspend services or decline future bookings while any overdue accounts remain outstanding.
6. Cancellation
If a confirmed booking is cancelled by the Client, the following charges may apply:
More than 30 days prior to the event
• EPS may retain the deposit and recover any additional costs reasonably incurred.
14–30 days prior to the event
Up to seventy-five percent (75%) of the total quoted amount may be charged.
Less than 14 days prior to the event
Up to one hundred percent (100%) of the quoted amount may be charged.
These charges reflect committed labour, equipment allocation, logistics arrangements, pre-production work, and lost booking opportunities.
7. Event Postponement or Rescheduling
7.1 If the Client requests that an event be postponed or rescheduled, the Client must notify EPS in writing as soon as reasonably practicable.
7.2 EPS may, subject to availability, agree to transfer part or all of the deposit to a rescheduled event date.
7.3 In assessing any request to reschedule, EPS may consider factors including:
availability of personnel and equipment
scheduling commitments already made
costs already incurred
loss of other confirmed or potential work for the original event date
7.4 EPS reserves the right to retain all or part of the deposit where a postponement results in financial loss or scheduling impact.
7.5 Where an event is rescheduled, EPS reserves the right to issue a revised quotation if labour, equipment, venue requirements, logistics, or event scope change.
8. Event Delays, Schedule Changes and Overtime
8.1 Quotations are based on the agreed event schedule.
8.2 Additional charges may apply where:
the event runs beyond scheduled hours
rehearsals exceed agreed time allocations
venue access is delayed
pack-down is delayed
event schedules change
8.3 Such charges may include additional labour, equipment hire extensions, logistics adjustments, and subcontractor costs.
9. Venue Access and Client Responsibilities
9.1 The Client must ensure EPS is provided with adequate:
venue access
setup time
rehearsal time where required
pack-down time
loading access for equipment and crew
9.2 EPS is not responsible for delays caused by venue restrictions, venue staff, or operational limitations.
9.3 Where such delays occur, EPS reserves the right to charge additional labour or equipment hire costs.
10. Equipment Ownership and Responsibility
10.1 All equipment supplied by EPS remains the property of EPS at all times.
10.2 The Client is responsible for ensuring equipment is protected from loss, theft, misuse or damage while present at the event venue.
10.3 The Client will be liable for repair or replacement costs where damage or loss occurs due to the actions of:
the Client
Client staff or contractors
venue staff
event attendees or audience members
11. Travel and Logistics
Additional charges may apply for:
travel time
freight and transport
accommodation
parking and tolls
delivery and collection of equipment
regional or remote events
Such costs may be included in the quotation or invoiced separately where applicable.
12. Client Content and Presentation Materials
12.1 The Client is responsible for providing all presentations, graphics, media files, scripts, branding assets, and other event content required for the event.
12.2 Content must be supplied in the requested format and within agreed timeframes.
12.3 EPS is not responsible for issues arising from:
late delivery of content
incorrect or incomplete content
unsupported file formats
corrupted or incompatible media files
missing fonts, codecs or linked media
last-minute changes to presentations or media
12.4 Where presenters or speakers provide their own computers or playback devices, EPS cannot guarantee compatibility with event presentation systems.
12.5 Any technical issues resulting from presenter devices, last-minute content changes, or client-supplied equipment remain the responsibility of the Client.
12.6 Late or revised content may require additional preparation or operator time and may incur additional charges.
13. Intellectual Property
13.1 All intellectual property created by EPS remains the property of Event Production Solutions unless otherwise agreed in writing.
13.2 This includes but is not limited to:
production designs
show files
playback programming
technical drawings
run sheets and documentation
production workflows and templates
13.3 Payment for services does not transfer ownership of EPS intellectual property.
14. Weather and Outdoor Events
14.1 For outdoor events, the Client must ensure adequate weather protection for equipment and personnel unless otherwise agreed.
14.2 EPS will take reasonable steps to protect equipment and maintain operational continuity where possible.
14.3 EPS will not be liable for service interruptions or equipment limitations caused by adverse weather conditions.
15. Force Majeure
EPS will not be liable for failure or delay in performing services where such failure arises from circumstances beyond its reasonable control including:
severe weather
power outages
venue failure
government restrictions
natural disasters
transportation disruption
Where such circumstances occur, the Client remains responsible for costs already incurred by EPS.
16. Insurance
16.1 EPS maintains public liability insurance appropriate to its operations.
16.2 The Client is responsible for ensuring the event itself is appropriately insured, including coverage for event cancellation and third-party risks.
17. Limitation of Liability
17.1 To the maximum extent permitted by law, EPS’s liability arising from services provided is limited to the total amount paid by the Client for those services.
17.2 EPS will not be liable for indirect or consequential loss including loss of profit, revenue, reputation or opportunity.
17.3 Nothing in these Terms excludes rights that cannot be excluded under Australian Consumer Law.
18. Indemnity
The Client indemnifies and holds harmless Event Production Solutions against any claims, damages, losses, liabilities or expenses arising from:
breach of these Terms by the Client
negligent or unlawful acts of the Client or persons under the Client’s control
damage to EPS equipment caused by third parties at the event
inaccurate or unlawful content supplied by the Client
19. Marketing and Documentation
Unless the Client specifically notifies EPS otherwise in writing prior to the event, EPS may photograph, record, or otherwise document events where EPS services are provided.
EPS may use such materials, along with intellectual property created by EPS in relation to the event, for marketing, promotional, portfolio and business development purposes.
20. Governing Law
These Terms are governed by the laws of Victoria, Australia.
Any disputes arising from services provided by Event Production Solutions will be subject to the jurisdiction of the courts of Victoria.
QUOTE ACCEPTANCE CLAUSE
Acceptance of this quotation constitutes agreement to the Event Production Solutions Terms of Service, available at:
[insert website link]
No booking is confirmed until the required deposit has been received.