Events In The Time Of Covid

 

Planning an event in the time of Covid – even a glass of champagne in hand doesn’t make it any more fun! However don't worry, we are still hosting fabulous events and giving our treasured clients and the events they deserve! We understand that this is an unpredictable time for everyone and we want to do our very best to support our clients with options for their events. We have created this Covid resource for our clients with some common FAQ’s related to the current Covid situation, how we can help and what you can expect if things aren’t able to proceed the way you thought they would.

We genuinely care about our clients have such a passion for what we do – we are sure this has already been demonstrated to you in our work together so far! So grasp a caramel mocha and have a read over the below, and let’s talk planning an event alongside all of this Covid business.

 

We get it, Covid is an unpredictable time for all of us and we want to help to put your mind at ease when it comes to booking your event with us. We understand that if you book in your event with us, and the Government Restrictions at the time mean that your event can no longer go ahead, it would be really disappointing. The great news is that for all of our clients who are choosing to lock in their dates with a deposit now, we have options for a Plan B if your event can't get! Of course, we would have worked alongside you in the process of booking your original date, and as we know you love the package and want to celebrate your team, we would love to have the pleasure of hosting your event at a future date where the restrictions make it possible! 

We will happily credit your deposit to a date of your choosing any time within 6 months of your original celebration date. My Ultimate will arrange the credit of your deposit without any fees to do the legwork on our end changing everything over to your new date. To allow for greater flexibility, you can credit your deposit with us even if you don’t know the new date yet, and we can hold the deposit forward for the future date when you know it. Of course, as with when we originally booked in your event, the new date and time will be subject to availability on your new chosen date. This allows your group to still look forward to celebrating the team with the event you have planned with us, and by crediting your deposit you are of course supporting us as a local events small business too – so it is a win, win!

 

Depending on what the Government Restrictions are, we also have the option of reworking your event to adhere to the restrictions that are in place on your celebration date. Obviously this varies from a case by case basis, dependant on whether or not there is a full lockdown, or some restrictions around guest numbers, indoor vs outdoor functions etc. This would involve working with our team to go over the specific options for your group, and may involve looking at new venues (for example, if your event included a nightclub that can't open due to Government Restrictions, looking at swapping that to a rooftop bar where the event can be held in line with them). This is a very adhoc experience where we will need to look at the specific restrictions at the time and rework your event with you - which we are happy to do! 

 

So you can rest assured that if your event date is impacted by Government Restrictions you have options with us! 

 

Note that whilst we are happy to often arrange a credit of your deposit or payment to a new date, we are unable to refund deposits or payments, even for Covid impacted events.

 

We’re still waiting on our crystal ball to be delivered, but it seems to have been lost in the post! In all seriousness, whilst we would love to be able to predict what is going to happen on your event date, we simply do not know what the Government Restrictions will look like on your chosen date if it is more than 14 days away. This is why we want to work alongside our clients to offer options like fee-free credit of your deposit if you don’t want to wait and see if your event will be impacted or how, or if at all. We will keep you posted and up to date on any changes that could impact your booking, and ultimately because things are changing so quickly, on your Final Due Date which is typically a few weeks prior to the event, we will be able to let you know where things stand. We of course rely on the same information as everyone does, we don't have inside information or any other information on upcoming restrictions than what the public do, we rely on the Official Government Restrictions Websites and Official Australian Health Resources to keep up to date info relevant to your event.

 

As frustrating as it is, we simply can’t give you a definitive answer on whether or not your event will be impacted in the future. On your Final Due Date we will be able to discuss the current Government Restrictions and how they are looking for your event. Whilst we can of course help you navigate the current health restrictions with specific regards to if your event can go ahead under the specific venue Covid-Safe Plan etc, we rely on and have access to the exact same information you do. We recommend that you keep a track of the current restrictions, guidelines, check in and vaccination requirements (where applicable) by searching the official information on https://www.health.gov.au/ or on your relevant state or territory government health resource.

Don’t forget, if you do need to make a call on whether the event will go ahead or not earlier than your Final Due Date, you can see the ‘What if I need to credit my deposit to an event at a later date?’ question below.

 

 

 We rely on and have access to the exact same information you do. We recommend that you keep a track of the current restrictions, guidelines, check in and vaccination requirements (where applicable) by searching the official information on https://www.health.gov.au/ or on your relevant state or territory government health resource. For more information regarding your event and the vaccine requirements, see further FAQ's below.

 

 

We understand that the Covid situation can be really stressful, and that everyone has differing levels of risk and concern. We also understand that some of your guests or employees may be vulnerable to Covid and therefore don't want the attend the party after all. If the Government Restrictions do allow your event to go ahead as planned, and you elect to not go because you’re worried about the risk, then we understand and want to offer you an alternative. As long as you let us know on or prior to your final due date with us, we will happily credit your deposit to a date of your choosing any time within 6 months of your original celebration date. This credit of your deposit will be free for you, we won’t charge any fees to do the legwork on our end changing everything over to your new date. To allow for greater flexibility, you can request a credit of your deposit with us even if you don’t know the new date yet, and we can hold the deposit forward for the future date when you know it. Of course, as with when we originally booked in your event, the new date and time will be subject to availability on your new chosen date. Note that in this circumstance, where your event can actually go ahead within Government Restrictions however you decide you don’t want to go ahead because of the risk, then we are happy to offer credit of your deposit for free, however a refund of your deposit won’t be an option.

 

 

No, we can't. We take the Covid restrictions very seriously and they are in place to keep you and others safe. We are aware and abide by the same Covid Government Restrictions as you do, so it is important that you know that we are not willing to try and find loopholes or to book half the amount of your people on a booking under a separate name, as some of our clients have suggested. We understand the restrictions are tough - however they are about keeping us all safe. Our venues and suppliers also have their own Government Registered Covid Safe plans which are an important part of safety during this time, and they need to be adhered to. We are happy to work with you and provide advice on what event types and numbers are possible during the current Government Restrictions to ensure everything is above board! We are also happy to work with you should the Government Restrictions change as per our options above.

We understand that unforeseen things may pop up during this unpredictable Covid period, and we want to be able to help our clients navigate this. This is why if you do decide to not go ahead with your event right now, we will happily credit your deposit to a date of your choosing any time within 6 months of your original planned date. This credit of your deposit will be free for you, we won’t charge any fees to do the legwork on our end changing everything over to your new date. To allow for greater flexibility, you can arrange a credit of your deposit with us even if you don’t know the new date yet, and we can hold the deposit forward for the future date when you know it. Of course, as with when we originally booked in your event, the new date and time will be subject to availability on your new chosen date. Note that in this circumstance, where your event can actually go ahead within Government Restrictions however you do need to arrange a credit of your deposit, then we are happy to offer the credit for free, however a refund of your deposit won’t be an option.

We understand that there is never a clear situation or answer on these type of questions as we simply don’t know what the border restrictions or closures will be at the time of your event happening. If the event is unable to go ahead in the state that it was meant to, please see the options above regarding a deposit credit or the reworking of your event at the top of this page. If you are in the situation where the event can go ahead with Government Restrictions in the state it was being held, however border restrictions make it impossible for guests to attend, we will gladly work with you to either ensure the event can go ahead on reduced numbers (this may involve changing the inclusions of the package or reducing the minimum numbers and increasing the cost per person, for example, all with consultation with you and presenting you with your options), or of course we will offer you the option to credit your deposit to be used at a later event date for free. We will happily arrange a credit of your deposit to be used on a date of your choosing any time within 6 months of your original celebration date. This credit of your deposit will be free for you, we won’t charge any fees to do the legwork on our end changing everything over to your new date. To allow for greater flexibility, you can arrange a credit of your deposit with us even if you don’t know the new date yet, and we can hold the deposit forward for the future date when you know it. Of course, as with when we originally booked in your event, the new date and time will be subject to availability on your new chosen date. Note that in this circumstance, where your event can actually go ahead within Government Restrictions however you do need to arrange a credit of your deposit as some guests can’t make it, then we are happy to offer a credit of your deposit for free or a rework of your package (costs may apply if reducing numbers), however a refund of your deposit won’t be an option.

 

 

In this instance, you have a few choices of how your proceed. We of course recommend that you watch and wait to see what the applicable Government Restrictions are going to be at the time of your actual event, as trying to predict more than a few weeks into the future is simply heresay. If your event is only able to go ahead with smaller numbers due to Government Restrictions, and your package minimum with us has a higher minimum, we will gladly work with you to either ensure the event can go ahead on reduced numbers (this may involve changing the inclusions of the package or reducing the minimum numbers and increasing the cost per person, for example, all with consultation with you and presenting you with your options), or of course we will offer you the option to arrange a credit of your deposit to be used against a later date for free, so that all of your guests can attend. If you do elect to credit your deposit due to the restrictions on numbers, we will happily arrange a credit of your deposit to be used at a later date of your choosing any time within 6 months of your original date. This crediting of your deposit will be free for you, we won’t charge any fees to do the legwork on our end changing everything over to your new date. To allow for greater flexibility, you can arrange a credit of your deposit with us even if you don’t know the new date yet, and we can hold the deposit forward for the future date when you know it. Of course, as with when we originally booked in your event, the new date and time will be subject to availability on your new chosen date. Note that in this circumstance a refund of your deposit won’t be an option, as you have the option to arrange a credit of your deposit or for us to rework the package for you with lower numbers. Note that because our venues or suppliers may have their own minimum spends or minimum numbers that are needed for them to be able to facilitate the event, minimum spends may still apply. We will do everything we can to work with you to rework the package and present you with options to suit your circumstance as best as we possibly can.

 

 

Each state and territory has different requirements regarding covid restrictions and vaccinations. You can view the most up to date information by searching the official information on https://www.health.gov.au/ or on your relevant state or territory government health resource. If planning to attend a My Ultimate event, you must abide by the Covid restrictions and regulations (including vaccination requirements, where applicable) that are in place at the time of your event. Note that My Ultimate does not have any impact, sway or say on these restrictions and our staff are unable to provide any health advice.

 

 

All attendees are responsible for ensuring they meet with all restrictions and CovidSafe guidelines, restrictions, check-in and vaccination requirements. You can keep on top of these by searching the official information on https://www.health.gov.au/ or on your relevant state or territory government health resource. If you or your guests are unable to abide by the Covid restrictions, you will not receive a refund or credit note for your overall event nor your individual ticket to the event. Note that My Ultimate does not have any impact, sway or say on the government covid policies (including the vaccination requirements, where applicable) and our staff are unable to provide any health advice.

 

 

 

If you have less attendees than originally planned, we will gladly work with you to either ensure the event can go ahead on reduced numbers (this may involve changing the inclusions of the package or reducing the minimum numbers and increasing the cost per person, for example, all with consultation with you and presenting you with your options), or of course we will offer you the option to arrange a credit of your deposit to be used at a later date for free, so that it gives you more time to attain a larger guest list. If you do elect to credit your deposit due to the restrictions on numbers, we will happily credit your deposit towards a date of your choosing any time within 6 months of your original date. This crediting of your deposit for your event will be free for you, we won’t charge any fees to do the legwork on our end changing everything over to your new date. To allow for greater flexibility, you can credit your deposit with us even if you don’t know the new date yet, and we can hold the deposit forward for the future date when you know it. Of course, as with when we originally booked in your event, the new date and time will be subject to availability on your new chosen date. Note that in this circumstance a refund of your deposit won’t be an option, as you have the option to arrange a credit of your deposit or for us to rework the package for you with lower numbers. Note that because our venues or suppliers may have their own minimum spends or minimum numbers that are needed for them to be able to facilitate the event, minimum spends may still apply. We will do everything we can to work with you to rework the package and present you with options to suit your circumstance as best as we possibly can.

 

 

All attendees are responsible for ensuring they meet with all restrictions and CovidSafe guidelines, restrictions, check-in and vaccination requirements. You can keep on top of these by searching the official information on https://www.health.gov.au/ or on your relevant state or territory government health resource. If you or your guests are turned away from the event on the day because of refusal to abide by the Covid restrictions, you will not receive a refund or credit note.

 

Planning to attend an event during the pandemic is tough – for the organiser, for the person themselves, and for everyone involved in the logistical planning and running of the day. If you have already paid for a place for someone who can no longer attend the event, you can have someone come in their place, however a refund or credit note will unfortunately not be an option. Please inform your guests of this when they prepare to accept their invitation to the event you are planning. Please note that this is a policy we have had to put in place at the request of our event suppliers, with whom a contractual agreement to host your event has been entered as above regarding your event – as such our staff have no say or sway on this, so please respect this and their position.

 

 

In this instance crediting your deposit to a later date is available. Please contact a member of our team and we will liaise with our suppliers to cancel the event for you and arrange a credit of your deposit. Note that each of our individual suppliers have their own policies on time frames with which events can be changed or cancelled - please rest assured that we will work with you and the suppliers involved to ensure the best possible outcome in the cancellation your event, as we completely understand that there is no point having an event where the vast majority of guest's cannot attend. Some suppliers may charge a fee to cancel the event - for example, if suppliers have already ordered food for the event etc, where as the other suppliers on the booking may charge no fees to cancel the event under these circumstances. This will be treated on a case by case basis and whilst My Ultimate ourselves will charge zero fees for arranging cancellation and the crediting of your deposit the event, we may need to pass on any fees incurred from suppliers involved, as given in the example above.

 

If your event is able to go ahead with the Government Restrictions at the time of celebration, and you decide to cancel your event anyway, you will loose your deposit. Have a look over our general Terms and Conditions to see our cancellation policy.

 

 

All of the current Government Restrictions and Recommendations regarding social distancing must be adhered to during your booking. For the latest advice, please see the official Government Health Website for the state your event will be taking place in.

Great question! Apart from this Covid specific info, we have our general Terms and Conditions. We really pride ourselves on being transparent with all of our booking policies and terms so that you know exactly what to expect when booking in your fun event with us! Please take a look over our general Terms and Conditions and familiarise yourself with them.

We are here to help our clients during this unpredictable Covid period. We are also here to ensure your team has the incredible  celebration they deserve – clink clink!