Vestahire Terms and Conditions of Hire
The Deveny Group trading as Vestahire
ABN 18 160 910 396 | admin@vestahire.com.au
These terms apply to the hire of Vestaboards and associated services for weddings, celebrations, corporate events, conferences, television, filming and other agreed uses. Read them with your quote and booking confirmation, which identify your equipment, event, services and charges.
Your rights under the Australian Consumer Law and other laws that cannot be excluded continue to apply. Nothing in these terms removes or restricts those rights.
1 Your hire agreement
“We”, “us” and “Vestahire” mean The Deveny Group trading as Vestahire. “You” means the person or organisation named as the hirer. “Equipment” includes each Vestaboard, stand, cable and accessory supplied. “Booking documents” means your accepted quote, booking confirmation and any written changes agreed by both parties.
Your agreement consists of these terms and the booking documents. A specific change expressly agreed in writing takes priority over a conflicting general term, subject to your statutory rights. Later website changes do not alter an existing agreement.
You must be at least 18 and have authority to make the booking. If you book for an organisation, identify that organisation as the hirer and confirm your authority to act for it. A contact person does not become a personal guarantor merely by managing the booking.
2 Quotes and booking confirmation
An enquiry or automated acknowledgement is not a confirmed booking. We review equipment, transport and service availability before issuing a quote. Your quote states the equipment quantity and finish, hire dates, services, total price, payment deadline and any temporary reservation.
Our standard quote and payment hold is seven days from issue. For events within 14 calendar days, the hold is 24 hours and may be shorter where an operational deadline requires it; the exact expiry is stated in the quote. A hold expires at that time unless we agree an extension in writing.
You accept these terms and the quote by signing, accepting electronically or confirming acceptance by email. A booking is confirmed only when we have that acceptance, cleared payment of the full hire price and a valid equipment reservation, and we issue written confirmation. The separate bond is arranged before dispatch under clause 4.
If we agree a deposit or instalments, the written payment schedule states the balance deadline and any temporary reservation. A deposit alone does not confirm the booking. If payment is late, we will contact you about any remaining opportunity to pay. Any cancellation or money retained must follow clause 12; payment is not automatically forfeited. If we cannot accept your booking, we will refund payments for services we have not supplied.
3 Prices and additional services
All prices are in Australian dollars and include GST. Your accepted quote fixes the price for the agreed scope. The bond is separate from the hire price. Pay by the method and deadline shown in your booking documents; a transfer receipt alone is not cleared payment.
Delivery, setup and collection are included or separately itemised in the quote. Standard Melbourne delivery and collection are included. Yarra Valley and Dandenong region travel is $50 each way; Mornington Peninsula and Geelong region travel is $150 each way. We confirm the applicable zone from the actual address before you accept the quote.
Out-of-hours delivery and collection are assessed separately for each trip. Any out-of-hours period and surcharge, difficult-access charge, extra labour, additional day, content service, moderation or on-site operator must be specified in your quote or an agreed variation. These extras are not included merely because they are available.
We will explain any necessary change and obtain your agreement to its price before doing extra work, except for reasonable immediate steps needed to make equipment safe. Any resulting charge must reflect responsibility under these terms and be supported by an itemised explanation.
4 The security bond
A $500 bond applies per booking unless a different amount is expressly agreed before acceptance. We normally request a card pre-authorisation 24 hours before planned dispatch. For short-notice bookings, the request may be immediate. A pre-authorisation temporarily reserves available funds; it is separate from the hire payment.
You may instead pay a bond by bank transfer, with enough time for it to clear before dispatch. A bank-paying hire customer may use a separate card for the bond. A valid bond covering the hire and inspection period is required before equipment leaves us.
If a card hold will expire too early, we will arrange a replacement authorisation with you or a cleared bank bond. We will not take the bond payment simply to stop a hold expiring, or impose overlapping holds without explaining the arrangement and obtaining your agreement.
We will inspect the equipment promptly after collection and initiate release of the card hold or refund of the bank bond within five business days of collection, except for an amount genuinely in dispute under the process below. Your bank may take additional time to make funds available.
If we believe a charge is payable, we will provide an itemised claim and supporting evidence, such as condition photos or a repair quote, and give you at least seven business days to respond. We will consider your response before seeking payment and release any amount not reasonably required for the claim.
We may apply bond funds to a claim you agree to in writing or an amount determined through a lawful dispute process. We will not automatically capture a disputed amount from a card hold. If agreement cannot be reached, clause 17 applies. The bond is security, not insurance or an automatic limit on a properly established liability.
5 Changes to your booking
Email requests with your booking reference and event date as early as possible. Changes to dates, venue, board quantity or finish, access, services or operating times depend on availability and become effective only when agreed in writing. We will show any price change and payment deadline before you accept it. Reductions and postponements are dealt with in clauses 12 and 13.
6 Delivery and venue access
Your booking documents state the delivery, setup, event-use and collection windows, including each day of a multi-day hire. Times are Melbourne local time unless expressly stated otherwise. Equipment remaining at a venue overnight does not extend the agreed messaging or event-use hours.
Provide an accurate address, a reachable event contact and venue permission for installation and collection. Tell us before quoting about stairs, lifts, loading docks, parking restrictions, long carrying distances, induction requirements, security access and strict venue deadlines. Standard delivery assumes safe, unobstructed ground or street level access.
Arrange safe access at the agreed times, including after the event. Ensure a responsible adult is available for handover or nominate an authorised venue representative. If access problems cause delay, we will contact you and explain the options. Any waiting or return-trip charge must be an agreed quoted charge or a reasonable, evidenced additional cost caused by your failure to provide the agreed access.
We will work to the agreed windows and notify you promptly of a likely delay. We will not unilaterally move delivery beyond your agreed event requirements. If our delay materially affects the hire, clause 11 and your statutory rights apply.
7 Safe placement and care
The equipment is for indoor use only, in the position approved and set up by VestaHire. Provide a dry, stable, secure location away from liquids, weather, heat, flames, heavy dust and busy collision points, together with a safe power supply and clear access routes.
Do not move, lift, transport, dismantle, repair or alter the board or stand. Do not touch or force the moving flaps, open the casing, attach decorations or adhesives, place objects on the equipment or change its connections without our instructions. Contact us if repositioning is required.
Take reasonable steps to prevent interference, supervise children near the equipment and tell your event team and venue about these requirements. Keep cables and exits clear. Do not subhire, sell, pledge or transfer the equipment to another event or address without our written agreement. Ownership remains with VestaHire.
Your duty to take reasonable care begins at handover to you or your authorised representative and ends when we collect it. We remain responsible for our own transport, installation, handling and staff. If collection is delayed by us, keep the equipment reasonably safe and contact us; our delay does not create an additional hire charge or make you automatically responsible for a resulting loss.
8 Power and internet
Unless the quote says we are supplying an alternative, arrange continuous suitable power and reliable internet at the display location, with any venue network permissions needed for the agreed service. Tell us before booking if internet is unavailable or restricted. Any hotspot or alternative connection must be agreed in the quote.
We will explain the connection requirements and test the agreed setup at handover. Guest submissions also depend on guests having access to the submission page. Keep power and network connections in place for the agreed operating period and follow our shutdown instructions. If an interruption occurs, contact us promptly; responsibility and remedies depend on its cause and clause 11.
9 Content and guest messaging
Your booking documents identify the content and messaging services included. Content creation, staff moderation, an on-site operator and post-event exports are included only when expressly agreed. Provide requested material, approvals and schedules by the agreed deadlines, and check names, spelling, event times and display previews.
You retain rights in the content you supply and give us permission to process and display it as needed to deliver your booking. You must have permission to use supplied text, branding and other material. Do not submit unlawful, defamatory, threatening or harassing content, or disclose someone’s private information without appropriate permission.
Where client moderation is selected, nominate a moderator to review guest submissions during the agreed hours and keep their access details secure. If you choose unmoderated display, messages may appear without human review. The profanity filter is a separate setting; disabling it does not disable client approval. Filters may miss inappropriate content or context. Staff moderation is provided only for the scope and hours booked.
We may pause or remove content where reasonably necessary to address unlawful material, a serious safety concern or misuse of the service. We will explain our action as soon as practicable and keep any restriction proportionate. We do not continuously monitor content unless that service has been booked.
Messages are subject to the agreed display limits, queue, event windows and network performance. A preview, submission or approval is not proof that a message has appeared. Tell us before booking about an essential cue, announcement, broadcast or tightly timed production requirement so we can agree a suitable service. Our obligations for any purpose or result we agree remain in place.
10 Loss damage and collection
Stop using equipment that appears unsafe and contact us immediately. Report faults, spills, damage, loss or theft as soon as reasonably possible; record what happened and preserve available evidence. Report suspected theft to the police. Do not attempt repairs. A delayed report does not automatically remove your rights, although avoidable additional loss may be considered.
You are responsible for reasonable, evidenced loss or damage caused by you, your guests or people you permit to handle or interfere with the equipment, or by your failure to take the care required under these terms. You are not responsible for fair wear and tear, pre-existing damage, inherent faults or loss to the extent caused by us or our contractors. Theft alone does not establish that you failed to take reasonable care.
Any claim is limited to a reasonable repair cost or, if repair is not economical, the reasonable value of an equivalent replacement allowing for age, condition and salvage. Extra cleaning must exceed ordinary cleaning and be reasonably necessary. Any claimed loss of hire must be directly caused, evidenced and reduced by reasonable mitigation. We will not recover the same loss twice or automatically charge the new retail price.
Have all equipment and accessories ready at the agreed collection time. Do not pack down or transport them unless instructed. Extra use requires our written agreement. We may claim reasonable additional costs caused by late access or retention, without a punitive flat fee. Clause 4 governs bond claims.
11 Faults and problems with our service
Contact the event support person shown in your booking documents promptly so we can investigate and, where appropriate, troubleshoot, repair, replace or agree another practical solution. We will act with reasonable care and urgency, taking account of the event’s timing. We remain your contact for problems with our equipment or service, including problems involving our technology providers.
If we cannot provide the agreed equipment or service, we will discuss an acceptable alternative or refund for what we cannot supply. We will obtain your agreement before substituting an agreed board finish or materially changing the service. No alternative or credit is compulsory where you are entitled to a refund. Statutory remedies, including compensation where applicable, are preserved.
12 Cancellation by you
Email admin@vestahire.com.au with your booking reference and event date to cancel all or part of a booking. We will acknowledge it. Notice is measured from receipt to the first scheduled event-use time in Melbourne local time; each day below means a full 24-hour period. The following maximum charges apply to a confirmed booking cancelled for a change of plans.
| Notice before first event use | Maximum equipment hire cancellation charge |
| 30 days or more | 0% of the cancelled equipment hire fee |
| 14 days to less than 30 days | 20% of the cancelled equipment hire fee |
| 7 days to less than 14 days | 50% of the cancelled equipment hire fee |
| Less than 7 days or failure to proceed | 100% of the cancelled equipment hire fee |
The equipment hire fee excludes the bond, delivery, collection and separately itemised services. The charge is the lower of the table maximum and our reasonable, documented net loss from the cancellation. We will take reasonable steps to reduce loss and deduct costs saved, amounts recovered and replacement bookings using the released capacity.
Separately quoted bespoke work already completed and unavoidable third-party commitments you approved may be charged at their reasonable actual cost, even with 30 days’ notice. Unperformed delivery, collection, moderation and other services are refunded except for those approved unavoidable costs. Costs cannot be counted twice or exceed the agreed price for the cancelled booking.
We will provide the calculation and refund the balance within 10 business days after cancellation. If a later replacement booking reduces a charge already retained, we will refund the difference within 10 business days of establishing that recovery. The bond is released or refunded separately unless there is an equipment claim under clauses 4 and 10.
The same approach applies to cancelled boards or days, using only the cancelled portion. For an agreed deposit reservation that is not yet fully confirmed, only reasonable, evidenced costs expressly disclosed in that reservation arrangement may be retained; the percentage schedule is not automatic. No cancellation fee applies where the law gives you a right to cancel without one, or where we cancel for our own inability to perform. Clause 14 covers events beyond reasonable control.
13 Postponements
Ask us in writing if you need to change the event date. We will offer one transfer to an available date within 12 months of the original date, with payments credited to the revised booking. No separate administration fee applies. We will explain any price difference or reasonable, unavoidable cost of the change before you decide; no cost is recovered twice.
A new date is secured only when we agree it in writing. If no suitable date is available and you cancel, clause 12 applies using the date we received your original postponement request. If you later cancel an agreed new date, notice is measured against that revised date. A further date change may be agreed in writing. Clause 14 applies where an external event prevents performance.
14 Events beyond reasonable control
If a government restriction, natural disaster, serious venue emergency or other event beyond a party’s reasonable control prevents or materially disrupts the hire, the affected party must notify the other promptly and take reasonable steps to reduce the impact. Ordinary inconvenience, lack of funds or a change of plans does not by itself fall within this clause.
We will first discuss a practical alternative or postponement. If performance is unlawful or cannot reasonably proceed for the booked event, either party may end the affected part without the clause 12 percentage charge. We will refund amounts for equipment and services not supplied and release unused bond security. Any retention for work already supplied or unavoidable costs must be agreed and lawful; it is not automatic. Neither party is required to accept a credit instead of a refund due under the law.
15 Responsibility and ending the hire
Each party is responsible to the extent its breach of this agreement or negligence causes loss. You do not indemnify us for our own negligence or that of our staff or contractors. Liability must reflect each party’s contribution and reasonable steps taken to avoid further loss. These terms do not impose a blanket waiver of injury, property damage or consumer claims.
We may suspend unsafe use immediately or end the affected hire for a serious breach that is not fixed after reasonable notice and an opportunity to fix it where practicable. We will explain the reason and use the least disruptive reasonable response. Any charge or refund must reflect services supplied and reasonable, evidenced loss, subject to your statutory rights. We have no right to forcibly enter premises or remove equipment unlawfully.
16 Privacy photography and production use
We use booking and event information to arrange and deliver the hire, process payments, support users and resolve issues, and provide necessary details to the venue and service providers for those purposes. Our privacy notice provides further information. Tell guests that submitted messages and names may appear publicly and may be included in any agreed event export. Keep private or sensitive information out of public messages.
Hiring does not give us automatic permission to publish photos of your event, guests, messages or branding. Marketing use requires separate permission from the relevant rights holders and identifiable people where required. For corporate, television and film work, we will agree any required confidentiality and publicity restrictions in writing. Filming the hired board is permitted for the agreed production; permissions for third-party content remain your responsibility.
17 Contact and resolving concerns
For booking changes, cancellations, bond queries or complaints, email admin@vestahire.com.au and include your booking reference. For urgent event-day issues, use the support contact in your booking documents and follow up by email where practicable.
We will review the facts and try to resolve concerns directly. If we cannot agree, either party may seek assistance from Consumer Affairs Victoria or pursue an available tribunal or court process. Nothing requires you to give up statutory remedies, pay for compulsory arbitration or miss a legal time limit while discussions continue.
18 General terms and acceptance
Victorian law applies, together with applicable Australian law. Either party may use a court or tribunal with lawful jurisdiction; this does not remove a right you have to bring a claim elsewhere. If a provision is unenforceable, the remaining provisions continue to the extent they can operate fairly and lawfully.
A waiver or change must be clearly agreed in writing. The booking documents and these terms record our agreement without excluding representations or rights that the law protects. “Business day” means a day other than a Saturday, Sunday or public holiday in Melbourne.
By accepting the quote and these terms, you confirm that you have read them, that the booking details are accurate to the best of your knowledge, and that you have authority to book for the named hirer. Acceptance does not authorise marketing photography or remove any statutory right.