Terms and Conditions

These Terms and Conditions govern the relationship between Luxelle Events (“we”, “us”, “our”) and the client (“you”, “your”). By booking or using any of our services, you agree to be bound by these Terms and Conditions. Please read them carefully.

1.1 Definitions

• “Company” refers to Luxelle Events, its employees, agents, and subcontractors.
• “Client” refers to the individual, company, or organization booking our services.
• “Services” include event planning, garden venue hire, equipment hire, and any other services provided by Luxelle Events.
• “Contract” refers to the agreement between Luxelle Events and the client, including these Terms and Conditions.
• “Event” refers to any occasion for which our services are engaged.
• “Venue” refers to any garden or location provided by us for events.
• “Equipment” refers to any items hired from our inventory.

1.2 Application of Terms

• These Terms and Conditions apply to all services provided by Luxelle Events.
• No variations to these terms shall be binding unless agreed in writing.
• We reserve the right to modify, amend, or update these terms at any time without prior notice.
• Updated terms will be posted on our website and will take effect immediately.
• It is the client’s responsibility to review these terms periodically. Continued use of our services constitutes acceptance of any modified terms.

1.3 Legal Jurisdiction

• These Terms and Conditions are governed by the laws of England and Wales.
• Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

2.1 Booking and Payment

• Full payment is required at the time of booking to secure the equipment hire.
• A security deposit may be required, as specified in the booking agreement.
• Payment methods accepted include bank transfer and credit/debit cards.
• Late payments will incur a 5% interest charge above the Bank of England base rate per week overdue.

2.2 Equipment Hire Cancellation Policy

• 30+ days before the hire date: Full refund minus a 10% administrative fee.
• 15-29 days before the hire date: 50% of the total hire fee will be refunded.
• 8-14 days before the hire date: 25% of the total hire fee will be refunded.
• 0-7 days before the hire date: No refund will be issued.
• All cancellations must be made in writing and acknowledged by us.

2.3 Equipment Responsibilities

• The client is responsible for the equipment from the time of delivery until collection.
• The client must inspect the equipment upon delivery and report any defects or damage within 1 hour.
• The client is responsible for the security and proper use of the equipment.
• The client must not modify, repair, or tamper with the equipment.
• Equipment must be returned in the same condition as it was hired.
• Cleaning fees will apply if equipment is returned dirty or in an unsatisfactory condition.
• Full replacement costs will be charged for any lost, stolen, or damaged equipment.

2.4 Equipment Insurance

• The client is responsible for obtaining adequate insurance coverage for the hired equipment.
• Insurance must cover the full replacement value of the equipment.
• Proof of insurance may be requested prior to the hire.
• Luxelle Events is not liable for any injury, damage, or loss caused by the use of the equipment.
• The client indemnifies Luxelle Events against all claims arising from the use of the equipment.

3.1 Booking and Payment

• A booking is only confirmed once the deposit has been received.
• Full payment must be received according to the payment schedule outlined in your booking agreement.
• A security deposit is required for all venue bookings (amount specified in booking agreement).
• Late payments will incur a 5% interest charge above the Bank of England base rate per week overdue.
• Payment methods accepted include bank transfer and credit/debit cards.

3.2 Garden Venue Cancellation Policy

• 30+ days before the event: Full refund available.
• Within 30 days of the event: 50% refund available.
• Within 14 days of the event: 25% refund available.
• Within 7 days of the event: No refund will be issued.
• All cancellations must be made in writing and acknowledged by us.
• Refunds will be processed within 14 working days of cancellation confirmation.

3.3 Venue Usage and Restrictions

• The client must adhere strictly to the agreed venue capacity limits.
• Venue hire periods are strictly enforced. Early arrival or late departure will incur additional charges.
• Additional hours will be charged at our standard overtime rate.
• Music and noise levels must comply with local regulations and venue policies.
• The client is responsible for ensuring all guests comply with venue rules.
• Smoking is only permitted in designated areas.
• Children must be supervised at all times.
• Decorations must be approved in advance and must not cause damage to the venue.
• No confetti, glitter, or similar materials are permitted unless specifically agreed.

3.4 Venue Access and Setup

• Access times for setup and breakdown must be agreed in advance.
• Delivery and collection times for third-party suppliers must be pre-approved.
• Vehicle access and parking arrangements must be followed as specified.
• The venue must be cleared of all items by the agreed end time.
• Additional charges will apply for items left at the venue beyond the hire period.

3.5 Venue Damage and Security

• A security deposit will be held to cover any potential damage.
• The client is responsible for any damage caused by themselves, their guests, or their suppliers.
• Damage exceeding the security deposit will be charged to the client.
• Full photographic evidence will be provided for any damage claims.
• The client is responsible for the conduct and safety of all guests.
• Security personnel may be required for certain events (at additional cost).

3.6 Weather Conditions and Force Majeure

• Luxelle Events is not liable for disruptions caused by weather conditions.
• Wet weather contingency plans must be agreed upon at least 14 days before the event.
• No refunds will be issued due to inclement weather.
• Alternative arrangements may be offered subject to availability.
• The client is advised to obtain event insurance to cover weather-related cancellations.

3.7 Catering and Alcohol

• All catering arrangements must be approved by Luxelle Events.
• External caterers must provide relevant health and safety certificates.
• Alcohol service must comply with licensing requirements.
• A valid alcohol license must be obtained if required.
• The client is responsible for ensuring responsible alcohol consumption.

3.8 Health and Safety

• The client must comply with all health and safety regulations.
• Emergency exits and fire routes must remain clear at all times.
• The client must familiarize themselves with emergency procedures.
• First aid provisions are the client’s responsibility unless otherwise agreed.
• Risk assessments may be required for certain activities.

3.9 Insurance Requirements

• The client must obtain public liability insurance for their event.
• Minimum coverage requirements will be specified in the booking agreement.
• Proof of insurance must be provided at least 14 days before the event.
• Third-party suppliers must have their own insurance coverage.
• Luxelle Events maintains venue insurance but this does not cover client events.

3.10 Additional Terms

• We reserve the right to refuse entry or eject any person behaving inappropriately.
• Photography of the venue for commercial purposes requires prior permission.
• We may use event photographs for marketing purposes unless agreed otherwise.
• The client must obtain necessary permits and licenses for their event.
• We reserve the right to cancel bookings in exceptional circumstances with a full refund.

4.1 Booking and Payment

• A signed contract is required to confirm the booking of event planning services.
• Payment terms, including deposit and balance payment deadlines, will be outlined in the contract.
• Late payments will incur a 5% interest charge above the Bank of England base rate per week overdue.
• Any additional services requested after the contract is signed will be charged at our standard rates and must be paid in full before the event date.

4.2 Event Planning Cancellation Policy

• Once the contract is signed, any cancellation will incur a 20% administrative charge of the agreed fee or package.
• Cancellations are allowed up to 7 days before the event.
• Cancellations made within 7 days of the event will incur a 50% charge of the agreed fee, which includes the administrative charge.
• Cancellations made 7 days or more before the event will incur a 40% charge of the agreed fee, which includes the administrative charge.
• All cancellations must be made in writing and acknowledged by Luxelle Events.
• Refunds will be processed within 14 working days of cancellation confirmation.

4.3 Service Delivery

• Luxelle Events will use reasonable efforts to deliver services as agreed in the contract.
• Any changes to the agreed services must be requested in writing and may incur additional charges.
• The client must provide all necessary information, approvals, and access required for the successful delivery of services.
• Luxelle Events is not responsible for delays or issues caused by the client’s failure to provide required information or approvals.

4.4 Third-Party Suppliers

• Luxelle Events may recommend third-party suppliers but is not responsible for their performance, quality, or reliability.
• Contracts with third-party suppliers are between the client and the supplier.
• While we will assist in resolving issues with third-party suppliers, we cannot guarantee outcomes or accept liability for their actions.
• The client is responsible for ensuring that all third-party suppliers comply with relevant health and safety regulations, insurance requirements, and venue rules.

4.5 Client Responsibilities

• The client is responsible for providing accurate and complete information about their event requirements.
• The client must ensure that all guests, suppliers, and contractors comply with the agreed event plan and venue rules.
• The client is responsible for obtaining any necessary permits, licenses, or permissions required for their event.
• The client must ensure that all payments are made on time to avoid delays in service delivery.

4.6 Changes to Event Plans

• Any changes to the event plan must be requested in writing and are subject to approval by Luxelle Events.
• Changes requested less than 14 days before the event may incur additional charges and are subject to availability.
• Luxelle Events reserves the right to refuse changes that are not feasible or that conflict with the agreed contract.

4.7 Liability and Insurance

• Luxelle Events maintains public liability insurance for its services.
• The client is advised to obtain event insurance to cover unforeseen circumstances, including cancellations, accidents, or damages.
• Luxelle Events is not liable for any loss, damage, or injury caused by third-party suppliers, guests, or contractors.
• The client indemnifies Luxelle Events against all claims arising from the actions of their guests, suppliers, or contractors.

4.8 Force Majeure

• Luxelle Events shall not be held liable for any failure or delay in performing its obligations due to events beyond its reasonable control, including but not limited to:
• Acts of God (e.g., floods, earthquakes, extreme weather).
• Government actions or restrictions.
• War, terrorism, or civil unrest.
• Pandemics, epidemics, or public health emergencies.
• Strikes, lockouts, or other industrial disputes.

4.9 Marketing and Intellectual Property

• Luxelle Events reserves the right to use photographs and videos of the event for marketing purposes unless the client requests otherwise in writing.
• All materials, designs, and concepts provided by Luxelle Events remain the intellectual property of the company.
• The client must obtain necessary permissions for the use of third-party intellectual property during the event.

4.10 Dispute Resolution

• Any complaints or disputes must be submitted in writing within 7 days of the event.
• Luxelle Events will acknowledge complaints within 48 hours and aim to resolve them within 14 days.
• Disputes that cannot be resolved amicably will be referred to mediation before any legal action is taken.

5.1 Company Insurance Coverage

• Luxelle Events maintains comprehensive public liability insurance for our services.
• Our insurance covers our direct services and employees only.
• Details of our insurance coverage can be provided upon written request.
• Our insurance does not extend to third-party suppliers, contractors, or client activities.

5.2 Client Insurance Requirements

• Clients are strongly advised to obtain comprehensive event insurance.
• Event insurance should cover:
• Cancellation or postponement
• Public liability
• Property damage
• Personal injury
• Supplier failure
• Adverse weather conditions
• Proof of insurance may be required before the event.

5.3 Limitation of Liability

• Our total liability for any claim shall not exceed the total amount paid for the services.
• Luxelle Events is not liable for:
• Indirect or consequential losses
• Loss of profits or business opportunity
• Third-party supplier failures
• Client or guest property damage
• Personal injury to clients or guests
• Weather-related disruptions
• Technical failures not within our control

5.4 Client Indemnification

• The client agrees to indemnify Luxelle Events against:
• Claims arising from client or guest actions
• Damage caused by client or guests
• Violations of venue rules or regulations
• Third-party intellectual property claims
• Licensing or permit violations
• Health and safety breaches

5.5 Property and Equipment

• Luxelle Events is not responsible for:
• Lost or damaged client property
• Guest belongings
• Third-party equipment
• Items left at venues
• Storage of materials before or after events

5.6 Health and Safety

• We maintain appropriate health and safety policies
• Clients must comply with all health and safety instructions
• Risk assessments may be required for specific activities
• The client is responsible for guest compliance with safety measures
• We reserve the right to stop unsafe activities

5.7 Claims Procedure

• Any claim must be:
• Submitted in writing within 7 days of the incident
• Supported by appropriate evidence
• Specific about the nature and extent of loss
• Accompanied by relevant documentation
• Claims will be acknowledged within 48 hours
• Resolution will be sought within 14 working days

Luxelle Events shall not be held liable for any failure or delay in performing our obligations due to events beyond our reasonable control, including but not limited to:

• Acts of God (e.g., floods, earthquakes, extreme weather conditions).
• Government actions, restrictions, or regulations.
• War, terrorism, or civil unrest.
• Pandemics, epidemics, or public health emergencies.
• Strikes, lockouts, or other industrial disputes.
• Power outages, technical failures, or supply chain disruptions.
• Any other unforeseen circumstances that prevent the fulfillment of our obligations.

In the event of a force majeure occurrence:

• We will notify the client as soon as reasonably possible.
• We will make reasonable efforts to mitigate the impact of the force majeure event.
• The client will not be entitled to a refund unless otherwise agreed in writing.
• Luxelle Events reserves the right to reschedule the event or provide alternative arrangements where feasible.

• Luxelle Events reserves the right to amend, modify, or update these Terms and Conditions at any time without prior notice.
• Updated Terms and Conditions will be posted on our website and will take effect immediately upon posting.
• It is the client’s responsibility to review these Terms and Conditions periodically.
• Continued use of our services constitutes acceptance of any updated Terms and Conditions.

8.1 Complaints Procedure

• Any complaints regarding our services must be submitted in writing within 7 days of the event or service delivery.
• Complaints must include:
• The client’s name and contact details.
• A detailed description of the issue.
• Any supporting evidence (e.g., photographs, receipts, or correspondence).
• Luxelle Events will acknowledge receipt of the complaint within 48 hours.
• We will investigate the complaint and aim to provide a resolution within 14 working days.

8.2 Dispute Resolution

• In the event of a dispute that cannot be resolved through our complaints procedure:
• Both parties agree to attempt mediation before pursuing legal action.
• Mediation will be conducted by a neutral third party agreed upon by both parties.
• If mediation fails, disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.