Terms & Conditions

These Terms & Conditions apply to bookings made with Swans Lane Event Hire.

By accepting a quote, paying a booking fee, making payment or otherwise confirming a booking with us, you agree to these Terms & Conditions.

Where your personalised quote contains specific terms that differ from the standard terms below, the terms shown on your quote will apply to that booking.

1. Bookings & Booking Fees

A booking is not secured until it has been accepted by Swans Lane Event Hire and any required booking fee has been received.

For most bookings, a 30% non-refundable booking fee is required to secure your hire items and event date.

Until your booking has been confirmed, hire items remain available to other customers and availability cannot be guaranteed.

Some approved business or industry accounts may operate under different payment arrangements where expressly agreed by Swans Lane Event Hire.

2. Final Payment

Unless otherwise stated on your quote, the remaining balance is due 14 days before your event.

Bookings must be paid in accordance with the payment terms shown on your quote.

If payment has not been received by the required date, we may withhold delivery, setup or collection of hire items until payment has been made.

Approved business accounts may be provided with alternative payment terms where agreed in advance.

3. Changes to Your Booking

Changes to hire items, quantities or services can generally be requested up until 14 days before your event, subject to availability.

Requests made within 14 days of the event may not be possible.

Any additions to your booking may result in additional hire, delivery, labour or setup charges.

Significant changes to the event date, venue, delivery requirements or booking scope may require the booking to be reassessed and requoted.

4. Cancellations

If you cancel your booking:

More than 14 days before your event:
The booking fee is forfeited.

Within 14 days of your event:
The full booking amount is payable and non-refundable.

A request to postpone or move a booking to another date may be treated as a cancellation. Any transfer or alternative arrangement is at the discretion of Swans Lane Event Hire and is subject to availability.

5. Delivery & Pickup

Delivery and pickup arrangements depend on your event location, venue access, order size and our delivery schedule.

For a typical Saturday event, our standard arrangement is generally Friday delivery and Monday pickup.

During busy periods, some deliveries may begin on Thursday and some pickups may extend to Tuesday.

Your actual delivery and pickup arrangements will be confirmed closer to your event.

Any delivery or pickup times shown during the online booking process are indicative only unless specifically confirmed by us.

6. Customer Collection & Return

Some bookings are suitable for customer collection from our North Geelong location.

Customer collection and return are available by arrangement. Days and times are allocated according to our weekly schedule.

Customers are responsible for using a vehicle that is suitable for safely transporting the hired items.

Responsibility for the hire items passes to you when the items are collected and remains with you until they are returned to us and accepted back into our possession.

7. Venue & Property Access

You must provide accurate information about access to the delivery or setup location.

Please advise us of any relevant access conditions, including:

• stairs or lifts
• loading docks
• long carrying distances
• narrow access points
• gravel or uneven ground
• restricted vehicle access
• gates or access codes
• venue access times
• parking restrictions
• specific delivery or pickup windows

Additional charges may apply if the actual access requirements differ significantly from the information provided or require additional labour, waiting time or equipment.

It is your responsibility to ensure we have permission and safe access to the venue or property at the agreed time.

8. Setup & Installation

Some hire items require setup or installation by Swans Lane Event Hire, while others are supplied for the customer or venue to position.

Your quote will specify any setup or installation services included in your booking.

Unless setup has specifically been included, standard furniture may be delivered to an agreed accessible location rather than individually positioned throughout the venue.

Hire items that require specialist installation should not be dismantled, altered or reinstalled by anyone other than Swans Lane Event Hire unless we have agreed otherwise.

9. Care of Hire Items

Hire items remain the property of Swans Lane Event Hire at all times.

From the time the items are delivered or collected until they are returned or picked up, you are responsible for keeping them safe and reasonably protected from loss, theft and damage.

Hire items must:

• be used only for their intended purpose
• be handled with reasonable care
• not be dragged or mishandled
• not be modified or repaired
• be kept secure when unattended
• be protected from unsuitable weather where applicable
• be returned in a reasonable condition

Personal belongings, decorations, food, rubbish and excessive dirt should be removed before pickup or return.

10. Outdoor Use & Weather

Not all hire items are suitable for outdoor use.

Where items are used outdoors, you are responsible for following any instructions provided by Swans Lane Event Hire and taking reasonable precautions against rain, wind, mud, excessive heat and other weather conditions.

Indoor furniture and products that are not designed for prolonged outdoor use must be kept in a suitable weatherproof location.

Umbrellas must be closed or secured when weather or wind conditions make continued use unsafe.

Where weather conditions make delivery, installation or continued use unsafe or likely to cause damage, Swans Lane Event Hire may alter, postpone or refuse the relevant service or installation.

11. Damage Waiver

A 7.5% Damage Waiver is applied to the hire value of applicable bookings.

The Damage Waiver covers normal fair wear and tear associated with the reasonable use of hire items.

It does not cover:

• loss or theft
• misuse or negligent use
• deliberate damage
• damage caused by failing to follow instructions
• damage caused by unsuitable weather exposure
• burns
• significant staining
• items that disappear or cannot be accounted for
• damage requiring substantial repair or replacement

The Damage Waiver does not remove your responsibility to take reasonable care of the hire items.

12. Lost, Stolen or Damaged Items

You are responsible for loss, theft or damage to hire items while they are in your possession or control, except for reasonable wear and tear covered by the Damage Waiver.

Where an item is lost, stolen or damaged beyond reasonable repair, you may be charged the cost of repair or replacement.

Where an item cannot reasonably be replaced with the same product, we may charge the cost of obtaining a suitable equivalent replacement.

In some circumstances we may offer the option to purchase a damaged item. This is entirely at the discretion of Swans Lane Event Hire.

13. Inspection of Hire Items

You should inspect hire items when they are delivered or collected.

Any significant shortage, fault or existing damage should be reported to us as soon as reasonably possible.

If you become aware of a problem during your hire period, please contact us before attempting any repair or modification yourself.

14. Late or Unavailable Returns

Hire items must be available for pickup or returned at the agreed time and location.

If hire items cannot be collected because access is unavailable, the items have not been made ready, or they have been moved to another location without prior agreement, additional pickup, labour or hire charges may apply.

Additional hire charges may also apply where items are retained beyond the agreed hire period.

15. Electrical Equipment

Where electrical equipment is hired, you must use it in accordance with any instructions provided.

You are responsible for ensuring the venue or property has suitable and safe electrical facilities where required.

Swans Lane Event Hire is not responsible for faults or interruptions caused by unsuitable venue power supplies, third-party electrical systems or the misuse of electrical equipment.

16. Safety

You are responsible for ensuring that the venue or property is reasonably safe for our team to access and for the hire items to be used.

We may refuse to deliver, install or collect items where we reasonably believe doing so would create an unacceptable safety risk.

You must not use hire items in a way that is unsafe, outside their intended purpose or contrary to instructions provided by Swans Lane Event Hire.

17. Third-Party Venues & Contractors

Delivery and setup may depend on access being provided by venues, property managers, contractors or other third parties.

Swans Lane Event Hire is not responsible for delays caused by circumstances outside our reasonable control, including delays caused by venues, loading docks, security requirements or other contractors.

Please ensure venue requirements are confirmed with us as early as possible.

18. Limitation of Liability

Nothing in these Terms & Conditions is intended to exclude any right or guarantee that cannot legally be excluded under Australian Consumer Law.

To the extent permitted by law, Swans Lane Event Hire is not responsible for loss arising from:

• the incorrect quantity or type of items being ordered by the customer
• hire items being used for an unsuitable purpose
• inaccurate venue or access information
• customer or guest misuse
• delays or access issues caused by a venue or third party
• circumstances outside our reasonable control

You are responsible for ensuring the hire items you select are appropriate for your event, venue and intended use.

19. Force Majeure & Events Outside Our Control

We will not be liable for a failure or delay in providing hire items or services where this is caused by circumstances outside our reasonable control.

This may include severe weather, fire, flood, natural disasters, government restrictions, transport disruptions, industrial action or other unexpected events that prevent us from safely or reasonably fulfilling the booking.

Where possible, we will work with you to find a reasonable alternative arrangement.

20. Ownership

All hire items remain the sole property of Swans Lane Event Hire.

Hiring an item does not give you any ownership interest or right to sell, transfer, modify or dispose of the item.

21. Privacy

Personal information provided to Swans Lane Event Hire is handled in accordance with our Privacy Policy.

Our Privacy Policy is available through the website footer.

22. Governing Law

These Terms & Conditions are governed by the laws of Victoria, Australia.

23. Updates to These Terms

Swans Lane Event Hire may update these Terms & Conditions from time to time.

The terms applicable to your booking are the terms provided or made available to you when the booking is confirmed, together with any specific terms contained in your quote.