1.1 In these Terms and Conditions (unless the context otherwise requires) the following words and expressions have the following meanings:
The balance shall mean:
(a) if the Deposit has been paid by the Customer, the Total Price less the Deposit; or
(b) if the Deposit has not been paid by the Customer, the Total Price; or
(c) any other such amount as may be outstanding to the Company by the Customer.
Booking means an order for Services that has been confirmed by the payment of a Deposit by the Customer or the signing of the Rental Agreement.
Company means the company UK Virtual Events Ltd, company number 9195341, registered office address Unit 31 Easter Park, Benyon Rd, Silchester, Reading, RG7 2PQ
Customer shall mean the person or persons (including companies or corporate entities) hiring the Services from the Company.
Customer’s Party shall mean any guests, attendees, members of the venue staff and staff employed by other contractors at the venue for the Event.
The deposit shall mean a non-refundable deposit equalling 30% of the Total Price paid to the Company by the Customer.
The event shall mean the event for which the Customer wishes to make a Booking.
Event Date shall mean the date(s) for the Event.
Services shall mean the provision and operation of any of the services offered by the Company, and any applicable staff, at the location of the event on the Event Date.
Total Price means the total amount (including VAT) due to the Company by the Customer in return for the Services.
The website shall mean the Company’s website at www.virtual-events.co.uk, www.virtualphotobooth.co.uk or such other website or online advertising that is run by, associated or affiliated with the Company.
Unless the context requires otherwise, all references to “days” shall mean “calendar days”.
All quotations made and bookings accepted are made subject to the following terms and conditions and no addition to nor variation of, such terms and conditions, shall be binding unless agreed by UK Virtual Events Ltd in writing. For removal of any doubt, the placing of booking with UK Virtual Events Ltd shall constitute unqualified acceptance of such terms and conditions.
2. Bookings, Prices, Deposits and Payments
2.1 Bookings are only secured on receipt of a signed Rental Agreement and/or payment of the deposit referred to in condition 2 below / total amount. UK Virtual Events Ltd may offer the Client payment terms and the terms set out must be adhered to.
2.2 A non-refundable deposit equal to 30% shall be paid by the Client to UK Virtual Events ltd upon signature of the booking agreement.
The remaining balance is due no later than 28 days before the event date.
In no circumstances with the deposit be refunded.
2.3 The Company reserves the right to charge interest on all overdue amounts owed by the Customer at 2% above the Bank of England’s base rate. Interest will accrue daily for late payments, starting from the Event Date.
3.1 UK Virtual Events Ltd reserves the right to cancel or suspend the provision of the agreed facilities and services if:
i. The payment dates are not adhered to.
ii. The client, being a company, has had a winding-up petition presented against it, has entered into administration, receivership, liquidation or an arrangement with its creditors.
iii. The client, being an individual, has had a bankruptcy petition against it, has become bankrupt, insolvent or entered into an arrangement with its creditors.
iv. The venue or any other key element of the event is cancelled by the provider of the venue for the Event or another main supplier for the Event for any reason, not including default of UK Virtual Events Ltd.
3.2 Should the client cancel the Event at any stage between 1 to 3 months before the event, the Client shall be liable for 75% of the overall invoice amount. Should the Client cancel the Event within 1 month before the date of the event, the client shall be liable for the full cost of the Event, unless otherwise agreed by UK Virtual Events Ltd in writing.
4. Transfer and Change of Dates
4.1 The Customer may submit a request by email to transfer a booking to an alternative date at any time up to 30 days before the Event Date.
4.2 Confirmed transfers of the Event Date are subject to the Company’s availability on those dates. If there is no availability for the alternate date, the deposit shall be forfeited and the Event cancelled, subject to the terms of clause 3 (Cancellation).
5. Obligations of the Customer
5.1 The Client shall be liable for any costs incurred in repairing any damage to the goods hired caused by the Client or its employees or guests. It shall be the absolute responsibility of the client to ensure the safekeeping of the equipment and the hirer will indemnify UK Virtual Events Ltd in respect of any loss or damage howsoever caused whilst in the client’s possession.
5.2 The Client shall keep in strict confidence all commercial know-how, which is disclosed to the Client by UK Virtual Events Ltd or its agents or subcontractors and any other confidential information concerning UK Virtual Events Ltd business, which the Client may obtain.
5.3 Requirements for a hot meal and soft beverages are only requested when our staff remain onsite for 5 hours or more. We will charge £20 per staff member if food and soft drinks are not supplied to staff remaining on-site during an event which will be invoiced separately direct to the client. For delivery and collections, our staff will not require food or beverages.
5.4 Overtime fees will be charged if the event times are extended from those stated on the booking form. Overtime will be charged per hour, or part thereof, and are payable upon receipt of our invoice at a fee of £50 + VAT per hour.
6. General Conditions
6.1 UK Virtual Events Ltd can accept no responsibility for any injury to Clients and their guests sustained whilst attending the Event.
6.2 UK Virtual Events Ltd does not accept responsibility for the loss or damage of personal property belonging to Clients and their guest.
6.3 UK Virtual Events Ltd has full public liability insurance; however personal accident insurance is not included. Clients requiring this cover should contact their insurers well in advance.
6.4 All materials, drawings, specifications, data or otherwise supplied by UK Virtual Events Ltd to the Client shall at all times be and remain the exclusive property of UK Virtual Events Ltd and shall be held by the Client in safe custody and good condition and shall be returned to UK Virtual Events Ltd on its request.
6.5 Whilst every effort will be made to ensure the provision of the facilities detailed, UK Virtual Events Ltd cannot be held responsible for shortcomings or conditions, which may affect the Event and are outside their control. E.g. weather, acts of terrorism, fire, etc.
6.6 UK Virtual Events Ltd and its subcontractors cannot be responsible for any non-fulfilment of this contract by either party, but please be assured that this engagement has been taken in good faith and every reasonable safeguard will be applied.
6.7 No provision of these terms and conditions or the booking agreement are enforceable by Virtual Events of the Contracts (Rights of Third Parties Act) 1999 by any party other than UK Virtual Events Ltd or the Client.
7. Specific Services
7.1 If the client is hiring a Dance Floor there are additional terms and conditions to adhere to which are listed clause 8 (Dance Floors)
7.2 If the client is Dry Hiring there are additional terms and conditions to adhere to which are listed clause 9 (Dry Hire)
8. Dance Floors
8.1 UK Virtual Events Ltd accepts no responsibility for any damaged caused to the flooring its dance floors are laid on. We offer an underlay service (subject to costs( which will minimise any marks or damage and/or the client may put protective underlay down if they wish to protect his/her floor which is available on request.
8.2 No drinks are to be allowed on to the dance floor for health and safety reasons. The client will be held responsible for the conduct of his/her guests and be held responsible for any injured person/s due to drinks being spilt or glasses being smashed during the hire period.
8.3 If the flooring is not suitable for our team to install the dance floor on, we reserve the right to refuse to lay the dance floor and no refund will be offered. Please ensure the dance floor area is clear in advance of our installation team’s arrival. Failure to do so could result in our team not having their full allocated time to install and may result in not installing a part of the entire dance floor. Please ensure the ground is flat. To install our dance floors safety, we will refuse to lay on uneven ground which may cause the floor to come apart or not lock tightly together.
8.4 When booking LED Dance Floors, please ensure that live power points are situated near to the performance position (unless you are otherwise advised by UK Virtual Events Ltd). Please ensure that a sufficient performance area is provided. Please advise in advance if access is awkward i.e. stairs, long carrying distances, inaccessible drives etc, or if we are positioned on a sprung floor. Performances in marquees should be positioned off the dance floor unless otherwise agreed. Failure to provide this information may result in the refusal of your booking. Failure to provide sufficient power will result in our products not being tested and therefore take no responsibly once our team leave the site for equipment that is not working as it is designed to.
9. Dry Hire
9.1 No conditions of warranty other than herein specifically set forth shall be implied or deemed to be incorporated in or to form part of the hire.
9.2 The Equipment is offered subject to being available to UK Virtual Events Ltd at the time required by the Hirer.
9.3 The Hirer must satisfy himself that the Equipment is in good working order and that the Equipment is not damaged in any way upon delivery.
9.4 Electrical Equipment must be connected to the correct supply. Under no circumstances should electrical Equipment be used unless it is correctly earthed.
9.5 The Hirer shall be responsible for its safekeeping, use and return on the completion of the hire in equal order (fair wear and tear excepted).
9.6 The Hirer shall take all reasonable steps to keep himself acquainted with the state and condition of the Equipment. If the Equipment is continued at work or in use in an unsafe and unsatisfactory state the Hirer shall be solely responsible for any damage, loss or accidents whether directly or indirectly arising therefrom.
9.7 The Hirer shall clean the Equipment and return it in a perfectly clean condition. The Hirer shall be responsible for any expense involved in cleaning Equipment incurred by UK Virtual Events Ltd.
9.8 Any breakdown or the unsatisfactory working of any part of the Equipment must be notified immediately to UK Virtual Events Ltd.
9.9 Full allowance will be made to the Hirer for any stoppage due to breakdown caused by the development of an inherent fault or fair wear & tear. The Hirer shall be responsible for all expenses involved arising from any breakdown and all loss and damage incurred by UK Virtual Events Ltd due to the Hirer’s negligence, misdirection or misuse of the equipment, whether by the Hirer or his servants and for the payment of the hire charges during the period the Equipment is necessarily idle due to such breakdown.
9.10 Under no circumstances shall the Hirer repair, or attempt to repair the Equipment.
9.11 UK Virtual Events Ltd reserves the right to attempt to repair the Equipment on-site if practicable or deliver a replacement if available. Carriage will be charged if applicable. UK Virtual Events Ltd shall not be responsible for the cost of recovering any Equipment from inaccessible areas or soft ground.
9.12 No claims will be admitted, other than those allowed under Clause 7 as herein provided, for stoppages through causes outside UK Virtual Events Ltd’s control, including but not limited to, inclement weather and failure of the electrical supply.
9.13 UK Virtual Events Ltd accepts no liability or responsibility for any consequential loss, damage or injury due to, or arising from the breakdown or stoppage of the Equipment through any cause whatsoever, or non-arrival from accident or breakdown during loading, unloading or transport of the Equipment.
9.14 During the continuance of the hire period the Hirer shall make good to UK Virtual Events Ltd all loss or damage to the Equipment from whatever cause the same may arise, fair wear and tear excepted and except as provided in Clause 7 herein, and shall also fully and completely indemnify UK Virtual Events Ltd in respect of all claims by any person whatsoever for injury to person or property caused by or in connection with or arising out of the use of the Equipment and in respect of all costs and charges in connection therewith whether arising under statute or common law.
9.15 UK Virtual Events Ltd reserves the right to retain the Hirer’s deposit if the booking is cancelled at any time.
9.16 Equipment not returned will be charged to the Hirer at the manufacturer’s current list price. Hire fees will continue up to the time UK Virtual Events Ltd can replace the lost Equipment.