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Dyss Events Cancellation Policy 2.1

Confirmation of a Project:

A project is considered confirmed when a quote has been accepted, whether through Xero, email confirmation, raising a Purchase Order (PO), phone conversation, or text message. This ensures clarity and allows Dyss Events to proceed with the necessary preparations.

Non-Refundable Costs

Please note that the following expenses incurred by Dyss Events at any stage of the project are non-refundable and will be invoiced to the client:

time and resources already committed by Dyss Events
talent bookings
labour hire agreements (less than 7 Days notice)
some third-party services and equipment hires
non-refundable deposits
event-specific purchases

This may also apply to costs arising from supplier agreements that Dyss Events chooses to honour at its discretion following a client-initiated cancellation, in order to maintain trust and professionalism within our industry network.

Project Management Fee

For larger or more complex engagements that involve detailed planning, coordination with multiple suppliers, and extended lead times, a project management fee of 30% of the project total may also be applied on top of the above costs. This fee covers the additional time, administration, communication, and logistical oversight required to ensure smooth project delivery.

1. Cancellation by Client:

a. Cancellation Notice: The client must notify Dyss Events of any cancellation through a direct phone call, followed by written confirmation via email. Both forms of notification are required to ensure the cancellation is acknowledged. If this process is not completed, charges will be applied as if the event is proceeding as scheduled.

b. Cancellation Fees:

If cancellation is made 14 days or more prior to the event date, there will be no cancellation fee.

If cancellation is made less than 14 days prior to the event date, the following applies:

If cancellation is made between 7 and 14 days prior to the event date, a cancellation fee equivalent to 35% of the total estimated event cost will be invoiced to the client.
If cancellation is made less than 7 days prior to the event date, no refund will be provided, and the client agrees to pay 50% of the total estimated event cost as a cancellation fee.
If cancellation is made less than 2 days prior to the event date, the client agrees to pay 80% of the total estimated event cost as partial payment to cover expenses incurred by Dyss Events.
If cancellation occurs while the event is in progress, or if crew and equipment have already been deployed, the client agrees to pay 100% of the invoice. Dyss Events will make every effort to pass on any feasible reductions to the client if possible; however, this is not an obligation.

c. Exceptional Circumstances: In exceptional circumstances (e.g., force majeure events), Dyss Events reserves the right to waive cancellation fees or provide alternative solutions at its discretion.

2. Rescheduling:

a. Rebooking: The client may request to reschedule the event for a different date, subject to availability and approval by Dyss Events. Rebooking requests must be made at least 14 days prior to the original event date. (Some exceptional circumstances may sometimes be applicable to allow for shorter cancellation timeframes)

b. Rebooking Deposit: A non-refundable deposit, equivalent to 25% of the total estimated event cost, must be paid by the client to secure the new event date. The deposit will be applied towards the total event cost. In some cases, if the cancellation occurs within a shorter time frame than the specified notice period, the cancellation fees may be applied towards the rebooking fee and deducted from the total cost of the new event.

3. Payment Obligations:

- Outstanding Payments: Any outstanding payments for services already rendered or expenses incurred by Dyss Events up to the date of cancellation will remain payable by the client.

4. Communication:

- Contact Information: The client must ensure that Dyss Events has accurate contact information for communication regarding the event and any related matters.

- Notice Delivery: All cancellation notices and requests for rescheduling must be delivered in writing to Dyss Events at the contact information provided.

By proceeding with the event booking, the client acknowledges that they have read, understood, and agreed to abide by the terms and conditions outlined in this cancellation policy.

For any questions or concerns regarding the cancellation policy, please contact us.