TERMS & CONDITIONS – DJ, EVENT STYLING, PHOTOGRAPHY, VIDEOGRAPHY & PHOTO BOOTH SERVICES

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VANGUARD EVENTS & ENTERTAINMENT PTY LTD (ABN 15 189 108 373)

JINDALEE QLD 4074 | WWW.VANGUARDDJ.COM | INFO@VANGUARDDJ.COM

 

INTRODUCTION

BY BOOKING OR USING OUR SERVICES, YOU AGREE TO THESE TERMS & CONDITIONS.
THESE TERMS FORM A LEGALLY BINDING AGREEMENT BETWEEN YOU (“CUSTOMER”, “YOU”) AND VANGUARD EVENTS & ENTERTAINMENT PTY LTD (“VANGUARD”, “WE”, “US”, “OUR”).
SERVICES INCLUDE DJ PERFORMANCES, PHOTOGRAPHY, VIDEOGRAPHY, EVENT STYLING, PHOTO BOOTH HIRE, AND ANY ASSOCIATED EQUIPMENT HIRE.

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1. DEFINITIONS

• SERVICES: ALL DJ, MC, PHOTOGRAPHY, VIDEOGRAPHY, EVENT STYLING, PHOTO BOOTH HIRE, LIGHTING, SOUND, AND EQUIPMENT HIRE SERVICES PROVIDED BY VANGUARD OR APPROVED CONTRACTORS.

• QUOTE: WRITTEN QUOTE OR PROPOSAL ISSUED BY VANGUARD.

• EVENT DATE: DATE SPECIFIED IN YOUR CONFIRMED BOOKING.

• DEPOSIT: NON-REFUNDABLE 50% PAYMENT REQUIRED TO SECURE YOUR BOOKING.

• BALANCE: REMAINING PAYMENT DUE AS PER SECTION 4.

• FORCE MAJEURE EVENT: ANY EVENT BEYOND OUR REASONABLE CONTROL (SEE SECTION 7).

 

2. SCOPE OF SERVICES

WE AGREE TO PROVIDE SERVICES DESCRIBED IN YOUR QUOTE WITH DUE CARE AND SKILL.

• DJ SERVICES: MUSIC PERFORMANCE, EQUIPMENT SETUP, AND SOUND MANAGEMENT.

• PHOTOGRAPHY & VIDEOGRAPHY: CAPTURE, EDITING, AND DELIVERY OF IMAGES/VIDEOS.

• EVENT STYLING: DÉCOR SETUP, PROPS, BALLOON GARLANDS, AND AGREED THEME ELEMENTS.

• PHOTO BOOTH HIRE: SETUP, OPERATION, AND PROVISION OF PRINTS/DIGITAL FILES AS AGREED.

• EQUIPMENT HIRE: ALL LIGHTING, SOUND, AV, AND STYLING EQUIPMENT NECESSARY TO DELIVER SERVICES.

IMAGES OR MEDIA ON OUR WEBSITE OR SOCIAL PLATFORMS ARE INDICATIVE ONLY AND MAY DIFFER FROM YOUR FINAL EVENT.

 

3. PERSONNEL & SUBSTITUTION

IF ILLNESS, INJURY, OR OTHER CIRCUMSTANCES PREVENT A BOOKED PROFESSIONAL FROM ATTENDING, WE MAY SUBSTITUTE ANOTHER QUALIFIED PROFESSIONAL OF EQUAL OR HIGHER SKILL. NOTIFICATION WILL BE GIVEN AS SOON AS PRACTICABLE.
SUBSTITUTION DOES NOT CONSTITUTE A BREACH PROVIDED SERVICES ARE DELIVERED TO THE AGREED STANDARD.

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4. BOOKING, PAYMENT & CANCELLATIONS

• DEPOSIT: 50% OF QUOTE DUE WITHIN 48 HOURS OF BOOKING. NON-REFUNDABLE.

• BALANCE: DUE 30 BUSINESS DAYS BEFORE EVENT DATE. BOOKINGS WITHIN 30 DAYS REQUIRE FULL PAYMENT UPFRONT.

• LATE PAYMENT OF BALANCE: IF THE BALANCE IS NOT RECEIVED WITHIN 48 HOURS OF THE DUE DATE, A 25% LATE FEE ON THE OUTSTANDING BALANCE WILL APPLY.

• CANCELLATIONS: MUST BE EMAILED TO INFO@VANGUARDDJ.COM.

  • 30 DAYS BEFORE EVENT DATE: REFUND LESS DEPOSIT.

  • ≤30 DAYS BEFORE EVENT DATE: NO REFUND.

  • EVENT DATE CHANGES ARE TREATED AS CANCELLATIONS UNLESS CONFIRMED, WITH AN AUD $50 ADMIN FEE.

• YOU ARE RESPONSIBLE FOR ANY BANK OR TRANSFER FEES.

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5. CUSTOMER RESPONSIBILITIES

• PROVIDE SAFE, LEGAL, AND WEATHER-PROTECTED CONDITIONS FOR ALL SERVICES.

• ALLOW ≥1 HOUR FOR SETUP AND SOUND CHECK.

• OBTAIN ANY NECESSARY VENUE APPROVALS OR LICENSES.

• BE RESPONSIBLE FOR DAMAGE CAUSED BY GUESTS OR VENUE STAFF TO OUR EQUIPMENT.

• OUTDOOR EVENTS REQUIRE COVER AND POWER. UNSAFE CONDITIONS MAY RESULT IN PAUSED OR CANCELED SERVICES WITHOUT REFUND.

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6. ADVERSE WEATHER & OUTDOOR EVENTS

• NOT LIABLE FOR LOSS OF PHOTO OR VIDEO OPPORTUNITIES CAUSED BY WEATHER.

• INDOOR/COVERED BACKUP IS RECOMMENDED.

• RESCHEDULING OR INDOOR ALTERNATIVES MAY BE OFFERED AT OUR DISCRETION.

• NO REFUND APPLIES WHERE SERVICES WERE ATTEMPTED OR PARTIALLY PERFORMED.

 

7. FORCE MAJEURE

INCLUDES NATURAL DISASTERS, ACCIDENTS, POWER FAILURE, PANDEMIC, GOVERNMENT ORDERS, WAR, OR THIRD-PARTY SUPPLIER FAILURE.
WE WILL NOTIFY YOU AND OFFER RESCHEDULING OR REFUND OF UNPERFORMED SERVICES (EXCLUDING NON-RECOVERABLE COSTS AND DEPOSIT).

 

8. LIMITATION OF LIABILITY

OUR TOTAL LIABILITY FOR ANY CLAIM IS LIMITED TO THE AMOUNT YOU PAID.
NO LIABILITY FOR INDIRECT/CONSEQUENTIAL LOSS (LOST PROFITS, OPPORTUNITY).
ACL RIGHTS REMAIN UNAFFECTED.

 

9. INDEMNITY & DIRECTOR PROTECTION

YOU INDEMNIFY VANGUARD, ITS DIRECTORS, OFFICERS, EMPLOYEES, AND CONTRACTORS AGAINST ALL LOSS, DAMAGE, OR EXPENSE (INCLUDING LEGAL FEES) ARISING FROM:

• YOUR BREACH OF THESE TERMS

• NEGLIGENCE OR MISCONDUCT

• DAMAGE CAUSED BY YOUR GUESTS OR VENDORS

THIS INDEMNITY SURVIVES THE COMPLETION OF SERVICES.

 

10. EQUIPMENT DAMAGE & REPLACEMENT COSTS

YOU ARE LIABLE FOR DAMAGE OR LOSS TO EQUIPMENT DURING THE EVENT.
REPLACEMENT/REPAIR COSTS CHARGED AT CURRENT MARKET VALUE PLUS GST.

 

11. PROMOTIONS

• COMPLIMENTARY OR PROMOTIONAL ADD-ONS HAVE NO SEPARATE CASH VALUE.

• NO REFUND, CREDIT, OR EXCHANGE WILL BE PROVIDED FOR ANY COMPLIMENTARY OR PROMOTIONAL ITEM, INCLUDING FREE SERVICES OR ADD-ONS.

• COMPLIMENTARY OR PROMOTIONAL ITEMS CANNOT BE APPLIED AS A DISCOUNT TO THE FINAL INVOICE OR EXCHANGED FOR CASH UNDER ANY CIRCUMSTANCES.

• THIS CLAUSE APPLIES TO ALL PROMOTIONAL ITEMS REGARDLESS OF WHETHER THEY WERE OFFERED BEFORE, DURING, OR AFTER BOOKING.

 

12. BREACH & TERMINATION

• BREACH MAY RESULT IN CANCELLATION OR SUSPENSION WITHOUT NOTICE; DEPOSITS RETAINED.

• DEPOSITS ARE NON-REFUNDABLE.

 

13. PHOTOGRAPHY INTELLECTUAL PROPERTY (IP) RIGHTS

• OWNERSHIP OF IMAGES: ALL PHOTOGRAPHS TAKEN BY VANGUARD EVENTS & ENTERTAINMENT (“THE PHOTOGRAPHER”) DURING THE EVENT ARE THE EXCLUSIVE PROPERTY OF VANGUARD EVENTS & ENTERTAINMENT, WITH THE PHOTOGRAPHER RETAINING FULL COPYRIGHT OVER THESE IMAGES.

• USAGE RIGHTS: YOU ARE GRANTED A NON-EXCLUSIVE, NON-TRANSFERABLE LICENCE TO USE THE PHOTOGRAPHS FOR PERSONAL, NON-COMMERCIAL PURPOSES ONLY, INCLUDING SHARING, PRINTING, AND DISPLAYING ON PERSONAL SOCIAL MEDIA OR WITHIN YOUR HOME.

• COMMERCIAL USE: ANY COMMERCIAL USE (ADVERTISING, SELLING, PUBLISHING) REQUIRES PRIOR WRITTEN CONSENT FROM VANGUARD EVENTS & ENTERTAINMENT; ADDITIONAL LICENSING FEES MAY APPLY.

• EDITING/ALTERATION: YOU AGREE NOT TO ALTER, EDIT, OR MANIPULATE THE PHOTOGRAPHS IN ANY WAY WITHOUT PRIOR WRITTEN APPROVAL.

• RAW IMAGE FILES: RAW/UNEDITED IMAGES ARE NOT PROVIDED; DELIVERED IMAGES ARE PROFESSIONALLY EDITED JPEGS REPRESENTING THE PHOTOGRAPHER’S FINAL CREATIVE VISION.

• CREDIT & ATTRIBUTION: IF SHARED PUBLICLY, APPROPRIATE CREDIT MUST BE GIVEN BY TAGGING OR MENTIONING VANGUARD EVENTS & ENTERTAINMENT.

• ARCHIVAL & DELIVERY: IMAGES/VIDEOS DELIVERED WITHIN 6–8 WEEKS, WITH A SNEAK PREVIEW WITHIN 48 HOURS. IMAGES STORED FOR 1 MONTH FROM DELIVERY.

• FULL PAYMENT: BY MAKING FULL PAYMENT FOR PHOTOGRAPHY SERVICES, YOU ACKNOWLEDGE AND AGREE TO THESE IP TERMS.

 

14. GENERAL

• ENTIRE AGREEMENT: QUOTE + THESE TERMS.

• NO WAIVER IS VALID UNLESS IN WRITING.

• UNENFORCEABLE CLAUSES DO NOT AFFECT REMAINING TERMS.

• TERMS MAY BE UPDATED; THE VERSION AT BOOKING APPLIES.

• GOVERNED BY QUEENSLAND LAW; DISPUTES UNDER QUEENSLAND COURTS.

 

15. CONSUMER GUARANTEES

• CONSUMER ACL RIGHTS ARE RETAINED.

• BUSINESS-TO-BUSINESS CLIENTS: IMPLIED TERMS EXCLUDED TO THE MAXIMUM EXTENT PERMITTED.

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LAST UPDATED: OCTOBER 2025