Terms of service
Last updated: November 2025
By booking with The Wicker & White Collective and payment of initial deposit, you agree to the following Terms of Service and Refund Policy. These terms ensure transparency, protect both parties, and help us deliver beautifully curated, stress-free events.
1. General Information
Permits & Council Regulations
The Wicker & White Collective is currently obtaining all required permits through the Southern Downs Council; all venues & private residence areas are available for use.
Clients are currently responsible for obtaining permits for weddings or events requiring special approval.
Council areas are alcohol-free zones.
We do not hold a liquor licence or supply alcohol.
Clients are responsible for obtaining council permission if they wish to consume alcohol.
The Wicker & White Collective accepts no responsibility for fines or legal action arising from alcohol use at your event.
Travel
Travel is free within 40 km of Warwick, QLD.
A travel fee applies beyond this distance, covering up to a 190 km service radius across the Southern Downs region.
Set-Up Requirements
Invoices are quoted for ground-level setups.
Additional fees apply for stairs or elevator access and must be disclosed before the event.
The event area must be flat, level, and clear of guests during set-up and pack-down for safety and insurance reasons.
Public Holiday & After-Hours Fees
Bookings on Public Holidays, Christmas, Easter, or special event days may incur a 20% surcharge.
After-hours fees may apply for setup or pack-down outside normal working hours:
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Summer (Oct–Mar): 5:00 AM – 6:00 PM
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Winter (Apr–Sept): 6:00 AM – 5:00 PM
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Care of Hire Items
Do not place rugs, cushions, or soft furnishings on wet or muddy ground.
Guests should remove shoes when using soft furnishings.
Avoid red or purple foods or drinks to prevent permanent stains.
Cleaning and replacement fees apply for damaged or stained items.
Candle Use
Provided candles are decorative only and must not be lit.
LED candles will be supplied where suitable.
If real candles are approved and lit, they will be supplied in hurricane vases; a wax removal fee applies.
Full replacement costs apply for wax-damaged linens or furnishings.
Item Responsibility
No hire items are to be left outside overnight.
All items remain under the client’s responsibility from delivery until collection.
Please treat all hire items with care — they are hand-selected, premium-quality pieces.
2. Payments, Bonds & Refunds
Security Deposit / Bond
A $200 security bond is required for all bookings, or $400 for weddings.
The bond secures your event date and allows our styling, planning, and administration to begin immediately.
Once paid, all deposits and fees are non-refundable in the event of cancellation.
The remaining balance must be paid in full 30 days prior to your event.
No reductions can be made after this time. Additions are possible, subject to availability.
Bond Refund Conditions
The bond is refunded in full only when all hire items are returned clean, dry, undamaged, and on time.
If rain or damage occurs, the bond may be forfeited to cover cleaning, repair, or replacement.
Major damage (e.g., waterlogged furniture, ruined florals, muddy rugs) may result in additional charges and collection fees.
Clients must contact us within 7 days of their event with bank details for refund processing.
Refunds can only be held for 30 days due to accounting requirements — no exceptions.
Refund Processing (see refund policy in footer for more)
If a refund is approved, it will be issued via bank transfer within 7 business days of approval.
Refunds are processed only after all items have been inspected and verified to meet return conditions.
Non-Refundable Circumstances
Event cancellation after booking confirmation (deposit paid).
Reduction in guest numbers after final invoice confirmation.
Weather or illness-related cancellations or reschedules.
Failure to comply with setup, care, or cleaning requirements.
Rescheduling Policy
Rescheduling may be possible, subject to availability and approval.
Reschedule fees start at $250, depending on event size and notice period.
Rescheduling is not transferable to another client or event.
3. Cleaning Requirements
To maintain our quality standards, all hire items are professionally cleaned after each event.
A $100–$200 cleaning fee is deducted from your bond to cover this service.
To avoid additional cleaning fees, please ensure:
All tableware is scraped, rinsed, and stacked.
All drinkware is emptied.
All food waste and rubbish are removed.
Items are returned to the original condition and area of setup area for collection.
Do not use dishwashers. Hand wash in warm, soapy water only.
Linens must be washed in Nappysan (no bleach), dried, and folded neatly.
Failure to follow these requirements will result in additional cleaning or replacement fees to above.
4. Event Hire Terms
Standard hire includes 3 hours of event time (set-up and pack-down excluded).
Weddings and large events are managed under custom arrangements.
Additional time may be added at $50 per hour subject to availability. Overnight hire is available by request.
The client must ensure the area is ready for pack-down at the scheduled time to avoid overtime fees.
Items or inclusions may vary based on weather or safety conditions.
5. Wedding Terms
Weddings held in council spaces require a separate permit (to be obtained by the client).
Custom timelines and coordination must be confirmed in writing before the event.
Weddings may attract additional styling, travel, or coordination fees.
6. Weather Policy
The Wicker & White Collective reserves the right to cancel or reschedule any event if weather conditions pose a safety risk.
Clients are strongly advised to have a backup indoor or sheltered location available.
If hire items become wet or damaged due to rain, the full bond will be forfeited, and replacement fees may apply.
Rescheduling due to weather is handled on a case-by-case basis, subject to availability.
No refunds are issued for cancellations due to weather or illness.
7. Liability
The Wicker & White Collective accepts no liability for injury, loss, or damage to persons or property during or after the hire period.
All hire items remain under the client’s care until collected.
Clients are responsible for ensuring safe conditions for guests and staff throughout the event.
8. Photography & Marketing Use
We reserve the right to photograph styled setups for promotional use (social media, website, or advertising).
Clients may opt out by notifying us in writing prior to the event.
Photos shared with us may be featured with credit to the client where appropriate.
9. Force Majeure
The Wicker & White Collective is not liable for cancellations or changes due to circumstances beyond our control, including extreme weather, natural disasters, venue closures, or government restrictions.
10. Agreement & Governing Law
By paying your deposit or security bond, you acknowledge that you have read, understood, and agree to these Terms of Service and Refund Policy.
These terms are governed by the laws of Queensland, Australia, under the jurisdiction of the Warwick Magistrates Court.