Booking Terms
Last updated: 10th October, 2026
These terms apply to every Willow & Mae celebration. They are here so you know exactly what to expect, and what we need from you, before you book. If anything is unclear, please ask us before paying your deposit.
Willow & Mae is operated by Kristy Linardos (sole trader), trading as Willow & Mae Celebrations, ABN 34 729 195 965, based in Murrumbeena, Victoria. In these terms, "we" and "us" means Willow & Mae, and "you" means the person making the booking.
1. Making a booking
Your booking is confirmed once we have received your deposit and sent you a written booking confirmation by email.
By paying your deposit, you agree to these Booking Terms and our Privacy Policy.
Your confirmation will list your experience, date, setup and pack-down times, guest numbers, inclusions, any add-ons, and the total price.
Please check your confirmation and let us know within 48 hours if anything is incorrect.
2. Prices and payment
A deposit of 25% of the total price is due to secure your date. It is applied to the total cost of your booking.
The remaining balance is due 7 days before your celebration.
Bookings made within 7 days of the celebration must be paid in full at the time of booking.
If the balance is not paid by the due date, we will contact you. If it remains unpaid 48 hours after our reminder, we may treat the booking as cancelled by you, and section 6 applies.
We accept payment by bank transfer (direct deposit). Our account details are on your invoice. Please use your booking reference as the payment description. Prices are in Australian dollars and do not include GST, as we are not registered for GST.
3. Travel
Travel is included within 20 km of Murrumbeena, measured by driving distance.
Beyond 20 km, a travel fee applies, as shown below. We will include it in your quote before you book.
Any parking costs, tolls or special access requirements (such as loading zones) will also be included in your quote.
Distance from Murrumbeena - Travel Fee
Within 20 km - Included
20–30 km - $40
30–40 km - $70
Over 40 km - Quoted on enquiry
4. Your space, access and setup
Please have the agreed celebration area cleared, clean and ready when we arrive. We'll send you a simple checklist before the day.
Setup usually takes about 90 minutes. We'll agree arrival and pack-down times with you in advance.
We may need access to a standard power point, and to water or a sink for some activities.
Please tell us about stairs, lifts, restricted parking, long access routes or building rules when you enquire. If we arrive and access is materially different from what was described, and we cannot set up safely, we will work with you on an alternative layout. If no safe option exists, the booking will be treated as a late cancellation by you.
Please keep pets secured away from the setup area during setup, the celebration and pack-down.
If we are delayed in arriving by more than 30 minutes because of something within your control, we may not be able to extend your celebration time.
5. Outdoor celebrations and weather
Outdoor setups need a suitable indoor alternative. Many of our furnishings and styling pieces must be protected from rain, wind and direct sun.
If the weather is unsafe or likely to damage equipment, we will set up in your indoor alternative. We'll confirm the location with you before the day.
If no suitable indoor space is available, we'll offer to move your celebration to another date under section 7.
6. Cancellations by you
We understand plans change. Because we reserve your date, turn away other bookings and prepare your celebration in advance, the following applies when you cancel:
When you cancel - What you pay
More than 14 days before the celebration - Your 25% deposit is kept. Anything paid above the deposit is refunded.
7 to 14 days before - 50% of the total price
Less than 7 days before - 100% of the total price
Please tell us in writing (email is fine). The notice period is counted from when we receive your message.
7. Changing your date
You can move your celebration to a new date once, free of charge, if you give us at least 14 days' notice and the new date is within 6 months of the original.
Changes with less than 14 days' notice are treated as a cancellation under section 6, except for illness (section 8).
New dates depend on our availability. If we can't offer a date that suits you, section 6 applies.
8. If your child is unwell
If the birthday child becomes unwell, please contact us as soon as possible. We'll offer one new date within 3 months, without losing your deposit, provided you tell us before setup begins. We may ask for reasonable evidence, such as a medical certificate, if the change is within 48 hours of the celebration.
If guests are unwell, the celebration goes ahead as booked. Please keep unwell guests at home to protect other children.
9. Cancellations or changes by us
If we have to cancel because of illness, emergency or anything else on our side, we will offer you a new date or a full refund of everything you've paid. The choice is yours.
If something outside anyone's reasonable control prevents the celebration (such as severe weather warnings, public health orders or natural disasters), we'll offer a new date first. If no suitable date can be found within 6 months, we'll refund what you've paid, less any reasonable costs already incurred for your celebration, which we will itemise for you.
Occasionally an individual styling piece may not be available. If so, we will replace it with an item of equal or better quality and style.
10. Guest numbers
Each experience is designed for up to 10 guests, including the birthday child. We cannot exceed this, so every child has room to take part safely.
You can change guest numbers up to 7 days before your celebration, within that maximum. Additional charges apply for extra guests.
No refund applies for guests who do not attend on the day.
11. Hosting, supervision and safety
Standard celebrations: Willow & Mae sets up the experience before the celebration and returns to pack it away afterwards. We do not stay during the celebration.
Hosted celebrations: for an additional fee, a Willow & Mae host can stay to lead the activities for Enchanted Garden, Spa Retreat and Creative Studio. Hosting is not available for Premiere Night. The hosting fee and the host's hours will be listed in your quote and booking confirmation.
Our host guides the activities and keeps the celebration running smoothly. Hosting is not childcare, and Willow & Mae does not take responsibility for supervising the children. Our hosts hold a current Victorian Working with Children Check.
Whether or not your celebration is hosted, a parent or responsible adult must be present and supervise the children at all times. This includes their safety and behaviour, toilet breaks, first aid, and children arriving and leaving.
Some activities use small items, such as gems, beads and charms. Please keep these away from children under 3, including younger siblings.
Please follow the run sheet and any safety notes we provide. Furnishings should be used only for their intended purpose (for example, no standing on chairs or jumping on seating).
12. Allergies, food and skin products
Please tell us about all allergies, dietary requirements and skin sensitivities when you book, and again if anything changes.
We'll do our best to accommodate them at the Refresh & Treat Bar where reasonably possible. Because products may be made or packaged where allergens are present, we cannot guarantee an allergen-free celebration.
Spa Retreat uses skincare products such as face masks. We'll send you the ingredient list before your celebration. Please share it with guests' parents, and let any child with sensitive skin sit out or try a small patch first.
You're responsible for any food you provide, including the birthday cake.
13. Our property, damage and loss
All styling pieces, furnishings, tableware, robes, fairy wings, crowns and other hired items remain the property of Willow & Mae and are collected at pack-down. Take-home items are listed on each experience page.
Normal wear from children enjoying the experience is expected and never charged.
If an item is lost, or damaged beyond reasonable use, we may charge the reasonable cost of repair or replacement. We'll show you the damage and discuss it with you before any charge, and send an itemised invoice payable within 7 days.
We take care in your home. If we damage your property during setup or pack-down, please tell us within 48 hours and we will make it right.
14. Photos
We love seeing your celebration, but we will only use photos or videos that show children in our marketing with your written permission. You'll be asked separately, and saying no will not affect your booking. This includes any photos our host takes during a hosted celebration.
You can withdraw permission at any time by emailing us. We'll stop using the content in new posts and remove it from our website and social media within 14 days.
If guests' children appear in photos you share with us, please only share photos where you have their parents' permission.
15. Your consumer rights
Our services come with guarantees that cannot be excluded under the Australian Consumer Law. Nothing in these terms limits those rights. If something goes wrong with your celebration, please contact us at hello@willowandmae.com.au as soon as possible so we can put it right.
To the extent permitted by law, we are not responsible for indirect losses, or for loss or injury caused by misuse of equipment or a lack of supervision during the celebration.
16. Changes to these terms
We may update these terms from time to time. The terms in place when you paid your deposit apply to your booking.
These terms are governed by the laws of Victoria, Australia.
Questions? Email hello@willowandmae.com.au and we'll be happy to help.