Event Cancellation and Change Terms and Conditions

Before 11.59pm, 31st March: Cancellation of Participation will incur no charge

From 12am, 1st April: You will be charged a $100 admin fee for cancellations

From 12am, 17th April: You will be charged the full participation fee for cancellations

From 12am, 11 June: You will be charged the full participation fee for cancellations, and, if applicable:

The participant/organiser is held accountable for the following actions:

• Inform Visa Wellington On a Plate and iTICKET immediately of the cancellation

• Work with iTICKET to inform ticket holders that the Festival Event is now cancelled/changed 

• The $2 per ticket fee owed to iTICKET is still be applicable to the participant/ organiser for a cancelled event. This is based on the work already completed to build and maintain the event online, communicate with customers, process ticket sales and then go through the refund process. These fees will be invoiced directly to the participant/organiser once all required refunds are complete.

• Provide the Visa Wellington On a Plate team with written confirmation that all ticket holders have been contacted

• iTICKET will refund all ticket holders. iTICKET will refund the TICKET COST ONLY to the customer (transaction fee is non-refundable, booking fee is non-refundable)

• Any complaints received by the Visa Wellington On a Plate team relating to the cancelled event will be directed back to the Festival Event organiser

• Failure to pay fees or make contact with any ticket holder of a cancelled event will result in the participant being denied participation in Visa Wellington On a Plate in future years
  

Changes will be permitted at the discretion of the Visa Wellington On a Plate team and if overly complicated a $50 administration fee will be charged, the event organiser also must:

• Inform ticket holders that the Festival Event is now changed

• Provide the Visa Wellington On a Plate team with written confirmation that all ticket holders have been contacted

General Terms and Conditions

1. Introduction

1.1. These Terms and Conditions govern the participation of businesses ("the Partner") in the Visa Wellington On a Plate ("the Festival"), organised by the Wellington Culinary Events Trust ("WCET").

1.2. The Festival will take place throughout August 2025 and includes two categories of activities:

• Festival Events: August 1 - August 31, 2025

• Burger Wellington: August 6 - August 26, 2025

1.3. By participating in the Festival, the Partner agrees to comply with these Terms and Conditions.

2. Application and Agreement

2.1. The Partner grants WCET and associated sponsors the right to use submitted materials, including images and information, for editorial, promotional, and marketing purposes.

2.2. The Partner affirms that submitted materials are original and do not require third-party authorisation.

2.3. Submission of an application constitutes agreement to these Terms and Conditions.

3. Mutual Responsibilities

3.1. Both parties agree to act in good faith and support the success of the Festival.

3.2. Both parties will take reasonable steps to contribute positively to the Festival.

4. Partner Responsibilities

4.1. The Partner agrees to:

• Keep Festival participation confidential until the official Programme Launch on June 11, 2025.

• Display Festival promotional materials prominently at their venue.

• Adhere to WCET ticketing and marketing requirements.

• Provide required health and safety documentation upon request.

• Complete a post-event participant survey.

5. Promotion and Marketing

5.1. All Festival promotions must reference "Visa Wellington On a Plate."

5.2. WCET may feature the Partner’s activities on Festival platforms, including websites, printed guides, and social media.

5.3. The Partner acknowledges WCET's role in marketing the overall Festival and agrees to align with its branding guidelines.

5.4. The Partner must seek WCET approval for all promotional activities at least two business days in advance.

5.5. The Partner is prohibited from engaging in unauthorised branding, standalone Festival-related platforms, or advertising that competes with WCET. You cannot create your own marketing activity

5.6. If the Partner is part of a Restaurant Venue Group representing multiple Festival participants, the Restaurant Venue Group is bound by the same terms as the Partner and must obtain WCET’s approval before:
a) Using paid advertising to promote Festival involvement.
b) Engaging in promotions that divert attention from WCET, impact other partners, or contradict the Festival’s spirit.
c) Creating sub-brands or modifying Festival branding in a way that misrepresents affiliation.

6. Intellectual Property

6.1. WCET retains ownership of all intellectual property, including trademarks and branding elements.

6.2. The Partner is granted a limited, non-exclusive license to use WCET branding for Festival-related promotions.

6.3. Unauthorised use of WCET’s intellectual property may result in penalties, including removal from Festival participation.

7. Fees and Payments

7.1. The Partner agrees to pay participation fees by the specified deadlines:

• Events & Pop-Ups: April 17, 2025

• Burger Wellington: May 30, 2025

7.2. Ticketed events must use WCET’s designated booking system, and ticket sales revenue will be processed accordingly.

7.3. The Partner may not contact ticket buyers for marketing purposes unless explicit opt-in consent is obtained.

8. Promotional Tickets and Vouchers

8.1. Partners with ticketed events (40+ attendees) must provide WCET with two complimentary tickets for promotional use.

8.2. Burger Wellington participants must accept one $100 Festival voucher for promotional purposes.

9. General Terms

9.1. This agreement does not establish an employment, agency, or partnership relationship between WCET and the Partner.

9.2. WCET is not liable for technical failures, lost communications, event disruptions, or external circumstances affecting the Festival.

9.3. WCET reserves the right to suspend, postpone, or cancel the Festival due to unforeseen circumstances.

9.4. A material breach of these terms may result in immediate termination of participation, removal from Festival platforms, and other corrective actions.

9.5. WCET has sole discretion in determining what constitutes a material breach.

By submitting an application, the Partner agrees to these Terms and Conditions.