BOOKINGS & PAYMENT

A non-refundable 20% deposit is required to secure your booking. Your booking is not confirmed until the deposit has been received.

The remaining balance is due on the day of your event prior to commencement, unless otherwise agreed in writing.

TRAVEL FEES & SERVICE AREA

Pilates Picnic Melbourne is based in Melbourne's western suburbs. Travel is included for events located within a 20km radius of our base location.

For events located beyond this radius, a travel fee may apply. Any applicable travel fees will be discussed and confirmed with the client prior to booking confirmation.

By proceeding with a booking, the client agrees to any travel fees outlined and accepted at the time of booking.

CANCELLATIONS & RESCHEDULING

The 20% booking deposit is non-refundable.

Should you need to cancel your event, we kindly request that you notify us as soon as possible.

Rescheduling requests made with at least fourteen (14) days' notice may be accommodated free of charge, subject to availability. Requests made with less than fourteen (14) days' notice may be treated as a cancellation at the discretion of Pilates Picnic Melbourne.

If a suitable alternative date cannot be arranged, the booking will be treated as a cancellation and the deposit will be forfeited.

All rescheduled bookings remain subject to availability.

WEATHER POLICY

As our events are primarily held outdoors, weather conditions may impact your booking.

To help ensure your experience is as seamless and enjoyable as possible, we closely monitor weather forecasts in the lead-up to your event. We recommend having a backup option available, such as an indoor venue, private residence, or undercover space.

Where possible, we are happy to assist with rescheduling your booking due to adverse weather conditions, subject to availability.

Please note that the 20% booking deposit remains non-refundable in the event of weather-related cancellations, rescheduling requests, or date changes.

HEALTH & PARTICIPATION

By participating in activities provided by Pilates Picnic Melbourne, all participants acknowledge that they do so voluntarily and at their own risk.

Participants are responsible for ensuring they are physically fit and medically able to participate in the activity. It is the responsibility of each participant to notify the instructor prior to the commencement of the class if they have any injuries, medical conditions, disabilities, concerns regarding their physical health, or if they are pregnant or postpartum.

Participants who are pregnant, postnatal, recovering from injury, or managing a medical condition are encouraged to seek advice from their GP, specialist, or healthcare provider prior to participation.

Participants are encouraged to exercise within their own limits and immediately stop any activity that causes pain, discomfort, dizziness, or distress.

While instructors may provide general guidance and exercise modifications where appropriate, participants remain responsible for monitoring their own physical condition throughout the activity.

To the extent permitted by law, Pilates Picnic Melbourne, its instructors, employees, and contractors will not be liable for any injury, loss, damage, aggravation of a pre-existing condition, or claim arising from participation in wellness or fitness activities, except where liability cannot be excluded under Australian law.

Each participant accepts responsibility for their own health, wellbeing, and actions during the event.

SAFETY & EVENT CONDUCT

Participants are encouraged to remain hydrated throughout the event, particularly during warmer weather. While water may be provided as part of certain packages, participants remain responsible for managing their own hydration needs and taking appropriate breaks where required.

For safety reasons, candles supplied as part of the picnic styling are decorative only and must not be lit by guests unless expressly authorised by Pilates Picnic Melbourne.

Clients and guests must not leave the event setup, picnic styling, equipment, or venue unattended during the booking period.

Parents, guardians, and supervising adults remain solely responsible for the care, supervision, safety, and behaviour of any children attending the event. Children must be supervised at all times.

Pilates Picnic Melbourne accepts no responsibility for injuries, accidents, incidents, or damages arising from inadequate supervision of children.

Guests are expected to behave in a respectful and safe manner throughout the event. We reserve the right to cease services if any participant's behaviour is considered unsafe, inappropriate, abusive, or poses a risk to others.

EVENT RESPONSIBILITIES

Clients and guests are responsible for their own personal belongings during the event. Pilates Picnic Melbourne accepts no responsibility for lost, stolen, or damaged items.

Clients are responsible for ensuring that the chosen event location is suitable and accessible for setup. Any access restrictions, parking limitations, permit requirements, stairs, long walking distances, or other site-specific conditions must be disclosed prior to the event.

Failure to disclose access restrictions or location requirements may result in delays, modifications to setup, or additional fees.

For safety reasons, clients and guests are responsible for ensuring that no broken glass or hazardous materials are brought into or used within the event space. Any breakages or hazards must be reported immediately.

Additional cleaning, repairs, or damage caused by broken glass or unsafe materials may incur additional charges.

FOOD & THIRD-PARTY SERVICES

Pilates Picnic Melbourne does not prepare, supply, or serve food.

Where recommendations are provided for third-party caterers or service providers, these businesses operate independently of Pilates Picnic Melbourne. Clients engage such providers at their own discretion and risk.

Any dietary requirements, allergies, intolerances, or food-related concerns must be communicated directly to the relevant catering provider.

Pilates Picnic Melbourne accepts no responsibility for food supplied by third-party providers.

PHOTOGRAPHY & SOCIAL MEDIA

We may occasionally take photographs or videos during events for promotional, marketing, and social media purposes.

If you or any of your guests do not wish to appear in photographs or promotional content, please notify us prior to the event and we will respect your request.

DAMAGE TO EQUIPMENT

The booking holder is responsible for any loss, theft, or damage to picnic styling items, décor, equipment, props, furniture, tableware, or Pilates equipment caused by guests during the event, excluding reasonable wear and tear.

Any damaged, missing, or stolen items may incur a repair or replacement fee.

DIY PACKAGE RETURNS

Clients booking the DIY Package are responsible for returning all hired items in the condition in which they were received and by the agreed return date and time.

Any missing, damaged, stained, broken, or excessively soiled items may incur a cleaning, repair, or replacement fee.

Late returns may attract additional charges.

Pilates Picnic Melbourne reserves the right to recover the cost of replacing any items that are not returned or are returned in a condition that renders them unusable.

ACCEPTANCE OF TERMS

By paying a deposit and confirming a booking with Pilates Picnic Melbourne, the client acknowledges that they have read, understood, and agreed to these Terms & Conditions.

The client further confirms that they are accepting these Terms & Conditions on behalf of all guests and participants included in the booking and accepts responsibility for ensuring that all members of their party are aware of and comply with these Terms & Conditions.