WE MADE- CLIENT SERVICE AGREEMENT

Jess Johns- We Made- Art Classes, Workshops & Events

By booking a session or submitting a booking form, you confirm your agreement to the terms outlined below. This is a legally binding agreement between the Client (you) and We Made. Please read carefully.

DEFINITIONS

• Client: The person making the booking and any participant(s) included in the booking.

• We Made: The business operated by Jess Johns, delivering creative services.

• Services: Art classes, workshops, events, and related creative activities provided by We Made.

• Booking Fee: A non-refundable fee payable to secure a private event booking.

1. SERVICES PROVIDED

You are engaging We Made to provide creative services, including but not limited to:

• Children’s art classes and programs

• Private and public creative events

• Paint & Sip experiences (private bookings only)

• Workshops and creative facilitation

• Birthday parties and venue hire

Please note: Services do not include supervision of participants outside of scheduled session times. We Made is not responsible for children or participants before drop-off or after pick-up times.

2. BOOKING TERMS

All bookings are confirmed only once payment has been received. You agree to:

• Provide accurate participant and contact information at the time of booking.

• Ensure all participants meet age and eligibility requirements for the session or event.

• Follow all instructions and safety guidelines provided by facilitators.

• Advise We Made of any accessibility requirements, medical conditions, or support needs at the time of booking. We Made will make reasonable efforts to accommodate these where possible.

• Arrive on time. Sessions start and end at the scheduled time regardless of participant arrival time. No refunds or credits will be issued for missed time or no-shows.

3. PAYMENT POLICY

• All payments are to be made via bank transfer, GoCardless or Stripe.

• Any transaction fees charged by Stripe or other payment platforms are the responsibility of the client.

• Prices are listed in AUD and include GST unless otherwise stated.

• By paying the direct debit deposit for a termly art class means you are liable to pay for the entirety of term, regardless of attendance.

• Bookings must be paid in full at the time of booking unless otherwise agreed in writing.

• If payment is not received by the required date, We Made may cancel your booking and offer the place to another client.

• If partial payments or payment plans are agreed upon and the client defaults, We Made reserves the right to cancel the booking and retain any amounts already paid.

For private events:

• A non-refundable booking fee of 50% is required at the time of booking.

• The remaining balance is due no later than 7 days before the event.

• Once paid, both the booking fee and the final payment are non-refundable.

4. CANCELLATION & REFUND POLICY

We Made carefully plans sessions and staffing based on confirmed bookings. Therefore:

Public Classes & Events

• All bookings are non-refundable, non-transferable, and no make-up classes are available if you cannot attend.

Private Events (including birthday parties and Paint & Sip)

• The booking fee (50%) is non-refundable.

• The final payment, once made, is also non-refundable.

• Refunds, if any, are at the sole discretion of We Made and not guaranteed, even in cases where credit is issued.

If We Made Cancels

• If We Made must cancel or reschedule due to unforeseen circumstances (e.g., illness, emergency, venue closure), we will offer you a rescheduled session, credit, or alternative delivery (such as online). Refunds are at our discretion.

• Force majeure events do not entitle clients to a refund.

5. CHILD SAFETY & PARENTAL CONSENT

For all children’s classes or parties:

• Parents/guardians must complete the Parental Consent form if requested at booking.

• Children must be dropped off and collected on time by an authorised adult.

• You confirm that the child has no known allergies, behavioural risks, or medical conditions that may affect safe participation unless disclosed in writing.

• We Made is not a registered child care provider and accepts no liability for children outside of session times.

• In the event of a medical emergency during a session, you authorise We Made to seek necessary medical treatment for your child at your expense if you cannot be reached promptly.

• We Made is committed to Child Safe Standards. All facilitators hold current Working With Children Checks and adhere to safeguarding practices.

6. MEDIA RELEASE & PRIVACY

• You (or the child’s guardian) may be asked to consent to photographs, videos, artwork, or testimonials being used for promotional purposes (e.g., website, social media, printed materials).

• Consent is optional and does not affect participation.

• If granted, you may withdraw consent at any time by emailing hello@we-made.com.au.

• Materials already published or distributed prior to withdrawal of consent may remain permanently in circulation and cannot be removed retroactively.

• Personal data is securely stored for as long as necessary to deliver services and comply with legal obligations, after which it is securely destroyed.

• All personal information is kept confidential and will never be sold or shared without your permission.

7. RISK, LIABILITY WAIVER & INDEMNITY

Participation in We Made sessions is voluntary. You acknowledge that:

• Creative activities may involve risks (e.g., paint spills, sharp tools, glassware).

• For adult events, alcohol is consumed at your own risk and responsibility.

• You are responsible for your (or your child’s) conduct and wellbeing during sessions.

To the maximum extent permitted by law:

• Participants waive all claims arising from the ordinary negligence of We Made, its staff, or contractors.

• We Made is not liable for any injury, allergic reaction, property damage, or personal loss sustained during or after participation.

• You agree to indemnify and hold harmless We Made, its owners, employees, and contractors against any claims, damages, costs, or liabilities arising from your (or your guests’) actions, negligence, or breach of these terms.

• We Made does not supply or serve alcohol. Any alcohol consumption on premises is entirely at the client’s discretion and risk.

8. VENUE USE & BEHAVIOUR

• All participants and hirers must behave respectfully and follow facilitator directions at all times.

• We Made accepts no liability for your event or its attendees. It is the responsibility of the client to arrange their own public liability insurance if required.

• Use of We Made equipment or materials (other than tables and chairs) is not permitted unless prior written permission or lease arrangement has been agreed upon.

• Any damage to the venue, equipment, or furniture caused by you or your guests will be billed to you.

• A security bond or minimum damage fee may be required at We Made’s discretion. Excessive cleaning or damage beyond reasonable use will incur additional charges.

• BYO alcohol is permitted only if arranged in advance and in compliance with all applicable laws and venue licensing requirements.

9. INTELLECTUAL PROPERTY

• All lesson plans, class structures, branding, worksheets, and workshop materials remain the intellectual property of We Made. These may not be reproduced, distributed, or sold without written permission.

• Participants retain ownership of their own artwork created during the session.

• Any use of We Made’s methods, materials, lesson plans, or techniques for commercial purposes is strictly prohibited without written consent.

10. FORCE MAJEURE

We Made is not liable for delays, disruptions, or cancellations due to circumstances beyond our control (e.g., illness, natural disaster, pandemic, venue issues).

• Force majeure events do not entitle clients to refunds.

• In such cases, We Made may offer alternative delivery methods such as online sessions, credit, or rescheduling where possible.

11. SEVERABILITY

If any provision of this Agreement is found to be invalid or unenforceable, the remaining provisions will remain in full force and effect.

12. ENTIRE AGREEMENT

This Agreement constitutes the entire understanding between the parties and supersedes all prior discussions, representations, or agreements, whether written or verbal.

13. GOVERNING LAW & DISPUTE RESOLUTION

This Agreement is governed by the laws of Victoria, Australia.

• Any disputes will first be attempted to resolve through respectful dialogue and then mediation in accordance with the Resolution Institute of Australia Mediation Rules.

• If unresolved, the matter may be escalated through Consumer Affairs Victoria before formal legal proceedings.

• You agree not to make defamatory or harmful statements about We Made or its staff in any public or digital forum.

WE MADE- CANCELLATION & REFUND POLICY

At We Made, we understand that plans can change. To ensure fairness and clarity for all clients, the following Cancellation & Refund Policy applies to all bookings.

PUBLIC CLASSES & EVENTS

• All bookings for public classes and events are non-refundable, non-transferable, and no make-up classes are offered if you are unable to attend.

• We carefully plan sessions and staffing around confirmed bookings and appreciate your understanding.

PRIVATE EVENTS (INCLUDING BIRTHDAY PARTIES & PAINT & SIP)

• A non-refundable booking fee of 50% is required at the time of booking.

• The final balance, once paid, is also non-refundable.

• Rescheduling is not guaranteed, but where possible, We Made will accommodate one change if at least 72 hours’ notice is provided and subject to availability.

• Refunds, if any, are at the sole discretion of We Made and are not guaranteed, even if credit is issued.

VENUE HIRE

• Venue hire bookings require a minimum of 5 business days’ notice to cancel without penalty.

• Cancellations made less than 5 business days prior to the hire date will incur the full hire fee.

• Venue hire invoices must be paid on time. Late payments will incur a 10% late fee per day overdue.

IF WE MADE CANCELLATIONS

• In the unlikely event that We Made must cancel or reschedule a session or event (e.g., due to illness, emergency, or venue closure), we will offer you a rescheduled session, credit, or alternative delivery method (e.g., online).

• Refunds are at the discretion of We Made and not guaranteed.

• Force majeure events (e.g., natural disasters, pandemics, events beyond our control) do not entitle clients to a refund, though we will endeavour to offer an alternative arrangement where possible.

By booking with We Made, you agree to these terms.

If you have any questions, please contact us at hello@we-made.com.au.

Purpose:

At We Made, we are committed to providing a safe, inclusive, and nurturing environment where children can explore their creativity, express themselves, and thrive. This policy outlines the measures we take to protect children and promote their well-being during our classes, workshops, and activities.

Our Commitment to Child Safety:

• Child-Centered Approach:

  • The safety and well-being of children are our highest priorities.

  • We respect and value all children, regardless of their background, abilities, or circumstances.

• Creating a Safe Environment:

  • Our classes are conducted in secure and age-appropriate spaces with small group sizes to ensure individual attention.

  • Staff members are trained to recognize and address risks to child safety promptly.

• and included.

  • Activities are designed to be accessible and inclusive, catering to different abilities and needs.

  • Responsibilities of Staff and Volunteers:

    • Training and Screening:

      • All staff and volunteers are required to undergo Working with Children Checks (or equivalent background checks).

      • Regular training in child protection and safety protocols is mandatory for all staff.

    • Appropriate Behavior:

      • Staff must maintain professional boundaries and interact with children in a manner that is respectful and supportive.

      • Physical contact is limited to what is necessary for the activity and must always be appropriate and consented to by the child.

    • Supervision:

      • Children are supervised at all times during classes and workshops.

      • Parents/guardians are required to provide updated emergency contact information.

      • Reporting and Responding to Concerns: Encouraging Open Communication: Children are encouraged to voice any concerns or discomfort they experience. We foster a safe space for children to share their thoughts and feelings without fear of judgment or punishment. Responding to Complaints: Any concerns or complaints regarding child safety will be taken seriously and addressed promptly. Reports of suspected abuse or harm will be escalated to the relevant authorities in line with mandatory reporting laws. Inclusion and Respect: Diversity and Equity: We celebrate diversity and ensure that all children feel valued and included. Activities are designed to be accessible and inclusive, catering to different abilities and needs. Strengths-Based Approach: We focus on each child’s unique strengths and creativity, fostering confidence and self-expression in a supportive environment.

      • Parent/Guardian Involvement: Open Communication: Parents/guardians are encouraged to share any specific needs, concerns, or information relevant to their child’s participation. We keep parents/guardians informed about the activities and measures we take to ensure child safety. Drop-Off and Pick-Up: Children must be signed in and out by a parent or authorized guardian for every session. Any changes to pick-up arrangements must be communicated in writing. Review and Compliance: This policy will be reviewed annually to ensure it reflects current laws, best practices, and the evolving needs of the We Made community. Any breaches of this policy will be investigated thoroughly, and appropriate actions will be taken.Child Friendly Version At We Made, we’re committed to keeping you safe, happy, and included. We create a friendly and respectful space where everyone can express their creativity, and our team is trained and checked to ensure they’re safe to work with kids. If you ever feel unsafe or notice something wrong, please tell a trusted adult, a teacher, or helper straight away. We’ll listen, take your concerns seriously, and work quickly to make things right. You’re an important part of our creative family, and we’re here to ensure you feel protected and supported at all times.