Terms of Contract
In this contract ‘We’ ‘Us’ ‘Our’ refers to The Wedding Room Dumfries LTD. ‘You’ ‘The Hirer’ ‘The Client’ refers to the lead name on the booking invoice.
We are a limited company registered in Scotland with company registration number SC654349 and our registered office address 37 Balmoral Road Dumfries DG1 3BE and registered trading address St Mary’s Industrial Estate Dumfries DG1 1NA.
1. Booking Conditions
1.1) When you pay our deposit you confirm your booking with us and you confirm that you have read, understood and agreed to the following terms of contact. These are the only terms of contract upon what we shall contract with you, no alteration or substitution to these terms shall be valid unless we agree to them in writing.
1.2) We will require adequate time for the installation and dismantling of the equipment. This amount of time will depend on the type of event, access and amount of equipment required. If the Client or Venue has special requirements for setting up/disassembly times or times of access, the Client must provide these details to us prior to the booking, or additional charges may be made. Wherever possible, we will visit the Venue prior to quoting in order to estimate the time/work/equipment required. Please bear in mind that if there is not sufficient time to do this, or if the distance, opening hours of the venue or other matters prohibit this, then we must rely on information given by you in providing a quotation.
1.3) Both us and client offer assurances that no previous bookings exist with other clients/companies that would affect the booking.
1.4) If the Client has another booking which results in the cancellation of the contract, cancellation costs in Paragraph 2 do not apply and the full payment is required.
1.5) If we had another booking that results in the cancellation of the contract a full refund will be given. However, we warrant that we will attend any booked event to the best of our ability. Only under exceptional circumstances (such as illness), work may be sub-contracted, but only to known people with proven credentials.
1.6) Event site consultation: If an on-site consultation is required at your chosen venue then a venue site fee will apply charged at £35.00.
1.7) We will be in attendance at the venue in good time to set up for the event. However, if we are prevented from setting up by the late running of the event, the client agrees that the same amount of setup time is still needed, and any consequent late start to the setup will not be the responsibility of The Wedding Room.
1.8) We will only attend and set up the booked items ONCE and if the hired items need moved during any event such as after ceremony or wedding breakfast then this time will be charged at £35.00 plus mileage. Subject to our availability.
1.9) If any details on your booking form or invoice are incorrect then please inform us immediately. The Wedding Room will only accept changes to an order from the lead contact/s via email, telephone or post. Any bookings that can not be carried out due to incorrect information on the above forms will require full payment.
1.9b) Final numbers for hired items should be made clear to The Wedding Room 4 weeks before the event. We will allow for slight adjustments to your original estimate as we understand that it is difficult to predict exact guest numbers before this time, we are generally able to accommodate increases on original estimates. We cannot guarantee that sudden increases in numbers at the last minute can always be accommodated.
2.1) Booking fees (minimum 20%) are non-refundable and can be made by Card payment via telephone, online, cash or via PayPal or direct bank transfer.
2.2) If any payments are not received by the due date, we may refuse to attend the event, and full payment will still be required, as this will be considered a breach of contract. We may, at our discretion, allow a time to pay, but this is exceptional and must be agreed before the commencement of the event.
2.3) All fee’s must be paid in full 6 weeks prior to your event.
3. Deposits, Cancellations and Postponements
3.1) In the event of the client wishing to cancel or postpone the event for ANY reason the minimum amount to be charged is the non-refundable deposit and within 8 weeks of the event date we will charge 50% of the entire fee (in addition to the non-refundable booking deposit) agreed at time of booking. For cancellations within 4 weeks of the event – the Client (you) will be liable to pay the outstanding balance. This will cover expenses incurred for preparation for the event, which includes but is not limited to, cost of materials, operating costs and lost wages. Cancellations outside of this time do not require any additional payments, other than stock already acquired for your event, time spent and any administration costs incurred by us.
3.2) At our discretion, we may agree to alter the date of the booking, such replacement date to be within 12 months of the original booking date, and subject to being available on the replacement date. We may agree to an extension on a replacement date at our discretion – Subject to availability. Although we may ask that any monies due are paid by the original booking due date. If the balance is paid prior to the event and needs to be postponed and we are unavailable for any reason then any monies paid becomes non-refundable. For any bookings postponed, please note that prices quoted for the original date are subject to change and a new quote/invoice may need to be issued. We advise to check our availability before changing your date with the venue.
3.3) If the full balance is paid prior to the due date and your event is cancelled for ANY reason, it becomes non-refundable. We may at our discretion offer to refund a percentage of the balance which will be made clear in writing after the cancellation notice has been received.
3.4) All cancellation requests must be made in writing or emailed to firstname.lastname@example.org within the guidelines of this agreement.
4. Conduct and Security
4.1) You will ensure that the audience/guests and anyone other than our team conduct themselves in a proper manner. We will not be held responsible for any actions, behaviour or damage caused by those attending the event, under any circumstances.
4.2) Our team will conduct themselves in a proper manner throughout their attendance at the venue, and will respond to your requests (unless in breach of any laws or venue requirements/restrictions) as to positioning of equipment, and any other reasonable requests.
4.3) Often, we will take photographs or video footage of events, to be used in promotional materials. If you, object to this, please notify us before the date of the event. Copies of photographs and videos, if possible, may be obtainable from us – please ask for details.
4.4) You will be held responsible for any theft or damage of any equipment belonging to us caused by anyone other than members of our team. You will be responsible for any costs to repair or replace the damage. A list of replacement costs can be requested by email.
4.5) We will not be held responsible for damage to the venue caused by our equipment. We must be notified of any potential problems.
4.6) Standard laundering of hired items is included in all of our prices, which include stains from food and drinks and light scuff marks from shoes. The Wedding Room consider these stains as part of an event. We will therefore not invoice additional charges to the lead contact after the event. However, if upon inspection after your event we find that irreversible or damage through mistreatment has been caused to our hired items for example rips, footprints, evidence of guests drawing on the linen, cigarette burns, candle wax and excessive food and drink stains etc. then this will result in The Wedding Room issuing the lead contact an invoice to replace the damaged stock.
5. Health & Safety
5.1) It is solely the responsibility of the client to ensure the Venue complies with Health & Safety, and holds all necessary certification, Public Liability Insurance, Public Performance Licences, etc.
5.2) We will ensure our equipment fully complies with all the relevant Health & Safety legislation regarding the equipment and personnel.
5.3) The Client is responsible for ensuring that the venue can provide a safe and practical area in which we can set up and operate our equipment. The bare minimum power requirement is two 13Amp sockets, preferably on a separate and on an unloaded circuit. For most venues, this is adequate; however, for very large venues different requirements may be necessary.
5.4) PAT Test certificates can be requested to provide to your venue should they wish to ask for one.