Office Christmas terms and conditions
How to book your Christmas party
Terms and Conditions
The terms relating in are promotional media as we, us or the company mean Office Christmas. The term Facilitators/Providers/Consultants/Third parties/Venue, etc are the company or person/s delivering the activity, accommodation, event or holiday.
Our office is addressed: The Shire House, Firle, Sussex, BN86LP.
Office Christmas is trading name of Adventure Connections Ltd. Company number 6293444
All prices are current at time of production of the media material; we reserve the right to change the cost of activities, events, and packages, etc if changes are imposed on us. We reserve the right to change the content, date and location of the activity, event, and package if we or the facilitators, etc deem it necessary. We reserve the right to change the date of the activity, event and package if weather conditions affect your safety.
We reserve the right to change all costs, activities, events and packages; you will be notified if we need to do this. In the event that Office Christmas cannot re-date or re-locate the activity, event or holiday, etc then a full refund will be issued. Office Christmas and facilitators reserve the right to exclude anyone or group of persons if deemed un-fit, un-reasonable, and irresponsible or falsify medical or booking forms or contracts, no refund will be issued under such circumstances and may be liable to further action. Office Christmas will accept no liability from a third party.
Office Christmas operate a self policing policy and this includes a one out all out option. Over 18's only. We endeavour to provide as much information through our marketing media as possible, however the descriptions and images of activities, events, packages, etc are generic for your ease, facilities and equipment differ from venue to venue. We advertise the closest venue/site/activities to the city requested, we will endeavor to locate the most appropriate venue/site/activities which you have requested however please note these can be some distance away. You will be notified of the approximate area but not informed of exact location until a booking has been made.
Certain venues and activities require identification and or credit card to cover breakage, etc. By agreeing to the terms and conditions you are allowing Office Christmas to share such details.
You will be notified in writing if funds are to be debited from your account. Vouchers will be issued with a set date, which must be adhered to. If the date needs to be moved within the allocated time (six months from purchase) or the voucher is lost then there will be a charge of £25 for administration. Cancellation costs apply to all vouchers. Tickets will be sent out 2 to 3 weeks prior to the event date.
Payment and Cancellations:
A deposit is required to secure said activity, event and package, etc. No date will be reserved until we have cleared funds. All activities, events, packages, etc are only confirmed once you have received confirmation from the office. Deposits are non-refundable.
Once confirmation has been received it is the responsibility of the lead person to check package, activity, event, etc is correct, if not the lead person has the five days 'booking window' (details below) to change confirmed package. After the expired period the event will adhere to the terms and conditions, including cancellation charges.
Once payment has been received by Office Christmas it will be deemed that you have read, understood and will comply with the terms and conditions.
The lead person who submits an enquiry certifies that he or she is authorised to agree the Booking Terms and Conditions on behalf of all persons expected to attend the event, etc including those added at a later date. Minimum age of 18 applies to all guests, no one under the age of 18 will be allowed to enter any venues. If you wish to cancel any part of the booking you should advise us immediately by telephone followed by a confirmatory letter which must be signed by the lead person who originally submitted the enquiry. Office Christmas shall be entitled to retain all payments already made and to recover, if not already paid, the balance of the total cost as follows. Changes to the account/booking will attract a £25 administration charge.
Failure to pay the final balance on the final balance date may result in the loss of the tickets, we have the right to re-sell the tickets if the final balance date is not met. No warning will be given; it is your responsibility to pay on or before the final balance date.
Individual Payments including Pre-authorisations:
Individuals can make payments for their part of the booking.
Before any individual payments the lead booker must make a pre-authorisation transaction to guarantee the deposit amount and booking.
As the lead booker you will make two transactions to secure the booking.
Individuals: You confirm by entering the details of those individuals within the group that you (as Lead Booker) have all the necessary consents from those individuals in the group to enter their details online for the purposes of creating a booking to be confirmed by us.
Important note: The price is an overall event price for the group based on the number of group members stated at the time of booking. If your group is smaller than originally stated, you may be applicable to additional charges. Any reduction may not be equivalent to the per person price of non-attendees. As Lead Booker it is your responsibility to ensure your group is aware of this before confirming their attendance.
We are not responsible to track or account for specific individual's payments. The Lead Booker is responsible for making sure that all members of the group pay the required amounts by the due date.
If full payment is not received by the balance due date, we will notify the Lead Booker who must either cancel the booking (terms and charges may apply) or pay the outstanding payment immediately.
Deposits are non-refundable
By paying a deposit you understand that you're contracted to the number of guests booked.
You confirm that the fee will be payable to Office Christmas irrespective of the final numbers attending.
No refunds are offered or given after the final payment has been made.
The total cost of activity, package, event, etc is payable 8 weeks before said activity, event or package, etc. If a booking is made less than 8 weeks then the full balance must be paid upon confirmation from the office, payment will be automatic in the case of an online booking.
If the final payment has not been received 8 weeks before any event, activity or package, etc, no notification will be sent to you and the booking will be deemed null and void, the deposit will not be returned, and we have the right to re-sell the package to another client and we will take steps as laid out in terms and conditions for further possible recompense.
All payments including deposits, final balances, upgrades and any extras by a commercial or company credit card will attract a 1.8% transaction charge.
'Booking window' means all online bookings have a 5 day window to cancel without charge, a booking will automatically be deemed as confirmed and the deposit is non-refundable after this period unless the office has been notified of the cancellation. After the designated booking window has expired, terms and conditions will apply.
All persons attending an event, etc are responsible for organising their own insurance covering the risk of participation in the event or activity. We ask that all participants are fully and adequately insured. Some activities are by their nature dangerous. Those of you who have booked to participate in this type of activity assume the risks involved and Office Christmas cannot be responsible for claims for injury or loss, unless caused by the negligence of Office Christmas. This is why we ask all participants to be fully and adequately insured and we only use the most reputable suppliers, who comply with all standards and regulations and who themselves have proper insurance.
Virtual - If the event is prevented from carrying out its obligations as it pertains to the Virtual Event you registered for as a result of any cause beyond its control, or such Virtual Event cannot be Virtually conducted because of a software or issue with the hosting platform or due to acts of God, strikes, labour disputes, government requisitions, restrictions or war or apparent act of war, terrorism, disaster, civil disorder, epidemic or pandemic, curtailment or restriction on transportation facilities, or any other comparable calamity, casualty or condition (collectively a “Force Majeure”) we shall have the right to immediately terminate the affected Virtual Event without liability and shall be relieved of its obligations to Registrant. If the affected Virtual Event is terminated due to a Force Majeure occurrence before the day of the Virtual Event, then we will reschedule the affected Virtual Event and your fee will be applied to the rescheduled Event.
Food Hampers and Boxes - images in our marketing are for illustrative purposes only, products are subject to availability. Under no circumstances are the Christmas Hampers or boxes refundable, should the event be cancelled, we will still post these out. Should the event be rescheduled, we will post the Hampers or boxes out in time for the new rescheduled date, unless the Hampers or boxes have already been posted before the event was postponed.
Force Majeure/Low Bookings
(a) "Force Majeure": includes war, threat of war, riot, civil disobedience or strife, industrial dispute, terrorist activity, natural or industrial disaster, fire, adverse weather conditions, pandemic or any unforeseeable or unavoidable event beyond the Company's control.
(b) "Low Bookings": is where the number of persons who have booked a particular arrangement is less that the minimum required to make it viable.
Office Christmas does not promise that the Site will be error-free, uninterrupted, nor that it will provide specific results from use of the Site or any Content, search or link on it. The Site and its Content are delivered on an "as-is" and "as-available" basis. Office Christmas cannot ensure that files you download from the Site will be free of viruses or contamination or destructive features. Office Christmas disclaims all warranties, express or implied, including also any implied warranties of merchant ability and fitness for a particular purpose. Office Christmas will not be liable for any damages of any kind arising from the use of this Site, including without limitation, direct, indirect, incidental, and punitive and consequential damages.
Office Christmas makes no guarantee of any specific result from use of this Site or use of the service. All content on the site has been supplied by advertisers, acts, party venues. Office Christmas is not liable for any incorrect information details in any acts, themes, party specifics, change of menus or website images. Office Christmas disclaims any and all liability for the acts, omissions and conduct of any third party users, Office Christmas users, advertisers and/or specific party venues on the Site, Office Christmas is not responsible for the products, services, actions or failure to act of any venue, performer, promoter or other third party in connection with or referenced on the Site.
Office Christmas is a party ticketing, virtual party and party venue finding agent, thus all complaints will be passed directly to the supplier, act, party venue, advertiser. Office Christmas does not accept any liability from any complaints. Office Christmas may investigate the claim and take appropriate action, in its sole discretion.
Menu / Drink / Upgrades
There will either be set or a multi choice menu option, this is dependent on the party/venue chosen, with a vegetarian option. An alternative special dietary menu for all other dietary requirements is available upon request. A surcharge may apply for kosher meals as these have to be purchased from an external supplier.
Menu choices, plus details of any special dietary requirements (including vegetarian) must be received no later than 28 days prior to your party date. If menu choices / special dietary requirements are not provided before this time, the set menu will be served. We cannot guarantee that changes to menu choices or special dietary requirements can be accommodated after this deadline, but will endeavour to accommodate any late menu requests where reasonably possible.
The party organiser is responsible for informing us of any specific dietary requirements (including vegetarian) or allergies. Any and all of the products on the menu may contain nut derivatives and other allergic reaction causing products. We, therefore, accept no responsibility whatsoever for any and all allergic reactions howsoever caused. It is the party organiser’s sole responsibility to check whether the guests have any allergies, to inform us if this is the case and to make alternative dietary arrangements.
We will endeavour to inform the caterer of any requests, however it is important for any party organisers with guests with any allergies to inform the host/manager or table manager upon arrival on the night, we therefore, accept no responsibility whatsoever for any and all allergic reactions howsoever caused.
We reserve the right to make changes to the advertised menu in the event of shortages in the supply of particular items, and will endeavour to ensure any substitutions are to an equivalent standard or better.
When pre-ordering drinks, drink vouchers, drink packages, or any other party upgrade, full payment must be received at least two weeks prior to the Event. We will make every effort to accommodate any orders placed after this time, but cannot guarantee this will be possible.
Any drinks vouchers purchased are non-refundable after the Event, cannot be exchanged for cash at the Event, and are only valid for the year booked.
At an Event, should you have any queries or issues regarding your drinks pre-order, this must be brought to the attention of a member of our staff at the Event, as any issues not raised on the evening cannot be dealt with after the Event. We advise you take your beverage invoice as proof of purchase on the evening.
You or your guests may not, under any circumstances, bring your own beverages to the Event.
It is against our licence to allow alcoholic beverages to be taken off any premises.
Please be aware that external links to sites are owned and run by different companies or organisations and we take no responsibility for any information they contain.
In contributing to us you agree to grant us a royalty-free, non-exclusive licence to publish and otherwise use the material in any way that we want, and in any media worldwide.
It's important to note, however, that you still own the copyright to everything you contribute to us and that if your image and/or video, article, etc is accepted, we will endeavour to publish your name alongside it on the website. Please note that due to operational reasons this accreditation will probably not be possible with video. We cannot guarantee that all pictures and/or video, article, etc will be used and we reserve the right to edit your comments.
At no time should you endanger yourself or others, take any unnecessary risks or infringe any laws.
Use of Likeness. By participating in the Virtual Event you acknowledge and agree to grant Oxygen the right at the Virtual Event to record, film, live stream, photograph, or capture your likeness in any media now available or hereafter developed and to distribute, broadcast, use, or otherwise globally to disseminate, in perpetuity, such media without any further approval from you or any payment to you. This grant to Oxygen includes, but is not limited to, the right to edit such media, the right to use the media alone or together with other information, and the right to allow others to use or disseminate the media.
Virtual - Use of Likeness. By participating in the Virtual Event you acknowledge and agree to grant the company the right at the Virtual Event to record, film, live stream, photograph, or capture your likeness in any media now available or hereafter developed and to distribute, broadcast, use, or otherwise globally to disseminate, in perpetuity, such media without any further approval from you or any payment to you. This grants the company including, but is not limited to, the right to edit such media, the right to use the media alone or together with other information, and the right to allow others to use or disseminate the media.
Should you be unhappy with any element of your combined arrangements, you should notify the party venue immediately so that they have an opportunity to investigate / rectify the problem. If you continue to be dissatisfied and wish to complain formally, this should be done in writing and sent to the Company's registered office within seven days of the party date. As long as the above conditions have been observed, the matter will be investigated and a reply will be sent to you within 4 weeks of receipt of the complaint. All complaints will be passed onto and dealt directly by the venue/company responsible for your party, Office Christmas will not be liable for any complaints relating to the party. If compensation is deemed to be appropriate by the company this will be limited only to the cost of the particular element of the package/party where the problem has arisen.
Office Christmas reserve the right to change Terms and Conditions without notice.
Office Christmas reserves the right to use a 'third parties' terms and conditions. It is your responsibility to request third party terms and conditions.
Your statutory rights are not affected.
Every attempt has been made to use clear and concise language in these terms and conditions, if any parts of the terms and conditions have not been fully understood, or if you have any further questions then please feel free to contact us for clarification.
The Shire House, Firle, Sussex, BN86LP
Card transactions as above. We accept all leading card types
By cheque, payable to Office Christmas. Cheques must arrive on or before final date for payment, please allow plenty of time for the post. Please do not send cash in the post. Cheques will attract a processing charge of £5 per cheque.
Our account details: Please contact the office.
VAT Number: 797 7039 68
Marketing & Electronic Mail
The Office Christmas Party is GDPR compliant. If you have used our services in the past and have not opted out you will be removed in due course. If you would like to remove yourself from an electronic mail list you can either email us or update your preferences using the link at the bottom of a marketing message.
We will not share you personal data with any third party marketing websites.
We will/may share your details with any Facilitators/Providers/Consultants/Third parties/Suppliers (including technology companies for virtual events) that require the information which is essential with your event requests and the running of any event you have interest in booking and/or booked.
Slavery Act: The Statement
Slavery, servitude, forced labour and human trafficking (modern slavery) are issues of increasing global concern, affecting all sectors, regions and economies. The Modern Slavery Act 2015 places a duty on certain businesses to report publicly, the steps that it has taken or is intending to take to ensure that their operations and supply chains are trafficking and slavery free. This Company is committed to respecting, protecting and championing the human rights of all those who come into contact with our operations, including employees, and supply chain workers, customers and local communities. We accept our responsibility to support transparency and honesty; to find and resolve problems, and to work with others to protect the rights of workers, particularly those who are most vulnerable to abuses such as modern slavery.