Event Confirmation
Upon booking your event with Be Challenged, you will receive an Event Confirmation Document outlining all the details such as Date, Location, Venue, Start Time, Finish Time, Number of Participants, Program Choice, and Event Cost. The Event Confirmation outlines the details of the booking with Be Challenged, in the event of changes to this information, Be Challenged reserves the right to re-estimate the event costs as required. The completed return of the Event Confirmation by the client to Be Challenged confirms the Clients booking as per the details outlined in the confirmation and agreement of the Terms of Service.
Event Payment
In exchange for payment Be Challenged will provide agreed services in the agreed Event Confirmation and with a professional manner. Upon return of the Event Confirmation a full payment invoice will be issued with payment due in 7 Working Days.
Wet Weather
Be Challenged will monitor the long term weather forecast prior to your event date and keep you updated in the lead up to your event. In the event of Wet Weather forecast on the day of your event, Be Challenged will provide an alternate indoor option to the original event booked for you to consider 5 Working days prior to the event date.
If the provided Wet Weather alternative is to be selected this must be confirmed to Be Challenged 2 Working Days prior to the event date to allow sufficient time to plan and prepare the event. Where the wet weather alternative is confirmed, this will replace the previously booked program option regardless of the weather on the day at no change in the original event costing, however any venue or other such costs will be at the clients expense.
Where the client wants to select an alternate indoor option, which is outside of that recommended by Be Challenged, the Client will be responsible for any additional costs above and beyond the agreed original payment between Be Challenged and the Client.
In the event of wet weather forecast, should you wish to continue with the original booked program option but have a wet weather back event prepared as well, additional charges will apply to the original event booked.
Should you wish to continue with the event despite the weather Be Challenged can provide ponchos at $2 each.
Event Postponement
In the situation where a request is made to postpone your event with Be Challenged, rescheduling is strictly subject to availability and must be within 3 months of original date. The following additional charges apply:
- 14 Working Days or less prior to the Event Date: 75% of the event fee will be charged to cover cost associated with the delivery of the event on the original date and loss of income through holding the booking for the client, plus 100% of any associated event costs such as Venue Hire, Catering, Transfers, Event Consumables etc. where Be Challenged is Liable to suppliers on behalf of the client;
- 15-30 Working Days prior to the Event Date: 50% of the event fee will be charged to cover cost associated with the delivery of the event on the original date and loss of income through holding the booking for the client, plus 100% of any associated event costs such as Venue Hire, Catering, Transfers, Event Consumables etc. where Be Challenged is Liable to suppliers;
- 30 Working Days or greater prior to the Event Date: 25% of the event fee will be charged to cover cost associated with the delivery of the event on the original date and loss of income through holding the booking for the client, plus 100% of any associated event costs such as Venue Hire, Catering, Transfers, Event Consumables etc. where Be Challenged is Liable to suppliers.
A postponement for a different type of event is classed as a cancelation and a new booking, as such the below cancellation terms will be applicable.
Event Cancellation
In the event of a booking cancellation the following charges apply:
- 14 Working Days or less prior to the Event Date: 100% of the Event Fee.
- 14 – 21 Working Days prior to the Event Date: 75% of the Event Fee plus 100% of any associated event costs such as Venue Hire, Catering, and Transfers, Event Consumables etc. where Be Challenged is liable to suppliers.
- 21 Working Days or more prior to the Event Date: 50% of the Event Fee plus 100% of any associated event costs such as Venue Hire, Catering, and Transfers, Event Consumables etc. where Be Challenged is liable to suppliers.
Event Numbers
Participant Numbers are confirmed at the time of returning the Event Confirmation. Be Challenged understands things change and therefore will accept changes in numbers up to 21 Working Days prior to the Event Date and alter event estimates accordingly.
In the instance that event numbers drop less than 21 Working Days prior to the event, you will be charged for the original numbers outlined in the Event Confirmation. Increases in event numbers must be advised as soon as possible and additional costs will apply regardless.
Event Liability and Related Insurance
Be Challenged holds Public Liability Insurance up to $20 million. This insurance does not cover any incident involving a car, truck or any other registered vehicle that is used during/ for an event.
Be Challenged’s Public Liability Insurances does not cover transport of the participants to and from the event location.
Event Conduct
As the client you acknowledge responsibility for the conduct of participants and agree to indemnify Be Challenged and our Partners for any liability, loss, claim or proceedings in respect to any loss or damage to property or equipment caused by any and all participants. You understand that you are responsible for complying with all laws during the course of your event and Be Challenged is not responsible for ensuring same.
Event Due Care
Be Challenged provides a wide range of equipment and resources for participant’s use during the delivery of our events. In the event of damage other than fair wear, or loss of equipment through participant miss-use or neglect, you as the client accept responsibility on behalf of your employees and your entire party and will be liable for all associated costs for the repair or replacement of such equipment and resources.
Event Content
By accepting these terms and conditions you grant Be Challenged an exclusive, royalty free, perpetual license to publish photos, video, and content from your event for marketing purposes.
Event Damages
You understand that you will be held financially liable for any damages which incur as a result of your party other than normal wear and tear. This includes but is not limited to damage to any equipment rented by your party and set up by you or a third party on the event site or venue. Any damage to Be Challenged equipment that is incurred will result in a charge for same.
Governing law and Jurisdiction
This agreement is governed by and construed in accordance with the laws in force in Australia and each party submits to the non-exclusive jurisdiction of the courts of that Country.
