Our service and these terms
Ludo Hearth organises casino-themed and themed offline events in New Zealand. Our business address is Office No. 19, First Floor, Harvest Court, 218 George Street, Dunedin 9016, New Zealand. Contact [email protected] or +64 3 255 8100.
These terms explain the basis on which enquiries and event services are handled. The written proposal and booking confirmation describe the services agreed for a particular event. If an event-specific term differs, it applies to that event only to the extent permitted by law.
Enquiries and confirmation
An enquiry is a request to discuss an event. Preparing a message on the website does not send it; you must send the prepared email to the team. An enquiry, conversation or indicative website price does not reserve a date or confirm a booking.
A booking is confirmed only when the written proposal is accepted and the confirmation requirements stated in it have been met. The proposal identifies the date, venue, guest estimate, duration, production scope and any payment or approval requirements.
Proposals, payment and scope
Website prices are indicative planning estimates for the stated starting scopes. The written proposal confirms the actual price, applicable GST treatment, mandatory charges, payment dates and accepted payment arrangements. We will not assume that an item is included because it appears in a photograph or a description of a possible theme.
Venue hire, catering, beverages, travel, freight, accommodation, performers, security, special licences, major staging and custom fabrication are separate unless expressly included. We identify relevant extra costs in the proposal before you accept it. Any quote validity period is stated in the proposal.
Payments are made in the manner set out in the confirmed booking. Do not treat the website as a payment portal; it does not collect card or bank details.
Client information and venue arrangements
Please provide accurate information about guest numbers, event timings, location, access and the intended use of the services. Tell us early about participation or access requirements and changes that affect the agreed programme.
The booking identifies who is responsible for venue permissions, access, furniture, power, facilities and supplier arrangements. The client must have authority to use the venue and any content or branding supplied for the event. Venue rules remain applicable.
Setup and pack-down access are agreed separately from the guest programme. The plan must allow equipment to be installed, checked and removed. If unexpected access restrictions prevent the agreed work, we will discuss practicable alternatives and any fair, documented cost implications.
Personnel and other suppliers
The proposal names the event roles and services included. A coordinator, MC, table host, technical operator and performer have different responsibilities. We do not assume that one quoted role covers all of them.
Where we arrange a supplier within our scope, we coordinate that work as agreed. Where you appoint a supplier directly, you are responsible for that supplier’s contract and payment, and we cooperate through the agreed event contacts. Any supplier-specific conditions will be made available before you commit to that arrangement.
Changes, cancellation and rescheduling
Please request scope changes in writing. A change in venue, guest numbers, timing or production can affect availability and price. We explain material effects and obtain agreement before confirming a revised scope or additional charge.
If you need to cancel or move the event, contact us as soon as possible. The booking proposal sets out the applicable cancellation and rescheduling terms before acceptance. Any charge must reflect the agreed terms, work reasonably completed and relevant non-recoverable commitments, taking account of costs saved and recoveries available.
We will explain the basis of any retained or additional amount. Rescheduling depends on the availability of the date, venue, personnel and equipment. These arrangements do not limit rights or remedies that apply under consumer law.
Disruption and event conduct
If circumstances beyond reasonable control disrupt the event, the affected party must communicate promptly and take reasonable steps to reduce the impact. We will discuss alternatives, rescheduling or cancellation and account fairly for work performed, recoverable amounts and the applicable booking terms. An event beyond either party’s control does not automatically remove statutory refund or other rights.
Guests and organisers must follow reasonable venue and event instructions. We may pause an affected activity where necessary to address an immediate safety or conduct issue, explain the reason and seek a proportionate solution.
Casino-themed activities use play chips or points with no cash value. No money may be staked, and no cash or real-world-value prize is awarded based on play. The service follows a 20+ adult-event business policy. See Casino-Themed Event Information.
Where a venue or caterer supplies alcohol, its applicable licensing and service arrangements govern that supply. Ludo Hearth does not claim to hold the venue’s alcohol licence.
Content, branding and photographs
You retain your rights in the material you supply and authorise us to use it only as needed for the agreed event. You must have the necessary rights and permissions. The proposal may set out any separate licence or ownership arrangement for bespoke creative work.
Website imagery presents event settings and styling concepts. It does not by itself establish a particular venue, supplier, equipment inventory or completed client event. Photography at your event, and permission to use identifiable guests in publicity, must be agreed separately.
Consumer rights, concerns and law
Nothing in these terms excludes rights or remedies under the Fair Trading Act 1986 or the Consumer Guarantees Act 1993 where they apply. This includes applicable guarantees concerning care and skill, fitness for an agreed purpose, and reasonable time or price where not agreed. See New Zealand Consumer Protection guidance.
These website terms do not automatically contract out of consumer protections for business customers. Any lawful business-to-business contracting-out would require a separate, valid written agreement meeting the applicable statutory requirements.
If something is wrong, contact the team with your booking details and a description of the issue so we can consider a remedy. You retain access to the Disputes Tribunal, courts and other lawful complaint or enforcement routes where available.
New Zealand law governs these terms and the event service. Updated 9 September 2026.
