Before you say ‘I Do’…it’s time to read the small print! We know that this might not be the most interesting bit to read, but I hope that this sets out clearly our obligations to you as well as the conditions required when booking beautiful pieces from our elegant and exquisite range.
The Supplier is Elegant Events of Staffordshire and the ‘Client’ is any person or company who hires or has agreed to hire goods or services from the supplier. ‘Items or services’ means items provided by the supplier in accordance with the supplier’s Terms and Conditions of hire.
Acceptance of Conditions
Making a booking with us verbally, by phone, Internet or any other method of communication constitutes you having read, understood and agreed to our terms and conditions of hire. It is the client’s responsibility to ensure they are familiar with the terms and conditions.
Retention of Title
All goods remain the absolute property of the supplier and the client undertakes not to sell, offer to sell, assign charge, pledge, or underlet, lend, or otherwise deal with the products unless agreed otherwise with the supplier.
Securing a Booking
When we send you a Booking Form we will ‘hold’ your wedding/event date and the items you have requested provisionally for 28 days to give you time to formalise the booking. If we do not hear from you within 28 days, we reserve the right to release your provisional reservation. Should you require additional time to confirm a booking, please email us and we will endeavour to assist you.
A £200.00 non-refundable Booking Fee is required to reserve your booking with us. This will be retained as a breakage and security waiver and returned following the return of your items if no items are found damaged or missing. This will not be returned in the event of a cancellation. Our preferred method of payment is by bank transfer (BACS) or cash. Please note that we do not hold a date in our diary after 28 days unless the booking fee has been paid. You will be liable for the full balance 8 weeks prior to the hire date.
Once we receive your completed and signed/or virtually signed booking form, and the non-refundable deposit, you the client will enter a legally binding contract with the supplier. It is the client’s responsibility to contact the supplier immediately, if any of the contact details or requirements are incorrect or have changed on the booking form.
Last minute bookings can be accepted depending on availability. Full payment is required at the time of booking for services/goods required within 8 weeks of the event.
ELEGANT EVENTS OF STAFFORDSHIRE WILL NOT ATTEND, SUPPLY OR PROVIDE ANY GOODS OR SERVICES IF THE FULL PAYMENT HAS NOT BEEN PAID IN FULL.
Once the booking deposit has been paid, the supplier will send an invoice to the client hiring the goods/services.
The final total payment is required in full no later than 8 weeks before the event, unless otherwise agreed. If payment is not received within our terms and conditions, we will assume that our services are no longer required.
We will not place any orders until payment has been paid. Late payments that result in us placing the order late may result in us being unable to source the specified items and we will be required to make substitutions.
We will make every effort to inform you that you have an outstanding balance, however all monies owed are down you, the client. Legal action may be undertaken to recover any outstanding balances once they are 30 days or more overdue.
Breakage & Security Waiver
A Breakage & Security Waiver of £200 paid as a deposit will be retained until the return of items. This is held as a deposit in the event that goods are lost or damaged during your period of hire. The deposit is fully refundable on the safe and prompt return of items under hire. Replacement fees will be levied at FULL RETAIL VALUE for all items hired or loaned that are missing or damaged and considered unusable by the supplier. Prices for individual items will be provided on request.
Venue Consultations
A venue consultation is included free of charge within a 20-mile radius of Cannock. We are very happy to provide consultations further afield for an additional mileage charge of £0.50p/mile.
Period of Hire
The Items are hired for a period of 24 hours; however, we can be flexible on this at our own discretion. If you wish to arrange an extended hire, or hold hired goods for longer than the contracted 24hour period, please contact us in advance to check availability of the products and to confirm if applicable, the costs for the extended hire.
The charge for items hired commences from the time that we dress the venue, items are delivered to you or collected from us, and continues until the items are collected by us or returned to us.
Minimum Spend
A minimum spend requirement of £500 + Delivery expenses is required within peak wedding season. If the minimum spend is not achieved it is at the discretion of the company if they wish to waive this.
Minimum spend does not apply to items that are collected from and returned to our company in Cannock. Our normal delivery area is within a 20-mile radius of WS12 2EY. A minimum expenditure of £450+ Delivery expenses applies for deliveries between 20-40 miles. Venues further than 40 miles have a minimum spend of £850+ Delivery expenses. The above may not be applicable out of season. Please contact us for more information. Delivery and collection will be 8am to 5pm. Delivery and collection outside of these times may incur additional charges.
Order Changes
We understand that sometimes when you book, you the client may not be completely sure what you need or want. We offer the opportunity for the client to be slightly flexible with the order and the client may add on to the order as you go along.
Additions or changes to hire goods quantities are subject to availability at the time of request only and not guaranteed. So, whilst your order can still be adjusted after you commit to the order, there is a guaranteed minimum payment of 100% of the original booking form total. For example, your total order upon booking is £500.00. You then decide you don’t need a couple of items (you’re doing it yourself; the venue provides something etc), you may take these off your order or change for something else you need – the price will remain the same or slightly increase dependent upon any additional items chosen. No refund will be given should there be a deficit on your order.
If you decided to take an item off that is your main item and change it for something that cost quite a lot less – then you still go into the category of ‘cancellation’ and you will be required to pay 50% of that order – if it is between 6 months of your date – see our cancellation section.
If you find that you would like to remove an item, we will happily allow an exchange subject to availability. We will only swap items on a like for like basis, for example: We cannot substitute hire items for extra flowers or foliage. Please ensure that the correct quantities or as close as possible are ordered before booking.
No refunds or credits will be issued for any items that are returned unused. However, once you have received your final guest numbers, if your table numbers decrease slightly or your chair décor numbers decrease slightly, we will waive the above.
No changes can be made to the order within 4 weeks of your event. This is because the company is required to place orders with suppliers in advance, in addition to the time required to prepare goods in advance of your event. We will endeavour to meet your needs where possible, although additional charges may be payable.
All order changes must be made in writing, we will not accept order changes over the phone, by text or over social media. This prevents any order changes being missed or incorrect. Please inform us of any changes to your order as soon as possible.
The supplier will endeavour not to make any changes to your event plans without your prior consent. However, if we are forced to make changes due to unforeseen circumstances i.e., if breakages, delayed returns, lost items that have occurred as a result of a previous client order, we reserve the right to substitute an item with similar goods for equal or higher value at no extra cost.
Any necessary substitutions will be communicated as soon as we become aware. We reserve the right to withdraw our acceptance of your order if the goods requested are not readily available to us and will refund in full any payment you have made.
Fresh flowers and foliage are a living product and can sometimes be unpredictable in terms of quality or subject to availability. Every effort will be made to source the products specified, however on occasion we will be forced to offer a substitution if they are not available or arrive in poor quality.
Cancellation
The company value every booking, therefore if a cancellation or a significant change occurs to the booking, this can cause an effect/impact to our business. As you, ‘the client’ can appreciate we book your decorations as agreed in accordance with your wishes and our terms and conditions as the supplier.
In the event of the client making a full cancellation, or cancellation of any individual items within the quote, the following charges will apply:
Cancellations 6 months prior to the wedding/event; 50% of the total invoice last issued and loss of Booking Fee.
Cancellations 3 months prior to the wedding/event; 100% of the total invoice last issued and loss of Booking Fee.
Cancellation charges cover the chance that the company may not be able to resell that date, having already turned clients down, in addition to purchasing products for your wedding/event and booking staff for the date.
Personalised Items
If items are ordered specifically for a client and are personalised for the client, no refund or exchanges will be given if these items are no longer required or not used.
Sourced Items
In some cases, we are asked to source items specifically for a client. If items are sourced for a particular client and then no longer required, no refund or exchanges will be given on these.
The supplier would never cancel a ‘client(s)’ booking as we agree to offer our services with the client and we also are bounded into a contract with the client, when accepting the client’s booking fee and vice versa.
If for any reason you wish to cancel your order, please confirm your cancellation in writing at the earliest opportunity. The cancellation will be deemed to take effect from the date of receipt. We will write to you confirming the cancellation so please contact us if you haven’t heard from us, as we may not have received your request.
Cancellation due to adverse weather
In adverse weather conditions such as Snow & Ice, it is the supplier’s decision not to deliver/setup hired goods to the venue if it jeopardises the safety of our staff. The supplier will endeavour to get the hired goods to the venue and exhaust every option that is available before cancellation of the booking. It is the responsibility of the client to make sure the hired goods are insured for such contingencies.
Covid Policy
COVID POLICY: PLEASE READ AND MAKE SURE YOU ARE SATISFIED WITH THESE TERMS BEFORE MAKING A PAYMENT/PLACING AN ORDER
Should your event plans be affected by COVID restrictions or should you wish to postpone your event. We are offering 1 date change free of charge. This date change must be within 12 months of the original booking date.
If your chosen items are not available on your new date, we will exchange them to items of an equal value at no extra charge. If the amount is higher than the original order, we will just ask you to pay the difference. If the amount is lower than the original order amount, we will require you to make up the difference. No refunds will be given.
If your chosen items are still available but you have changed your mind on colours/styles. Then no refunds will be given however an exchange may be honoured where possible at our discretion. Any additional postponements/date changes will be subject to our usual terms and conditions as specified.
Any orders inclusive of fresh flowers or foliage or any fees requiring supplementary staff will be charged at our rates for that particular year. This is due to inflationary pressures on products, wage increases and other necessary expenses.
Unfortunately, we cannot offer refunds or exchanges on items that have been custom made or special ordered in for your event. You may be also charged for any time that we have spent sourcing these items.
If you decide to proceed with your order with a reduction in guest numbers, we will exchange any unwanted items to an equal or higher value at our discretion, with any additional fees to be covered by the client. If you do not wish to exchange then the deposit on those items will be lost. If you decide to cancel your order completely then our usual terms and conditions outlined above will apply.
Collection and Delivery
The supplier provides a delivery and return service which is charged per mile, and subject to a minimum charge of £25 for labour. The supplier will unload the items from the vehicle, it is then the responsibility of the client to move them safely to the desired location. Should you wish to take advantage of this service please contact us for further details.
The client must provide the supplier with contact details of the person taking delivery/collection prior to the hire period. The person taking delivery/collection must be at the location at the agreed time, they should allow up to an hour, depending on the number of items hired, to take delivery, inspect and sign for all items received against the booking form before being accepted. Any delay in the client not being at the agreed location on time to take delivery may incur an additional charge.
The hire items stated on the booking confirmation will be prepared, cleaned, and checked by the supplier, but it is the responsibility for the Client to check the items on the order as any shortages, breakages or incorrect items cannot be clarified or rectified after the Client has left the premises with the goods. The supplier will not be liable after this time and no refunds will be given if the notification time (24hrs of the delivery) is not adhered to. Discrepancies can be made by email to eleganteventsofstafforshire@gmail.com or by telephone. This number automatically goes to our voicemail outside of normal office hours. If damage has occurred, we will require photographic evidence.
In most instances, items can be collected from our premises by prior arrangement. All crystal candelabra’s must be delivered, set up and collected by the supplier due to their fragile nature and therefore will incur a delivery and collection fee.
Returns
Please be aware that the goods remain the client’s responsibility from the time items are collected/delivered until the items are collected or returned to us. The client should therefore make every effort to ensure goods are kept dry and are retained in a secure place until this time. All items must be placed and stored together ready for collection.
All items must be returned in the original packaging otherwise the client will be charged an additional fee for replacement packaging. Failure to do so may also result in breakages and therefore charges against your security deposit.
Goods not available for collection on the agreed date and time will incur an additional collection fee plus 25% of the listed hire price per item per day. The items hired are the responsibility of the client from the time delivery has been taken/set up, until the time they have been collected by the supplier. Therefore, if the Client intends to leave Hired Goods anywhere other than in the Client’s possession before or after the event an agreement of a good provision of storage must be made and organised direct with the hotel or third party by the Client and does so at their own risk. We strongly recommend taking out wedding insurance.
If the Client intends to leave directly after the event finishes e.g., Honeymoon, the Client must organise the take down, re-packaging and return of all hired goods prior to the event, nominating a third party to act on their behalf, the contact names, addresses and telephone numbers should be made known the supplier so that the goods can be located after the event. The Client will still be fully responsible for the hired goods even when dealt with by a third party.
The supplier is not responsible for gathering hired items and any additional work/delay incurred because of an order which has not been pre-packed for collection will be chargeable at an hourly rate of £25.00.
Post Boxes – Please ensure the post box is emptied at the end of the night and the keys are left with the post box for collection. Please ensure the post box is left in an accessible area at the venue with other hire items. If the post box key is lost the Client will be responsible for either the cost of the replacement key or the replacement lock.
Glassware- Glassware must be handled with care; vases should not be lifted by the lip of the vase but with two hands at the base. Hired glassware is the responsibility of the Client from the time the hired items leave the premises of the supplier until it is returned to the supplier; therefore, glassware in transit is still the responsibility of the Client. If the supplier has delivered and provided glassware direct to a venue or household the Client is responsible for the goods after delivery and set up by the supplier until the hired goods have been collected from the venue or household by the supplier. We will not accept the any other glassware product that is not stated on the booking confirmation as a replacement of any damaged hired glassware.
Candles: The supplier does not take responsibility for any damage or fire caused by candles provided for any hire bookings, candles sold or provided for an on-site set up, permission must be sought by the Client from the venue to use candles. Candles must not be left unattended and should be extinguished at the end of the evening.
Backdrops / Draping: Damage to the backdrops such as rips and tears will result in a full replacement of the section damaged. Excessive stains from food or drinks will be subject to a cleaning fee of £100, should any stains not come out of the backdrop curtains after cleaning, a fee to replace the curtain will result up to the value of that section, in the event of this occurring, an invoice from the supplier will be issued for the cost of replacement and the damaged curtain will be available for inspection by the Client. The same applies for the plain draping and swaging. Non-return of backdrops will result in a replacement charge of £500 for 3m x 3m section.
Chair Covers- Chair covers hired on a DIY basis are supplied washed ironed (except stretch lycra) and folded into linen bags which MUST BE RETAINED for return transit. If the supplier is delivering and collecting DIY chair covers; no fitting will be carried out by the supplier, chair covers /sashes are to be removed from the chairs at the end of the event and put back into linen bags provided ready for collection, if we arrive on site for a DIY collection and covers have not been taken off by the Client the Client will be charged a labour fee of 50p per cover for removal by the supplier. Chair covers damaged beyond laundry / ripped / torn or burned will be charged at £20 per cover for linen and £7 per cover for lycra and the linen must be available for inspection if requested.
Non-Returns / Damaged Goods
The Client will pay for any non-returns, damaged goods or breakages howsoever caused at FULL RETAIL VALUE. The Breakage & Security Waiver will be used to cover any costs incurred due to damage or non-returns. Hired items will be checked upon return and a charge will be made from the given Breakage & Security Waiver for any non-returns or damages of hired items found at that time. A receipt for the replacement of items and any remaining deposit will be sent to the client within 7 days. Any additional costs not met by the Breakage & Security Waiver will be invoiced to the client within 7 days for payment. A failure to pay within 30 days may result in legal action being undertaken to recover those monies.
Venue Installation
If we are installing items on tables, we will require all linen on the tables ready for us to dress. If you have hired table runners from us, please ensure that the venues are aware so that they do not lay the table with crockery/cutlery prior to receiving these. If necessary, the client can collect or alternatively, we can post these in advance at a cost to the client.
It is the client’s responsibility to ensure that the items hired have been accepted and cleared by the venue. If a venue refuses to allow us to install any items no refund will be given.
If you are using the same function room for both your Ceremony and Reception, you will need to arrange with the venue setup of the table items after the ceremony. We are unable to wait until the ceremony is finished to dress the tables unless pre-arranged with us. This service would incur additional charges and needs to be agreed in advance.
Should we be required to dress an event out of hours (8am – 5pm) or on a bank holiday, there may be additional charge for this, please contact us for more information.
Please note, we reserve the right to collect hired items after midnight if required following your event, as items may/could be needed for re-hire within a short space of time. In these circumstances we will notify you accordingly.
Chair Décor
We are unable to un-stack or put out chairs at your venue. This is something you need to arrange with the venue before our arrival. If there is an issue and we do need to put chairs out, there will be an additional charge. This payment will be taken directly from your security deposit and a receipt will be sent. It is your responsibility to arrange with your venue to have the correct number of chairs available for us to dress. We will only cover the chairs that have been put out for us. We are unable to leave any spare covers/sashes.
If the correct amount of chairs is not put out and we have to return, there will be an additional fee for this. Should you require more, please notify us 24 hours prior to delivery and if in stock, these will be delivered and your security deposit will be used to cover costs accordingly.
If your event includes a ceremony, remember to check with your venue if they supply the extra chairs for Registrars or to even up the rows. Many venues will add extra chairs to make the rows look even. In this case you may need to order more chairs than you have guests. It is the client’s responsibility to ensure they have the correct number of sashes for chairs. Please bear in mind we may not have enough sashes to do this if you do not order the correct amount
Liability
The supplier accepts no responsibility for the hired items causing injury to any person, object or premises during the hire period. The client will be responsible for making sure all items are displayed and fitted correctly and safely to prevent damage or injury if they have not chosen the set-up service.
We do not accept any liability for any damage or injury arising from the use or attempted use of candles provided by us. We shall be under no liability arising from neglect, wilful damage, abnormal usage conditions or failure to follow our instructions.
Some of the hire items are vintage and therefore do not meet the current safety regulations, however the supplier will complete a risk assessment prior to delivery. The client accepts responsibility of these items and their condition on signing the delivery agreement if applicable. The supplier has advised the client to take out personal wedding insurance and does not accept responsibility if the client chooses not to do this
Clients leaving bad or negative feedback regarding a booking or cancelled booking which has a negative impact on our business without a just reason, or reasonable time to resolve any issues will be in breach of this contract. We will take legal action to regain all potential loss of business. this includes social media, eBay, trade papers or forums.
Force Majeure
Whilst every effort will be made by the supplier to complete any orders, they cannot be held liable for non-completion of orders due to matters beyond their control.
Law
The above Terms & Conditions and any contract formed between us upon booking, shall be governed by the laws of England and you agree to submit to the exclusive jurisdiction of the English Courts.
