Event Terms & Conditions

Please read these Terms & Conditions carefully before purchasing. By purchasing tickets, completing a Booking Form or attending an Urban Polo Event in any capacity including direct employment or contracting, you are agreeing to be bound by the following Terms & Conditions.

1.0 Definitions

PEL – Polo Events Limited. All Events are R18 only events.

Booking Form/Agreement – forms used to confirm the details of the purchase of Heineken Urban Polo Tickets and Hospitality Packages, Private Marquee Facilities and their agreed Catering Packages.

Catering Packages – Catering options as offered and agreed upon.

Client – Client means the party named and described as the “client” on the PEL Booking Form, or such person or organisation as may be substituted with the written consent of the PEL.

Estimated Event Price – The sum initially estimated by PEL to be the cost to hire the Private Marquee Facilities and/or for the provision of the Catering Packages, plus GST.

Event Price – the actual final cost to hire the Private Marquee and/or for the provision of the Catering Packages, including any additional charges or adjustments, plus GST.

Tickets and Hospitality Packages –  admission tickets to public areas, Heineken Lawn, products such as bar tabs or those areas with defined hospitality packages such as the Corporate Marquees.

2.0 Agreement

2.1 A binding agreement between the PEL and the Client is effective upon the PEL receiving a properly completed Booking Form/Agreement and the Client meeting the payment terms as required.

2.2 Bookings are subject to the availability of the requested facility and will not be reserved or confirmed until receipt of a properly completed Booking Form/Agreement and full payment is received in accordance with these Terms & Conditions.

2.3 No cancellation or termination of the agreement by the Client will be accepted by PEL after a completed Agreement has been signed and payment has been received, and PEL will not issue any refund for any part or full payment under any circumstance.

3.0 Payment

3.1 All bookings for Tickets and Hospitality Packages must be accompanied by full payment in the form of a cheque, direct credit, cash or by credit card.
3.2 All bookings for Private Marquees, including the selected Catering Packages, made three months prior to the Event will be invoiced for 50% of the Estimated Event Price. The invoice is payable within fourteen days. An invoice for the balance of the Event Price will be forwarded one month prior to the Event following confirmation of details.  Payment must be made in full two weeks prior to the Event.

3.3 All bookings for Private Marques, including the selected Catering Packages made less than three months prior to the Event must be accompanied by full payment of the Estimated Event Price.

3.4 For all bookings for Private Marquees, all details, including furnishing specifications, numbers, menu selection and scheduling must be confirmed one month prior to the Event. Any adjustment accepted the PEL may incur additional charges and must be paid in full before the Event.

3.5 All prices quoted in the Agreement are based on the information provided by the Client. Alterations to the details of the Event may result in adjustments to the Estimated Event Price. Whilst every care is taken in calculating the Estimated Event Price, the sum should not be regarded as the final cost and PEL reserves the right to pass on to the Client any cost increases or additional costs due to alterations that PEL may incur post the date on which PEL issued its original invoice to the Client.

3.6 Failure to pay for a Private Marquee, including Catering Packages, as outlined in Clauses 3.2, 3.3, 3.4 and 3.5 entitles the PEL to cancel the Private Marquee booking. If a booking is cancelled by the PEL, all payments previously made by the client to PEL are forfeited by the Client. PEL will not issue any refunds for either the 50% part payment or full payment under any circumstance.

3.7 GST will apply to all goods and services supplied where applicable. Prices are in New Zealand dollars and includes GST unless otherwise stated.

3.8 All Catering Packages and Private Marquee packages for the Event must be consumed within the timeframe as stipulated by PEL.

(a) Packages inclusive of beverages – PEL accepts no responsibility for late arrivals and the package duration may not be extended beyond the stipulated time under any circumstances. The Client must provide credit card details or cash for payment of beverages consumed past that time.

(b) Packages not inclusive of beverages – The Client must provide credit card details for payment of beverages on consumption or pay cash for beverages when purchased.

4.0 Use of facilities

4.1 Private Marquee Clients are permitted to use their facility only on the Event day for which the Private Marquee has been booked and paid for and only during the hours nominated by PEL. Clients are responsible for their guests conduct in the Private Marquee and Room Facility, and must procure that any associated persons or guests comply with all Terms & Conditions as if they were Clients.

4.2 The serving and consumption of alcohol is subject to Liquor Licensing laws including the Sale and Supply of Alcohol Act 2012 and its requirements.

4.3 A dress code of smart polo attire applies to all hospitality areas and events oncourse and will be enforced, please see Polo 101 for further information.

4.4 Promotional photographs and film footage are taken on the Event day. By entering the Event site as a patron/contractor or entertainment (for clarity this includes, but not limited to, all Polo players, Commentators and DJ’s) you are deemed to be consenting to the use of your image by PEL and the Heineken Urban Polo for promotional purposes. Remote piloted aircraft systems (e.g. drones) may be used at the venue and you consent to their use.

4.5 The Client must obtain written approval by PEL to conduct any alterations or additions to the Private Marquee. All such approved alterations and additions, being outside of the standard package purchased, will be at the cost of the client.

4.6 Private Marquee Clients may, at their own cost, decorate their marquees and rooms internally on the day prior to the event as previously arranged with PEL and subject to availability. The Client will have full responsibility for the security, delivery, assembly and set up of all decorations and associated materials. The Client must obtain approval from PEL for any works that will be suspended from, affixed to or that will impact upon or apply any significant pressure to the PEL’s facilities.

4.7 The Client is responsible to ensure that any alterations or additions and/or decorating of the Private Marquee meet all statutory requirements, and that approval from PEL for those changes is obtained in accordance with clauses 4.5 &  4.6 above.

4.8 The PEL and its approved contractors accept no responsibility for security of goods supplied by the client in private facilities.

5.0 Facility signage

5.1 Company signage is permitted within the marquees. External signage is not permitted on any part of the exterior of the marquee or surrounding area Any external signage will be removed by PEL.

5.2 Company signage is not permitted in any general or shared facility.

6.0 Issue of tickets

6.1 Tickets will be forwarded by post upon receipt of full payment by your preferred mailing type. For payments received within 2 weeks of the event, tickets will not be posted; you can either receive a Print At Home ticket or will need to collect tickets from the PEL gate on the day of the event at the Ticket Office (entrance).

6.2 A unique reference number identifies your purchase. This unique reference number along with a photographic ID will be required to collect your tickets. Only the credit card holder/owner is authorised to purchase tickets online and subsequently only that person may uplift tickets designated for collection at the venue. The credit card used for making the booking will be requested for identification purposes.

6.4 The issue of tickets to a particular facility does not permit entry to any other private facility. However, you may access and utilise public areas.

6.5 PEL will not accept responsibility for misplaced, lost or stolen tickets previously issued. Any replacement tickets will be issued at the sole discretion of PEL, and PEL reserves the right to charge for the replacement of any tickets issued.

7.0 Display of tickets

7.1 Correct ticketing must be displayed at all times and/or on request. Failure to comply will result in entry being refused or removal from the venue.

8.0 Onselling

8.1 The onselling of tickets for gain is not permitted. Clients are not permitted to sell or onsell for gain any part of their Private Marquee, including the Catering Package. Any form of advertising or promoting of such is deemed to be onselling. Any Client who offers to onsell or is deemed to be onselling for gain will have their booking cancelled.

8.2 Clients are entitled to share the cost of entertainment with their guests, however if the Client is operating their facility to earn a profit, they are deemed to be onselling.

9.0 Indemnity

9.1 All Clients release and indemnify PEL from and against, and PEL will not be liable for, any claims, demands, actions, suits or proceedings, costs, expenses, losses, damages arising out of or otherwise in connection with use of the tickets or any facilities to which the tickets relate by the ticket-holder or his or her agents, employees invitees and/or guests.

10.0 Alterations to the Event Day

10.1 The event day venues are outdoors. Therefore, no alternative facilities are available in the event of unfavourable weather.

10.2 If any part of the Event including, without limitation, a polo tournament, any game, performance or event is cancelled, abandoned or postponed, in whole or in part, due to adverse weather or for any other reason whatsoever that is beyond PEL’s control, including, without limitation, due to adverse weather conditions, there is no right to refund or exchange and no obligation is assumed by PEL for the arrangement of a substitute event, performance or any other element.

10.3 Due to unforeseen circumstances it may be necessary for PEL to reschedule the Event day and that, if PEL does so, PEL will use its reasonable endeavours to provide on the rescheduled day a comparable facility to the Client. If PEL does provide a comparable facility on the rescheduled day the Client is bound to accept that facility and these terms and conditions will apply in all respects.

10.4 Programmes, menus and the duration and timing of performances, events and other activities at the Event may be subject to alteration without notice. PEL reserves the right to vary, add, withdraw or substitute advertised programmes, menus, seating arrangements and/or facilities at any time.

10.5 Under no circumstances will PEL be liable to the Client if PEL is unable to perform its obligations to the Client due to any event or cause of force majeure being any event or act beyond the control of PEL.

11.0 General

11.1 All representations and warranties, whether expressed or implied are excluded to the maximum extent permitted by law.

11.2 This contract is governed by and construed in accordance with New Zealand law and customers agree to submit to the exclusive jurisdiction of the courts of New Zealand.

11.3 The Heineken Urban Polo website may contain hyperlinks and other pointers to websites operated by third parties. These linked websites are not under the control of PEL or its related bodies corporate, and PEL and its related bodies corporate are not responsible for the contents of any linked website or any hyperlink contained in a linked website. These hyperlinks are provided to you for convenience only, and the inclusion of any link does not imply any endorsement of the linked website by the PEL. You link to any such website entirely at your own risk.

11.4 Contact details provided when purchasing tickets and hospitality packages can be used by PEL for promotional, marketing and research purposes.

All Urban Polo PEL events practice Responsible Service of Alcohol

For more information and sponsorship opportunities please contact info@urbanpolo.co.nz or call 021 993 036.

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