1. Bookings & Confirmation

Enquiries do not constitute a confirmed booking. A booking is only confirmed once a signed quote form and the required payment (retainer or full payment) have been received by Sunstate Collective. Event dates are not held without payment and remain available to other clients until confirmed.

2. Payment

A 50% non-refundable booking retainer secures your date. The remaining balance is due no later than 5 days prior to the event. Bookings made within 5 days of the event — or any booking with a discount applied — require full upfront payment to secure the booking. All payments are via bank transfer. Sunstate Collective does not accept cash on the day.

3. Cancellations & Refunds

Cancellations 14+ days prior: full refund less $50 administration fee. Cancellations 7–14 days prior: 50% of total booking is non-refundable. Cancellations less than 7 days prior: no refund. The booking retainer is non-refundable in all circumstances. Cancellations must be made in writing via email to sunstatecollective@gmail.com.

4. Rescheduling

Rescheduling requests 7+ days prior will be accommodated where possible at no charge, subject to availability. Requests within 7 days may incur a $50 rescheduling fee. Rescheduling is subject to Sunstate Collective's availability.

5. Hotel & Venue Access

The client is responsible for arranging and confirming third-party decorator access to the venue prior to the event. Room details and any access codes must be provided at least 24 hours before setup. If access is unavailable due to client-side circumstances, no refund will be issued. Sunstate Collective will work in good faith to find alternatives if access is denied through no fault of the client.

6. Candles & Fire Safety

Sunstate Collective uses flameless LED tea light candles as standard for all hotel and Airbnb setups. Real candles may be available for home setups by request. The client accepts full responsibility for supervising open flames and complying with all property fire safety requirements. Sunstate Collective accepts no liability for fire, smoke, wax or heat damage from the use of real candles.

7. Balloons & Perishables

Balloons are filled as close to the event date as possible. Latex helium balloons typically float for 8–12 hours. Sunstate Collective is not liable for deflation after setup is complete. Rose petals may stain light-coloured surfaces or linen. Sunstate Collective will take reasonable care with placement but is not responsible for any cleaning or stain-removal fees charged by the venue.

8. Liability

Sunstate Collective is not liable for any pre-existing venue damage. The client agrees to indemnify Sunstate Collective against any third-party claims arising from the setup beyond our reasonable control.

9. Photography & Portfolio

Sunstate Collective may photograph setups for portfolio and social media purposes. No client-identifying information will be published without consent. To opt out, please advise us in writing prior to your event date.

10. Wine & Add-On Availability

Wine selections and add-on items are subject to availability. Sunstate Collective will notify the client of any substitutions required and offer alternatives of equal or greater value where possible.

11. Force Majeure

Sunstate Collective will not be held liable for failure to perform due to circumstances beyond our reasonable control, including severe weather, illness, road closures or government restrictions. We will make every effort to reschedule. If rescheduling is not possible, a refund will be provided less the cost of materials already purchased.

12. Governing Law

These terms are governed by the laws of Queensland, Australia. Any disputes will be subject to the exclusive jurisdiction of Queensland courts.