Events Terms & Conditions

Last Updated: August 2026

Effective Date:

This Agreement outlines the terms under which Cercle, Betizen, and Ruzi (“we”, “our” or “us”) provides reusable event leased items (“Assets”) to the customer (“you” or “the client”) for temporary use during an event.

Definitions of Service

Event levels of service are defined as the following:

Delivery & Pickup: Cercle organises delivery (staffed or courier) of all assets and equipment to a designated suitable drop-off location and collects them post-event at the agreed times and location. All equipment positioning, setup, teardown, repacking, consolidation and attaching of return freight labels for collection are strictly the responsibility of the client. Service is within 1-2 days prior and post event date.

Bump-in & Bump-out Service: We deliver assets during your scheduled bump-in window and install equipment at your event venue to specified areas and vendors. Post-event, our team assists during your bump-out window with dismantling, repacking, and palletising equipment to prepare it for pickup. 

Event Full Service Support: Dedicated operational support (such as vendor management, attendee education, and/or reuse and waste system management) may be contracted at hourly rates. Specific roles, responsibilities, and allocated hours will be outlined and agreed upon in your Quote.

Options may vary for your event depending on location and availability of our staff and inventory.

1. Assets Available for Lease

We offer the following examples of reusable items for event leasing:

Resuable Asset Types	Product Examples
Cups	Hot cups, Cold cups, alcohol-service suitable, lids
Containers	Trays, clamshells, pots, plates, etc
Drop Pods (collection points)	Standard Pods, Event Pods, Smart Pods
Cercle Tech	Reserve PoS terminals
Supporting Assets	Tubs & crates, reusable liners, Signage

All rentals are subject to availability, and must be booked in advance.

2. Rental Duration

The rental duration of assets is one week, unless otherwise agreed upon at the time of booking and confirmed in your quote or invoice. Additional fees may apply for extended hire or late returns.

3. Pricing

Pricing & Fee Scope: Final pricing is established in your accepted Quote, covering all agreed services, assets, and handling fees.

Unforeseen Cost Variations: Cercle reserves the right to pass on extraordinary third-party operational cost increases (e.g., fuel surcharges, emergency supply chain fees, or venue-mandated charges) incurred prior to the event. Cercle will provide formal written notice of any required adjustment, detailing the direct cause of the price increase..

4. Additional Charges (Wash Hub Service)

Additional fees may be incurred post-event, which may typically include:

• Replacement (loss) charges for assets
• Additional wash service fees – Where assets arrive in a condition outside of the standard washing scope. These may include, but are not limited to:
  • Custom brand/stock sorting
  • Secondary washing
  • Heavy soiling
  • Rubbish sorting/disposal required

Additional fees and pricing per unit can be provided on request, and during consultation of your events services. 

5. Ownership, Risk and Liability

Title and Ownership
All equipment, reusable assets, crates, washing infrastructure, and branding materials provided by Cercle remain the exclusive property of Cercle at all times. This Agreement constitutes a service and equipment hire agreement only; no title, ownership, or intellectual property rights are transferred to the Client.

Care, Custody, and Transfer of Risk
Risk of loss, theft, damage, or destruction of all assets transfers to the Client immediately upon delivery or handoff at the venue (bump-in) and remains fully with the Client until the assets are collected by Cercle (bump-out). During this period, the Client assumes sole responsibility for the custody, supervision, safe storage, and proper use of all equipment and assets.

Loss, Damage, and Reconciliation
The Client is liable for any missing, stolen, damaged, or destroyed assets. Cercle will conduct a count as described in Section 6.

Limitation of Liability and Indemnity
To the maximum extent permitted by law:
Cercle shall not be liable for any direct, indirect, incidental, or consequential damages, loss of revenue, or personal injury arising out of the Client’s or event attendees’ use, misuse, or handling of the assets during the booking period.
The Client agrees to indemnify, defend, and hold harmless Cercle, its officers, employees, and agents from and against all claims, liabilities, losses, damages, or legal fees resulting from site conditions, client operational management, attendee misuse, or breach of these Terms.

6. Asset Counts and Reconciliation

Baseline Allocation (Pre-Event)
Assets are dispatched according to quantities detailed in your confirmed Quote, which serves as the official baseline for audit purposes. For larger events, a packing slip listing allocated quantities will be provided upon delivery.

Audit & Counting Process (Post-Event)
All returned assets are audited and counted upon return to Cercle’s facility during the washing process (unless otherwise agreed in writing). Clients may request a copy of the final post-event reconciliation summary once the audit is complete.

Loss, Damage, and Replacement Liability
The Client assumes full financial liability for any lost, stolen, damaged, or unreturned assets. Daily rental rates (charged at 10% of asset value per day) cover equipment hire only and do not apply toward replacement fees. If items are missing or damaged beyond reasonable operational wear and tear, the Client agrees to pay 100% of the full replacement cost or applicable repair fees.

Post-Event Invoicing & Payment
Any missing stock or damage charges determined during the washing audit will be billed via a post-event invoice. The Client agrees to settle this invoice under Cercle’s standard payment terms (Section 11).

7. Charges and Refunds

• If assets are missing or damaged, a post-event loss charge will be applied according to the replacement cost schedule.
• Many events include an estimated Return Rate (loss) charge that will be quoted prior to your event. Depending on your event reuse outcomes, a further post-event charge or refund will be applied.
• If assets were provided in sealed tubs, any assets in tubs returned sealed will not incur the quoted washing cost, and post-event deductions will be applied.
• If no return rate charge was collected, any post-event charges will be invoiced separately.

8. Event Confirmation, Deposits & Post-Event Settlements

Booking Confirmation, Deposits, and Purchase Orders
A booking is considered confirmed only upon formal acceptance of the Quote and fulfilment of required billing conditions.
Depending on the Client, event scope, and operational requirements; Cercle may require an upfront deposit or an official Purchase Order (PO) prior to reserving assets and securing event dates.

Post-Event Invoicing
Following event completion and stock audit, a final post-event invoice—covering service charges, outstanding balances, and any loss or damage fees determined during audit—will be issued within five (5) business days of washing and inventory reconciliation.

Refunds and Credit Adjustments
If an upfront deposit exceeds the final billable amount, or if a refund is otherwise applicable following stock audit and reconciliation, Cercle will process the refund within seven to ten (7–10) business days following washing and reconciliation.

9. Additional Requirements

Site Access & Delivery Windows
Site Access & Timelines: The Client is responsible for ensuring full, safe, and unobstructed access to the designated venue during all agreed delivery, bump-in, bump-out, and pickup windows. If entry is delayed due to venue restrictions, security holds, client delays, or site unreadiness, wait time will be billed at our standard hourly Standby Rate (calculated in 15-minute increments).

The Client is responsible to ensure that access to areas and parking necessary to deliver the event is organised and provided.

Equipment Readiness for Bump-Out / Pickup
Equipment Readiness: For Delivery & Pickup services, all equipment and assets must be fully packed, consolidated, and positioned at the agreed pickup location prior to the scheduled pickup time. If equipment is not packed, accessible, or ready for loading upon our arrival, the Client agrees to pay either:

– Standard hourly Standby Rates while staff wait for readiness, or
– A Rescheduling & Transport Fee if our team must leave and return at a later time/date.

Standby & Additional Labor Charges
Standby & Extra Labor Fees: Any delays exceeding 15 minutes beyond agreed time slots caused by site unreadiness, access issues, or operational holds will incur a charge of $75.00 per staff member per hour. Any additional labor required on-site that falls outside the original scope of work defined in the Quote will be billed at our standard event support rates.

10. Cancellations Policy

Cancellations must be made in writing. The following applies from the event date:

• Greater than 5 business days, and assets not dispatched: No cancellation fee.
• Greater than 5 business days, and assets dispatched: Shipping and logistics fees apply, cancellation fee of 10% of total quote to cover operational costs.
• Less than 5 business days: Shipping and logistics fees apply, cancellation fee of up to 50% of total invoice to cover operational costs.
• Less than 24 hours: A cancellation fee of 100% of total invoice occurs.

11. Payment Terms

• Once a quote is confirmed, an Invoice will be sent according to client preferences (such as PO information being added)
• Any deposit charges need to be paid immediately to confirm the event
• Payment is due within 14 days of the invoice date unless otherwise agreed in writing.
• Late payments may incur an administrative fee or interest charges.

12. Agreement Acceptance

By confirming a booking with us, you acknowledge and accept these Terms and Conditions.