Terms &
Conditions
Wild Sparrow Picnics
To ensure every Wild Sparrow Picnics experience is delivered to the highest standard, the following policies apply to all bookings. By making a booking, the guest acknowledges and agrees to the terms outlined below.
1. Cancellation & Refund Policy
We understand that plans can change. Our cancellation policy is designed to provide flexibility for our guests while allowing Wild Sparrow Picnics sufficient time to prepare and potentially make the booking available to another guest.
1.1 More than 24 hours before the booking
Cancellations made more than 24 hours before the scheduled booking time are eligible for a full refund, with no cancellation fee.
1.2 Within 24 hours of the booking
Cancellations made within 24 hours of the scheduled booking time are eligible for a refund, less a 10% cancellation fee calculated on the total booking value.
1.3 Within 1 hour of the booking
Cancellations made within 1 hour of the scheduled booking time are eligible for a refund, less a 20% cancellation fee calculated on the total booking value.
Cancellation fees will be deducted from the total booking value before any remaining refund is processed.
2. Rescheduling Policy
We are happy to accommodate rescheduling requests where possible.
Bookings may be rescheduled free of charge when requested more than 24 hours before the scheduled booking time, subject to availability.
Rescheduling requests made:
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Within 24 hours: A 10% rescheduling fee will apply.
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Within 1 hour: A 20% rescheduling fee will apply.
All rescheduled bookings are subject to availability and must be arranged with Wild Sparrow Picnics prior to the original booking time.
A request to reschedule made less than 24 hours before the booking may be treated as a cancellation, with the applicable cancellation fee applied.
3. No-Show & Late Arrival Policy
Guests are expected to arrive at their scheduled booking time.
A guest who has not arrived within 30 minutes of their scheduled booking time will be considered a no-show.
Once a booking is considered a no-show:
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The booking will be deemed forfeited.
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No refund will be provided.
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The full booking value will be retained.
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The booking cannot be rescheduled under the original booking.
Guests are encouraged to allow sufficient time for travel, traffic, parking and locating the picnic area.
If you anticipate being delayed, please contact Wild Sparrow Picnics as soon as possible. While we will endeavour to assist where reasonably possible, delays do not automatically extend the 30-minute arrival period.
4. Weather & Outdoor Conditions Policy
Wild Sparrow Picnics operates primarily in outdoor public spaces, meaning weather conditions can affect the safety, comfort and quality of the experience.
If rain, severe weather, strong winds, extreme temperatures, storms or other unsuitable conditions are forecast or occurring, Wild Sparrow Picnics may determine that the booking should be rescheduled to a more suitable day.
The decision to reschedule due to weather will be made by Wild Sparrow Picnics based on the expected conditions and whether the experience can be delivered safely and to the standard expected by our guests.
Where possible, we will provide as much notice as reasonably possible and work with the guest to arrange an alternative date.
Weather-related rescheduling is subject to availability. Guests will not be charged a standard rescheduling fee when Wild Sparrow Picnics initiates the change due to unsuitable weather conditions.
Please understand that weather conditions can change unexpectedly and, where necessary, a decision may need to be made close to the scheduled booking time.
5. Park Location & First-Come, First-Served Policy
Wild Sparrow Picnics operates in public parks and outdoor spaces where specific picnic locations cannot be reserved or held in advance.
All park locations are available on a first-come, first-served basis.
While our team will make every reasonable effort to select and secure a beautiful, suitable and appropriate location for your experience, a specific picnic spot, area, view, tree, position or location within the park cannot be guaranteed.
The availability of a particular location may be affected by other park users, events, maintenance, weather, council activity or other circumstances outside of our control.
Guests are encouraged to arrive on time to maximise the opportunity to secure a preferred area.
6. Park Conditions & Unforeseen Circumstances
Public parks are shared spaces and may be affected by circumstances outside the control of Wild Sparrow Picnics.
These may include:
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Park maintenance or closures
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Public events
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Council activities
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Other park users
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Changes to access
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Temporary restrictions
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Unexpected environmental conditions
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Damage or changes to the selected area
Where reasonably possible, Wild Sparrow Picnics may relocate the picnic setup to another suitable area within the park.
If the location becomes unsuitable or unavailable and an alternative cannot reasonably be provided, we may work with the guest to arrange an alternative date.
Wild Sparrow Picnics will always endeavour to maintain the quality and standard of the experience where circumstances outside our control arise.
7. Photo & Video Consent Policy
Wild Sparrow Picnics may photograph or record photos and videos during our experiences for marketing, social media, website content, advertising and other promotional purposes.
By attending a Wild Sparrow Picnics experience, guests acknowledge that photography or filming may take place and consent to their image or likeness being captured and used for these promotional purposes.
We aim to be respectful of our guests' privacy. If a guest does not wish to be photographed or recorded, they should notify Wild Sparrow Picnics before or at the beginning of their booking.
We will make reasonable efforts to accommodate opt-out requests. However, as our experiences may take place in public spaces, we cannot guarantee that guests will never appear incidentally in background photographs or footage.
Guests are also encouraged to respect the privacy of other guests when taking their own photographs or videos.
8. Guest Belongings & Personal Property
Guests are responsible for their own personal belongings throughout the booking.
Wild Sparrow Picnics is not responsible or liable for personal belongings that are lost, misplaced, damaged or stolen during the experience.
Guests should avoid bringing valuable or unnecessary items to the picnic and should ensure their belongings remain secure throughout the booking.
This includes, but is not limited to, phones, wallets, handbags, jewellery, electronic devices, clothing and other personal possessions.
9. Picnic Setup, Equipment & Property
Wild Sparrow Picnics provides carefully selected furniture, décor, tableware, equipment and other items as part of the experience.
Guests are expected to treat all Wild Sparrow Picnics property with reasonable care.
Guests may be held responsible for damage, breakage, loss or destruction of Wild Sparrow Picnics property caused by themselves or members of their party beyond reasonable use.
This may include furniture, glassware, tableware, décor, lighting, cushions, rugs, serving equipment and other items supplied as part of the picnic.
Where damage or loss occurs, Wild Sparrow Picnics may seek reimbursement for reasonable repair or replacement costs.
10. Unattended Setup Policy
For the protection of our equipment, furniture, décor and the overall picnic setup, the Wild Sparrow Picnics setup must not be left unattended at any time during the booking.
At least one guest from the booking must remain with the setup for the entire duration of the experience.
Guests should not leave the picnic area unattended, even for a short period, without notifying Wild Sparrow Picnics.
This policy helps protect the setup from theft, damage, interference from members of the public and other unforeseen circumstances.
11. Early Departure Policy
Guests are expected to remain at the picnic for the duration of their scheduled booking.
If guests need to leave earlier than the scheduled finishing time, we kindly ask that they provide Wild Sparrow Picnics with a courtesy call or message before leaving.
This allows our team to be aware that the booking has ended and determine whether the setup needs to be collected earlier.
The setup must not be left unattended without prior communication with Wild Sparrow Picnics.
Leaving early does not entitle the guest to a partial refund or reduction in the booking price.
12. Guest Conduct & Care
Guests are expected to treat Wild Sparrow Picnics staff, other guests, members of the public, park facilities and the surrounding environment with respect.
Guests must use the picnic setup, furniture and equipment responsibly and comply with any reasonable instructions provided by Wild Sparrow Picnics staff.
Wild Sparrow Picnics reserves the right to end an experience where serious misconduct, unsafe behaviour, intentional damage or behaviour that creates a risk to staff, guests, property or members of the public occurs.
Where an experience is ended due to guest misconduct, no refund will be provided.
13. Public Holidays & Major Public Events
Wild Sparrow Picnics may choose not to operate on certain public holidays, major public event days or dates where park access and conditions are significantly affected.
This may include events such as Riverfire, Christmas Day, New Year’s Day, major festivals, large public celebrations or other significant community events.
Where Wild Sparrow Picnics is not operating on a particular date, bookings will not be accepted for that day. If an event, park closure or operational restriction affects an existing booking, we will contact the guest as soon as reasonably possible to arrange an alternative date, subject to availability.
Wild Sparrow Picnics reserves the right to determine which dates it will operate based on park access, crowd levels, safety, council restrictions, event activity and operational requirements.
14. Guest Behaviour & Noise Policy
Wild Sparrow Picnics takes place in public parks and shared outdoor spaces, so guests are expected to behave respectfully and consider other park users, nearby residents and the surrounding environment.
Guests are required to keep noise and music at a reasonable level throughout the booking. Excessive noise, loud music, shouting or disruptive behaviour that may disturb other park users or nearby residents is not permitted.
Guests must comply with any reasonable requests from Wild Sparrow Picnics staff regarding noise levels, behaviour or the use of the picnic area.
Aggressive, abusive, threatening, disruptive or unsafe behaviour will not be tolerated. Wild Sparrow Picnics reserves the right to end a booking immediately if guest behaviour creates a risk, causes significant disturbance or compromises the experience of staff, other guests or members of the public.
Where a booking is ended due to inappropriate behaviour or excessive noise, no refund will be provided.
Guests are expected to leave the picnic area in a respectful condition and comply with any applicable park rules, council requirements and public-space regulations.
15. General Acknowledgement
By completing a booking with Wild Sparrow Picnics, the guest confirms that they have read, understood and agreed to these policies.
These policies are designed to protect both our guests and Wild Sparrow Picnics while allowing us to maintain the quality, presentation, safety and level of service associated with every experience.
Cancellation fees are calculated based on the total booking value and deducted before any applicable refund is issued.