FAQ

General

About Instant Booking

Instant Booking is an online event booking platform that makes it simple to search, compare, check availability and prices, and then instantly book a large range of product and service providers for your next event.

No matter whether you’re arranging a children’s birthday party or whether you’re an event planner sorting a national conference, Instant Booking has streamlined the process so it’s quick, easy and stress-free.

We’re here to help. Either get in touch via the form on our Contact page or, if it’s urgent, feel free to call us on 1300 422 229 anytime, Monday to Friday, between 9am - 6:00pm (AEST).

Security

We take your account protection seriously so we’ve partnered with PayPal, one of the world’s largest payments system, to provide you with the latest online security features. Instant Booking does not store any of your credit card information.

Firstly, all our providers are certified through PayPal's proven identity and compliance check system.

We require multi-factor authentication when a login is attempted from a new device and we’ll send you account alerts when any changes are made.

if anything does go wrong, it’s easy to raise a dispute through thePayPal Resolution Centre. We’ll work with you to resolve any issues quickly.

While you’re on the Instant Booking site, you’re protected by our multi-layered defence system.

For more information, check out our Trust page.

Policies

Making Bookings

Bookings

The price you see is the price you pay. There are no additional costs for using Instant Booking to book your event providers (apart from a small processing fee).
Following the event, you will receive an email asking you to review and rate
A standard booking contract is provided at the time of booking between both parties (event organiser and event provider). The contract covers areas such as payment, rights and obligations, liabilities, dispute resolution, insurance, etc.

Payments

Payment can be made online at the time of booking through either a credit card or through PayPal.
If your event is more than 30 days away, you only need to pay a 50% deposit when you book. If the event is less than 30 days away, you’ll need to pay the full amount as part of the booking.
Providers have the choice of different membership levels to suit their needs. The commission paid per booking varies, depending on the membership level they have selected. However, it is generally in the range of 10-15%. Therefore, the provider receives the booking amount, minus the 10-15% booking commission.
A tax invoice will be emailed to you once your deposit is paid. You’ll receive a final invoice after the balance is received.

Trust

You can be confident knowing that you will be refunded through PayPal's Buyer Protection if anything goes wrong. We use the trusted PayPal Resolution Centre to ensure disputes are handled quickly. Simply raise a dispute through the PayPal Resolution Centre.

Raising a dispute

You can raise a dispute if there were any issues with the service, such as the provider not attending, turning up late, or not providing a satisfactory service as described.

You can open a dispute within 180 days of the transaction date.

By opening a dispute, you can communicate with the provider in the Resolution Centre. You can request a full or partial refund. With a dispute, PayPal doesn’t get involved or decide the outcome. If you can’t resolve the issue, you can escalate it to a claim. You have 20 days to resolve a dispute. After 20 days the dispute will automatically be closed and you won’t be able to re-open it.

Escalating to a claim

If you can’t reach a resolution during the dispute process, you can escalate the dispute to a claim. When you escalate to a claim, PayPal will get involved and decide the outcome. You may be required to provide additional information as required to investigate the claim.

The case will then be reviewed, and an outcome determined (usually within 30 days or less).

Here’s how to escalate a dispute to a claim:

  • Go to the Resolution Centre.
  • Click View next to the dispute you want to escalate.
  • Click Escalate to PayPal at the bottom of the page.
  • Add any relevant information for escalating the dispute.
  • Click Submit.
  • What Happens Next?

    You’ll receive an email to let you know the claim was received and you will continue to receive emails with updates and any action or information needed by you. Cases are usually decided in 30 days or less, but sometimes it can take longer. You can always check the status of your claim by visiting the Resolution Centre on PayPal.

    Receiving Bookings

    We’ve structured our membership options so they provide the best value for our providers based on the volume of business you’re targeting. If you’re just looking to generate a single booking each month then the Basic Plan is great – no fixed cost, just a small commission once you’ve secured the booking.

    However, if you know the Instant Booking platform is perfect for bringing in multiple bookings each month, then go for the Standard or Pro Plans. By paying a monthly subscription, you enjoy even lower commission costs.

    You can, of course, switch plans either up or down at any time.

    Profile

    Once you’ve completed the sign-up process and validated your email address, you’ll head over to the Provider Portal where you’ll create your profile. It takes just 5 to 10 minutes to build a really good profile.

    To give you the best chance of being booked for an event, we recommend you include a clear profile picture, other images and any relevant video of your products or services.

    Prices & Availability

    No, you don’t have to display any of your pricing but, if you don’t, an event organiser (user) won’t be able to book you “instantly” and you’ll end up missing out!

    We recommend you show the different packages you offer so event organisers can quickly see if you fit into their budget. They will be able to contact you through the platform if they have any questions.

    An availability calendar will be released shortly (and well before we launch our platform to event organisers). In here you’ll be able to accurately display your availability for Instant Booking events.

    While any bookings you get on Instant Booking will automatically update your calendar, we strongly recommend you keep this up to date with any other times you’re not available. This will avoid potential double bookings and other conflicts.

    Bookings

    When a booking is made for your services, you’ll receive a notification sent to the email address used for your login. It’s important, therefore, to make sure you check this email account regularly. You can also see your bookings inside your Provider Portal page.

    The purpose of the Instant Booking platform is to make it easy for event organisers (our users) to book your services “instantly”, instead of having to send off requests to multiple providers and then wait to coordinate various responses. It’s important, therefore, that the information you provide, including your availability, is kept up to date at all times.

    If, however, there is a reason why you are unable to provide your services then, at the time of the booking you can say so when you receive the initial request to confirm. If your circumstances change after you have confirmed the booking, please make sure you advise the user as soon as possible. You also need to advise us via the Help Centre.

    The user will receive a full refund of any monies paid if you cancel a booking. If you have been paid your share of the deposit and you cancel the booking, this amount will be debited from your PayPal account.

    To find out more about how we deal with this and cancellations made by users, see our Cancellation Policy.

    At the time of booking, a standard contract is created between both parties, the event organiser and yourself as the service provider. The contract covers things like payment terms, rights and obligations, liabilities, the dispute resolution process, and insurance, etc.

    You’ll find a copy of our standard contract terms inside the Provider Portal.

    Payments

    When you set up your Provider Profile, you’ll declare whether or not you’re registered for GST. If you are, then all pricing you display must include the relevant GST. Invoicing we provide will reflect your nominated GST status.

    If the booking is made more than 30 days before the event, the organiser will pay a 50% deposit at the time of booking. You’ll receive half of this (25% of your total service fee) when you confirm the booking, while the balance will be held securely by PayPal.

    30 days before the event, the organiser will pay the outstanding 50%. Again, you’ll be paid half of this with the balance, less our commission, held by PayPal until after the event.

    If the booking is made within 30 days of the event, the full amount will be paid at that time and you will receive half.

    As long as no dispute exists between you and the event organiser, you’ll receive your balance 7 days after the event.

    Yes, you’ll need a PayPal account so we can pay you the booking fees you earn through Instant Booking.
    If you don’t already have a PayPal account, no problems! When you set-up your Provider account, you’ll be guided through the process of creating a PayPal account that links directly with your Instant Booking profile.
    If you already do a lot of business through PayPal you may already be on a lower fee structure. However, if you’re just starting out, PayPal charges 2.6% + $0.30 per transaction. This will be deducted from your booking fee before it’s paid to you.
    The Instant Booking platform has been set up so each provider can list up to three product or service packages. We’ve done this because our research shows that offering too many options can result in confusion and inaction by users. However, if you need to display more than three packages to properly represent your products or services, please get in touch via our Help Centre.