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 & Date Changes
All cancellations must be submitted in writing.
The booking fee is non-refundable under all circumstances.
If cancellation occurs more than 30 business days before the event, any payments received beyond the booking fee may be refunded at Vanguard's discretion.
If cancellation occurs within 30 business days of the event, all monies paid are forfeited.
Requests to change the event date are treated as a cancellation and rebooking unless otherwise agreed by Vanguard.
Date changes are subject to availability and may incur administration fees and revised pricing.
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, licences, 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.
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
All photographs, videos, recordings, edited content, and media created by Vanguard remain the intellectual property of Vanguard Events & Entertainment.
Upon full payment, the Client receives a non-exclusive licence for personal use.
Commercial use, publication, resale, advertising, or promotional use requires prior written consent.
Raw files, project files, and unedited footage remain the property of Vanguard and will not be supplied unless otherwise agreed.
The Client acknowledges that photography and videography are creative services and that artistic style, editing style, weather conditions, venue lighting, guest participation, and event circumstances may affect the final outcome.
These factors do not constitute grounds for refund.
While Vanguard maintains backup systems and professional procedures, unforeseen technical failures, corrupted files, equipment malfunctions, venue restrictions, and circumstances beyond our control may affect image or video capture.
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, its directors, employees, contractors, agents, and representatives from any claim, loss, damage, liability, expense, or legal cost arising from:
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Breach of these Terms & Conditions;
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Acts or omissions of the Client or guests;
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Injury, loss, or damage occurring at the event not directly caused by Vanguard's negligence;
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Damage caused by guests, suppliers, venue staff, or contractors.
This indemnity survives completion of the services.
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