Terms & Conditions.
These Terms and Conditions outline the agreement between Vintage Ice Cream Cart (“the Vendor”) and the customer (“the Customer”) for providing ice cream/gelato services for private events such as weddings, parties, corporate events, baby showers, and other functions within Queensland, Australia.
DEFINITIONS
The ‘Vendor’ is Vintage Ice Cream Cart
The ‘customer’ refers to any individual, firm, or corporation hiring equipment or appoints services from the ‘vendor’.
The ‘Equipment’ refers to all Equipment and accessories supplied to the ‘Client’.
The ‘Event date’ is the day of the wedding or event supplied by the client to the hire company.
1. Booking Confirmation
1.1 Your booking is confirmed once:
1.1.1 Our online booking form has been completed.
1.1.2 These Terms & Conditions have been accepted.
1.1.3 The required booking deposit has been received.
1.1.4 Bookings are secured on a first-paid, first-served basis.
2. Booking Deposit
2.1 A booking deposit is required to secure your event date and confirm your reservation.
2.2 Private events, weddings and standard bookings: A non-refundable booking deposit of $200.00 is required.
2.3 Large corporate events, branded activations and multi-day bookings: A non-refundable booking deposit of 20% of the total booking value is required.
2.4 The required deposit will be clearly outlined on your quotation and invoice and will be deducted from the final balance payable.
2.5 No booking is confirmed until the required deposit has been received.
3. Payment Terms
3.1 Payment schedules are based on the date your invoice is issued.
3.2 For events booked more than 28 days before the event, the final balance is payable within four (4) weeks of the invoice being issued.
3.3 For events booked within 28 days of the event, full payment is due within seven (7) days of the invoice being issued.
3.4 For events booked within 14 days of the event, full payment is required within forty-eight (48) hours of the invoice being issued.
3.5 Failure to pay by the due date may result in the cancellation of your booking.
3.6 Any applicable cancellation fees will remain payable in accordance with these Terms & Conditions.
4. Pricing
4.1 Unless otherwise stated:
4.1.1 Quotes remain valid for 14 days.
4.1.2 Prices are quoted in Australian Dollars (AUD).
4.1.3 Travel fees may apply depending on your event location.
4.1.4 Public Holiday surcharges may apply.
4.1.5 Additional service hours, guest numbers or customised requests may incur additional charges.
5. Travel
Vintage Ice Cream Cart is based on Tamborine Mountain, Queensland.
5.1 Travel fees are calculated at $75.00 per hour of return travel unless otherwise specified in your quotation.
5.2 Any applicable travel costs will always be discussed prior to confirming your booking.
6. Event Logistics
6.1 The Client is responsible for providing:
6.1.1 Safe vehicle access.
6.1.2 Suitable parking close to the setup location.
6.1.3 A flat, stable setup area.
6.1.4 Appropriate weather protection where required.
6.1.5 Adequate lighting for evening events.
6.1.6 Any venue approvals or permits required.
6.2 Where required, Vintage Ice Cream Cart will typically arrive approximately one (1) hour prior to the agreed service time to complete setup.
7. Food & Allergens
7.1 We proudly serve artisan gelato and sorbet from Tamborine Mountain Gelato Co. Many of our products are gluten-friendly and cater to a variety of dietary requirements. However, all products are prepared in facilities that also handle:
Dairy
Gluten
Nuts
Soy
Other allergens
7.2 Whilst every reasonable effort is made to minimise cross-contamination, we cannot guarantee that any product is completely allergen-free.
7.3 Guests with severe allergies consume our products at their own discretion.
8. Service
8.1 Our quoted service includes:
8.1.1 Professional setup
8.1.2 Gelato service for the agreed duration
8.1.3 Professional service staff
8.1.4 Pack down
8.2 Should service be required beyond the agreed booking period, additional charges may apply.
8.3 Guest numbers exceeding the quoted package may require additional gelato, staff or service time, which may incur additional charges.
9. Corporate Branding
9.1 For branded corporate activations:
9.1.1 Artwork must be supplied by the agreed deadline.
9.1.2 Delays in artwork approval may affect production timelines.
9.2 Printed branding, wraps, cups, stickers, menus and promotional materials are non-refundable once production has commenced.
10. Cancellations
10.1 All cancellations must be made in writing via email.
10.2 Booking deposits are non-refundable.
10.3 If cancellation occurs more than 28 days before the event the booking deposit will be retained.
10.4 If cancellation occurs 14–28 days before the event, 50% of the total booking value is payable.
10.5 If cancellation occurs less than 14 days before the event, 100% of the total booking value is payable.
10.6 Where Vintage Ice Cream Cart is able to secure another booking for the cancelled event date, we may, at our sole discretion, refund additional amounts after deducting any reasonable costs already incurred.
11. Wet Weather
11.1 Safety is our highest priority. If severe weather prevents the safe operation of the cart, we will work with you to:
11.1.1 Reschedule your booking (subject to availability); or
11.1.2 Discuss suitable alternative arrangements.
11.2 Refunds for weather-related cancellations remain subject to our cancellation policy and any unrecoverable costs.
12. Force Majeure
12.1 Vintage Ice Cream Cart is not liable for delays or failure to perform services due to circumstances beyond our reasonable control, including but not limited to:
Severe weather
Flood
Bushfire
Pandemic
Government restrictions
Road closures
Power outages
Natural disasters
13. Photography & Social Media
13.1 Unless requested otherwise in writing prior to your event, Vintage Ice Cream Cart may photograph or film our setup, service and event for use on our website, social media platforms and marketing material. We always endeavour to do so respectfully and professionally.
14. Staff Safety
Vintage Ice Cream Cart is committed to providing a safe workplace for our staff.
14.1 We reserve the right to suspend or cease service without refund if our staff are subjected to:
Abuse
Harassment
Threatening behaviour
Violence
Unsafe working conditions
15. Equipment
15.1 All equipment supplied by Vintage Ice Cream Cart remains the property of the Vendor.
15.2 The Client is responsible for any deliberate or negligent damage caused by themselves, their guests or contractors during the event.
16. Liability
16.1 To the maximum extent permitted by Australian Consumer Law, Vintage Ice Cream Cart's liability is limited to the value of the services provided under the booking.
16.2 Nothing within these Terms & Conditions excludes or limits any rights that cannot legally be excluded under Australian Consumer Law.
17. Privacy
17.1 Any personal information collected during the booking process is used solely for:
Processing your booking
Event communication
Customer service
Legal and accounting obligations
17.2 Your information will never be sold or shared with third parties except where required by law.
18. Governing Law
18.1 These Terms & Conditions are governed by the laws of Queensland, Australia.
19. Acceptance
19.1 By completing our booking form, paying the required booking deposit or making payment towards your booking, you acknowledge that you have read, understood and accepted these Terms & Conditions.