TERMS AND CONDITIONS
Every effort has been taken to ensure these terms and conditions are written in concise and clear English. Should you have any questions relating to any part of these terms and conditions then please call Office Christmas on 0845 676 9755. “Office Christmas” is a trading name of Office Events Ltd (Company No. 0756383).
1. Definitions and related matters
1.1 In Writing
In writing means by Facsimile, Letter or Email. We accept no liability if We do not receive a communication.
Any communication whatsoever made by email (including cancellations and changes) will only be deemed to have been received and accepted by Us once you have received a return e-mail from Office Events Ltd confirming your actions.
1.3 The event
The event means and includes all bookings made on behalf of a client by Us, including but not exclusively hotels, transport, activities, clubs, restaurants, performers (and references to events can mean Exclusive Events or Ticketed Events).
1.4 You and Your
In each case this refers to you as the client and to all persons included in the booking made with Us...
1.5 We and Us and Our
In each case this refers to Office Events Ltd
1.6 The Venue
The Venue means the location of any third party booking made on behalf of the client by Us, including restaurants, clubs, activities, hotels and transport.
Extras include anything which is not included in the event as detailed by Us at the time of booking. . These include (but not exclusively) food, drink, transport, paintballs and shotgun cartridges.
1.8 Exclusive Events
Exclusive Events are events which We design and organise specifically for You (which will include third party booking(s) of Venue(s) which We will make on Your behalf).
1.9 Ticketed Events or Shared Events
Ticketed Events or Shared Events are pre-designed events where We buy tickets or spaces and make bookings on Your behalf.
1.10 Paragraph headings are included for convenience only and do not affect the interpretation of these terms and conditions.
2.1 No booking is confirmed until We send you confirmation of the booking in writing
2.2 All bookings are accepted by Us strictly on the understanding that no reduction or allowance will be made if fewer persons than stated on the booking actually attend the event, and the full payment stated by Us at the time of the booking will in any event be due. If You request that more people are added after the booking is accepted by Us, this will be strictly subject to our agreement and, if agreed, to additional deposit being paid
2.3 We will endeavour to provide details of events before any deposit is paid, but start and finish times, exact locations and transport details will only be confirmed after receipt of the deposit as required in paragraph 3
3. Deposits / Payments / Cancellations
3.1 Before We confirm a booking, We require payment of a non-refundable deposit of an amount stipulated at the time of booking (minimum £20 per person). If the deposit payment is not received within 7 days of request, Your proposed booking will lapse unless otherwise agreed by us in writing. Deposits are strictly non-refundable and non-transferable in all circumstances.
3.2 For parties of 20 people or less, for bookings for events made after 1st October, and for some ticketed events (which We will confirm at the time of booking) full payment is required at the time of booking. In other cases, the balance of the payment due must be paid no later than 1st October unless otherwise stated on your booking form or agreed in writing by Us. If payment of the final balance is not received by the due date Office Events Ltd reserve the right to terminate the booking.
3.3 Bookings where each guest chooses to pay individually will not have their booking secured until payment is received for all guests. Unpaid spaces will be cancelled from the booking if payment is not received within a fixed time-frame set by Us in writing. We will not be responsible for bookings cancelled by the venue due to lapsed payment deadlines.
3.4 Any request for cancellation of a booking must be communicated In Writing to Us by the party organiser. We cannot accept any cancellations on the telephone. Any cancellations must be made by at least 1st October. No exception to this will apply unless stated on your booking form. For cancellations made prior to 1st October, We will retain the deposit but subject to an administration charge (usually 3%) We will refund other monies which We have received. For any cancellations made after 1st October, We will not make any refund. We will not be under any obligation to make any refund for cancellations by parties of 20 people or less.
3.5 The prices which We charge for Exclusive Events are based on minimum numbers as agreed at the time of booking, and so we do not make any refund if the actual number attending the event is lower than the agreed minimum. For Ticketed Events, if the actual number for the event is up to 15% less than the agreed minimum number, then subject to the cancellation policy stated in paragraph 3.3 we will refund the price (less the deposit) in respect of the reduction in the number; if the reduction in numbers is more than 15%, we will charge in full for 85% and make a refund (less the deposit) for 15%
3.6 We will not be obliged to dispatch any tickets or documents relevant to the booking until an account has been paid in full. We reserve the right to cancel all or part of any event should payment not be forthcoming as per terms and conditions in paragraphs 3.1 and 3.2
3.7 All published ticket prices are exclusive of VAT, which will be added at the current rate.
3.8 We reserve the right to charge a 2.5% fee on credit card payments and £1 on debit card payments. Payments made using other methods will not incur a charge.
4. Third Parties
4.1 In making arrangements on behalf of our clients, We enter into contracts with third parties for provision of all the necessary facilities including the provision of tickets for entry to the event/occasion. In doing so, We act as your agent strictly on the basis that (a) we will incur no liability whatsoever as a result of any such arrangement and (b) Your contract with Us is subject to the terms and conditions of contracts with third parties.
4.2 In the event that a third party fails for any reason to provide facilities or tickets that have been requested, or to honour a booking, We shall have no liability to you. If you do not agree to the alternative, or if we are unable to arrange an alternative, We will only be liable to You for the return of monies paid by You in respect of the booking, but otherwise We shall have no liability to You.
4.3 In exceptional circumstances a third party may see fit to stop an activity at any time if they feel continuing an activity would cause injury or harm to its staff or to any other persons at the site. An activity site or venue reserves the right to exclude persons considered to be medically unfit and persons considered to be under the influence of alcohol or drugs. In the cases outlined in this paragraph you will not be entitled to any refund whatsoever.
4.4 In the event of bad weather making an activity unsafe and a third party cancelling all or part of an event; you will be entitled to a refund of the cost of the event (or part) which is cancelled. We will have no further liability to you for the cancellation.
5.1 If You request changes to all or part of the event, We will endeavour to arrange the change if it is reasonable and if time and arrangements with third parties allows this. It is a condition of our agreeing to try to comply with any such request that You will pay Us all costs which We incur in complying with (or attempting to comply with) Your request. This includes reasonable administration costs which We shall agree with You before any changes are made.
5.2 While We will make all reasonable efforts to adhere to arrangements confirmed at the time of booking, We reserve the right at our sole discretion to alter or change arrangements should it be necessary to do so, and We shall not be liable to You for any changes, save for making a refund of any monies not expended.
5.3 We will not be liable to You for any changes to events which are beyond our reasonable control.
5.4 In the event of you not wishing to partake in an activity for whatever reason you will not be entitled to a refund.
6.1 You will be responsible for the cost of all Extras.
6.2 Any indication given to You by Us of the cost of any Extras is an estimate only. We will not accept any responsibility for the cost of any Extras or for any increase in such costs.
In the case of some venues a disclaimer may be required to be signed before the event takes place. Failure to sign the disclaimer to the satisfaction of the third party may result in the event being cancelled. We will have no liability to You whatsoever in this circumstance.
8. Our Liability
8.1 This paragraph 8 sets out Our entire financial liability to You and to members of Your party (including any liability for the acts or omissions of our employees, agents and sub-contractors) in respect of (a) any breach of contract, (b) any representation, statement, act or omission, and (c) anything related to Your booking or the event
8.2 All warranties, conditions and other terms implied by statute or common law are, to the fullest extent permitted by law, excluded from this contract.
8.3 Nothing in this contract limits or excludes Our liability for death or personal injury.
8.4 Subject to Paragraph 8.3 Our total liability in contract, tort (including negligence or breach of statutory duty), misrepresentation, restitution or otherwise arising in connection with this contract, Your booking or the event, shall be limited to the total amount paid by You to Us.
9. Guest conduct
9.1 We do not accept any responsibility in respect of any person prevented from entering a function, or asked to leave due to their conduct.
9.2 Any theft, wilful damage, or damage caused by inappropriate use of theming equipment supplied by Us, or to a venue and all property therein, will be at Your cost.
9.3 You must ensure that all persons attending the event under Your booking shall:
a) Comply with all licensing, health and safety and other regulations relating to the Venue
b) Not bring any dangerous or hazardous items into the Venue and to remove such items promptly when requested to do so by an authorised person
c) Not consume food or drink at the Venue not supplied by the authorised caterers without their prior consent
d) Not act in any improper or disorderly manner, leave the Venue promptly at the appropriate time and comply with any reasonable request by the Venue’s employees.
10.1 In entering into a contract with Office Events Ltd which includes our provision of themed decoration You agree to indemnify Us against the cost of repair / replacement in the event of any loss of, or damage to, any or our props, decorations or equipment sustained during the course of your event as a result of the conduct of your guests
10.2 We will not charge for damage seen as reasonable wear and tear. We will seek to repair items to their pre-hire condition and will only charge for replacement where the cost of repair is likely to exceed the cost of replacement, or repair is not possible. These decisions remain at the sole discretion of Office Events.
11.1 This contract shall be governed by English Law and shall be subject to the sole jurisdiction of the English courts.
11.2 If you make a booking with Office Events Ltd it is understood you have read, understood and accepted these terms and conditions.
11.3 Any person who arranges a booking with Us on behalf of other persons does so on the basis that they undertake to communicate these terms and conditions to all such other persons.
11.4 No variation of these terms and conditions shall be valid unless agreed In Writing by us. No condition which you may seek to apply shall have any effect unless we expressly agree to it in writing.
12. Complaint Procedure
If at any time during your event, you feel unhappy with your arrangements, ensure to notify the Event Manager or Duty Manager on site immediately. If the situation is not able to be resolved at the time of the event and you are still unhappy you should contact us (Office Events). You must send your complaint to us In Writing within 7 days of returning from your event. Having received the complaint we will thoroughly investigate the problem to the best of our ability. We are unable to investigate and resolve the problem if this procedure is not carried out. Please allow 28 days for a reply after sending your complaint.
Please call Office Christmas on 0845 676 9755 should you have any questions at all regarding these terms and conditions