1. Scope of Services

1.1 ExperiencesHK provides venue operation, venue management, event planning, event support, event coordination, and related guest services for spaces under its management or operation.

1.2 Venues may be operated by ExperiencesHK directly or through venue owners, affiliated entities, operating partners, or management agreements.

1.3 Booking details, venue access, services, add-ons, equipment, staffing, and event arrangements are confirmed based on the quotation, invoice, booking confirmation, online checkout, or written agreement issued for the relevant event.

2. Booking Confirmation

2.1 A booking is only confirmed once the required payment, deposit, or written acceptance has been received by ExperiencesHK.

2.2 ExperiencesHK reserves the right to decline or cancel any provisional booking that has not been confirmed by payment or written acceptance within the required timeframe.

2.3 Requested changes to venue use, event scope, attendance, timing, setup, or services are subject to availability and written approval.

3. Payment Terms

3.1 For bookings with a total value of HK$10,000 or below, full payment is required at the time of booking unless otherwise agreed in writing.

3.2 For bookings with a total value of above HK$10,000, a non-refundable deposit of 50% is required at the time of booking. The remaining balance will be invoiced prior to the event.

3.3 Where a balance is due, payment must be made within 7 days of invoice date, or no later than 3 business days before the event date, whichever is earlier, unless otherwise stated in writing.

3.4 A security deposit may be required. The amount and due date will be stated in the booking confirmation, invoice, or agreement. Unless otherwise stated, security deposits are refundable within 14 business days after the event, subject to inspection and any deductions for damage, reinstatement, overtime, cleaning, losses, or breaches.

3.5 Accepted payment methods may include FPS, bank transfer, credit card, or other approved payment channels as specified by ExperiencesHK.

3.6 ExperiencesHK reserves the right to suspend venue access, withhold services, or cancel the booking if payment is not received by the stated due date.

4. Registrations and Guest Information

4.1 Where online registration is required, all participants must register using the designated booking or registration link provided by ExperiencesHK.

4.2 Clients are responsible for ensuring all information submitted for bookings, registrations, and participant records is accurate and complete.

4.3 ExperiencesHK may use booking and registration data for operational communication, check-in, planning, event management, guest support, and related administrative purposes in accordance with its privacy policy.

5. Cancellation, Rescheduling, and Refunds

5.1 Unless otherwise stated in writing for a specific event or package:

5.2 Rescheduling may be offered at the sole discretion of ExperiencesHK, subject to venue availability, revised pricing, and administrative fees.

5.3 For weather disruption involving Typhoon Signal No. 8 or above, Black Rainstorm Warning, or other serious safety-related disruption, ExperiencesHK may offer a rescheduled date within 3 months, subject to venue availability and operational feasibility.

5.4 Deposits described as non-refundable remain non-refundable unless otherwise agreed in writing.

6. Force Majeure

6.1 ExperiencesHK is not liable for delay, cancellation, or failure to perform its obligations due to events beyond its reasonable control, including but not limited to severe weather, natural disaster, epidemic, pandemic, government action, utility interruption, labour disruption, transport failure, venue access restrictions, or safety risks.

7. Venue Use and Client Responsibilities

7.1 The Client/Organiser is responsible for the conduct, safety, and compliance of all attendees, vendors, contractors, and guests connected to the booking.

7.2 The venue must be used only for the approved purpose, during the approved time period, and within the agreed attendance limits.

7.3 The Client/Organiser must return the venue, facilities, and equipment in substantially the same condition as handed over, fair wear and tear excepted.

7.4 Unauthorised equipment movement, misuse of venue property, unsafe conduct, or activity outside the approved booking scope may result in immediate suspension of the event, loss of deposit, and additional charges.

7.5 Overtime use, delayed handover, excessive cleaning, reinstatement work, rubbish removal, loss, or damage may be charged to the Client/Organiser.

8. Add-ons, Suppliers, and Optional Services

8.1 Add-ons, special equipment, staffing, catering, transport, production, entertainment, décor, or other optional services must be confirmed and paid by the deadlines stated in the relevant booking documents.

8.2 Late additions or changes may be declined or subject to additional charges.

8.3 Third-party services recommended or arranged by ExperiencesHK remain subject to supplier availability, supplier terms, and operational limitations.

9. Maximum Occupancy and Safety

9.1 Attendance must not exceed the agreed or legally permitted capacity of the venue.

9.2 ExperiencesHK reserves the right to refuse entry, suspend activities, or terminate an event if occupancy limits, safety rules, or operational requirements are breached.

9.3 Safety instructions issued by venue staff, event staff, or authorised representatives of ExperiencesHK must be followed at all times.

10. Prohibited Activities

10.1 The following are prohibited unless expressly approved in writing:

11. Cleaning, Damage, and Restoration

11.1 Cleaning, rubbish disposal, reinstatement, or repair charges may apply if the venue is not returned in acceptable condition.

11.2 ExperiencesHK may deduct such costs from the security deposit and/or invoice the balance separately.

12. Liability and Indemnity

12.1 To the fullest extent permitted by law, ExperiencesHK, its venue partners, landlords, staff, contractors, and representatives shall not be liable for personal injury, illness, death, theft, loss, delay, disruption, property damage, or indirect or consequential loss arising from the booking, event, or use of the venue.

12.2 The Client/Organiser agrees to indemnify and hold harmless ExperiencesHK and its related parties from claims, costs, damages, liabilities, and expenses arising from the event, the conduct of guests, breach of these terms, or misuse of the venue.

13. Insurance

13.1 ExperiencesHK may require proof of third-party liability insurance, event insurance, or other insurance coverage before the event.

13.2 The Client/Organiser is responsible for obtaining any insurance reasonably required for the nature of the event.

14. Photography, Recording, and Promotion

14.1 ExperiencesHK may photograph, film, or record events, venues, setups, and general event activity for internal records, operational purposes, or promotional use, unless the Client/Organiser objects in writing before the event.

14.2 Clients are responsible for notifying ExperiencesHK in advance if photography restrictions, confidentiality concerns, or specific consent requirements apply.

15. Privacy and Data Use

15.1 Personal data collected through enquiries, bookings, payments, registration forms, or event operations will be handled in accordance with the ExperiencesHK Privacy Policy.

15.2 By proceeding with a booking or registration, you consent to the collection and use of your information for event administration, customer service, payment processing, and related operational communications.

16. Governing Law and Disputes

16.1 These Terms & Conditions are governed by the laws of the Hong Kong Special Administrative Region.

16.2 Any dispute arising out of or in connection with these Terms & Conditions, the booking, or the event shall be subject to the exclusive jurisdiction of the courts of Hong Kong.

17. Entire Agreement

17.1 These Terms & Conditions, together with the relevant quotation, invoice, booking confirmation, registration terms, and any signed agreement, form the entire agreement between the parties unless otherwise agreed in writing.

18. Amendments and Severability

18.1 Any amendment must be agreed in writing by ExperiencesHK.

18.2 If any provision of these Terms & Conditions is held invalid or unenforceable, the remaining provisions shall remain in full force and effect.

19. Contact

For all enquiries regarding bookings, venue use, event planning, or these Terms & Conditions, contact:

ExperiencesHK
Email: experiences@camptopia.hk
WhatsApp: +852 5222 0333