Terms & Conditions | NEXTCUE Event Management & Global Event Solutions

NEXTCUE

Event Management

Terms & Conditions of Service

Effective Date: 10 March 2025
NEXTCUE (“NEXTCUE”, “we”, “us”, “our”)
Client / “you” / “your” - the person, company or entity engaging NEXTCUE

1. Definitions & Interpretation

1.1 “Agreement” = these Terms & Conditions plus the Quotation/Proposal and any schedules, annexures or attachments.
1.2 “Event” = the function, gathering, performance, conference, ceremony, or other occasion described in the Proposal.
1.3 “Services” = all planning, management, coordination, production, styling, technical, labour, hire, content, logistics tasks as per the Proposal.
1.4 “Packages” = the tiered service offerings (e.g. Essentials, Core, Premium, Custom) as defined in the Proposal.
1.5 “Venue” = location(s) where the Event is held.
1.6 “Third Party Supplier / Contractor” = any service provider, subcontractor, hire company, vendor, entertainer, caterer, etc., engaged for the Event (whether by NEXTCUE or by the Client).
1.7 Headings are for convenience only and do not affect interpretation. If any clause is deemed invalid, the rest remain in effect (severance).

2. Application & Precedence

2.1 These Terms apply whenever NEXTCUE provides a Proposal, performs Services, or issues an invoice.
2.2 In case of inconsistency, the Proposal/Quotation (and any written agreed variation) takes precedence over these Terms.
2.3 No amendment or variation will bind either party unless agreed in writing (including via email) by authorised representatives.

3. Scope & Deliverables

3.1 NEXTCUE will perform the Services and deliverables as set out in the Proposal.
3.2 Anything not expressly included in the Proposal is excluded, unless added in a Variation agreement.
3.3 NEXTCUE may subcontract or engage Third Party Suppliers to perform parts of the Services at its discretion.
3.4 Delivery dates (e.g. for designs, content, run sheets) are estimates only and subject to change; NEXTCUE will communicate changes in a timely manner.
3.5 The Client must provide all required feedback, approvals, assets, and decisions by the deadlines specified by NEXTCUE; failure to do so may delay performance and/or incur additional charges.

4. Packages & Pricing

4.1 NEXTCUE offers Packages (Essentials, Core, Premium, Custom). The Proposal will specify exactly which package and inclusions apply to your Event.
4.2 Inclusions for each Package may cover: labour, AV equipment, lighting, styling, coordination, design, content programming, transport, etc.
4.3 Any request beyond the quoted inclusions (e.g. additional design revisions, extra crew, extra equipment) is treated as a Variation and charged separately (at NEXTCUE’s prevailing rates).
4.4 All prices quoted are in Australian Dollars (AUD) and include GST (unless otherwise stated).
4.5 Prices are valid for 14 days from issue. After this period, NEXTCUE reserves the right to revise pricing.
4.6 NEXTCUE may require cost escalations in case of supplier price increases, currency fluctuations, or material cost changes, provided reasonable notice is given.

5. Payment, Deposits & Terms

5.1 To secure a booking, the Client must pay the Deposit as specified in the Proposal (often a percentage of the total) and sign the Proposal/Agreement.
5.2 The Deposit is non-refundable (except in certain force majeure circumstances, see clause 13).
5.3 The balance is due by the due date shown on the invoice or as otherwise specified (commonly 30 days prior to the Event or per the Proposal).
5.4 Late payments bear interest at 2 % per annum above the RBA Cash Rate, calculated daily from due date until payment in full.
5.5 NEXTCUE reserves the right to suspend or cancel Services for non-payment.
5.6 All additional charges incurred during the Event (e.g. overtime, extra crew, extra equipment) must be settled in full before the Event concludes or immediately upon invoicing.

6. Variations & Scope Changes

6.1 The Client may request variations to Services. Such requests must be made in writing.
6.2 NEXTCUE will assess feasibility and respond with a Variation Proposal (adjusted price, timeline, impact).
6.3 Work on any Variation will only commence after the Client’s acceptance in writing of the Variation Proposal.
6.4 NEXTCUE reserves the right to refuse or decline Variations that are unsafe or impracticable within existing constraints.

7. Event Management & Coordination (for Premium / Custom Packages)

7.1 Event Management Services may include:

  • Pre-production planning (venue liaison, supplier coordination, run sheets)

  • On-site coordination (client liaison, supplier oversight, schedule control, problem solving)

  • Post-event wrap-up, debrief or evaluation (if included)
    7.2 Time allocations (e.g. 5 hours of planning, plus on-day support) will be defined in Proposal. Additional hours charged at NEXTCUE’s standard $95/hr (inc. GST) unless otherwise agreed.
    7.3 If the Client or other stakeholders cause delays or require extra coordination, those hours will be invoiced as overtime.
    7.4 Site visits beyond 15 km from Brisbane CBD may incur a travel fee (to be quoted).
    7.5 NEXTCUE is not responsible for acts, omissions or breaches by third-party suppliers unless it has expressly taken managerial responsibility for them.

8. Labour, Crew & Overtime

8.1 The Proposal will specify labour inclusions (number of crew, hours, roles).
8.2 Additional crew or overtime beyond package limits is charged at $110/hr (inc. GST) (unless otherwise specified).
8.3 Labour charges include 30 minutes pre-bump and 30 minutes post-pack down unless otherwise agreed.
8.4 Crew rest breaks, meals, and legal working time limits must be provided by the Client or Venue; failure to do so may lead to work stoppages or additional charges.
8.5 Delays caused by the Client, Venue, or other parties that result in crew idle or waiting time will be charged at full labour rates.

9. Pre-Production, Design & Content

9.1 Unless otherwise specified, pre-production work (design revisions, technical schematics, styling proposals) is capped (e.g. 4 hours).
9.2 Additional time is billed at $95/hr (inc. GST).
9.3 The Client must deliver all creative assets (logos, slides, video content, copy, show cues) at least 5 days prior to event.
9.4 Late or non-compliant submissions may force NEXTCUE to proceed with available content or require rework at additional cost.
9.5 NEXTCUE may provide up to 2 rounds of revisions as part of the quoted scope; beyond that, further revisions are billable.

10. Cancellation, Postponement & Rescheduling

10.1 Cancellation by Client must be in writing.
10.2 Cancellation fees:

  • More than 28 days out: Deposit is forfeited

  • Between 14–28 days: 20 % of total quote

  • Less than 14 days: 50 %

  • Within 7 days: 100 % of total quote
    (You may tailor these tiers; the percentages above are illustrative.)
    10.3 If the Event is postponed, NEXTCUE may treat it as a cancellation and require a new agreement or rebooking fee.
    10.4 Non-recoverable costs (supplier commitments, permit costs, third party bookings) are payable by the Client even if Event is cancelled or postponed.
    10.5 In the event of cancellation by NEXTCUE (except force majeure), any payments made by the Client will be refunded, less reasonable costs already incurred.

11. Force Majeure

11.1 NEXTCUE is not liable for delay, inability to perform, or cancellation caused by events beyond reasonable control (acts of God, weather extremes, strikes, pandemics, government intervention, venue failure, etc.).
11.2 In such cases, NEXTCUE may:

  • postpone Services or the Event, or

  • terminate the Agreement.
    11.3 If the Event is postponed, NEXTCUE will use reasonable efforts to reschedule and reallocate resources.
    11.4 Any non-recoverable costs already incurred by NEXTCUE may be invoiced to the Client.

12. Liability, Indemnity & Insurance

12.1 NEXTCUE’s liability for direct loss is capped at the total fees paid by Client (unless otherwise agreed).
12.2 NEXTCUE is not liable for indirect or consequential loss (lost profits, business interruption).
12.3 The Client indemnifies NEXTCUE against all claims, liabilities, costs (including legal costs), arising from acts, omissions or negligence by the Client, Venue, or third parties engaged by Client.
12.4 The Client must hold public liability insurance (minimum $20 million or as agreed) covering the Event, and provide certificate on request.
12.5 All Third Party Suppliers engaged by the Client must hold necessary insurances, certifications, safe work method statements (SWMS), permits and licences.
12.6 Damage to NEXTCUE’s or Venue’s equipment caused by Client, guests or third parties is the Client’s responsibility; repair or replacement costs shall be invoiced.

13. Termination & Suspension

13.1 NEXTCUE may suspend or terminate Services if:

  • Client fails to pay or is overdue,

  • Venue or Event environment becomes unsafe or non-compliant,

  • Client materially breaches these Terms and fails to remedy within 7 days of notice.
    13.2 If terminated, the Client remains liable for Services rendered up to termination, plus any non-recoverable commitments and costs.
    13.3 Upon termination, both parties must promptly return or destroy confidential information and materials of the other.

14. Intellectual Property & Usage Rights

14.1 NEXTCUE retains ownership of its creative works, design materials, technical programs, show content and methodologies, unless otherwise assigned in writing.
14.2 The Client is granted a non-exclusive, non-transferable licence to use final deliverables (e.g. content, visuals) for the Event and agreed purposes.
14.3 The Client warrants that any content supplied to NEXTCUE (logos, images, music) is free of third-party claims, rights or infringement.
14.4 NEXTCUE may use non-confidential images, videos or highlights from the Event in promotional materials or portfolio unless the Client requests in writing otherwise.

15. Confidentiality

15.1 Each party must keep confidential all commercially sensitive or proprietary information of the other.
15.2 This obligation survives termination or completion of Services.

16. Dispute Resolution, Governing Law & Jurisdiction

16.1 Parties must attempt in good faith to resolve disputes by negotiation.
16.2 If unresolved, disputes may go to mediation before resorting to litigation.
16.3 These Terms are governed by the laws of Queensland, Australia, and parties submit to the non-exclusive jurisdiction of its courts (or as agreed).

17. Miscellaneous / Boilerplate

17.1 Notices: All notices must be in writing (email acceptable) to the addresses in the Proposal.
17.2 No Waiver: A failure or delay to enforce a right is not a waiver of that right.
17.3 Assignment: Client may not assign the Agreement without NEXTCUE’s written consent.
17.4 Severance: If any provision is invalid, the rest remain.
17.5 Entire Agreement: This Agreement comprises all prior understandings; any other terms (verbal or written) are excluded.
17.6 Costs: Legal and recovery costs are borne by the defaulting party.
17.7 Third Party Rights: Unless expressly stated, no third party may enforce rights under this Agreement.

18. Additional / Optional Clauses to Consider

You may choose to add or customise these depending on your operations:

  • Alcohol & Licensing: Client responsible for licences, RSA compliance, liquor liability.

  • Noise, Curfew & Local Bylaws: Client must ensure compliance with local noise, curfew, and council regulations.

  • Venue Rules & Permits: Client must secure and pay for permits, venue licences, council approvals, insurances, safety plans.

  • Decorations & Confetti: Prohibition or restrictions on confetti, open flame, helium balloons, etc.

  • Security & Crowd Control: Client to arrange security if required.

  • Age Restrictions/Minor Supervision: Rules around minors, ID checks.

  • Data & Privacy: If collecting personal data, include privacy / data handling terms.

  • Public Health & Safety: COVID, hygiene standards, vaccination, health declarations, etc.

  • Lockouts / Access times: Venue access, bump in / bump out windows, after hours work.

  • Royalty & Copyright Clearances: Client responsible for licences for music or media content (e.g. APRA, PPCA).