Hire Agreement

Hire Agreement Terms & Conditions

Booking & Payment

• A non-refundable deposit of 30% is required to secure your booking. Until the deposit has been received, the event date and services cannot be guaranteed.

• The remaining balance must be paid no later than 14 days prior to the event date. Where cash payment on delivery has been approved, full payment must be made prior to installation of the hired items.

• Elite Dance Floors reserves the right to withhold delivery, installation, or services until full payment has been received.

• Once services have been provided, all payments are final and non-refundable.

• By paying the deposit, the Hirer acknowledges and accepts all terms and conditions contained within this Hire Agreement.

Cancellations

• In the event of cancellation by the Hirer, all deposits paid will be forfeited.

• Any cancellation made within 14 days of the event may be subject to additional charges to cover materials, labour, and administrative costs already incurred.

Venue Access & Installation

• Elite Dance Floors requires direct communication with the venue and/or venue coordinator to arrange suitable installation and collection times.

• The Hirer is responsible for ensuring adequate access for delivery, installation, and pack-down. Any delays caused by restricted access, venue operations, loading dock limitations, elevators, stairs, or other third parties may result in additional charges.

• The Hirer must provide accurate unloading and access information prior to the event. If Elite Dance Floors determines that unloading, loading, or installation conditions present a risk to staff, guests, or equipment, we reserve the right to refuse or discontinue services. In such circumstances, no refund will be payable.

• If a venue prohibits access to Elite Dance Floors or does not permit the use of hired items, the booking may be cancelled and standard cancellation terms will apply.

• Travel surcharges may apply to events located outside the Sydney Metropolitan Area.

Equipment Use & Responsibility

• Elite Dance Floors reserves the right to suspend or terminate the use of any hired equipment if it is being misused, damaged, or operated in a manner that may endanger people, property, or the equipment itself.

• During the hire period, the Hirer is responsible for promptly notifying Elite Dance Floors of any issues, concerns, damage, or incidents relating to the hired items.

Photography & Marketing

• Unless otherwise advised in writing, the Hirer grants Elite Dance Floors permission to photograph and use images of the installed products for marketing, advertising, social media, website content, and promotional purposes.

Outdoor Dance Floors

• Outdoor installations are subject to suitable weather conditions.

• Elite Dance Floors reserves the right to suspend, remove, or terminate the hire period if weather conditions are deemed unsafe for guests, staff, or equipment.

• The Hirer may cancel an outdoor booking due to adverse weather conditions and receive a full refund, provided written notice is received at least seven (7) days prior to the event date.

• Cancellations made within seven (7) days of the event due to weather will result in all monies paid being forfeited.

Graphic Design Terms

(Seating Charts, Welcome Signs, Decals, Digital Print Dance Floors and Custom Signage)

Client Supplied Information

• For seating charts, the Client must provide a complete guest list in electronic format. Guest names must be submitted in the exact order required for the final design. If alphabetical order is required, the list must be supplied accordingly.

Design Revisions

• Unless otherwise specified in the quotation, the design fee includes up to two (2) revisions.

• Additional revisions, alterations, or changes requested after the included revisions have been exhausted will be charged at $150.00 per revision.

Artwork Approval

• While every effort is made to avoid errors, Elite Dance Floors accepts no responsibility for spelling mistakes, grammatical errors, omissions, incorrect information, or typographical errors once artwork has been approved.

• It is the Client's responsibility to carefully review all proofs and provide written approval prior to production.

• Approval of artwork constitutes acceptance of all content, layout, and design elements.

Colour Variation

• Colour variations may occur between digital proofs and final printed products due to differences between RGB (screen) and CMYK (print) colour processes.

• Variations may also occur between printers, materials, and print runs.

• Elite Dance Floors cannot guarantee exact colour matching and accepts no liability for colour variations beyond its control.

Production Deadlines

• Final artwork approval must be provided at least seven (7) days prior to the event date unless otherwise agreed in writing.

• Failure to provide approval within the required timeframe may result in additional rush fees, production delays, or an inability to complete the order.

Images & Copyright

• Any images supplied by the Client must be high-resolution and accompanied by all necessary permissions, licences, or photographer approvals.

• Elite Dance Floors accepts no responsibility for copyright infringements or legal claims arising from the use of client-supplied images.

• Where stock imagery is required, the Client may purchase the licence directly or request Elite Dance Floors to arrange the purchase. A 15% procurement fee will apply in addition to all licensing costs.

• Copyright of all designs remains the property of Elite Dance Floors until full payment has been received.

• Upon final payment, the Client receives the right to use the completed design for its intended purpose. Any stock imagery used may remain subject to separate licensing restrictions.

• Elite Dance Floors reserves the right to display completed projects in its portfolio, website, social media channels, and marketing materials unless otherwise agreed in writing.

Delivery, Installation & Pack-Down

Unless otherwise agreed in writing, standard pricing includes one delivery & installation and one pack-down during the following hours:

• Bump In (Delivery & Installation): 8:00am – 5:00pm

• Bump Out (Pack-Down): 9:00pm – 2:00am

• Installations or pack-downs required outside of these standard hours may incur additional labour, staffing, or after-hours charges.

• It is the Hirer's responsibility to ensure unrestricted access during the agreed delivery and collection times.

• Delays caused by venue restrictions, access limitations, security procedures, or third parties may incur additional charges.

• Any specific delivery, installation, or collection times must be requested and confirmed in writing 7 days prior to the event date and may be subject to additional fees.

Thank you for choosing Elite Dance Floors for your event. We look forward to helping make your special day memorable.