Supplier T&C’s

1.     Instructions:

•        Driving Speed Limit - Please adhere to the 5km per hour speed limit at all times.

•        Wheel turning, tree roots and drip line - Please ensure you respect the ground and do long slow turns, you must under no circumstances dive under the drip line of any trees (unless this area is marked out for vehicle access) the roots of a tree extent to the drip line and weight of these can compromise the tree health.  There is zero tolerance for grass damage on the Sports Field.

•        If you are working at any height over 4 feet (OSHA standards) you must wear a safety helmet.

•        High vis clothing must be worn at all times and the appropriate councils will be monitoring this closely.

•        If using a forklift - You must have a forklift license to drive these. Turning sharply with a forklift will damage the turf.

•        All suppliers and delivery drivers must report to the site manager at the entry point to sign-in and out.

2.      Delivery & Payment Terms:

A 25% deposit will be paid prior to the event date upon presentation of a deposit invoice made out as follows and submitted to: accounts@urbanevents.co.nz

Urban Events Limited, Unit 103, 243 Kepa Road, Mission Bay, New Zealand.  Final payment will be paid AFTER the services and/or equipment hired have been delivered for the event as agreed. As part of supply of services to any Urban Events Ltd event, a delivery docket is required and needs to detail what was delivered and be stamped and signed off by the Event Manager or Event Director on site. Without a delivery docket and confirmation of items checked, we will be unable to settle any final invoices.

3.     Refund Policy: 

In the event that the 2025 Lexus Urban Polo cannot take place due to any unforeseen weather event, or any pandemic or other Government Restriction, the supplier agrees to fully refund Urban Events Ltd within 5 working days.

4.     Photographers/Videographers:

Promotional photographs and film footage are taken on the Event day. By entering the Event site as a patron, contractor or entertainer (for clarity this includes, but not limited to, all polo players, umpires, commentators, videographers, photographers and DJ’s) you are deemed to be consenting to the use of your image(s) by UEL and the Urban Polo for promotional purposes.  This also includes images taken by you or shared by you. 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, you acknowledge that UEL holds all intellectual property rights over all and any raw and edited footage. This includes the right to edit any photographs or video footage taken at our events as holder of the intellectual property and copyright of the event. UEL controls all rights to the use of any images or video footage taken at our events.

5.     DJs:

The DJ agrees to provide DJ services for the time specified at the Event . The DJ will play music in the genre as directed by the Event Organiser. The DJ will conduct themselves in a professional and respectful manner at all times during the Event this includes responsible consumption of alcohol.  No illicit substances should be consumed whilst employed by the Event. The event holds the appropriate music license for the day. As part of your performance it is a requirement to supply the set list for submission to the appropriate music license organisation to info@urbanevents.co.nz. We are committed to supporting the music industry and artists. The DJ will provide a playlist of the music played during the Event to the Event Organiser within 1 week of the Event, after which time the DJ’s invoice will be paid.