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Picnic FAQ

Q. What are your picnic inclusions?

All of our picnic packages include set-up, styling and pack down, rubbish collection & disposal, rustic
trestle picnic tables, assorted rugs, pillows & cushions, styled table decorations & décor, woven
placemats, glassware, water carafes and an ice bucket with ice. All sunset and evening picnics
include tea lights, candles & lanterns.

We offer two (2) types of packages:

Willow Luxe Picnic Package - which all include stoneware dinner & side plates, gold or
copper cutlery & quality linen napkins or;

Willow Eco Picnic Package – which includes Eco Areca Nut leaf plates & eco bamboo cutlery
& serviettes

Visit our Facebook page or Instagram @willow_wood_hire for images and ideas.

Q. Is Food & Drink included?

No, Willow Wood Hire operate on a BYO food and beverages basis. You are welcome to bring your
own wine & food as we provide everything else you will require to enjoy an amazing picnic.
Should you wish to arrange catering for your picnic, we can recommend some awesome local
caterers. Contact them directly to make arrangements however, please advise us of any catering
details so we can co-ordinate directly with them on your event day.

Q. How long is my booking for?

Our picnic packages range in sitting times from 90 minutes and up to 3 hours dependant on the size
and type of package booked. However, you can book for additional time at $50 per hour, with a
minimum of three (3) days notice.

Q. When do you set up a picnic?

Set up time all depends on the size of the event.  Our small Picnics normally require 1 hour to set up,
however, our large luxe picnics can take up to 1.5 hours to set up. 

Q. When do you pack down a picnic?

Once we have set-up your picnic, we leave you to enjoy your event with your guests.
For any picnics set up in Council Parks, we return at the end of your picnic event and pack up, all you
have to do is get up and leave. If you have booked a picnic to take place in a private residence, we
can collect the following day, subject to other bookings.
Unless otherwise arranged, our picnic set ups are collected on the day at a time previously agreed. 

Q. What happens if I am running late?

We are pretty flexible and know life sometimes gets away from us, so we will hold your booking for
15 mins from the commencement time. If we have another picnic booked straight after your
allocated time, we will be packing down at the designated time, otherwise, this can impact on our
next picnic booking. If there is not another booking scheduled after your event, extra time can be
negotiated for an extra fee.

Q. Do you customise quotes?

Yes we can! We can tailor a package to suit your particular requirements.

Q. Where is the best location to set up a picnic?

For both you and your guests comfort we recommend that our picnics be set up outside under the
shade of a tree or, we can set up a picnic umbrella for you. For picnics booked on really hot & humid
days your guests may prefer your picnic be set up inside in air-conditioning. We are pretty flexible as
our picnics can be set-up anywhere, whether it’s in a park, in the backyard, on a verandah, balcony,
deck, lounge, rumpus room, garage or shed.

Q. Do you also travel to locations on the Sunshine Coast?

Our picnic packages are available for hire in the greater Sunshine Coast Region. All picnic events
located in the Sunshine Coast Hinterland area within a 50 km radius of Maleny include free travel.
However, locations outside this may incur a travel fee and/or venue fee as below.
Travel costs:
Set down & pack up for bookings greater than 50kms from Maleny Town Centre via the most
direct route will incur an additional $50 incl. GST surcharge.
Set down & pack up for bookings greater than 100kms from the Maleny Town Centre via the
most direct route  will incur an additional $100 incl. GST surcharge.
 Surcharge for set down & pack up bookings further than 150kms from the Maleny Town
Centre via the most direct route will be negotiated with the Customer and Company.
One Tree Hill Maleny- $50 Venue Fee


Q. What Payments Do You Accept?

You can pay via Direct Deposit prior to your picnic.

Q. What happens if anything is damaged?

If any rugs or cushions are stained with food or alcohol extra fees will be charged to cover the
cleaning cost. Any breakages or items missing must be covered at full retail cost.
Small spillages (such as water or non-staining items) may not incur a fee. However, you may be billed
for dry cleaning costs if required. Please inform your host at the end of your picnic if there has been
any major spills or accidents so they can try to fix and avoid the dry cleaners OR replacing the item!
All breakages must be paid for.

Q. What if I have to Cancel?

Due to the number of bookings, payments are non-refundable as we have held your date and turned
down other events.

Q. What’s your maximum number of guests?

With our picnic packages, we can cater from 2 and up to 20 people at any one time. However, we do
offer combination picnic table and high dining table packages for up to 40 people.

Q. Can I have my booking anywhere?

When we take on your booking, there's a tonne of stuff we need to consider, including safety,
scheduling of bookings around yours, rostering of staff and a heap of other stuff  that's probably
really boring to you, but really important to us to ensure we are operating at our best. Bearing in
mind that set ups include the lifting of heavy tables, rugs & tubs, the safety of our staff is of utmost
importance to us, so here's the lowdown in a snapshot.

The price in your quote are for easy access. If the setup requires extra walking and carrying
heavy items to create your picnic there will be extra fees.
 Beach setups are absolutely beautiful however, sometimes access is harder and extra
cleaning cost are required to remove sand. Extra fees will be added to your quote.
 If you'd like a specific spot in a Sunshine Coast Council park or beach area booked, it's up to
you to organise this with the Sunshine Coast Council, as all permits must be issued to the

Q. My numbers changed, now what?

Unfortunately, we can't reduce your package size once you've paid your deposit. Why? because
we're often fully booked and turning bookings away. If you need to increase your package, we will
do our best to accommodate subject to equipment availability.

Q. How do I book?

To book, we just require a 50% deposit with the remainder due four (4) weeks prior to the event. If
your event is within two (2) week s of the booking date, full payment is due. Please note that
deposits are non-refundable if you choose not to proceed with your event. If your booking is within
2 weeks of the cancellation date, full payment of the original quoted price is payable. Bookings on
public holidays incur a surcharge of 15%, to cover the penalty rates we as a company are required to
pay to service your booking.

Q. Do you need a security bond?

We sure do. We request a $150 refundable security bond at the time of picnic booking confirmation.
No charges are made unless required under the Terms & Conditions of booking.

Q. What if it's due to rain on the day of my booking?

All outdoor events are subject to the elements, so wet weather is completely out of our control.
Should the weather not be perfect for your picnic event, we recommend you have a wet weather
backup plan, so your special day can still be fantastic. We are pretty flexible as our picnics can be
set-up in any undercover area such as a verandah, balcony, deck, lounge, rumpus room, garage or

Either party can change the date or location of the booking with four (4) days notice. If you do
choose to change the location, you are responsible for finding the new location yourself.
We cannot refund payment due to wet weather cancellation. Your wet weather plan must be easy
access or extra fees will apply.

Q. Can I drink at my booking?

In Qld, the consumption of alcohol in a public place is illegal and you do so at your own risk. Most
councils will issue you with a permit to combat this, so best get in touch with the council of the
location you choose just to cover your butt.

Q. Can we keep the floral arrangements?

Willow wood hire include fully styled picnic setups, with our dried florals and faux foliage table
arrangements on a hire only basis. The table flower arrangements are not to be taken as they are a
part of the setting decoration.
Should you wish to arrange your own fresh florals for your picnic, we can recommend some
awesome local caterers. Contact them directly to make arrangements however, please advise us of
any catering details so we can co-ordinate directly with them on your event day.

Q. Can I choose my colours?

Yes you can, we want this to be perfect for you and what you love. We have a look book to assist you
select the look, colour & theme that best suits your picnic. Of course, we have a number of looks to
choose from, check out our Picnic Look Book to see which look is perfect for your event.

Q. Can we still have a group picnic during social distancing?

We are a COVID safe company and have policy and practice in place to ensure our guests enjoy their
picnics in a safe way.
As regulations change, we will keep our clients informed of any changes that may affect their picnic

Share the Love

We encourage you to take photos of your beautiful Willow Wood Hire picnic experience and share
the picnic love on your socials, tagging us @willow_wood_hire

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