The nitty gritty T&Cs
Dry hire
1. Dry Hire Numbers
Min. number of headsets is 10 and our maximum is 60
We have 4 time options
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9am - 12:30pm
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12:30pm - 4pm
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6pm - 10pm
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6pm - overnighter - returned by 11am unless otherwise agreed.
2. Booking & Payment
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A booking is confirmed once the required deposit has been received.
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The remaining balance must be paid prior to equipment collection or delivery unless otherwise agreed in writing.
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Equipment remains the property of Rhythm & Waves at all times.
3. Bond
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A refundable security bond may be required. This bond will be returned to your nominated bank account within three (3) business days after the return of equipment provided all equipment is returned in full working order.
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Please note – for bookings at peak times (e.g. public holidays, New Years Eve) we will request payment of the full amount including bond by the due date of the invoice, otherwise the booking will not be secured.
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Any costs for loss, damage, excessive cleaning, or late return may be deducted from the bond.
4. Hire Period
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The hire period begins at the agreed collection or delivery time and ends at the agreed return time.
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Late returns may incur additional hire charges.
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If equipment is not returned within the agreed period and no communication has been made, replacement costs may be charged.
5. Equipment Care
The hirer agrees to:
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Keep all equipment secure and supervised.
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Use equipment only for its intended purpose.
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Protect equipment from rain, liquids, excessive heat, dust, sand, moisture and other environmental hazards.
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Ensure equipment is not modified, repaired or dismantled.
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Return all items in the condition they were received.
6. Loss or Damage
The hirer is responsible for all hired equipment from the time it is collected or delivered until it is returned and accepted by Rhythm & Waves
Charges may apply for:
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Lost or stolen headsets
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Broken transmitters or receivers
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Damaged charging cases
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Missing cables or accessories
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Damage to lighting equipment
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Damage to bubble machines through misuse or incorrect fluids
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Physical or water damage to any equipment
Replacement or repair costs will be charged at the current replacement value.
7. Bubble Machines
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Only the bubble fluid supplied or approved by Rhythm & Waves may be used.
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The machine must not be run dry.
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The hirer is responsible for ensuring bubbles do not create unsafe slip hazards.
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The hirer accepts responsibility for monitoring the safe operation of the machine throughout the event.
8. Lighting Equipment
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Lighting must be operated in accordance with supplied instructions.
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Equipment must be kept indoors unless specifically hired for outdoor use.
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Lights must be securely positioned to prevent injury or damage.
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The hirer is responsible for ensuring cables do not create trip hazards.
9. Silent Disco Headsets
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Headsets should not be thrown, dropped or exposed to any liquids.
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Users should remove headsets before engaging in activities that could damage them.
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Children should be supervised while using the equipment.
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Volume levels should be kept at safe listening levels.
10. Technical Issues
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All equipment is fully checked, charged and counted and cleaned before hire.
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Headphones will come pre-charged with approximately 10 hours charge. Should any equipment not be packed or working upon delivery, please contact Rhythm & Waves immediately, so we can assist. We strongly encourage all customers to set-up and test equipment asap. In the event of issues in set-up/operation, we advise to contact Rhythm & Waves for troubleshooting assistance. If you experience a suspected pre-existing fault with our equipment, we encourage you to contact us within business hours to allow us to try and diagnose the issue with you. In extreme cases, we will make a note to inspect the equipment upon return and can organise a credit/refund.
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Rhythm & Waves will make reasonable efforts to resolve technical issues where possible but cannot guarantee uninterrupted operation due to factors beyond its control, including venue power supply, interference, or customer misuse.
11. Delivery & Collection
Where delivery has been booked:
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Someone over 18 years of age must be present to receive the equipment.
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Because we realise organising an event is a busy time, Rhythm & Waves offers you the option to pick up equipment from one of our locations for free or we will happily deliver the equipment to your nominated address for a delivery fee.
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Additional costs will apply for requests outside of normal business hours and / or locations farther than Geraldton, and will be provided upon request.
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Delivery and collection times will be set and discussed prior to hire. If for any reason you are running late or unable to meet at the agreed time, call me!
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Additional fees may apply if access is restricted or collection cannot be completed.
12. Cancellations
Our Refund Policy is strictly based on the time a booking cancellation is made. If a booking is cancelled:
a) Within 5 days of the event date: no refund or credit will be issued.
b) Within 6-7 days of the event date: a 100% credit note will be issued, strictly no refunds. Minus admin fee.
c) Outside 8+ days from the event date: a 100% credit or refund can be issued.
d) Cancellations at peak times (e.g. public holidays, New Years Eve) require 4 weeks notice, with a 100% termination fee for any cancellations within this time.
13. Weather
Outdoor events are the hirer's responsibility.
Equipment must not be exposed to:
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Rain
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Storms
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Excessive wind
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Flooding
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Sand
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Other unsafe weather conditions
Damage resulting from weather exposure is the responsibility of the hirer.
14. Liability
The hirer is responsible for ensuring equipment is used safely.
Rhythm & Waves accepts no responsibility for:
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Injury arising from misuse of equipment
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Hearing damage resulting from excessive volume
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Slips caused by bubbles or event conditions
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Damage to property resulting from incorrect setup or operation
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Interruptions caused by power failure, weather, venue issues or user error
15. Electrical Safety
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Equipment must only be connected to suitable power outlets.
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Extension leads should be suitable for the equipment being used.
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Equipment must not be operated if damaged.
16. Cleaning
Equipment should be returned reasonably clean.
Excessive dirt or sticky residue or other contamination may incur cleaning fees.
18. Right to Refuse Hire
Rhythm & Waves reserves the right to refuse or cancel a hire if:
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Payment has not been received.
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Equipment is likely to be used unsafely.
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The hirer breaches these Terms & Conditions.
19. Bank Details
Once you’ve got confirmation from Laura your date is free and you are ready to roll, send through your deposit to -
Laura Lewis
Commonwealth Bank
BSB 067-873
ACCOUNT 2254 0095
Ensure your payment description is the date of your event so I can keep track.
REPLACEMENT COSTS
Silent Disco Headset. $150
Headset Ear Cushion $40
Transmitter. $300
Transmitter Case $150
Headphones Container $60
Power Supply $50
Bubble Machine $350
Lighting Bar $350
Light Bubble $100
Lighting Stand $90
DMX Controller/Remote $50
1. What You Get…..
Hire us and let Rhythm & Waves take care of the whole experience! Which includes:
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Up to 60 silent disco headsets
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Up to 3 channels of music
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Curated playlists tailored to your event and audience
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A microphone for audience engagement, announcements and interactive activities
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DJ booth
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Lighting bar & LED disco dome
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Managing and running the bubble machine
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Professional setup and pack-down
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We can dress the space and create an immersive experience too!
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Taking reasonable song requests from guests before and during the event
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Our energy, enthusiasm and expertise to get your crowd moving!
The exact event duration, inclusions and requirements will be confirmed at the time of booking.
2. Booking & Payment
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A booking is confirmed once the required deposit has been received.
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The remaining balance must be paid by the due date stated on the invoice unless otherwise agreed in writing.
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Rhythm & Waves equipment remains the property of Rhythm & Waves at all times.
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For peak-period bookings, including public holidays and New Year's Eve, full payment may be required by the invoice due date in order to secure the booking.
3. Booking Duration
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The agreed booking time includes the period during which Rhythm & Waves is providing the silent disco experience.
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Setup and pack-down times will be arranged separately with the client and/or venue.
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The client agrees to provide Rhythm & Waves with reasonable access to the venue at least an hour prior to the event to allow sufficient time for setup.
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If the event runs beyond the agreed finish time, additional charges may apply, subject to staff availability.
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Where possible, Rhythm & Waves will discuss any required extension with the client before additional time is provided.
4. Venue Access & Requirements
The client is responsible for ensuring that:
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The venue is accessible to Rhythm & Waves at the agreed setup time.
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There is sufficient space for the event and safe movement of participants.
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Suitable power is available where required.
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Rhythm & Waves is provided with accurate information regarding access, parking, stairs, lifts, loading areas and other relevant venue conditions.
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Any venue-specific requirements, restrictions or noise limitations are communicated to Rhythm & Waves prior to the event.
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Any required venue permissions or approvals have been obtained.
If access to the venue is delayed or restricted, this may affect setup time and the duration of the experience.
Additional fees may apply where significant delays, difficult access or unexpected venue requirements result in additional staff time or costs.
5. Event Management
Rhythm & Waves will manage and operate the silent disco experience during the agreed booking period. Our staff will:
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Set up and test the equipment.
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Provide and distribute the headphones.
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Operate the transmitters and music channels.
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Manage the music and playlists.
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Engage with the audience using the microphone.
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Take reasonable song requests.
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Facilitate dancing, games, activities and audience interaction where appropriate.
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Monitor the equipment during the event.
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Pack down the equipment at the conclusion of the booking.
6. Music & Song Requests
Rhythm & Waves can curate playlists appropriate to the event, age group and information provided by the client.
We welcome song requests from guests and will endeavour to accommodate reasonable requests where appropriate.
However, we cannot guarantee that every requested song will be played.
Rhythm & Waves reserves the right to decline requests that are inappropriate for the event, audience, venue or agreed booking requirements.
Where the event is for children or young people, music will be appropriately vetted and managed for the relevant age group.
7. Care of Equipment
Although Rhythm & Waves staff operate the equipment, participants and guests are expected to treat all equipment with reasonable care.
Participants should:
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Not throw, drop or deliberately damage headsets.
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Not expose equipment to liquids.
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Remove headsets before participating in activities where damage could occur.
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Follow reasonable instructions given by Rhythm & Waves staff.
The client agrees to assist Rhythm & Waves staff where necessary to encourage safe and appropriate use of the equipment.
8. Damage or Loss
The client may be responsible for the cost of repair or replacement where equipment is lost or damaged as a result of deliberate or negligent behaviour by the client, guests or participants.
Replacement or repair costs will be charged at the current replacement value.
Where appropriate, Rhythm & Waves will discuss the circumstances with the client before any charge is issued.
9. Bubble Machines
Where a bubble machine is included in the booking, Rhythm & Waves staff will operate the machine.
Only bubble fluid supplied or approved by Rhythm & Waves may be used.
Rhythm & Waves staff will take reasonable steps to ensure bubbles are used safely.
The client/venue is responsible for ensuring that the event space remains suitable and safe for participants.
If the venue or conditions make the use of the bubble machine unsafe, Rhythm & Waves may choose not to use it.
10. Lighting Equipment
Where lighting equipment is included, Rhythm & Waves staff will set up and operate the equipment.
Lighting will be positioned with consideration for participant safety and the venue environment.
Rhythm & Waves may modify or remove lighting equipment if venue conditions make its use unsafe.
11. Participant Safety
Rhythm & Waves will take reasonable care to operate the experience safely.
Participants are expected to follow reasonable instructions from Rhythm & Waves staff.
The client remains responsible for general participant supervision unless otherwise agreed in writing.
For events involving children or young people, the client/organising body is responsible for ensuring appropriate adult supervision is available.
Rhythm & Waves staff are not responsible for general childcare or supervision outside the operation of the silent disco experience.
12. Hearing Safety
Rhythm & Waves will operate the equipment with reasonable consideration for safe listening levels.
Participants are responsible for their own listening behaviour and should keep the volume at a comfortable level.
Rhythm & Waves accepts no responsibility for hearing damage resulting from a participant deliberately increasing the volume to an unsafe level or failing to follow reasonable instructions.
13. Venue & Event Safety
The client/venue remains responsible for the overall safety and suitability of the event space.
This includes:
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Safe flooring and walkways
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Adequate lighting where required
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Removal of obvious hazards
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Suitable capacity and crowd management
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Emergency access and exits
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Appropriate supervision
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Compliance with venue rules and requirements
Rhythm & Waves staff may pause or stop the experience if they reasonably believe that continuing would create a significant safety risk.
14. Weather & Outdoor Events
Outdoor events are subject to suitable weather and venue conditions.
Rhythm & Waves equipment must be protected from all unsafe environmental conditions.
Where an outdoor event is planned, the client is responsible for ensuring that a suitable covered or indoor alternative is available where reasonably possible.
If weather conditions make the event unsafe, Rhythm & Waves reserves the right to delay, modify, relocate or cancel the experience.
Any additional costs associated with relocating an event may be charged to the client.
15. Electrical Safety
Rhythm & Waves staff will set up and operate our electrical equipment.
The client/venue is responsible for ensuring that any venue power supply provided to Rhythm & Waves is safe, suitable and compliant with applicable requirements.
Rhythm & Waves will not operate equipment that appears unsafe or damaged.
16. Technical Issues
All equipment is checked, charged, cleaned and tested prior to each event.
Headphones are provided fully charged.
Rhythm & Waves staff will set up and test the equipment before the experience begins.
If a technical issue occurs during an event, Rhythm & Waves will make reasonable efforts to troubleshoot and resolve the issue as quickly as possible.
Rhythm & Waves cannot guarantee uninterrupted operation where issues arise from circumstances outside our reasonable control, including:
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Venue power failure
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Electrical faults
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Radio or signal interference
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Extreme weather
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Venue restrictions
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Third-party equipment
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Participant misuse
Where a significant technical issue occurs that prevents the experience from being delivered as agreed, Rhythm & Waves will discuss an appropriate resolution with the client.
17. Cancellations
Our Refund Policy is strictly based on the time a booking cancellation is made. If a booking is cancelled:
a) Within 5 days of the event date: no refund or credit will be issued.
b) Within 6-7 days of the event date: a 100% credit note will be issued, strictly no refunds. Minus admin fee.
c) Outside 8+ days from the event date: a 100% credit or refund can be issued.
d) Cancellations at peak times (e.g. public holidays, New Years Eve) require 4 weeks notice, with a 100% termination fee for any cancellations within this time.
Where Rhythm & Waves has already incurred non-refundable costs relating to an event, these costs may also be deducted from any refund or credit where applicable.
18. Changes to Bookings
The client must notify Rhythm & Waves as soon as possible of any changes to:
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Event date
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Event location
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Event times
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Expected participant numbers
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Venue conditions
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Event format
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Age group or audience
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Equipment requirements
Rhythm & Waves will make reasonable efforts to accommodate changes but cannot guarantee availability.
Changes that require additional equipment, staff, travel or operating time may result in additional charges.
19. Delays & Late Starts
If an event is delayed due to circumstances within the client's control, the agreed booking period will generally remain unchanged.
For example, if the agreed experience is 2 hours but the event starts 30 minutes late because the venue or client is not ready, the experience may still finish at the originally agreed time.
Where staff are required to remain on site beyond the agreed booking period, additional charges may apply.
20. Travel & Delivery
Travel within Geraldton will be included or charged according to the agreed quote.
Additional travel charges may apply for events outside our standard service area.
Where an event requires significant travel, overnight accommodation, tolls or other additional expenses, these will be discussed and agreed with the client prior to booking.
21. Liability
Rhythm & Waves will take reasonable care in providing and operating the experience.
Rhythm & Waves accepts no responsibility for:
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Injury resulting from participant misconduct or failure to follow reasonable instructions.
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Hearing damage resulting from unsafe individual volume levels.
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Slips, trips or falls resulting from the venue, participants or event conditions.
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Damage to property caused by the client, venue or participants.
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Loss or damage to personal belongings.
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Interruptions caused by venue issues, power failure, weather, interference or circumstances outside our reasonable control.
Nothing in these Terms & Conditions excludes any rights or responsibilities that cannot legally be excluded under Australian Consumer Law.
22. Right to Refuse or Stop an Event
Rhythm & Waves reserves the right to refuse, pause or stop an event where:
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Payment has not been received as required.
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Equipment is being deliberately or recklessly damaged.
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Participants are behaving in a manner that creates a significant safety risk.
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The venue is unsafe or unsuitable.
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Weather conditions make the event unsafe.
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The client breaches these Terms & Conditions.
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Rhythm & Waves staff are subjected to threatening, abusive or inappropriate behaviour.
Where reasonably possible, Rhythm & Waves will discuss concerns with the client before stopping the event.
23. Photography & Social Media
Rhythm & Waves may take photographs or short videos of our equipment, setup and events for promotional purposes.
Where identifiable images of participants are to be used for promotional purposes, Rhythm & Waves will seek appropriate permission or rely on permissions provided by the event organiser where applicable.
Clients should advise Rhythm & Waves prior to the event if photography or filming restrictions apply.
24. Unforeseen Circumstances / Force Majeure
Rhythm & Waves will not be liable for failure or delay in providing the experience where this results from circumstances beyond our reasonable control, including serious illness, accident, extreme weather, natural disaster, government restrictions, venue closure, power failure, transport disruption or other unforeseen circumstances.
Where possible, Rhythm & Waves will work with the client to reschedule the event or agree on another reasonable outcome.
25. Bank Details
Once you have received confirmation from Laura that your date is available and you are ready to roll, your deposit can be paid to:
Laura Lewis
Commonwealth Bank
BSB: 067-873
Account: 2254 0095
Please use the date of your event as the payment description so we can easily identify your payment.