Terms and Conditions

The following are a summary of the standard terms and condition for Saffron Events Limited and the entire work projects undertaken by Saffron Events.

The company shall be on these terms and conditions to the exclusion of any others unless specifically varied in writing and signed for on behalf of the Client and by a director for and on behalf of the Company.

In accepting the event proposal and engaging with Saffron Events (the Company) these conditions shall be deemed to have been accepted by you (the Client) on its own behalf and on behalf of each and every guest.

1. Definitions

1.1 “the Client” meaning you the individual, business or body for whom the event proposal or quotation is prepared for and the services of event management and event hire are provided.
1.2 “the Company” meaning Saffron Events Limited in addition to (where applicable) the employees, suppliers, agents or sub-contractors to whom are in all or party acting on behalf of the Company.
1.3 “the Conditions” the provisions set out below which shall be incorporated into the contract.
1.4 “the Contract” the agreement between the Company (Saffron Events Limited) and the Client to perform the event management set out in the proposal and/or quotation of the event hire services.
1.5 “the Event” the occasion to be organised by the Company as set out in the event proposal and/or quotation.
1.6 “the Guests” the visitors whom have been specifically invited to attend the event by the Clients.
1.7 “the Price” the fees due to the Company from the Client in payment for the services provided by the Company.
1.8 “the Proposal” the letter and/or documents from the Company to the Client giving details of the Event, background and recommendations of the Services offered by the Company to the Client including the price.
1.9 “the Service” the work provision that will be undertaken by the Company to organise the event in accordance with the clients event proposal and/or event hire products.
1.10 “the Fee” also described as the “Event Management Fee”, is the amount of money charged to the Client by the Company for conceiving, managing and delivering the event.

2. The fees and price

The price payable for the Services shall be as set out in the proposal and/or quotation and subsequent working documentation which are (subject to adjustments made in accordance with paragraph 10 below) and are payable as follows:-
Event Management
2.1 40% of the Price shall be payable as a non-returnable first on-account payment on acceptance by the Client of the event proposal.
2.2 The Client will then be requested to make second and subsequent on-account payments at agreed periods throughout the duration of the planning period of the Event. These will be in line with the below table:

First Stage Deposit (40%) – Upon booking
Second Stage Deposit (40%) – 2 month prior
Final Project Balance (20%) – 2 weeks prior

Event Hire (Only)
2.3 25% of the Price shall be payable as a non-returnable first on-account payment on acceptance by the Client of the quotation.
2.2 The Client will then be requested to make second and final payment at agreed period prior to the release of goods and the Event. These will be in line with the below table:

First Stage Deposit (25%) – Upon booking
Final Project Balance (75%) – 2 weeks prior

2.4 HIRE CHARGES – The charges published in any of the Company’s printed matter are for the guidance of the Hirers in estimating costs only and do not constitute an offer.
2.5 The total projected event price must be paid prior to the operation date of the Event. The Company reserve the right to withdraw or withhold all services and facilities should the required monies not be paid prior to the departure or commencement date of the Event.
2.6 The Company reserves the right to pass on to the Client any additional costs incurred as a direct result of fluctuation in exchange rate throughout the duration of the event, programme or project.
2.6 Any invoices issued by Saffron Events Limited will become payable within 14 days of the date of invoice.
2.7 Should invoice settlement not be made then interest will be charged at 4% per annum above the base rate of the National Westminster Bank Plc.

3. Event cancellation (by the client)

3.1 The Client may cancel the event by a written notice; however this is only effective from the date that written notice of cancellation has been received by the Company. As a direct result of this the Company will suffer a loss for which a cancellation fee will be payable to the Company by the Client. The cancellation fee has been detailed below and represents a reasonable calculation.

Number of days prior to the Event in which written notification is received by the Company (excluding the date of the Event but including the date of receipt of notice of cancellation) Management Fee due (detailed as a percentage of the total fee due).

More than 21 days 50%
8 – 21 days 75%
1 – 7 days 100%

3.2 Additional to the above-mentioned charges the Company will forward to the Client all additional third-party supplier costs incurred due to the event being cancelled.

4 Event cancellations (by the company)

4.1 The Company reserves the right to cancel the Event if:-
4.1.1 The balance of the Price less the deposit has not been received by the Company seven working days prior to the Event in accordance with paragraph 2.2 above;
4.1.2 Due to circumstances beyond the control of the Company including but not limited to war, riot, industrial dispute, act of god, weather conditions or fire; and in such circumstances the Company shall have no liability to make any payments to the Client or refund any part of the Price.

5. Event changed and postponed

The Company will make every effort to carry out the Services in accordance with the Proposal and quotations. However the Company retains the right to change and/or postpone or nature or the event venue if it is necessary due to circumstances beyond its control. Including but not limited to adverse weather conditions or unavailability of suitable staff, equipment or the original venue. In such circumstances the Company will notify the Client as soon as reasonably possible of such changes.

6. Variation in guest numbers

If the number of Guests who attend the Event is less than the number stated in the event proposal and/or quotation as finally defined by the Client, then the Client shall not necessarily be entitled to any reduction in the Price. The Company may at its discretion offer to reduce the Price depending on the circumstances in question. Such a reduction will be part of the adjustments in the Price made in accordance with paragraph 10.

7. Company authority at the event

7.1 The Client agrees on its own behalf and on behalf of each and every Guest:-
7.1.Tthat the opinion of the Company is final in regard to matters of health and safety.
7.1.2 To comply with any request or order made by the Company in the interests of safety howsoever expressed;
7.1.3 To comply with any reasonable instruction given by the Company for any other reason.
7.2 The Company reserves the right to request any Guest to leave the Event if in the opinion of the Company the Guest is behaving in a dangerous, unreasonable or disruptive manner and the Client agrees to procure that such request will be complied with by each and every Guest. In such circumstances the Company will be under no liability to the Client or the Guest in respect of any refund of the Price or compensation for any costs or damage which may be incurred by the Client or the Guest.
7.3 Before participating in the Event every Guest may be required at the discretion of the Company to sign a disclaimer, a copy of which is available on request.

8. Damage liability (the client)

8.1 The Client agrees that in the event of damage being caused to any facilities and/or event hire equipment, (including buildings and fixtures and fittings), or equipment of whatsoever nature supplied by the Company for the purpose of the Event the Client will be liable for the facilities and each and every piece of equipment so damaged as follows:-
8.1.1 If the damage arises out of any act or omission of the Client or any Guest the Client shall be liable for the first £1,000.00 on each and every item.
8.1.2 If the cause of the damage be deliberate the Client shall be liable for all the damages so caused or the full replacement values of each and every item whichever is less.
8.2 The Client is responsible for the safe custody of even hire items of the company and/ or third party supplier and must be satisfied with the equipment before use. In the event of miscounts, incorrect deliveries, damaged or unacceptable equipment the Client should notify the Company immediately.

9. Damage liability (the company)

9.1 The Company agrees to exercise all reasonable skill and care in the provision of the Services in accordance with the terms of the event proposal and in organising the Event.
9.2 The Company has no liability to the Client or any Guest (other than liability for death or personal injury of a Guest resulting from the Company’s negligence) for any loss or damage of any nature howsoever caused arising out of or in connection with attendance at the Event to the Client or the Guest or the property of the Client or Guest unless otherwise covered by the public liability insurance carried by the Company at the date of the Event any such claim by the client or guest being made on the terms and conditions of such insurance a copy of which is available on request.
9.3 Personal Accident Insurance covering the Event is not included in the Price but can be arranged on request by the Client.
9.4 Specific Event Insurance cover is not included in the Price but can be quoted for and provided on request by the Client.

10. Alterations

10.1 Additional services requested by the Client on-site and which are not included in the Proposal will be invoiced to the Client following the Event and will become payable within 14 days of the date of invoice.
Full details of terms and conditions are available with your event proposal. For further information contact us today.