Terms and Conditions

BOND PAYMENT

All bookings require a $500 security deposit and a 50% deposit to confirm your booking and lock in the date; and for the equipment protection to ensure everything is collected as it was left by our team. The Bond is charged in addition to the package price and will be transferred back to the client within 24 hours of the hire if there are no damages. Please be aware that processing of the refund can take up to 10 business days.
The full payment is due 7 days prior to your booking date.  
Bookings will only be placed in the diary once a deposit and Bond has been received.
We cannot hold bookings without the 50% deposit being paid. 
Travel and waiting time charges for bookings may be applicable.

DEPOSIT

The client agrees to be responsible for the maintenance and safe keeping of all equipment whilst in their care. Hunter Valley Big Screens will check all equipment the following day and advise the client of any concerns.
Any damage caused to the equipment - whilst in the client’s care - will be redeemed using the holding deposit, for rectification of damage to the equipment.
The client is responsible for providing the full cost of to any equipment damaged in their possession. A full list of replacement costs can be provided by Hunter Valley Big Screens on request.

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PICK UP AND RETURN OF EQUIPMENT

Hunter Valley Big Screens will contact the client to confirm a time and date for them to pick up and return equipment. Equipment must be returned no later then 12pm on return date. Client must contact Hunter Valley Big Screens as soon as possible to make aware of any possible delays and expected ETA. 
Late fees may apply.

The area Hunter Valley Big Screens equipment will be set up on MUST be clear, clean and free from rubbish and any kind of animal faeces.

The client MUST advise the company if the cinema will be placed on anything other than real grass. 

The Inflatable screen needs a footprint of 4 metres width x 4 metres in length, including viewing space.

It is the client’s responsibility to ensure access to two 10 Amp power socket within 25 metres of where the equipment will be positioned. Hunter Valley Big Screens will provide an RCD breaker plug and extension cables.

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HUNTER VALLEY BIG SCREENS EQUIPMENT

We will provide equipment in a safe, working and usable condition. If the client is not satisfied with any aspect of the equipment, they should state at the time of set up. Equipment will be deemed to be in good working order, except for any defects not detectable by reasonable examination.
The equipment is visually checked and tested at the hire location once the hire session has finished, ANY damage (other than fair wear and tear) will be recorded and reported at the time of pack up. Hirer will forfeit the $250 deposit then the equipment will be repaired by Hunter Valley Big Screens and any extra cost will be charged to the hirer. If any of the equipment is lost or stolen during the hire period, or extensions thereof, Hunter Valley Big Screens will charge the client the price of the lost or stolen item/s and potentially any loss of existing hire’s that cannot proceed due to the loss of that equipment.
If any equipment should fail while on hire the client should advise Hunter Valley Big Screens by telephone as soon as possible. The client should not attempt to repair any equipment without Hunter Valley Big Screens permission.
If any equipment fails whilst on hire Hunter Valley Big Screens will do their best to supply a replacement. If the client is charging an entrance fee and the screening is delayed or cancelled due to equipment failure Hunter Valley Big Screens will not be held responsible for covering any compensation paid out by the clients to their guests.
Hunter Valley Big Screens reserve the right to impose additional charges at the end of the hire period if the equipment on hire is not available to collect at the agreed collection time.

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CANCELLATION

Cancellations within 7 days of the booked hire date will forfeit the 50% deposit paid. Cancellation due to weather will not be refunded. If an alternative option is not available, a 12 month credit will be given.
Hunter Valley Big Screens like all small businesses can be significantly affected by late cancellations, matters which are beyond our control or issues created by a customer or 3rd party, therefore we reserve the right to charge cancellation fees in certain circumstances. That being said, we value the meaning of great customer service and will always apply a pragmatic approach when faced with such situations with the goal of reaching a mutually amicable outcome.

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WEATHER

Hunter Valley Big Screens are unable to guarantee against rain, winds or other conditions that will have an adverse effect on the hire. As the main premise for the setup is 'outdoors' the hire is dependent on fair and good weather, therefore if on the day of the hire if persistent rain and/or strong winds are forecast we will contact you on the morning of the booked date to discuss what options are possible such as an alternative indoor venue or postpone to another available date, otherwise a 12 month credit of all monies paid will be given.
There is of course the chance the weather can change through the day despite the forecast. Should the onset of rain or high winds become obvious, the client should contact Hunter Valley Big Screens advising of such changes, we will make an assessment and if satisfied safe to proceed will agree for the use of the cinema to go ahead if the client follows our instructions for keeping the Hunter Valley Big Screens equipment dry. This is for the safety of all as well as protecting our equipment!
However, should the weather worsen we would expect the client to contact Hunter Valley Big Screens without delay and switch off the equipment at the power source (internal sockets) and ensure any electrical equipment (projector, sound system etc) is safely (and without any risk to persons) moved clearly under cover. In such circumstances it would be considered unsafe or permissible for the hire to continue and regrettably Hunter Valley Big Screens will not offer a refund or credit.

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FORCE MAJEURE

Hunter Valley Big Screens cannot accept responsibility or pay any compensation where the performance or prompt performance of the booking is prevented or affected by reason of circumstances which amount to “force majeure”.
Circumstances amounting to “force majeure” include any event which we could not, even with all due care, foresee or avoid. Such circumstances include the destruction or damage of the location set for the booking (which cannot reasonably be remedied to a satisfactory standard before the start of your stay) through fire, flood, explosion, storm or other weather damage, break-in, criminal damage, riots or civil strife, industrial action, natural or nuclear disaster, fire, adverse weather conditions, war or threat of war, actual or threatened terrorist activity, epidemic and all similar situations beyond our control.
It is explicitly agreed that an event of "force majeure" suspends execution of the reciprocal obligations for Hunter Valley Big Screens and the client, and that each party shall pay expenses resulting therefrom.

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GENERAL LIABILITY AND SAFETY

You acknowledge that there is an inherent risk in operating electrical equipment such as projectors, speakers and popcorn machine. You should not allow any electrical equipment to become wet or mishandle any such equipment. You expressly release Hunter Valley Big Screens from any liability as a result of any injury suffered while using a projector, movie screen, or electrical equipment supplied by Hunter Valley Big Screens. The equipment must be always supervised by a responsible person over the age of 18 (preferably the client).
It is the client’s responsibility to ensure access to two 10 Amp power socket within 25 metres of where the equipment will be positioned. Hunter Valley Big Screens will provide an RCD breaker plug, extension cables and advise on ways to safely provide power to the equipment. Hunter Valley Big Screens will leave the set up as safe and hazard free as possible and advise the customer of any trailing leads to be aware of.
No food or drinks to be allowed on or near the Hunter Valley Big Screens equipment.
No smoking or barbecues allowed near the Hunter Valley Big Screens equipment.
Hunter Valley Big Screens like any business operator have a duty to always observe safe working practices. Should Hunter Valley Big Screens observe or deem something unsafe they have the right to request changes or refuse to allow the hire to proceed.

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CONSENT / PERMISSION TO TAKE & USE PHOTOS

Hunter Valley Big Screens will always verbally ask you if it's okay to take photos of the setup.
The client gives Hunter Valley Big Screens permission to take photos / videos of the equipment in use, these may include the client and their guests. The client has advised all guests attending photo’s maybe taken for promotional use. The client gives Hunter Valley Big Screens the rights to use and publish these in our print and/or electronic media.
The client agrees that such images and/or recordings without restriction for any lawful purpose, including for example such purposes as publicity, illustration, advertising and web content.
Hunter Valley Big Screens will contact the client the day after the hire to re confirm it is okay to use the images taken and forward them to the client for approval.

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COMMON DISCLAIMER

Please note that all persons using this Hunter Valley Big Screens equipment do so at their own risk. The person/organisation hiring the equipment will be responsible/liable for any damage or injury occurring from use or misuse of the equipment. These guidelines are for the safety of all people using this equipment, and it is the sole responsibility of the client to ensure they are adhered to.
It is the client’s responsibility to ensure that the venue they are showing a film has the appropriate licenses if applicable.
Hunter Valley Big Screens take no responsibility for the content that is shown on their equipment, arrange or provide any licenses nor provide any content (movies, boxsets, games) and any copyright infringement that may occur, and subsequent offences and legal action are solely the responsibility of the client.
Hunter Valley Big Screens welcome any discussion prior to any booking be agreed regarding any and all terms stated and expressed within this document.

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BEAN BAG HIRE

All Beanbags are sprayed with Glen 20 disinfectant in between hire outs.