Terms & Conditions
Vanguard Events & Entertainment Pty Ltd
ABN 15 691 874 790
Jindalee QLD 4074
www.vanguarddj.com
info@vanguarddj.com
Please read these Terms & Conditions carefully as they contain important information regarding your rights, obligations, and the services provided by Vanguard Events & Entertainment Pty Ltd ("Vanguard", "we", "us", "our").
By accepting a quotation, paying a deposit, making a booking, or using our services, you acknowledge that you have read, understood, and agree to these Terms & Conditions.
1. Booking & Payment
A non-refundable booking fee of 50% is required to secure your event date.
The remaining balance is due 30 business days prior to the event date unless otherwise agreed in writing.
Bookings made within 30 business days of the event require full payment upfront.
Bookings are not confirmed until the required payment has been received.
Failure to make payment by the due date may result in suspension or cancellation of services without liability to Vanguard.
The Client is responsible for any bank fees, merchant fees, collection fees, legal fees, or other costs associated with unpaid accounts.
2. Cancellations, Booking Fees & Date Changes
All cancellations must be submitted in writing.
The initial booking fee secures the event date, reserves staff, equipment and resources, and compensates Vanguard for administrative costs and the loss of potential bookings.
Where a cancellation occurs, the booking fee is generally non-refundable. However, Vanguard may, at its sole discretion, provide a full or partial credit where exceptional circumstances exist, including but not limited to serious illness, family emergency, natural disaster, government restrictions, venue closure, or other circumstances beyond the Client's reasonable control.
Any credit issued will be valid for 24 months from the original event date and may be applied toward any Vanguard Events & Entertainment service, subject to availability.
If cancellation occurs more than 30 business days before the event, any payments received beyond the booking fee may be refunded or credited at Vanguard's discretion.
If cancellation occurs within 30 business days of the event date, all monies paid may be retained by Vanguard to cover staffing commitments, administration, preparation work, supplier commitments, and lost booking opportunities.
Requests to change the event date are not automatically treated as a cancellation.
Where Vanguard is available on the proposed new date, the booking fee and payments received may be transferred to the new event date without penalty.
Date transfers are subject to:
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Availability of staff and equipment;
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Any increase in pricing applicable to the new event date;
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Venue or event changes that materially alter the scope of services.
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Where Vanguard is unavailable on the requested new date, the booking will be treated as a cancellation and this clause will apply.
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A maximum of one complimentary date transfer may be permitted. Additional date changes may incur reasonable administration fees.
3. Scope of Services
Vanguard will provide the services outlined in the quotation with reasonable care, skill, and professionalism.
Services may include:
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DJ & MC Services
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Photography
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Videography
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Photo Booth Hire
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Event Styling & Décor
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Lighting & Special Effects
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Audio Visual Services
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Equipment Hire
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Entertainment Services
Images, videos, styling examples, equipment, and promotional material displayed on our website, social media platforms, brochures, and quotations are examples only and may differ from the final event.
4. Personnel & Substitution
If illness, injury, emergency, vehicle breakdown, family emergency, or other unforeseen circumstances prevent a booked staff member from attending, Vanguard reserves the right to provide a suitably qualified replacement.
Such replacement shall not constitute a breach of this agreement.
5. Client Responsibilities
The Client is responsible for providing:
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Safe and reasonable access to the venue and event spaces.
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Adequate venue access for setup and pack-down.
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Suitable weather protection for outdoor events.
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Adequate power supply and facilities required for service delivery.
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Venue approvals, permits, licenses, and permissions.
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Accurate guest numbers.
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Venue floor plans where requested.
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Event schedules, timelines, and run sheets.
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Music preferences and song requests.
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Styling requirements and branding assets.
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Contact details for venue coordinators and key event contacts.
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Any other information reasonably required to deliver the services.
Failure to provide accurate, complete, or timely information may affect service delivery.
Vanguard accepts no responsibility for issues arising from incomplete, inaccurate, or late information supplied by the Client.
The Client confirms that they have the authority to engage Vanguard Events & Entertainment Pty Ltd on behalf of the event, venue, organisation, school, business, family, or group associated with the booking. The Client accepts responsibility for informing guests, attendees, participants, invitees, parents, guardians, vendors, suppliers, and other persons attending the event that photography, videography, audio recording, photo booth services, drone operations, live streaming, and other media capture may occur during the event.
The Client is responsible for obtaining any permissions, approvals, authorisations, or consents required by law, venue requirements, organisational policies, school policies, parental requirements, or event conditions.
6. Venue Restrictions & Access
The Client is responsible for ensuring booked services comply with venue rules, policies, restrictions, and operating conditions.
Additional fees may apply where venues involve:
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Stairs
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Restricted access
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Limited parking
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Extended bump-in requirements
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Additional labour requirements
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Loading dock restrictions
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Special permits
Vanguard is not liable where venue restrictions prevent the use of booked equipment, styling, special effects, photography locations, or entertainment services.
7. Outdoor Events & Weather
Outdoor events must have a suitable weather contingency plan.
Vanguard is not responsible for disruptions, delays, missed photographic opportunities, reduced special effects performance, equipment limitations, or event interruptions caused by weather conditions.
Where safety is compromised, Vanguard may modify, suspend, or cease services without liability.
No refund shall apply where services have commenced or where conditions outside Vanguard's control affect performance.
8. Force Majeure
Vanguard shall not be liable for failure to perform services due to circumstances beyond its reasonable control including but not limited to:
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Severe weather
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Floods
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Bushfires
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Cyclones
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Pandemics
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Government restrictions
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Power outages
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Internet outages
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Venue closures
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Road closures
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Transport disruptions
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Staff illness
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Equipment theft
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Vehicle breakdowns
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Supplier failures
Where possible, Vanguard will attempt to reschedule affected services.
9. Equipment & Property Damage
Only Vanguard staff and authorised contractors may operate Vanguard equipment.
The Client is responsible for any loss, theft, damage, misuse, interference, or destruction of Vanguard equipment caused by guests, attendees, venue staff, suppliers, contractors, or persons associated with the event.
Repair and replacement costs may be charged at current replacement value plus GST.
Vanguard reserves the right to cease services immediately if equipment is tampered with or safety is compromised.
10. Photography, Videography & Event Media
10.1 Ownership & Intellectual Property
All photographs, videos, recordings, edited content, audio recordings, drone footage, project files, and other media created by Vanguard remain the intellectual property of Vanguard Events & Entertainment unless otherwise agreed in writing.
Upon full payment, the Client receives a non-exclusive, non-transferable licence to use the delivered media for personal and non-commercial purposes.
Commercial use, publication, resale, advertising, marketing, promotional use, publication in print media, publication by third-party organisations, or any other commercial exploitation requires Vanguard's prior written consent.
Raw files, project files, unedited footage, and working files remain the property of Vanguard and will not be supplied unless otherwise agreed in writing.
10.2 Guest Consent & Event Documentation
The Client acknowledges that photography, videography, photo booth services, drone operations, audio recording, and event media capture form part of the contracted services.
The Client warrants that they have obtained, or will obtain where required, all permissions, approvals, authorisations, and consents necessary for Vanguard to provide the contracted services.
Vanguard is entitled to reasonably rely upon the Client's authority to engage event media services and does not independently verify the consent status of individual attendees unless otherwise agreed in writing.
10.3 Minors & Supervision
Where minors attend an event, the Client acknowledges that Vanguard is engaged to document the event as it naturally occurs and cannot reasonably monitor, supervise, verify, or control the conduct, age, identity, activities, legal status, parental permissions, or behaviour of individual attendees.
Vanguard shall not be responsible for determining whether a person appearing in any photograph, video, or recording is under the age of 18 years, nor whether any conduct, activity, behaviour, attire, food consumption, beverage consumption, or other circumstance depicted complies with parental expectations, venue policies, organisational rules, or applicable laws.
The capture of an image does not constitute endorsement, approval, encouragement, verification, reporting, or acceptance of any conduct occurring at the event.
10.4 Creative Services
The Client acknowledges that photography and videography are creative services.
Artistic style, editing style, weather conditions, venue lighting, venue restrictions, guest participation, event timing, environmental conditions, equipment limitations, and other event circumstances may affect the final outcome.
Such factors do not constitute grounds for refund, compensation, or rejection of delivered media.
10.5 Technical Limitations
While Vanguard maintains professional equipment, backup systems, and industry-standard procedures, Vanguard cannot guarantee the capture of every moment, individual, activity, guest, speech, performance, or event occurrence.
Unforeseen technical failures, corrupted files, equipment malfunctions, power interruptions, venue restrictions, weather conditions, third-party interference, or circumstances beyond Vanguard's reasonable control may affect media capture.
10.6 Third-Party Publication & Social Media
Following delivery of photographs, videos, galleries, downloads, digital files, prints, or other media to the Client, Vanguard shall have no responsibility or liability for the publication, sharing, distribution, editing, reproduction, social media posting, transmission, printing, publication, or other use of that media by the Client, guests, attendees, family members, parents, guardians, schools, organisations, vendors, suppliers, venues, or any third party.
Any complaint relating to content published by a third party should be directed to the person or organisation responsible for publishing the content.
10.7 Requests for Removal or Restriction
Any request for the removal, deletion, restriction, editing, suppression, or non-publication of media must be submitted in writing.
Vanguard reserves the right to assess such requests on a case-by-case basis having regard to legal obligations, contractual obligations, privacy obligations, archival requirements, artistic integrity, insurance requirements, and the rights of the Client.
Where media has already been delivered, downloaded, shared, distributed, copied, or published by third parties, Vanguard cannot guarantee its removal, recovery, deletion, or suppression.
No refund, credit, compensation, or fee reduction shall apply solely because an individual requests the removal, deletion, restriction, or non-publication of media after the event.
10.8 No Liability for Third-Party Use
To the maximum extent permitted by law, Vanguard shall not be liable for any loss, damage, embarrassment, reputational harm, emotional distress, privacy complaint, social media publication, online sharing, distribution, or other consequence arising from the actions of any person other than Vanguard after event media has been delivered.
11. Promotional Use of Content
Unless otherwise requested in writing before the event, the Client grants Vanguard permission to use photographs, videos, reviews, testimonials, and event content for:
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Website content
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Social media
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Advertising
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Marketing materials
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Portfolio purposes
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Industry awards and publications
Clients may opt out by providing written notice prior to the event date.
12. Special Effects
The Client is responsible for obtaining venue approval for any special effects including but not limited to:
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Cold Sparks
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Fog Machines
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Haze Machines
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Dry Ice Effects
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Confetti Cannons
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Bubble Machines
No refunds will be provided where venue restrictions prevent approved effects from being used.
Effect performance may vary based on weather, venue conditions, ventilation, and environmental factors.
13. Overtime
Services are provided for the duration specified in the quotation.
Requests to extend services are subject to staff availability and additional fees.
No refund shall apply where the event concludes earlier than scheduled due to the Client's decision, guest behaviour, venue restrictions, weather conditions, or other circumstances beyond Vanguard's control.
14. Staff Safety & Conduct
Vanguard maintains a zero-tolerance policy regarding abusive, threatening, discriminatory, violent, aggressive, unsafe, or unlawful behaviour.
If any staff member or contractor reasonably believes their safety, equipment, or wellbeing is at risk, Vanguard reserves the right to suspend or terminate services immediately without refund.
15. Limitation of Liability
To the maximum extent permitted by law, Vanguard's total liability arising from or in connection with any booking shall be limited to the amount paid by the Client for the relevant services.
Vanguard shall not be liable for indirect, incidental, consequential, special, or economic loss including loss of profits, business opportunities, goodwill, or emotional distress.
Nothing in these Terms excludes any rights available under the Australian Consumer Law.
16. Indemnity
The Client indemnifies and holds harmless Vanguard Events & Entertainment Pty Ltd, its directors, officers, employees, contractors, subcontractors, agents, and representatives from and against any claim, demand, complaint, action, proceeding, liability, loss, damage, cost, expense, penalty, or legal fee arising directly or indirectly from:
(a) a breach of these Terms & Conditions by the Client;
(b) any act or omission of the Client, guests, attendees, participants, invitees, suppliers, contractors, or venue representatives;
(c) any failure by the Client to obtain required permissions, approvals, authorisations, or consents from attendees, parents, guardians, schools, organisations, or third parties;
(d) any complaint relating to the capture of photographs, videos, audio recordings, photo booth images, drone footage, or other event media at the event;
(e) any publication, reposting, sharing, downloading, editing, transmission, distribution, printing, or social media use of event media by any person other than Vanguard;
(f) any dispute between guests, attendees, parents, guardians, schools, organisations, family members, or third parties relating to event media;
(g) injury, loss, or damage occurring at the event not directly caused by Vanguard's negligence;
(h) damage caused by guests, suppliers, venue staff, contractors, attendees, or third parties.
This indemnity survives completion of the services and termination of the agreement.
17. Third-Party Suppliers
Vanguard is not responsible for the actions, omissions, delays, failures, cancellations, or performance of venues, caterers, celebrants, entertainers, transport providers, photographers, videographers, or any other third-party suppliers.
18. Entire Agreement
These Terms & Conditions, together with the quotation, invoice, booking confirmation, and any written variations, constitute the entire agreement between the parties.
No verbal representations or prior discussions form part of this agreement unless confirmed in writing.
19. Governing Law
These Terms & Conditions are governed by the laws of Queensland, Australia.
The parties submit to the exclusive jurisdiction of the courts of Queensland.
20. Consumer Guarantees
Nothing in these Terms & Conditions excludes, restricts, or modifies any rights or remedies available under the Australian Consumer Law.
Where permitted by law, Vanguard's liability for breach of any consumer guarantee is limited to re-supplying the relevant services or paying the cost of having the services supplied again.
Last Updated: June 2026