Event Terms & Conditions

Please read these Terms & Conditions carefully before purchasing tickets. 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

UEL – Urban Events Limited ‘UEL’ means all companies in the URBAN EVENTS Group including but not limited to Urban Events Limited, Urban Polo, and all brands and operating companies controlled by or associated with those entities.

All Events are R18 only events, we will allow dependent infants under 12 months fully supervised https://resources.alcohol.org.nz/alcohol-management-laws/nz-alcohol-laws/age-the-law

Booking Form/Agreement – forms used to confirm the details of the purchase of Urban Polo Tickets and Hospitality Packages, Private Marquee Facilities and their agreed Catering Packages. Payment of any invoice is deemed acceptance of our booking terms and conditions.

Catering Packages – Catering options as offered and agreed upon.

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

Estimated Event Price – The sum initially estimated by UEL 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, the Polo Lawn, the VIP Champagne Lawn, products such as bar tabs or those areas with defined hospitality packages such as the Private Marquees.

2.0 Agreement

2.1 A binding agreement between UEL and the Client is effective upon UEL receiving a properly completed Ticket purchase / Booking Form/payment of invoice/ Sponsorship Agreement / 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 Ticket purchase / 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 UEL after a completed Agreement has been signed and payment has been received, and UEL will not issue any refund for any part or full payment under any circumstance. Only in the case of pre-purchased insurance will any refund be applicable. In the case of Sponsorship, sponsors will recognise the marketing contribution and brand exposure in the lead up to the event/ event series. Should the event cancel for any reason, UEL will retain up to 25% of the sponsorship fee. eg. 6 weeks prior or less, 25% will be retained by UEL, between 6 weeks and 12 weeks 15% will be retained by UEL. Outside of this range, the purchased insurance will apply in full.

2.4 UEL reserves the right to refuse admission or require the ticket holder to leave the venues, without compensation, in circumstances where UEL considers it has cause, including, but not limited to, where UEL considers the ticket holder has breached these Terms & Conditions or any law, regulation or rules applying to the event or venue. This includes the right to refuse entry to intoxicated or abusive patrons without compensation.

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 seven days and the booking will then be confirmed. An invoice for the balance of the Event Price will be forwarded at least six weeks prior to the Event following confirmation of details.  Payment must be made in full 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 by UEL 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 UEL reserves the right to pass on to the Client any cost increases or additional costs due to alterations that UEL may incur post the date on which UEL 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 UEL to cancel the Private Marquee booking. If a booking is cancelled by UEL, all payments previously made by the client to UEL are forfeited by the Client. UEL 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 UEL.

(a) Packages inclusive of beverages – UEL 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 UEL. Clients are responsible for their guests conduct in the Private Marquee and Room Facility, and must ensure 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 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, videographers, photographers and DJ’s) you are deemed to be consenting to the use of your image (this also includes images taken by you or shared by you), by UEL and the Urban Polo for promotional purposes. Remote piloted aircraft systems (e.g. drones) may be used at the venue and you consent to their use. This clause protects UEL from any perceived trademark or copyright claims against it, as UEL is the sole creator of this event and holds all rights. This includes the right to edit any photographs or video footage taken at our events as holder of copyright.

4.5 The Client must obtain written approval by UEL 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 UEL 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 UEL for any works that will be suspended from, affixed to or that will impact upon or apply any significant pressure to the UEL’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 UEL for those changes is obtained in accordance with clauses 4.5 &  4.6 above.

4.8 The UEL and its approved contractors accept no responsibility for security of goods supplied by the client in private facilities including all items supplied by the client and personal affects. Any supplier to the event does under a sale and return arrangement with UEL unless otherwise contracted out.

4.9 Venue: All our events and venues meets NZ accessibility standards and regulations and where appropriate we will have accessible surfaces and restrooms, and designated parking spaces for individuals with disabilities. Our venue's entrances, exits, and common areas are accessible and free of barriers

4.10 Communication We provide a commitment to ensuring our event accessibility policy is communicated appropriately and ensuring where possible that this policy is included in all. our communication materials, including the event website, social media platforms, and marketing materials.   This includes including providing contact information for attendees to request/ ask questions regarding accessibility.

4.11 Registration and Surveys: Any post event surveys to include accessibility questions to ensure we have accurately catered for participants accessibility specific needs and requirements

4.12 Pathways and Entrances: We will ensure all pathways and entrances are wide enough to accommodate wheelchair users and individuals with mobility aids and where appropriate (for the ticketed area) remove any physical barriers or allow alternative pathways if necessary

4.13 We endeavour to display clear signage throughout the event venue, including directional signs to accessible entrances, restrooms, elevators, and designated seating areas.

4.14 Restrooms:  We confirm that accessible restrooms are available and clearly marked and ensure they are equipped with appropriate grab bars, sufficient space for wheelchair manoeuvrability, and accessible sinks and 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 UEL.

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

6.0 Issue of tickets

6.1 Tickets will be electronically supplied on receipt of full payment by email. 

6.2 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.

6.3 Your tickets are stored electronically with us at the box office so with ID we can easily recover this on the day for you. UEL will not accept responsibility for misplaced, lost or stolen tickets previously issued. Any replacement tickets will be issued at the sole discretion of UEL, and UEL reserves the right to charge for the replacement of any tickets issued. UEL will not issue any refunds under any circumstance. 

6.4 All advertising of tickets, including ticket price, is subject to availability. UEL events follow an early bird, first release and second release structure and are in line with all advertising.

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 On-selling

8.1 The on-selling of tickets for gain is not permitted. Clients are not permitted to sell or on-sell for gain any part of their Private Marquee, including the Catering Package. Any form of advertising or promoting of such is deemed to be on-selling. Any Client who offers to on-sell or is deemed to be on-selling for gain will have their booking cancelled, unless this is authorised by UEL.

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 on-selling.

9.0 Indemnity

9.1 All Clients release and indemnify UEL from and against, and UEL 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.

9.2 All Clients release and indemnify UEL from and against, and UEL 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 clients data.

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. In the case of insurance please refer to the policy agreement EventCover Sports Events Policy Wording

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 UEL’s control, including, without limitation, by reason of fire, flood, earthquake or similar catastrophic event, state of emergency, Act of God, warlike hostilities, an Act of Parliament, regulation or direction or any strike or industrial action, disruption to the power supply, or any cause not within the control of the Organisers, (together “Force Majeure Event”) then the Organisers shall not be liable in any way whatsoever for any expenditure of liability of loss, including consequential loss incurred by the Client. There is no right to refund or exchange and no obligation is assumed by UEL for the arrangement of a substitute event, performance or any other element.

10.3 Due to unforeseen circumstances it may be necessary for UEL to reschedule the Event day and that, if UEL does so, UEL will use its reasonable endeavours to provide on the rescheduled day a comparable facility to the Client. If UEL 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. Our rain dates for our 2025 events are: CHCH-Sunday 16th Feb 2025, AKLD-Sunday 9th Feb and the weekend following.

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. UEL reserves the right to vary, add, withdraw or substitute advertised programmes, menus, seating arrangements and/or facilities at any time.

10.5 COVID-19 / Other Pandemics

Ticket holders - if the Government enforces any event restrictions due to COVID-19 or any other specified Pandemic which will require the event to be rescheduled, we will endeavour to find new dates for the event. If ongoing restrictions prevent the rescheduled dates from progressing, then ticket holders will have the option of holding their booking for the next event, as all tickets will be automatically valid for any future events, or apply for a full refund (less booking & credit card fee’s). All Refunds will be on the face value of the original ticket price only and will not include the booking, delivery, transaction or any other outside fees not part of the face value of the ticket.

Marquee holders - if the Government enforces any event restrictions due to COVID-19 or any other Pandemic, which will require the event to be rescheduled, we will endeavour to find new dates for the event. If ongoing restrictions prevent the rescheduled dates from progressing, then marquee holders will have the option of holding their booking for the next event, as all tickets will be automatically valid for any future events, or apply for a full refund less reasonable expenses incurred (up to 19% of the full cost of the marquee including the 2.8% Insurance fee). Rebooking and or rolling over will incur an additional insurance fee.

Urban Polo 2024 Christchurch is scheduled Feb 10th. Please ensure you can also attend these later dates. Should a postponement be necessary due to Covid–19 / other pandemic protocols or other circumstances beyond our control, all tickets will be valid for the postponement dates and no refunds will be offered. By purchasing tickets to Urban Polo 2024 you acknowledge these terms.

Urban Polo 2024 Auckland is scheduled March 9th. Please ensure you can also attend these later dates. Should a postponement be necessary due to Covid–19 /other pandemic protocols or other circumstances beyond our control, all tickets will be valid for the postponement dates and no refunds will be offered. By purchasing tickets to Urban Polo 2024 you acknowledge these terms.

10.6 COVID-19 / pandemic access to the event

Should the Government require it the event has the right to ask for either proof of vaccination, a pre-event test or evidence of recovery.

An individual is considered fully vaccinated if he/ she has been: a) fully vaccinated, i.e. has received the full regimen of Pfizer-BioNTech/Comirnatry, Moderna or WHO EUL vaccines, with an additional two weeks for the vaccine to be fully effective, b) (if applicable) recovered from COVID-19, or c)(if applicable) has obtained a negative result on a pre-event test taken in the past 24 hours before the expected end of the event.

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 Lexus Urban Polo website may contain hyperlinks and other pointers to websites operated by third parties. These linked websites are not under the control of UEL or its related bodies corporate, and UEL 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 UEL. 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 UEL for promotional, marketing and research purposes including information and ticket promotions to our other events. By attending these event or accessing our website, or social media and or the chatbot we assume you accept these terms and conditions in full. Do not continue to use Urban Events Ltd’s website or the chatbot, if you do not accept all of the terms and conditions stated on this page.

11.5 Unless otherwise stated, we may disclose your personal information to third parties who assist us in providing services or who perform functions on our behalf, for example, ticketing agencies, specialist consultants, clients of Urban Polo®, and contractors who provide certain services to us.