Events by Charlie Terms & Conditions of Business
Events by Charlie
These Terms and Conditions (”Terms”) govern the provision of event planning, management, and coordination services by Events by Charlie to the Client. By accepting a Proposal, paying a Deposit, or instructing Events by Charlie to commence services, the Client agrees to be bound by these Terms.
1. DEFINITIONS
In these Terms, the following words shall have the following meanings:
“Agreement” means the contract between the Company and the Client for the provision of Services, comprising the Proposal and these Terms.
“Client” means the person, firm, company, or charity purchasing the Services from the Company.
“Company” means Events by Charlie, whose principal place of business is at Oak Cottage, South Chailey BN8 4AT
“Event” means the wedding, private party, corporate event, charity fundraiser, or other celebration to be planned and/or managed by the Company as detailed in the Proposal.
“Event Date” means the date(s) on which the Event is scheduled to take place.
“Fee” means the total amount payable by the Client to the Company for the Services, as set out in the Proposal.
“Proposal” means the written quotation, estimate, or event brief provided by the Company to the Client detailing the Services and the Fee.
“Services” means the event planning, design, coordination, and management services to be provided by the Company as set out in the Proposal.
“Supplier” means any third-party vendor, venue, or contractor engaged to provide goods or services for the Event.
2. AGREEMENT AND BOOKING CONFIRMATION
2.1. A Proposal provided by the Company is valid for a period of 21 days from its date of issue. 2.2. The Agreement shall come into existence, and the booking shall be confirmed, only when the Client has accepted the Proposal in writing and paid the non-refundable Deposit in cleared funds. 2.3. Any variations to the Proposal must be agreed upon in writing by both parties.
3. FEES, QUOTES AND PAYMENT TERMS
3.1. The Fee for the Services shall be as set out in the Proposal. Unless otherwise stated, the Fee is exclusive of Value Added Tax (VAT), which shall be added at the prevailing rate if applicable. 3.2. The Fee covers the Company’s Services only and does not include the costs of Suppliers, venues, catering, or other direct Event expenses, which remain the sole responsibility of the Client. 3.3. The standard payment schedule is as follows, unless otherwise specified in the Proposal:
Deposit: £500 or 10% of the Fee upon booking, whichever is the greater.
Interim Payment: 50% of the Fee due 2 months prior to the Event Date.
Final Balance: The remaining balance due no later than 10 days prior to the Event Date. 3.4. Invoices are payable within 7 days of the date of issue. 3.5. The Company reserves the right to charge statutory interest on late payments in accordance with the Late Payment of Commercial Debts (Interest) Act 1998.
4. DEPOSIT POLICY
4.1. The Deposit is strictly non-refundable. It covers the initial consultation, administrative set up, securing the Event date in the Company’s diary, and turning away other potential business for that date.
5. CANCELLATION POLICY (BY CLIENT)
5.1. The Client may cancel the Agreement at any time by providing written notice to the Company. 5.2. In the event of cancellation by the Client, the following cancellation charges shall apply, representing a genuine pre estimate of the Company’s loss of earnings and work undertaken:
Cancellation more than 3 months before the Event Date: Loss of Deposit only.
Cancellation between 2 and 3 months before the Event Date: 50% of the total Fee is payable.
Cancellation within 21 days of the Event Date: 100% of the total Fee is payable. 5.3. The Client remains solely responsible for any cancellation fees charged by third-party Suppliers or venues.
6. CANCELLATION BY EVENTS BY CHARLIE
6.1. The Company reserves the right to cancel the Agreement with immediate effect by giving written notice to the Client if:
The Client fails to pay any amount due under this Agreement on the due date for payment.
The Client commits a material breach of any term of this Agreement.
The Company is unable to perform the Services due to illness, injury, or circumstances beyond its reasonable control (subject to Clause 11). 6.2. If the Company cancels the Agreement due to its own inability to perform the Services (other than for Client breach or Force Majeure), the Company shall refund all monies paid by the Client, including the Deposit, and shall use reasonable endeavours to recommend a suitable replacement event planner.
7. POSTPONEMENT POLICY
7.1. If the Client wishes to postpone the Event, they must notify the Company in writing. 7.2. The Company will use reasonable endeavours to accommodate the new Event Date, subject to availability. 7.3. If the Company is available on the new Event Date, the Agreement will be transferred to the new date. An administrative fee of £1000 may apply, and the Fee may be subject to review to reflect current pricing. 7.4. If the Company is unavailable on the new Event Date, the postponement shall be treated as a cancellation by the Client, and the provisions of Clause 5 shall apply.
8. SCOPE OF SERVICES
8.1. The Company shall provide the Services with reasonable care, skill, and diligence, in accordance with the Proposal. 8.2. The Company acts as an agent and consultant for the Client in sourcing and coordinating Suppliers. The Company does not provide the physical goods or venue services itself.
9. CLIENT RESPONSIBILITIES
9.1. The Client agrees to:
Provide the Company with all necessary information, instructions, and approvals in a timely manner.
Sign contracts directly with Suppliers and venues, unless expressly agreed otherwise in writing.
Pay all Suppliers and venues directly in accordance with their respective payment terms.
Ensure that the venue is safe and suitable for the Event.
10. THIRD-PARTY SUPPLIERS AND VENUES
10.1. The Company will recommend Suppliers based on its professional judgment and experience. However, the Client is responsible for making the final selection. 10.2. The contract for the provision of third-party goods and services is strictly between the Client and the Supplier. 10.3. The Company accepts no liability for the performance, non-performance, negligence, or default of any Supplier or venue.
11. FORCE MAJEURE
11.1. Neither party shall be in breach of this Agreement nor liable for delay in performing, or failure to perform, any of its obligations under this Agreement if such delay or failure results from events, circumstances, or causes beyond its reasonable control (a “Force Majeure Event”). 11.2. Force Majeure Events include, but are not limited to: acts of God, extreme weather, natural disasters, epidemic or pandemic, terrorist attack, war, strikes, or government restrictions. 11.3. In such circumstances, the affected party shall be entitled to a reasonable extension of the time for performing such obligations. If the period of delay or non-performance continues for 3 weeks, the party not affected may terminate this Agreement by giving written notice.
12. LIABILITY AND INDEMNITY
12.1. Nothing in these Terms shall limit or exclude the Company’s liability for death or personal injury caused by its negligence, or for fraud or fraudulent misrepresentation. 12.2. Subject to Clause 12.1, the Company’s total liability to the Client, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, arising under or in connection with the Agreement shall be limited to the total Fee paid by the Client to the Company. 12.3. The Company shall not be liable to the Client for any indirect or consequential loss, loss of profit, loss of enjoyment, or loss of reputation. 12.4. The Client shall indemnify the Company against all liabilities, costs, expenses, damages, and losses suffered or incurred by the Company arising out of or in connection with any claim made against the Company by a third party arising out of the Client’s breach of these Terms or the Client’s negligence.
13. INSURANCE
13.1. The Company maintains professional indemnity and public liability insurance. 13.2. The Client is strongly advised, and it is a condition of booking for large-scale events, to take out comprehensive event insurance, including cancellation, public liability, and employer’s liability cover (if applicable), to protect against unforeseen circumstances.
14. INTELLECTUAL PROPERTY AND PHOTOGRAPHY
14.1. All intellectual property rights in the event design, concepts, proposals, and materials produced by the Company remain the exclusive property of the Company. 14.2. The Company reserves the right to use photographs, videos, and descriptions of the Event for its own promotional purposes, including on its website, social media, and marketing materials. 14.3. If the Client requires strict privacy (e.g., for high-profile or sensitive corporate events), this must be agreed upon in writing prior to the Event, and the Company will respect such confidentiality requirements.
15. CONFIDENTIALITY
15.1. Both parties undertake that they shall not at any time disclose to any person any confidential information concerning the business, affairs, customers, clients, or suppliers of the other party, except as permitted by Clause 15.2. 15.2. Each party may disclose the other party’s confidential information to its employees, officers, representatives, or advisers who need to know such information for the purposes of carrying out the party’s obligations under this Agreement, or as may be required by law.
16. DATA PROTECTION (GDPR COMPLIANT , UK)
16.1. The Company will process the Client’s personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. 16.2. Personal data will be used solely for the purpose of providing the Services, managing the Event, and communicating with the Client. 16.3. The Company will not share the Client’s personal data with third parties without consent, except where necessary to provide the Services (e.g., sharing dietary requirements with a caterer).
17. COMPLAINTS PROCEDURE
17.1. In the unlikely event that the Client is dissatisfied with the Services, they must notify the Company in writing within 3 days of the Event Date. 17.2. The Company will acknowledge the complaint within 2 working days and will endeavour to resolve the matter amicably and promptly.
18. AMENDMENTS TO SERVICES
18.1. If the Client requests significant changes to the scope of the Event (e.g., a substantial increase in guest numbers, a change of venue requiring a site visit, or additional days of coordination), the Company reserves the right to revise the Fee accordingly. Any such revision will be agreed upon in writing.
19. GOVERNING LAW AND JURISDICTION
19.1. This Agreement, and any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with it or its subject matter or formation, shall be governed by and construed in accordance with the law of England and Wales. 19.2. Each party irrevocably agrees that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with this Agreement.
20. ENTIRE AGREEMENT
20.1. This Agreement constitutes the entire agreement between the parties and supersedes and extinguishes all previous agreements, promises, assurances, warranties, representations, and understandings between them, whether written or oral, relating to its subject matter.
Email: charlie@eventsbycharlie.com
Website: www.eventsbycharlie.com