Frequently asked questions / Terms & Conditions

These terms and conditions apply to all picnic, game and tent hire in these conditions “you” means the hirer of any equipment and “we” means The Event Tent Port Douglas. The terms and conditions can only be varied in writing by a representative of The Event Tent Port Douglas.

Any cancellations for hired items once paid will result in a 50% forfeiture of total amount paid. 72 hours notice must be given.

You must pay the full balance due for hire of the equipment (as set out in any quote from The Event Tent Port Douglas ) 10 days prior to the day of delivery of the equipment. This is a condition of the contract and we reserve the right to refuse to deliver the equipment without any liability for any consequential loss to you if you have not done so.

We will deliver the hire equipment to you on the date and at the delivery/shipping address specified on the booking.

Collection for DIY is Mowbray Queensland  or alternative location by prior arrangement. All DIY picnic hire is 24 hours, and must be returned clean. A $400 credit card hold bond is taken at the collection of hired item(s). We will also take a copy of ID (licence) at time of collection. This bond is then refunded into your chosen account within 24 hours provided no damage or missing items have occurred.

You must ensure the area in which the equipment is to be set up is clear  and any other items that may make the set up difficult, at the agreed arrival time. WE require a min space of 9m diameter mowed and blowed for Tent set up's. We cannot assist in moving heavy items of furniture or other items. Access to the space should also be clear to allow the equipment to be delivered safely.

It is your responsibility to measure the space required to accommodate the camp or picnic set up. Only 50% refund  plus travel costs will be given if equipment cannot be fully utilised due to inaccurate measurement of the space.

It is the responsibility of you to ensure that all possible steps are taken to avoid injury to users or damage to the hired equipment.

Smoking, pets and naked flames are not permitted inside the tents.

The equipment must be returned in an acceptable condition, i.e. clean, unsoiled and undamaged and dry.  If it is soiled or damaged the hirer agrees to pay any sums incurred to cover the cleaning costs and any costs of repair, replacement and/or loss of earnings as a result of the equipment being out of commission.

The Event Tent Port Douglas and/or any of their representatives shall not be held liable for any injury, loss or damage to persons or property sustained as a result of any failure by any person to follow these terms and conditions or any other rules set out  by The Event Tent Port Douglas to hire.

Our canvas bell tents are not designed to be used in adverse weather conditions. Once pitched, we reserve the right to deconstruct and remove any or all tents and all equipment should there be 50%or  more chance of 20mm mm rainfall forecasted (indicated by the Bureau of Meteorology – BOM).

We will not be liable for any: Act of God including but not limited to  tempest, fire, flood, storm or natural disaster; War, civil war, sabotage or act of terrorism; Government sanction, Global Pandemic , embargo, import or export regulation or order; Labour disputes, including strikes, lockouts, boycotts or other industrial action; Failure in the transportation of equipment, machinery or personnel or in the provision of any utility including power, gas, water, or communication services.

While every effort will be made by the Company to carry out any booking accepted, however, the full performance of it is subject to variation or cancellation by the Company consequent upon Act of God, War, Strikes, Riots, Lockouts or any other disturbances. Fire, Flood, Storm, Gale or Tempest restrictions on the use of Transport, Fuel or Power. Requisitioning Storage of material or transport or labour or any other cause beyond the control of the Company.

Cancellation Policy

In the unfortunate circumstance that a booked event needs to be postponed due to weather, a credit note will be given for a future date –  where available. This credit note will be valid for a period of 6 months from the date of the original booking. 

In the event that we cannot set up your party due to adverse weather, you will be offered the next available date or refund in extenuating circumstances.

In the event that we have to cancel your party for any reason, other than adverse weather, you will be offered the next available date or a full refund.

You will be responsible for gaining the approval to use the equipmen. in public places from relevant local authorities except for picnics within the Douglas Shire which have conditional preapproval due to small  numbers and size.

How many people can your tents sleep?
Our 5m tent packages come furnished for up to 6 guests in singles beds for kids However  we do recommend 4-5 guests to be comfortable and to allow for personal luggage. Our 7m tent can sleep up to 12 adults and can accommodate 25-30 people standing or sitting.

Are your tents waterproof?
Yes. All of our tents are waterproof and come with fully zipped in groundsheets and treated canvas, however we wont set up if heavy tropical rain is forecast. Mindful of  booking in  summer months Nov -April.

Are your tents cool?
All of our furnished tents are designed to make you have the most comfortable night possible with 2 large screened doors front and back and window and roof vents. 

What is your cancellation policy?
Full payment is due at the time of booking or 10 days prior, Credit card will be taken and held in our booking system to hold booking until 10 days prior.   Cancellations of less than 72  prior to will forfeit all of your booking fee unless extenuation circumstances at the discretion of  The Event Tent Port Douglas. You may wish to obtain travel insurance to cover this.

Do you allow pets in your tents?
Unfortunately we do not allow pets in our bell tents with the exception of guide dogs.

Will you travel outside of Port Douglas area?
We do consider each job on a case by case basis and can travel outside of Port Douglas,  This will be subject to an additional travel and delivery cost which will be calculated at time of enquiry. We do not operate a minimum hire requirement.

Do you offer a one night price?
Yes and discounts for longer use.

What should we bring with us?
All of our furnished glamping packages include full bedding, furnishings  You will just need to bring your personal items, and catering and esky if not chosen in your package.

Do you allow campfires?
Although we have no problems with you having a campfire we kindly request that this is lit no closer than 5m away from the canvas to avoid any sparks catching the material.

Do you offer Catering?

Yes we offer Grazing Gypsy platters and Boxes created for f renown catering company see additional  extras when booking, or contact us for any other catering preference like high tea etc.. 

Where do you set up ?

Our pop up picnic is a totally unique and stress-free way to celebrate your special event we  go can set up practically anywhere, on private land or public parks or beaches see our locations page to choose your special spot. 

What happens if it rains or is really windy?

As the saying goes, if you fail to prepare you’re prepared to fail.

We ALWAYS recommend having an indoor/undercover back-up option to fall back on in the event of wet weather as under no circumstances will our picnic equipment be set up in the rain or on wet, muddy grounds.

If it is forecast to rain, you may move your picnic to an indoor location and a decision about relocating must be made no less than 24hrs in advance. Please note that if the distance to the new location is significantly further from our base than the original location, additional travel fees may be incurred.

In the event of wet weather you also have the option of rescheduling your picnic to another date. Notice must be provided no less than 72hours in advance and the rescheduled date is subject to availability.

Refunds will not be offered in the event of wet weather as other bookings will have been turned away in order to service your picnic event.

Do you supply Alcohol ?

No, we are not licensed to serve alcohol so you will need to bring along your own.  However  can supply 1 bottle of Champagne or sparkling wine (under 2L  with our picnic or proposal catering pack. ( under the the gift basket liquor license exemption. )

 Why do I have to pay a bond ?    

Unfortunately no insurance company in Australia will cover our hire equipment once it’s been removed from our premises (or our vehicles) and placed in your hands.

So in order to maintain our beautiful hire inventory and remain in business, a bond is charged by way of insurance should something get damaged or lost.

The hold  bond on your credit card is refunded once the items are collected/returned.

 Do you offer photography packages? 

Yes! We work with Jessie from  Port Douglas Wedding Photography & Designer Portaiture Australia  who have put together special picnic photography packages for our clients. Just let us know when enquiring and we’ll send you her details.