Booking & Refund Policy

Booking, Cancellation and Refund Policy
Speaking and Presentation Engagements
Average AF Pty Ltd (ABN 24 647 769 579)
Version 1.0

This policy forms part of every booking. It is provided before payment and referenced on the booking confirmation.

1. FEES
1.1 The presentation fee is quoted per day and confirmed in writing on the booking sheet before any payment is made. A standard day rate applies as a guide. The actual fee varies with location — local engagements are charged at less, and distant engagements may be charged at more.
1.2 A day covers delivery at one location. Multiple sessions at the same location on the same day are included. Additional locations, or delivery across more than one day, are charged per day.
1.3 Travel and accommodation are included in the quoted fee. No separate charge is made for getting to or staying at the location. This is why the fee varies by location.
1.4 The fee stated on the booking sheet is the whole fee. No additional amount is charged for preparation, materials or travel time.
1.5 Every amount paid under a booking is a fee and qualifies for refund under clause 4, subject only to the deduction of non-recoverable costs under clause 3.

2. SECURING A DATE
2.1 A date is held on a provisional basis for seven days from the date of quotation. After that it is released without notice.
2.2 A booking is confirmed when: the client returns a signed booking confirmation or provides written acceptance by email; and the deposit under clause 2.3 has been received.
2.3 A deposit of 50% of the presentation fee is payable to confirm the booking. The balance is payable within seven days of delivery unless otherwise agreed in writing.
2.4 Once a date is confirmed, other enquiries for that date are declined. That is the basis for the cancellation terms below.

3. COSTS INCURRED ON THE CLIENT'S BEHALF
3.1 Once a booking is confirmed, arrangements are made in reliance on it — flights, accommodation, vehicle hire, materials, site inductions, prequalification fees and similar.
3.2 Where a cost has been incurred and cannot be refunded, credited or reasonably reused, that amount is deducted from any refund otherwise payable, regardless of how far in advance the cancellation occurs.
3.3 Where a cost is recoverable — for example a flight that can be credited — the client is not charged for it.
3.4 Evidence of any non-recoverable cost is provided to the client on request.
3.5 Where non-recoverable costs exceed the amount held, the difference is invoiced and payable within fourteen days.

4. CANCELLATION BY THE CLIENT
Notice is calculated from the date written notice is received to the date of the scheduled engagement.

More than 14 days' notice — fees fully refunded; non-recoverable costs deducted from refund.
7 to 14 days' notice — 50% of fees refunded; non-recoverable costs deducted from refund.
Less than 7 days' notice — no refund; non-recoverable costs additionally payable if not covered.

4.1 A booking cancelled within seven days of the engagement is not refundable. At that point the date cannot be filled, travel is committed, and preparation is complete.
4.2 Cancellation must be given in writing. A verbal cancellation is not effective until confirmed in writing.
4.3 Where the client cancels within seven days and no deposit has been paid, the full quoted fee remains payable.

5. POSTPONEMENT
5.1 A confirmed booking may be postponed once, at no charge, provided written notice is given more than 14 days before the engagement and a replacement date within six months is agreed at the time.
5.2 Non-recoverable costs arising from a postponement are payable by the client under clause 3, even where the postponement is free of charge.
5.3 A postponement requested with less than 14 days' notice is treated as a cancellation under clause 4, and the new booking is treated as a fresh booking.
5.4 A second postponement is treated as a cancellation under clause 4.

6. CANCELLATION BY THE PRESENTER
6.1 Where the engagement is cancelled by the presenter for any reason other than clause 7, the client receives: a full refund of every amount paid, with no deduction of any kind; and first option on a replacement date.
6.2 Reasonable efforts will be made to give as much notice as possible and, where appropriate, to assist in identifying an alternative presenter.
6.3 The presenter is not liable for the client's own costs arising from such a cancellation, including venue hire, catering or staff time.

7. CIRCUMSTANCES BEYOND EITHER PARTY'S CONTROL
7.1 Where an engagement cannot proceed because of circumstances beyond the reasonable control of either party — including illness, injury, bereavement, extreme weather, road closure, industrial action, site shutdown, withdrawal of site access, or a public health direction — the parties will agree a replacement date in good faith.
7.2 Where no replacement date can be agreed within six months, amounts paid are refunded less non-recoverable costs under clause 3.
7.3 Neither party is liable to the other for consequential loss arising from such circumstances.

8. CHANGES BY THE CLIENT
8.1 A change to the date, location or format requested more than 14 days out will be accommodated where reasonably possible.
8.2 Where a change increases the cost of delivery — additional travel, a second day, a longer session — the difference is quoted and payable before the engagement.
8.3 A change of location or date requested within 14 days is treated as a postponement under clause 5.

9. CLIENT OBLIGATIONS
9.1 The client is responsible for the venue, its suitability and safety, attendee attendance, and any audiovisual equipment agreed to be supplied.
9.2 Where site access requires induction, prequalification, medical clearance or similar, the client must advise of the requirement at the time of booking and provide reasonable assistance in meeting it.
9.3 Where an engagement cannot proceed because site access is refused or required clearances were not advised in advance, clause 4 applies as though the client had cancelled on that day.

10. PAYMENT
10.1 Invoices are payable within the terms stated on the invoice.
10.2 Overdue amounts may attract interest at the rate prescribed for unpaid judgment debts in Queensland, and reasonable recovery costs are payable by the client.
10.3 All amounts are in Australian dollars.

11. CONSUMER RIGHTS
11.1 Nothing in this policy excludes, restricts or modifies any guarantee, right or remedy under the Australian Consumer Law or any other law that cannot be excluded.
11.2 Where a right under the Australian Consumer Law applies and cannot be excluded, liability is limited, to the extent permitted, to resupplying the service or paying the cost of resupply.

12. GENERAL
12.1 This policy is governed by the laws of Queensland, Australia.
12.2 This policy may be updated from time to time. The version in force at the date of booking applies to that booking.
12.3 Questions about this policy, and all cancellation or postponement notices, should be directed to averageafbookingrequests@proton.me.

Presented to the client before payment and forming part of the booking confirmation.