Flicket Event Staff and Equipment Guidelines

EVENT STAFF & EQUIPMENT GUIDELINES

1. INTRODUCTION

This Event Staff & Equipment guideline sets out the operational requirements, responsibilities and lead times that apply to Flicket’s provision of event  staffing and equipment services.

By booking or requesting event staff and/or equipment, or by accepting delivery of any Flicket equipment, the client acknowledges and accepts the terms and conditions set out in this guideline.

This guideline is deemed effective on and from 1 November 2025.

2. MINIMUM LEAD TIMES

To ensure reliable delivery and adequate preparation, Flicket requires the following minimum lead times:

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Activity Minimum Lead Time Purpose
Event scope sign-off 6 weeks prior to event Allows system build, configuration and staffing forecasts
Staffing roster confirmation 4 weeks prior to event Ensures trained event crew availability
Equipment bookings and logistics 4 weeks prior to event Enables testing, packing and shipping
Client information (site maps, Wi-Fi, power, branding, exhibitor data) 4 weeks prior to event Required for planning and system setup
Box office setup / device test 2 weeks prior to event Ensures stable device connections and configuration
Dry run or test event 1 week prior to event Verifies hardware, connectivity and event flow


Events confirmed with less than 4 weeks’ notice are considered short notice and subject to the conditions below.

3. SHORT NOTICE EVENTS

For events confirmed with less than 4 weeks’ notice:

  1. Flicket cannot guarantee the availability of onsite staff or equipment.
  2. A short-notice surcharge may apply for any onsite staffing.
  3. Flicket will prioritise events that meet minimum lead time requirements and may decline delivery of short-notice events if adequate preparation and equipment availability cannot be assured.

4. CLIENT RESPONSIBILITIES

To enable Flicket to provide safe, effective and professional delivery, clients must:

  • Confirm event scope, staffing requirements and key logistical details within the timelines above;
  • Provide access to required infrastructure, including power, Wi-Fi and warm and drywork spaces;
  • Supply accurate site maps, schedules and contact details for key onsite personnel;
  • Return all equipment provided by Flicket within the agreed timeframe; and
  • Notify Flicket immediately if any supplied equipment is lost, stolen or damaged.

Failure to provide required information or access within the agreed timeframe may result in Flicket:

  • Adjusting or limiting the scope of event delivery; or
  • Applying an additional urgency surcharge to recover associated costs.

5. EQUIPMENT DELIVERY, USE & HANDLING

Clients agree to use, store and return equipment as outlined in this guideline.

Flicket equipment, including scanners, POS terminals, printers and network devices, remains the property of Flicket at all times and Flicket does not grant client property rights in any of the equipment. Equipment must only be used for the purpose for which it is provided to client. 

Clients must treat all equipment with reasonable care and diligence, including:

  • Ensuring equipment is stored securely when not in use;
  • Protecting items from physical damage, theft or adverse weather conditions; and
  • By following any operating instructions provided by Flicket.

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Requests for equipment must be made a minimum of 4 weeks before the event date. Equipment delivery timelines are dependent on courier / freight networks and Flicket is not liable for any delay in delivery.

6. RATES (all in $NZD - local currency conversions will apply)

Equipment:

Item Unit Metropolitan Regional
Ticket Scanners Each $35 $50
POS Setup (Laptop & Printer) Each $100 $150
4G/LTE Wi-Fi Hotspot Each $50 $70
Starlink Terminal Each $350 $400


Staff:

Role Unit Metropolitan Regional
Junior Event Staff Per person / per hour $45 $50
Senior Event Staff Per person / per hour $55 $60
On-Site Tech Support / Technician Per person / per hour $55 $60


Location

  • Metropolitan: Within 50 km of a major city centre (e.g. Auckland, Sydney).
  • Regional: More than 50 km from a major city centre, typically requiring additional travel or accommodation.

7. EQUIPMENT CONDITION & RETURN

In the event client experiences a problem with any equipment, client must call Flicket who shall respond to client’s issue within a reasonable time. 

All equipment must be returned within 48 hours of event completion, unless otherwise agreed in writing.

Equipment must be returned in the same condition as supplied, allowing for fair wear and tear.  Equipment that is lost, stolen or returned in a damaged or non-functional state will be assessed by Flicket.  If it is determined by Flicket, acting reasonably, that the loss or damage was due to misuse, neglect or failure to comply with this guideline, the cost of repair or replacement may be charged back to the client. 

8. RIGHT TO NOT SUPPLY STAFF OR EQUIPMENT

Flicket reserves the right to decline to provide staff or equipment, or to alter the scope of provision of staff or equipment, where:

  • Minimum lead times are not met;
  • Critical event information is incomplete; or
  • Conditions are deemed unsafe or unsuitable for equipment or staff.

This is to ensure operational safety, quality and consistency for all clients.

9. OTHER

To the extent of any inconsistency between the content of this guideline and the client’s particular contract with Flicket, the contract will prevail.

Equipment is provided as is and, not being the manufacturer of the equipment or its agent, Flicket makes no warranty or representation whatsoever, express or implied, as to the fitness for any particular purpose or design of the equipment. 

10. SUPPORT & COMMUNICATION

For operational support and troubleshooting:

  • Refer to the Flicket Equipment Help Guide for setup and FAQs.

Contact your assigned Client Success Manager.