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Booking Notes

Notes Before BookingHow It Works

  • The online form, below, allows you to choose the number of guests, location and date.


  • Upon booking, you will immediately receive a booking confirmation + calendar invite.


  • 24-48 hours after booking, we send a confirmation email with map + details.


  • Day-Of: We have the picnic ready at your reservation time (no early or late arrivals please, we can sometimes offer a 15 minute buffer, depending on the schedule.)

  • Day-Of: Your picnic tech will send their pinpoint location via text 15 minutes before your picnic starts.

  • Your picnic tech leaves during your picnic and returns at the end of the reservation to cleanup. If you need something during the picnic, you can text them directly.


  • Listed below are our top location options- they include both park and beach settings and the more private locations are noted.

  • ALL LOCATIONS are in Madison and Limestone COUNTY.

  • Location details are intentionally vague for privacy- we send a map and details once booked.


  • We do not service any areas outside of Huntsville/Madison without a specific fee attached. 

Party Size

  • When booking 2, 3, 4 or 5 guests, you can complete your booking online with the form provided on site. 


  • Parties of 6-10 can be reserved with the booking form, below. A non-refundable deposit is required at time of booking. We will charge the remaining balance to the card on file.


  • For parties of 11-24 guests we will need to send a direct booking link and coordinate details with you over the phone. Please email to start the process.


Food + Drink

  • For food questions, we will discuss upon booking reservation 


Covid-19 restrictions are ever-changing and we are doing our very best to keep up-to-date with all the changes we are putting into practice. 

We are following all local and state guidelines for cleaning + sanitizing, food service, social-distancing, wearing masks and gloves and more.

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Pretty Lil Picnics Welcomes You

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Terms  + Conditions

Additional Information

Pretty Lil Picnics
Terms and Conditions of Hire


1. The ‘Hire Company’ is Pretty Lil Picnics
2. The ‘Client’ refers to any individual, firm, or corporation hiring equipment or appoints services from the ‘Hire Company’.
3. The ‘Equipment’ refers to all crockery, cutlery, glassware and props supplied to the ‘Client’.
4. The ‘Event Date’ is the day of the event supplied by the ‘Client’ to the ‘Hire Company’.
5. The ‘Hire Period’ is the total time the ‘Client’ will have in their possession the ‘Equipment’ for hire, as agreed with the ‘Hire Company’.

Conditions of Hire

Hire of equipment for a specified event date will not be confirmed until a 50% non-refundable booking fee has been paid and a signed and completed booking form returned to the hire company.

Until the booking fee has been received, the hire company reserves the right to liaise with other clients for the same event date and equipment. Please check before making a paying the booking fee to ensure the desired event date is still available.

By paying a booking fee and returning the signed booking form, the client understands and agrees to the Terms & Conditions of hire.


All quotations expire within 7 calendar days. The hire company reserves the right to adjust prices on any piece of equipment once the original quote has expired. A quotation does not “hold” the equipment until the booking fee has been paid.

Final Payment

The final balance of the invoice is due 7 days prior to the agreed date of collection/delivery. These funds may be transferred via direct deposit, PayPal or paid by credit card.

Equipment will not be released to the client until full payment has been received. The final balance must be cleared in the hire company’s account prior to collection/delivery. The bond is also payable at this time.

Last minute bookings which result in the client taking equipment immediately after inspecting at the studio must be paid for before the equipment is removed from the premises. By making full payment the client understands and agrees to the terms and conditions of the hire company.

Guest numbers may be increased at any time up until 14 days out from the agreed date of collection/delivery (subject to equipment availability). Numbers may be reduced by 10% only once the booking fee has been paid, and up until 14 days out from the agreed date of collection/delivery. Reductions greater than 10% after the booking fee has been paid will result in 50% of the price of the reduced stock being charged as other bookings will have been turned away to hold this stock.


Bond required is $200 for “Full Service” luxury picnics 30 ppl or more

The bond will be refunded upon return of equipment in its original condition, less any charges incurred for missing, broken or damaged equipment. Please allow up to 72 hours after return of equipment to allow the hire company to thoroughly check each piece and refund the bond.

A replacement schedule will be outlined in the official quote. If the replacement amount exceeds the bond paid, the client is liable to pay the hire company the difference. The hire company will issue the client an invoice which is payable within 7 days (the client may also pay the difference in cash upon return of the equipment).

Missing, Broken & Damaged Equipment

All of our equipment is used on a regular basis and the majority is Vintage. Therefore, reasonable signs of wear and tear are to be expected.

Each piece is carefully inspected prior to packing. However, the client will be required to inspect the equipment to ensure all requested items have been provided and that each piece is free of damage and make contact with the hire company if there are any issues. Failure to contact the hire company within the five (1) hour window will result in the client being liable for any damage. The client is liable for any equipment damaged in transit if being transported by the client.

The hire company is unable to deal with any problem such as rectifying a shortage or replacing a damaged item unless it is highlighted within the five (1) hour period.

If an item is broken, the client is required to carefully collect the broken pieces (where possible) and return to the hire company. If collecting the pieces is not possible (i.e. a shattered glass) the client should take a photo and send to the hire company for records.

If a lost item is located after being paid for, the client may return it to the hire company (in its original state) within ten (10) days to obtain a refund of the bond amount paid.

Hire Period

Picnics are quoted on a 3 hour or more hire (excluding bump in/out time if the hire company is setting up which for a 25 ppl picnic is generally 2hrs to set up and 1.5 – 2hrs to pack up). Additional hours may be booked at a rate of $100 per hour.

“Full service” picnics must conclude by 9pm with the exception of “Proposal picnics” which may take place in the evening. The only instance in which a “full service” picnic may be scheduled to conclude after 4pm is if the picnic is taking place at a residential or business address with onsite parking available.

“Full service” hire will be for the day of the event only.

Collection/ Delivery 

Package prices for “Full service” picnics include delivery within 35kms metro Alanta. Delivery to suburbs outside of this radius will incur additional delivery fees.

If a “Full service” picnic has been booked, parking within 50 meters of the picnic location must be available to Pretty Luxe Picnics. Access must also be flat (i.e. no steep hills, uneven terrain and no more than 3 stairs). In the event that the distance from the parking area to the selected picnic spot is more than 50 meters, a fee of $150 will be incurred for additional staff. Max distance from parking to picnic spot with additional staff is 100 meters.

Parking within close vicinity to the entrance/ loading dock of the desired picnic location must be provided to the hire company if delivery is requested. If parking is not provided/available and metered parking is required, any fees incurred will be deducted from the bond. If delivery is to a high rise building the client must meet the driver with a trolley at the car and escort them up to the destination.


A non-refundable 50% booking fee is required to secure all bookings. This booking fee is taken from the total amount owing (excluding bond). When a booking fee is taken, the hire company no longer takes bookings for the time slot on the requested date. In the event of cancellation, the booking fee is non-refundable and retained by the hire company. there isa no refund policy that is upheld and if for any reason a client has to cancel they will have a 6months grace period the reschedule a picnic experience. In the unlikely event that the hire company is not able to provide the client with the agreed equipment due to unforeseen circumstances, the client will be refunded any money paid in full. (see below for wet weather contingencies and Force Major events)

Weather & Venue Availability

Refunds will not be issued in the event of bad weather or issues with venue availability. It is the client’s responsibility to have a back-up wet weather option and to source a replacement venue. In the event that the location changes and delivery is being made, the client must provide as much notice as possible. Increased travel fees may be charged. Date changes will be considered if bad weather is predicted and an alternate venue is not available and is dependent on availability of the picnic equipment. Please also consider the time required to bump in/out the picnic if booking a wet weather venue for a picnic. I.e. a three  hour picnic for 25 ppl will also require venue access 2 hours prior and 2 hours post event. It is the Client’s responsibility to negotiate these terms with the venue.

Force Majeure

If the Hirer is unable at any time to perform any of its obligations whether wholly or partly by reason of any cause beyond its control (including without limitation acts of God, inclement weather, strikes, lockouts, bushfires, fires, floods, traffic accidents, riots, pandemics, civil commotion or unrest, acts of government, interference by civil or military authorities, terrorist attacks or act of war) the Hirer may give written notice to that effect to the Client, giving full particulars of such force majeure in which case the obligations of the Hirer under these Terms shall, to the extent that they are affected by the force majeure, be suspended during the term of the force majeure. The Hirer shall not be liable for any loss or damage suffered by the Client as a result of any delays caused by such force majeure events nor will the Hirer be liable for loss or damage suffered by the Client in the event of the Client cancelling or postponing due to a force majeure event.


The hire company shall in no way be held responsible or accountable for any damage, injury, death or loss of income caused to the client, any third parties or properties due to the hire of equipment or provided services by the hire company. All equipment is hired and is the responsibility of the client until returned to the hire company.

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