TERMS AND CONDITIONS OF HIRE

ARCHIVE – A SUBSIDIARY OF CENE STYLING STUDIO
ABN: 51 510 187 787

1. INTRODUCTION

These Terms & Conditions (“Terms”) apply to all hire services provided by ARCHIVE (“Archive”, “we”, “us”).

By accepting a quotation, paying a deposit, or confirming your booking in writing, you (“the Client”) agree to be bound by these Terms.

These Terms operate in conjunction with:

  • Your approved quotation

  • Any invoices issued

  • Any item-specific or service-specific conditions

Where any inconsistency arises, service-specific terms prevail to the extent of that service.

The Client acknowledges that Archive’s hire items are limited in quantity and reserved for specific dates. The allocation of items and event dates forms a material component of the value of the services.

The parties agree to act reasonably and in good faith in the interpretation and application of these Terms.

2. HIRE & BOOKING TERMS

2.1 QUOTATIONS

All quotations:

  • Are valid for 14 days from issue

  • Are subject to availability at the time of booking

  • May be revised where scope, logistics, or requirements change

2.2 BOOKING CONFIRMATION

A booking is confirmed when:

  • A deposit is paid; and

  • When the hire agreement is signed

No items are held without payment.

2.3 INTERSTATE HIRE

Archive primarily services events within Victoria, however will offer interstate hire on select items, at Archive’s sole direction and subject to:

  • Item suitability for transport

  • Courier or freight availability

  • Additional fees and lead times

Archive reserves the right to decline interstate hire requests for any item.

The Client acknowledges that Archive is not responsible for delays, loss, or damage caused by third-party freight providers, to the extent permitted by law.

2.4 INTERSTATE HIRE PERIOD & ADDITIONAL CHARGES

For all interstate bookings, hire items are allocated for an extended period to account for transit time.

The standard interstate hire period is eight (8) days, comprising:

  • A standard four (4) day hire period; and

  • An additional four (4) days during which items are unavailable due to shipping and return transit.

The Client acknowledges that during this time, items are reserved exclusively and cannot be hired to other clients.

Accordingly, interstate hire is charged as:

  • The standard hire fee for the initial four (4) day period; plus

  • An additional charge equal to 50% of the standard hire fee for the extended transit period.

This pricing reflects the extended allocation of items and loss of hire availability.

All interstate hire charges will be confirmed in writing prior to dispatch.

Archive reserves the right to extend the hire period and apply additional charges where transit delays or logistical requirements result in items being unavailable beyond the standard interstate hire period.

3. PAYMENTS & CHARGES

3.1 DEPOSIT

A deposit is required to secure your booking.

The deposit represents a genuine pre-estimate of loss, including item reservation, administrative time, and loss of booking opportunity, and may be retained in accordance with cancellation terms.

3.2 BOND / SECURITY DEPOSIT

A bond / security deposit is required for all hire items.

The bond is held as security against:

  • Loss

  • Damage

  • Breakage

  • Additional cleaning

  • Late return

The bond will be refunded following inspection, less any applicable deductions.

3.3 DAMAGE WAIVER

A damage waiver is applied to all hire bookings.

The damage waiver:

  • Covers minor wear and tear;

  • Does not cover loss, theft, negligence, misuse, or major damage.

Archive reserves the right to determine, acting reasonably, whether damage falls within fair wear and tear.

3.4 CLEANING FEES

Cleaning fees may apply depending on the item type.

The Client must return items:

  • Free from excessive soiling;

  • Without wax, stains, or residue;

  • In the condition received (fair wear and tear excepted)

Additional cleaning, restoration or replacement costs will be charged where required.

4. HIRE PERIOD

The standard hire period is four (4) days, calculated from the agreed collection or delivery time until the scheduled return or collection time.

The Client must ensure that all items are returned or made available for collection at the agreed time.

Where items are not returned within the allocated hire period, and no prior written agreement has been made:

  • An additional hire period will automatically apply; and

  • A fee equal to 50% of the standard hire fee per additional hire period (or part thereof) will be charged.

This amount may be deducted from the bond, and where the bond is insufficient, Archive reserves the right to invoice the Client for any outstanding balance.

The Client acknowledges that late returns impact availability for other bookings and that these charges reflect a reasonable estimate of loss.

Archive reserves the right to recover any additional costs or losses incurred where late return impacts subsequent bookings.

5. USE OF ITEMS

5.1 PROPER USE

All hire items must be used:

  • For their intended purpose;

  • In a safe and appropriate manner;

  • In accordance with any instructions provided.

5.2 PROHIBITED USE

The following are strictly prohibited:

  • Open flame candles or naked flames on or near linens, fabrics, or styling items or antiques;

  • Use of items in unsafe or unsuitable environments;

  • Any modification, alteration, or misuse of items.

The Client is responsible for any damage resulting from prohibited use.

5.3 Installation & stylist-Only Items

Certain items are designated as installation-only or stylist only.

These items:

  • Must be installed, handled, and packed down by Archive or a registered coordinator or stylist;

  • Are not available for dry hire.

Where installation-only items are interfered with, moved, or handled by any person other than Archive:

  • Archive is not responsible for any resulting damage or outcome;

  • Additional fees may apply.

6. RISK & RESPONSIBILITY

6.1 TRANSFER OF RESPONSIBILITY

Responsibility for hire items transfers to the Client upon:

  • Delivery; or

  • Completion of installation

and remains with the Client until items are collected or pack down is completed.

6.2 CLIENT RESPONSIBILITY

The Client is responsible for:

  • Loss, theft, or damage;

  • Misuse or mishandling;

  • Damage caused by guests, venue staff, or other suppliers.

This includes the full replacement cost where items are lost or irreparably damaged.

6.3 PROTECTION OF ITEMS

The Client must ensure items are:

  • Protected from weather (including wind, rain, heat);

  • Not exposed to unsafe conditions;

  • Secure when unattended.

6.4 POST-INSTALLATION

Where Archive installs items:

Archive is not liable for:

  • Damage occurring after installation;

  • Movement or interference by third parties;

  • Incorrect handling by venue staff or guests

except where caused by Archive’s failure to exercise due care and skill.

7. DELIVERY, COLLECTION AND SHIPPING

7.1 CLIENT COLLECTION

Client collection is available at designated times on three (3) days per week, as specified in the Client’s individual booking confirmation.

The Client must collect items within the allocated time window.

Archive is not obligated to accommodate collection outside of these times.

Failure to collect items at the agreed time may result in:

  • Delays to the hire period; and/or

  • Additional fees, where re-scheduling is required.

7.2 DELIVERY & COLLECTION (LOCAL)

Archive may offer delivery and collection services for local bookings.

Delivery and collection fees are:

  • Quoted individually; and

  • Determined based on location, timing, access conditions, and scope of items.

The Client must ensure that:

  • Accurate delivery details are provided;

  • Suitable access is available; and

  • A responsible person is present where required.

Additional charges may apply where:

  • Access is delayed or restricted;

  • Delivery or collection times are exceeded; or

  • Re-attendance is required.

7.3 INTERSTATE DELIVERIES & COLLECTIONS

For approved interstate bookings, items will be dispatched via Australia Post Express or an equivalent carrier selected by Archive.

Archive will provide:

  • Return packaging;

  • Return shipping labels; and

  • Instructions for safe repacking and dispatch.

The Client must:

  • Repack items in accordance with provided instructions; and

  • Lodge return shipments within the specified timeframe.

7.4 SHIPPING RESPONSIBILITY

Archive will use reasonable care in packaging and dispatching items. However, Archive is not liable for delays, loss, or damage caused by third-party shipping providers, to the extent permitted by law.

The Client remains responsible for hire items from the time of delivery until items are returned to Archive or collected by Archive.

Additional charges may apply where return shipments are delayed, incorrectly packaged, or result in damage.

8. LOSS & DAMAGE CHARGES

8.1 LOSS AND DAMAGE CHARGES

Where items are:

  • Lost

  • Stolen

  • Broken

  • Damaged beyond repair

The Client will be charged the full replacement value of the item.

Archive will act reasonably in assessing damage and associated costs.

8.2 UNRETURNED ITEMS

In the event that any hire item is lost, missing, or not returned at the agreed time, the Client will be notified and given seven (7) business days to locate and return the item.

During this period:

  • The bond will be held; and

  • The item will be treated as outstanding.

If the item is not returned within this timeframe, it will be deemed lost, and Archive reserves the right to:

  • Deduct the full replacement cost of the item from the bond; and

  • Charge any remaining balance where the replacement cost exceeds the bond amount.

If the item is returned within the seven (7) business day period, the bond will be assessed in accordance with these Terms, including any applicable cleaning, repair, or damage costs.

Archive will act reasonably in assessing loss, damage, and associated costs.

9. CANCELLATION & CHANGES

9.1 COOLING OFF PERIOD

A three (3) business day cooling-off period applies from the date of booking confirmation or deposit payment.

Within this period, all payments made are fully refundable.

9.2 CANCELLATION CHARGES

After the cooling-off period, the following cancellation terms apply:

  • More than 14 days prior to the booked date:
    Payments made will be refunded, less an administration fee equal to 20% of the total booking value.
    This fee reflects administrative time, item allocation, and loss of booking opportunity.

  • 14 days or less prior to the booked date:
    No refund will be provided due to item reservation, allocation of inventory, and limited ability to rehire.

The Client acknowledges that hire items are reserved in advance and removed from availability for other bookings, and that these terms represent a reasonable estimate of loss.

Archive will act reasonably and in accordance with applicable laws in applying this clause.

9.3 CHANGES TO BOOKING

All changes must be requested in writing and are subject to availability.

Archive is not obligated to accommodate:

  • Changes requested within fourteen (14) days of the booked date; or

  • Changes that materially alter the scope or logistics of the booking.

Where changes are accepted, Archive reserves the right to:

  • Adjust pricing; and

  • Apply additional fees to reflect revised requirements.

Any reduction in hire items will be treated as a partial cancellation and subject to the terms outlined in clause 9.2.

10. LIABILITY

Archive will provide services with due care and skill.

To the extent permitted by law:

  • Archive is not liable for indirect or consequential loss;

  • Archive is not responsible for third-party failures (including couriers and venues).

Where permitted by law, Archive’s liability is limited to the resupply of services or the cost of resupplying the services.

Nothing in these Terms excludes or limits any rights under the Australian Consumer Law.

11. GENERAL

These Terms are governed by the laws of Victoria, Australia.