The Cotswold Wedding Company (UK) Limited

87a Hewlett Road

Cheltenham

GL52 6AJ

01242 374303

lyla@cotswoldweddingco.com

© 2019 The Cotswold Wedding Company (UK) Limited

TERMS & CONDITIONS

Hire & Styling Terms & Conditions

 

HIRE & STYLING FEES: The styling fee is based upon the number of guests anticipated, the type of services desired, and styling materials required. Travelling fees will be charged at a rate of 45p per mile. If the total number of guests changes, it is the Client’s responsibility to inform The Cotswold Wedding Company (UK) Limited (hereon referred to as “CWC”) and fees may apply. If the Client fails to inform CWC, CWC is not responsible for the quality of service. 

HIRE & STYLING ARRANGEMENTS: It is the Client’s responsibility to communicate with CWC the number of guests attending to enable CWC to obtain the necessary items needed for styling. A minimum of 4 hours must be agreed with the venue for CWC to perform the work. Some events will need more time depending upon requirements. If the venue will allow decorating the day before, CWC will make every effort to accommodate this. Just as it takes many hours to set up and decorate, it will also take time to break down all decorations. For this reason, a minimum of 2 hours must be agreed with the venue for the breakdown. 

It is the Client’s responsibility to email, send or otherwise communicate a final plan of the set up to CWC no later than 1 month prior to the event date. 

OWNERSHIP OF HIRE ITEMS: It is agreed that all hire items shall remain the property of CWC. 

DAMAGE TO PROPERTY AND LOSS OF ITEMS: The Client will be responsible for any damage to property including, but not limited to, centrepieces, chair covers, sashes, glassware, mirror plates etc. All damage and or missing property will be charged at full replacement cost. If the client’s guests remove items (i.e. centrepieces, decorative accents, etc) that are the property of CWC, then the Client will be charged the total replacement cost for the items. 

ACCIDENT CLAUSE: We are not responsible for accidents or injuries related to our decor that are caused by mishandling by the Client, guests or site staff. 

LIMIT OF LIABILITY:  If CWC is unable to complete services due to extreme instances (i.e. accident, death, extreme weather conditions or unsafe conditions at the venue), then CWC is not responsible for non-completion of services and CWC and the Client can come to a reasonable agreement for a partial refund. 

DISPLAY/ PROMOTION: It is agreed that CWC may display and use video and photographs from the event for their website, internet promotion and any other non-commercial purposes thought proper by CWC. All video or photographs are subject to be posted on all social networking sites for promotional purposes only. The Client is responsible for advising CWC of any photos or videos he/she wishes not to be publicised. CWC possesses full ownership of all video and photos of the decorating process and final set up photographed by CWC and its affiliates. Therefore, CWC has permission to place their name and logo on any photographs taken by CWC. 

DATA PROTECTION: The following is a broad description of the way CWC processes personal information. 

We process personal information to enable us to promote our goods and services, to maintain our accounts and records and to support and manage our resources.
 
We also process information on the lawful basis of creating contracts. Processing of information is necessary for a contract to be created between us or because you have asked us to take specific steps before entering into a contract. Examples might include providing quotes or other pre-booking information as well as bookings and payment processes.
 
Additionally, we process information for legitimate interests. Processing is necessary for our legitimate interests or the legitimate interests of a third party. For example, in order to set up a meeting, the event itself, take down after the event and any on-going queries etc.
We process information relevant to the above reasons and purposes. This may include personal and contact details, family, lifestyle and social circumstances, financial details and goods or services provided.
 
We process personal information about our customers and clients, suppliers and service providers, venue staff and other professional experts, as relevant.
 
We sometimes need to share the personal information we process with the individual themselves and also with other organisations. Where this is necessary we are required to comply with all aspects of the General Data Protection Act (GDPA).  We may need to share some of the personal information we process, for one or more reasons, with the following organisations. Family, associates and representatives of the person whose personal data we are processing, associate wedding and events suppliers, such as stationers, florists, wedding planners (both venue-based and independent), other venue stylists, DJs & other entertainers, goods suppliers, cake makers, bridal and occasion wear / dressmakers and photographers etc, venue-based staff and management, website, telephone, email and social media providers, designers and maintenance businesses, accounting, taxation and other financial organisations, central government agencies (e.g. HMRC), suppliers and service providers.
 
We will securely retain your information for up to six years after your wedding/event, for reference and analytical purposes as well as tax purposes.

Under the General Data Protection Act 2018, you have rights as an individual which you can exercise in relation to the information we hold about you, including the right to access your data, have any amendments made, have your data removed from our records and, where necessary, complain to the ICO if you think there is a problem with the way we are handling your data.

INDEPENDENT CONTRACTOR: These Terms & Conditions are not to be construed as an employment agreement in any way. CWC functions as an independent contractor only. The Client understands that CWC is a professional and does not need to be monitored or supervised as work is performed.

EVENT DETAILS: The Client gives permission for CWC to contact the venue and vendors to confirm event details. The Client understands and agrees that it is not CWC’s responsibility to set up or breakdown any items that are sub-rented or dropped off from other vendors or other persons, unless otherwise agreed.

MATERIAL GUARANTEE: All materials are guaranteed to be as specified by the manufacturer.  If a supplier discontinues a product or a manufacturer changes material type, CWC reserves the right to substitute an item for another of like kind and quality and make any last-minute changes (at our discretion, based on the availability of materials at the time of the event).

MAKING CHANGES: The Client will be given an invoice with the total price of the hire items and styling services and a breakdown of individual rentals based on the guest count and other factors. It is the Client’s responsibility to check this for accuracy. Packages can be customised upon agreement with CWC. The Client is required to submit to CWC the final number of guests attending the event no less than 1 month prior to the event date, which will be reflected in the remaining balance owed. Within 1 month of the event date, the Client may not receive a reduction in price due to a reduced number of guests, no longer needing items or needing fewer items. If the guest count increases CWC will add additional items calculated at current pricing to the invoice. Upon payment of the deposit, and prior to paying the remaining balance, only items affected by the number of guests attending the event, such as chair sashes and centrepieces, can be reduced. Items such as ceiling installations, lighting, hanging lanterns, etc. cannot be removed from your booking once the deposit has been paid. Customisable items such as personalised decorations etc. may not be changed. There can be no changes made to the decoration plan within 1 month of the event date, unless agreed with CWC.

SAFETY: If CWC deems the event to be unsafe, CWC reserves the right to halt all services. If the Client or the Client’s guests cause the event to become unsafe, then the Client will pay any fees associated with changing the date of the services. 
 
RESERVATION DEPOSIT & PAYMENT SCHEDULE: Upon signature, CWC reserves the time and date agreed upon. For this reason, a deposit of 25% of the balance stated is non-refundable, even if the event date is changed or if the event is cancelled for ANY reason. The deposit is applied towards the total balance upon completion and submission of this contract. The 25% deposit reserves the date and covers the substantial cost of materials purchased for the event styling services. In some cases, if more expensive and customisable items are needed, the Client will be required to pay a 50% deposit. The Client understands and agrees that the remaining balance is due no less than 1 month PRIOR to the decorating services being undertaken. The remaining balance may be made in instalments if agreed by both parties. If the required event date is within 1 month of the service agreement, payment is required in full at the time of order. Given the deposit conditions imposed upon us by our suppliers, this payment would be non-refundable. We reserve the right to cancel the booking if payment in full isn’t received within 14 days of the event. Monies paid will not be refunded.

REFUNDABLE DAMAGES DEPOSIT: A damages deposit may be required at the discretion of CWC. The client will be informed prior to booking if a damages deposit is required. The damages deposit is refundable, and the price of the deposit varies depending on what is hired. The damages deposit is refunded to the Client upon return and inspection of the hired materials. 

If damage or loss occurs, the Client must pay the replacement value of said product(s) (excluding washable stains) this will be deducted from the damages fee. If the amount should go over the damages fee, the Client will be charged for the remaining amount owed.
 
Standard laundering of hired items is included within the service charge. This includes stains from food and drinks and light scuff marks from shoes. However, if upon inspection after the event, irreversible damage or damage through mistreatment has been caused, this will result in CWC issuing the Client an invoice to replace the damaged stock.
 

CHANGE OF DATE OR VENUE: If the date or venue of the event is changed, for any reason, CWC must be informed by the Client as soon as possible. CWC will make every reasonable effort accommodate the new date, but if unable to, due to (but not limited to) other event bookings, holidays, personal commitments, etc. then CWC will not be held liable. A £50 admin fee will be required to process the change of date.

 

If the client fails to inform CWC of any changes of date or venue more than 1 month in advance of the original agreed upon date, and CWC is unable to provide services for the new date, then the client will be required to pay the full outstanding amount due.


CANCELLATION: PLEASE CAREFULLY CONSIDER THE CANCELLATION TERMS BEFORE COMMITTING
 

  • If the event is cancelled within 2 months of the event date, a cancellation fee of 50% will be charged by CWC (in addition to the non-refundable booking deposit). 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.

  • For cancellations within 1 month of the event – the Client 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.

  • CWC reserves the right not to apply a cancellation fee in certain circumstance which will be agreed in writing at the time.

  • All cancellation requests must be made in writing or emailed within the guidelines of this agreement.

  • CWC will NOT be held liable for any circumstances out of our control which result in postponement or cancellation.