Terms and Conditions of hire
Please note: This document is strictly © Kombi Celebrations ™ and must not in anyway be replicated by any 3rd party for either personal or business usage.
ABN 780 667 101 34
Terms and Conditions of hire
We love our Kombi’s and we know you will too and so to maintain a great standard for our business and our clients, we require certain conditions to be complied with. We appreciate most will respect our vehicles but the occasional abuse requires that we state the following conditions.
This rental agreement is between;
Kombi Celebrations (“Owner of business”) ABN 780 667 101 34 located in Eumundi, Qld, 4562 and
You (“The client/company”) making a reservation, and/or any person or Persons’ representative or guest thereof.
1.) Deposit and Payment requirements:
A 30% non refundable deposit is required on all bookings within 7 days of your invoice date, this deposit will then secure your booking and lock in your chosen vehicle and required date. The balance of the hire fee is due 16 weeks prior to the date of your event date. All cancellations will forfeit the deposit payment.
1.a.) Postponement policy:
Here at Kombi Celebrations we are happy to offer a flexible change policy (for one occurrence only, subject to availability). We appreciate that you will have many suppliers to co-ordinate a mutually agreeable new date with.
We therefore request that you please keep us in the loop (via e-mail) so we can all review our calendars before you lock your revised date in with other vendors.
By doing this we can ensure we are able to fulfill your new request.
Should you decide to postpone your event to a date we are unable to fulfill, your 30% deposit will not be refunded as we would have held your original date for your chosen vehicle with other booking enquiries declined on this date. If you are unsure of your new date we are happy to hold your deposit payment for 3-months whilst you decide. It is our intention to ensure a positive outcome is achieved for you during this time which is mutually viable to our vehicle schedule.
1.b.) COVID-19 clause: In light of govt. restrictions to indoor and outdoor event capacities and physical/social distancing, if your event is less than 16 weeks away and full payment has been made, then as a gesture of goodwill we are more than happy to assist our clients in offering them a credit note valid for 12-months from the time of issue for the full value of their booking, to assist in postponing their booking to a future date or to utilise towards another occasion/event (subject to availability, please see above postponement clause). This option valid during COVID-19 pandemic only.
Please note: Booking requests for a Saturday during peak season in 2021/ 2022 will be subject to a surcharge of $150 per vehicle.
2.) Cancellation policy:
All cancellations must be notified in writing. As a family run business, cancellations greatly affect us, therefore please consider our Terms and Conditions of service prior to booking with Kombi Celebrations. All cancellations will forfeit the deposit payment* . If your balance payment has been received and you choose to cancel more than 16 weeks before your event date, a refund will be made for your balance payment only. If your balance payment has been made and the cancellation is within 16 weeks of your event date no refund will be made. Bookings and payments are non-transferable to another person.
*With any cancellations please remember we would have held your chosen vehicle exclusively for you for that date when you booked with us and other enquiries would have been declined, with us most likely now unable to re-let the vehicle on this date.
Please note: We are unable to offer any refunds due to cancellations on the day due to bad weather.
3.) TV/Radio, Promotional work, advertising and Magazine usage – Chauffeur Payment
As our chauffeurs also have full-time employment commitments taking on mid-week events requires our chauffeurs to re-organise their working week to accommodate these events. Therefore should a booking be taken and then a cancellation be received less than fourteen (14) working days prior to the event date then a non-refundable payment of $350.00 per vehicle per day will be charged to You (“The client/company”) to cover the chauffeurs losses. In circumstances whereby the client has made no payment for the job but we have had the event diarised and organised chauffeurs accordingly as per email correspondence then an invoice will be raised to cover these losses. If payment has already been received and a cancellation be received less than fourteen (14) working days prior to the event date then a partial refund will be made less $350.00 per vehicle to cover losses. As please bear in mind your chosen Kombi and chauffeur has been organised exclusively for you on this date.
4.) Travel time:
Your hire time commences from the time we collect you from your first pick-up point. Please keep in mind the slower speed of these vintage vehicles and the time required to reach your various destinations when planning your event transport schedule, as just like you, we don’t like being late either :), but we may add although the VW Kombi lacks in speed they more than make up for with a show-stopping, WOW! factor experience.
5.) School Events:
For all our school events, our package includes just one pick-up address per booking this ensures there is plenty of time for travel and for photography with the kombi at the beginning and at the final destination of the hire. In our experience time can be wasted in making multiple pick-ups with a 1.5 hour hire. Therefore we request all guests travelling in the kombi to meet at one central pick-up point for photography with the kombi before departure for the formal venue.
Whilst we understand that events can run overtime and we are more than happy to assist, our offices will re-confirm with you the day before your event that you have allowed enough time for your event. To eliminate organising payment on the day, which can also be uncomfortable for our staff we now require a credit card no. for overtime payment in the event that you wish to extend your time with us on the day. Your chauffeur will advise you and your photographer when your kombi hire is about to conclude and therefore your credit card will only be debited when the request for extra time has been agreed between you and your chauffeur.
7.) Amendments to your booking:
Inc. vehicle allocation, vehicle quantity or duration of your event hire: Due to the fact that we only take one booking, per day, per vehicle we are unable to make certain amendments to your booking once all locked-in and deposit received. This includes (but not limited to) your change of mind with vehicle choice, reduction in vehicle quantity due to change in guest no’s or a reduction in fee should you choose to reduce the length of your hire time from e.g. four hours to three hours or five hours to four. As this has been agreed with your chauffeur and locked into their busy diaries and most likely bookings have been turned away on your chosen hire date. Changes to pick-up address, pick-up times etc. are changes we are more than happy to accommodate.
8.) KM’s Included in your hire time:
Your quote is based on your requested total hire time and any associated travel fees (to the first pick-up location), please advise us on your run sheet for us to ensure your request falls within these terms and conditions of hire with our vehicles. We can of course accommodate extra travelling; please don’t hesitate to bring this to our attention so that we can adjust your hire fee accordingly.
9.) Travel Delays:
Kombi Celebrations at all times will endeavour to ensure you arrive at your destination safely, comfortably and on time. However, we can not be held liable for any event which is beyond our control, including but not limited to, traffic delays, weather, illness or vehicle breakdown. In such circumstances, you must allow Kombi Celebrations to do all things possible to resolve the problem and complete your hire.
10.) Vehicle Breakdown:
As part of our 5* service excellence all of our vehicles on our fleet are of a superior standard and are serviced and maintained regularly to the highest standard to minimise vehicle breakdowns. However even with this high attention to detail should one of our 50+ year old vehicles encounter a breakdown that is beyond our control, Kombi Celebrations will do our utmost to source a replacement vehicle that services the area where the breakdown has occurred, to assist in the completion of your hire e.g a silver service taxi, mini-bus or seek assistance from a 3rd party kombi vendor (subject to availability). Unfortunately due to our forward booking system, during high season our fleet are most likely to be already booked out, therefore we cannot guarantee a VW kombi replacement during high season. Please consider this prior to securing your booking with us.
11.) Are there any vehicle access issues for our vintage fleet?
On your final chauffeur runsheet you will notice we ask this question. The reason why is that from our past experience at certain venue’s e.g. wineries and off-road venues etc. there have been road issues, with the surfaces been pretty rough and bumpy and with grass surface often potential for bogging. Some roads also have a lot of pot holes, uneven surface and can have steep incline/decline, this probably doesn’t look like much for a modern vehicle, but with our vintage kombi fleet some are very low so we need to let you know of our vehicle access clause in advance. The chauffeur will use his discretion regarding access, if he is concerned that it will cause damage to the vehicle he will not travel on this surface.
11a.) Council controlled venues:
Areas such as reserves, parks and public areas which are controlled by local council or local authorities which can only be accessed with a permit. It is You (“The client/company”) responsibility to obtain necessary permits to access these areas. Due to heavy fines the chauffeur will not proceed into these areas without the required permission.
11b.) Hazardous conditions:
We will not drive the kombis in hazardous conditions. This may include (but not limited to) storms, hail, high-winds, fire and floods. The kombis cannot travel on unsealed roads.
The individual owners Insurance Policy covers all authorised persons travelling in their vehicle on route to your destination. Unless chauffeur assisted, passengers assume personal liability when entering and exiting vehicle.
Please note as a booked hire service licence holder we are not authorised under the Liquor Act to sell or supply liquor to any of our passengers. The service and supply of liquor in Queensland is regulated under the Liquor Act 1992 (Liquor Act) which is administered and enforced by the Office of Liquor and Gaming Regulation (OLGR). OLGR monitor all booked hire service licence holders and if evidence of unlawful conduct is established, enforcement action may be taken. This can include an infringement notice which carries a penalty amount of $2,611.00 per offence or prosecution action initiated through the Magistrates Court. A first offence carries a maximum penalty of up to $65,275 while repeat offences carry more stringent monetary fines or imprisonment.
14.) Food and Beverages:
Food or beverages must not be consumed inside the vehicle at any time. We apologise but this clause has formed part of our Terms and Conditions due to recent damage to our vehicles.
Smoking and use of any form of illegal substance is not permitted in or around the vehicle at any time.
16.) Passenger Misconduct:
The chauffeur at the time of hire, may, at his/her own discretion, terminate the vehicle hire or eject any person or persons that are, in the chauffeur’s opinion, acting inappropriately and/or dangerously during the hire period. Kombi Celebrations will not provide any refund for a terminated Hire including but not limited to; verbal abuse, disrespect to our vehicles e.g. climbing on seats etc. Should our chauffeur at his discretion make the decision to terminate the hire this is done so without any refund whatsoever.
Please advise us prior to securing your booking of your request to carry pets. Carrying pets is at the discretion of each individual vehicle owner. Please note; if the vehicle owner permits travel then the pet owner must bring along a towel for any mishaps and the pet must be in a carrier or restrained on the lap and supervised at all times and must not be placed directly on the seating within our vehicles at any time. Pet owners agree that any costs incurred for any damage caused by animals, or any special cleaning required as a result of damage, shedding or accidents will be at their cost. A credit card authorisation form is required to be completed and kept on file as a bond to cover such possible charges.
18.) Seat Belts:
Kombi Celebrations does not have the facilities in every vehicle to accommodate children less than seven (7) years of age. Please advise us in your booking form if you are requesting to transport little people in your bridal party so we can discuss your options; and to ensure there are no surprises or disappointment on the day. As our vehicles were built pre-1970 we are not legally required to fit seat-belts and in keeping with the original, vintage style of these vehicles we choose not too.
18a.) Vehicles that have an anchor point: It is very important for us to advise that any child restraints supplied for usage must have built-in front straps as they are to be installed using an anchor point and lap belt restraint system. We cannot install a child restraint (booster or child seat) that requires a sash seat belt system as none of our vehicles have sash seat-belts.
18b.) Vehicles that don’t have anchor points: As this is a frequent request with our vehicles that don’t have anchor points we suggest that your chauffeur can pull-over on a private road close by the first drop off and your little guests can enter the vehicle for the short remainder of the journey say 50m away, driven extremely slowly and thus to appear as though they have traveled in the kombi the whole time.
19.) Seating capacity:
Please ensure you have read the details on the individual kombi pages outlining the maximum seating capacity for that vehicle, including your chauffeur. Please note: As we are not aware of the size of your guests we are required to transport, we do suggest for example with a 9-seater vehicle (including your chauffeur) that its suitable to carry 7-8 guests depending on their size, as 8 could be cosy. If you have any concerns regarding transporting all your guests please ensure you ask us to ensure we can accommodate your group comfortably. Please also note: It is illegal for us to transport more passengers than our license allows, we will not do this under any circumstances.
20.) Air-conditioning (vintage style):
Please note all of our Kombi’s are of original manufacture and are without air-conditioning. In the main cabin of the kombi in the majority of our fleet there is the luxury of having quarter vents, overhead directional vents and opening windows in the rear cabin, and (in the majority of our fleet except for Nautilus) the front Safari windows open up allowing for optimum ‘vintage style air flow’. During the warmer months we also provide hand-fans for the bridal party. In 2 years of running our business we have never had any complaints regarding the lack of A/C but please consider this when booking one of our retro vehicles.
21.) Damage to Vehicle and Equipment:
Our vehicles are of a superior condition and to remain this way to service our event transportation business. You are responsible for any deliberate or malicious damage caused to the vehicle or equipment by any passenger during the hire period. Any damage will be calculated and will incur an administration fee and will be presented to the client via an invoice.
22.) Cleaning Fees:
Our vehicles are meticulous cleaned prior to your hire. Any Additional Cleaning fees required on completion of your hire or heavy-duty cleaning required due to inappropriate behaviour, illness and misuse of the vehicle during the hire period, will attract a flat cleaning rate of $350 (includes, professional upholstery steam clean and wash down inside of vehicle). This charge will be invoiced to You (“The client/company”) for payment.
23.) Event Photography:
This agreement serves as an agreement that any images or video footage taken by Kombi Celebrations (“Owner of business”) with their own equipment during your event hire can be used for editorial, promotional, advertising, social media and digital content, unless we are advised otherwise in advance by You (“The client/company”).
The hirer is responsible for briefing their photographer of the hire schedule of our vehicles. Photographers tend to be the event coordinator during your special day. Kombi Celebrations are proud to be part of your special day and would love to be able to use a selection of your professional photography on our website, with full creditation given to your photographer.
25.) Rates and Packages:
Our rates and packages are not published online as each client and their itinerary are different. Our packages are quoted based on the information supplied to us by you You (“The client/company and are subject to change should additional information be supplied at a later date for example but not limited to change of pick up region. All quotes are valid for 14 days. Please note any promotional rates offered are not applicable on public holidays or special occasion days e.g. Mothers Day, Fathers Day a 15% surcharge will also apply.
This section is for TV/Radio, Promotional work, advertising and Magazine usage:
26.) TV/Radio, Promotional work, advertising and Magazine usage – Care of the vehicle:
Kombi Celebrations is Australia’s largest award-winning kombi event transportation vendor, with our vehicles in high demand both in the corporate market and wedding transport industry. All our fleet vehicle(s) are used for wedding, event, Magazine/TV and promotional usage and are to be kept in a pristine condition at all times, or we could risk loss of business. This contract serves as agreement that You (“The client/company”) will not hang any items off our vehicle(s) or cause any interior or external damage to our vehicle(s). Any damage or cleaning costs caused as a result of the hire will be covered by You (“The client/company”). When a hire request has the requirement of decal activation on any of our vehicles, these terms and conditions protect the Kombi Celebrations fleet from any damage that may be caused as a result of poor quality decal or incorrect activation or de-activation causing damage to our vehicles paintwork on any of our vehicles. By signing these terms and conditions you are acknowledging and accept liability that the cost to repair any damage to any of our vehicles to make good to original finish is at the cost of You (“The client/company”) hiring our vehicles. Please note: our quote does not include the design and coordination of the decal, this is at the cost and organisation of You (“The client/company”). Also please bear in mind the time required for our vehicles to have decal activated and deactivated will be included in your invoice this is in addition to the hire time charge. The duration of the decal activation must be agreed with Kombi Celebrations as we have commitments most Fridays, Saturdays and Sundays with weddings and the decal must be removed for these events.
27.) Protection of Kombi used as a static display vehicle:
You acknowledge that where your requirements are for one of our vehicles to feature as a static display/prop at your event, it is important for us to note that our vehicles must be protected and kept safe via a rope and stanchion system at all times. Our experience in facilitating such events, where there is potential or expected high foot traffic we have found people walking past with belt buckles, bag straps and other sharp items have inadvertently caused damage to our vehicles with scratched paintwork. Our high valued, pristine vehicles must be roped off at all times with no access given to the general public to climb inside. Photography with our much-loved vehicles of course can take place, but away from the vehicle on the other side of the designated rope and stanchion system.
28.) Our vehicles must not be used as storage vehicles
You acknowledge that at no point during the hire of our vehicles must they be utilised as a storage vehicle. Our vehicles have received expensive restoration works with leather interiors, and in our experience in facilitating previous events, there has been damaged caused with clients requesting to store items in our vehicles. We apologise in advance for this firm request.
29.) TV/Radio, Promotional work, advertising and Magazine usage – Chauffeur Payment
As our chauffeurs also have full-time job commitments taking on mid-week events requires our chauffeurs to re-organise their working week to accommodate these events. Therefore should a booking be taken and then a cancellation be received less than fourteen (14) working days prior to the event date then a payment of $350.00 per vehicle will be charged to You (“The client/company”) to cover the chauffeurs losses. In circumstances whereby the client has made no payment for the job but we have had the event diarised and organised chauffeurs accordingly as per email correspondence then an invoice will be raised to cover these losses. If payment has already been received and a cancellation be received less than fourteen (14) working days prior to the event date then a partial refund will be made less $350.00 per vehicle to cover losses.
All personal items: Please note; cameras, mobile phones, communication devices, iPods or any musical playing equipment, bags, wallets etc. belonging to yourself or others in the group are your own responsibility, please keep them safe. Your chauffeur will do a check of his vehicle prior to the conclusion of your hire time with us to ensue no lost property left in our vehicles.
Client communication: Kombi Celebrations (“Owner of business”) take great pride in our 5* service excellence and enjoy looking after our clients from quote stage right through to your event. On your run sheet your chauffeurs details will be issued but they are only to be contacted on the day of your event in an emergency. Any questions, queries or last minute changes are to be directed through to Kombi Celebrations Head Office via phone/text: 0414 182 442 or email us, this is to prevent any break-down in communication prior to your event. Any post-event feedback/concerns are to be directed to Kombi Celebrations (“Owner of business”) within 3 working days of your event date.
Confidentiality Agreement: When signing the terms and conditions, you agree to keep confidential any and all information provided to you by Kombi Celebrations as it is considered to be industry sensitive. This includes all information regarding services provided and prices quoted.
It is a requirement for all of Kombi Celebrations QLD chauffeurs to have an Industry Authority card and a current Industry Authority number. In addition, all drivers have been trained in anti-discrimination and disability awareness by Kombi Celebrations in a training manual format.
Kombi Celebrations Terms and Conditions are current but subject to change without notice.
This is a confirmed booking and I acknowledge and accept the booking terms & conditions as outlined above, which I have read and accepted. Please sign below and initial each page of this document and scan and return back to us.
Name: _________________________________ Company: ____________________________________
Signed: _________________________________ Date: _______________________________________
The team from Kombi Celebrations™ would like to thank you for your booking.
We look forward to driving you safely, in style for your very special day.