Terms and Conditions

Payment Details

A non-refundable deposit of 50% is required to secure a quote.

Full Payment is due up to 5 days prior to your picnic.

Payment details can be found on the invoice sent to you.

The event set up will not occur without full payment prior.

Where agreed between the Company and the Customer, in the event the set up occurs prior to full payment being made, the Customer agrees to make full payment within 7 days of the conclusion of the event. The Customer agrees that where payment is not made within 7 days of the event conclusion, a weekly fee of 2.5% of the full booking fee will be incurred until the balance is paid.

We understand emergencies happen and if you have to cancel please contact at least 24 hours in advance. We will try to accommodate a one time reschedule in the event of an emergency, pending availability. No second cancellations-booking full amount will be forfeited. If you have any concerns please contact us.

Not So Great Weather

Sunshine is not always guaranteed, so in the interest of your special day still being absolutely fantastic we always recommend having a Backup event location (Preferably indoors) where we can continue the event as planned. In the event of bad weather The Customer agrees that The Picnic Planner Co. can request a location change due to predicted weather and for security of the property and safety of staff, may refuse set up should an alternative location not be sought. It is the responsibility of the customer to source an alternative location or reschedule. Bookings which are paid in full that require cancellation due to bad/severe weather, where practicable, will be re-scheduled within a 3 month period. Additional costs for all the perishable items e.g. flowers, food etc. will be incurred if cancelled less than 72 hours prior to the event. Rescheduled dates are subject to availability.


The company reserves the right to cancel the booking on reasonable grounds within any period leading up to the event. In the event this occurs, the customer will be refunded in full with the exception of where the customer has failed to fulfill their obligations within these terms & conditions.

Use of Equipment

All Equipment supplied on hire is the property of the Company.

Any damage, loss or extensive cleaning will result in a fee to The Customer.

The persons hosting the event shall be responsible for any loss or damage to any items such as platters, ceramic bowls/plates, vases, props and other decorations. Fees will apply for replacement at the full cost of purchasing a replacement. These fees are payable within seven days of such loss or damage unless agreed otherwise.

The Customer shall pay for all equipment damage or loss however caused during that period. Damage includes but is not limited to;

  • Improper use of equipment

  • Disappearance of the equipment

  • Damage to, or loss of, the equipment from any unknown cause

  • Cigarette burns on any furniture or decor items. Smoking is not permitted on or near the property of The Picnic Planner Co. 

  • Red wine or other staining product spillages or stains on any furniture or decor items

With the exception of battery powered candles, no candles, fires or other flammable properties are to be lit during the booking.​

In the event of the Equipment being stolen from the booking site, the Customer shall notify the Company in writing stating the full circumstances of the theft and the time the police were notified.

The Customer shall also indemnify the Company for any such loss of the Equipment at the current replacement cost of the Equipment, and must pay that cost to the Company on demand.


All hired equipment must not be relocated from the designated place of set up by the company.


The Customer warrants that all equipment will not be left unattended for the duration of the booking.

The Company shall not be liable for any loss or damages arising out of the overloading, exceeding rated capacity, misuse, or abuse of the Equipment by the Customer and the Customer agrees to keep the Company indemnified in respect thereof.


In order to retake possession of the equipment, it shall be lawful for the Company to enter into or upon any premises where the same may be and the Customer hereby agrees to indemnify and to keep indemnified the Company against all liability and against all actions, suits, proceedings, claims, demands, costs and expenses howsoever incurred by the Company arising from the Company's entry into or upon any premises in exercise of its rights of repossession.


Any person agreeing to a booking and it’s terms and conditions on behalf of the Customer hereby agrees that he or she has the authority of the Customer to make this agreement on the Customer’s behalf and has the Customer’s permission to bind the Customer’s to this agreement and hereby compensate the Company against all losses and cost incurred by the Company arising out of the person signing this agreement failing to have such power and/or authority.


The Customer shall be responsible for giving any local or other authorities any necessary notice of their intention to occupy an area within the authority’s locality and shall pay all fees in connection therewith. In the event that the Company incurs or suffers any loss, costs or damages as a consequence of the Customer's failure to carry out its obligations under these terms the Customer shall be solely responsible and shall indemnify the Company for any such loss, costs or damages.

Hire Obligations

Unless otherwise agreed by the Customer and the Company, all sitting times are for a 2 hour period.

Extension to the sitting time will not occur in the event the customer does not arrive on time. The commencement and conclusion time of a booking will remain as per the original agreed booking.

To avoid impact on successive bookings, in the event a Customer is greater than 15 minutes late to a booking, forfeiture of the booking will occur.

The Picnic Planner Co. accepts no responsibility for injuries sustained where the Client and or guests move or incorrectly use items against the recommendation or instruction of The Picnic Planner Co.

Alcohol Consumption

It is the responsibility of the Client to check alcohol laws of any venue or public space being used for one of our picnics.

The Picnic Planner Co. takes no responsibility for any alcohol consumption or penalties occurred.




The Picnic Planner has the right to all photos taken at the booking for advertising purposes.