Terms & Conditions
Securing your booking with us by payment of your deposit, constitutes affirmation that you have read, understood and agreed to the following terms and conditions.
Please read this agreement carefully, upon entering into this agreement, you the client agree to be bound by the terms within.
These are the only terms and conditions upon which we will contract with you. No alteration or substitution to these Terms and Conditions shall be valid unless agreed in writing.
1.1 Agreement of contract: The contracted client is the lead name on the invoice. For weddings this has to be the bride and/or groom however a third party can make payment on your behalf.
1.2 Photographs: Please be aware that we will take photographs of our work. We may also liaise with your photographer to acquire any photographs which feature our work. These images may be used for our portfolio, website, and any marketing materials/collateral. Photos taken by us of your arrangements remain our property. Our photos are not to be reproduced, copied or edited in any way by you or any third party without our prior permission in writing to do so. Photographer’s credits will only be displayed when provided as a watermark on the image. We take no responsibility for your photos being used in any way which is not permitted.
1.3 Service provision:
i. Boateng Events do not share services with other companies. For example, if you are to use us for your Event Styling Service, it is exclusively our team that will be providing the full decor.
ii. All services arranged directly by the client will be the responsibility of the client. Boateng Events will only be responsible for services undertaken by Boateng Events.
1.4 Consultations & Venue visits: On full service styling, we offer your first face-to-face consultation and one visit to your venue free of charge. Additional meetings and venue visits, will incur a charge of £50 per appointment. If, for any reason, you fail to attend the first consultation without due notice, a charge of £30.00 will be incurred for the rescheduled consultation. We are available on email or phone if you wish to discuss your booking or make any changes to it.
1.5 Décor presentation: It is usually the case that placing soft drinks on the guest tables negatively interferes with the initial appearance of the decor. This affects any photographs taken and can have an undesirable impact on the all-important first impression of the venue styling. We therefore request that clients arrange for drinks to be served in jugs, at a bar or designated area, or brought out by the waiting staff once guests are seated. Drinks in glass bottles such as wine are completely fine.
1.6 Sundays & Public Holidays: No additional charge will be applied to Sunday bookings. A 10% surcharge applies to the total value of all bookings on Public Holidays.
1.7 Mockups: A mockup of your guest table decor prior to your event can be arranged upon request. There is a no charge for this additional service. The mock up will be held at Hackney base and we allow up to 2 additional people to attend the 1hr session. (Trusting our experience and creativity, the majority of our clients however, seldom request for mockups).
2.1 We use only quality, lifelike artificial flowers for our centrepieces and head table arrangements, however fresh flowers can be supplied request.
2.2 Deliveries: Any prices quoted for flowers exclude the cost of delivery.
2.3 Availability & Variations: We endeavour to meet requests for fresh flowers however we are subject to the natural seasons in which particular types may be available. This may have an impact on price and/or availability. Our florist will recommend alternatives in keeping with your colour scheme in such circumstances. When working with nature, there are no guarantees. We will do our absolute best to supply exactly what you order, however due to variances in the weather & seasonal availability of some flowers, we cannot guarantee availability, exact colours or shades. Should we need to substitute any flowers for you, we will select what we feel is the next best option.
2.4 Flower conditions: Fresh flowers are prone to wilting prematurely in hot weather, every effort will be made to maintain the quality of the flowers but this cannot be guaranteed for the duration of your event.
3. SET UP
3.1 Required setting up time: We require a minimum duration of 4 hours to set up the venue decor. This may be more, depending on the nature of the decor and the number of guests. The exact time required will be confirmed during the final consultation. If the time constraints given for setting up are extremely limited, depending on your decor requirements, additional staff may need to brought in to ensure a timely turnaround. This may incur an additional charge.
3.2 Set up conditions: Where an installation and set up service has been requested, it is the clients responsibility to ensure that the venue is ready at the times stated. Failure to comply can result in further charges or abandonment.
3.3 Point of contact: It is expected that the client will provide details (name and telephone number) for a point of contact for the duration of the set up/clear up. This is in the event of difficulties with access at the venue or set up on the day. You will need to ensure the nominated individual is available and so ideally should not be a part of the bridal party if your event is a wedding.
3.4 Linen: All arrangements for linen must be made separately unless this is otherwise agreed as part of your Event Styling Service. On the day of setup we will require that all linen is on the tables ready for us to dress the tables if we are not supplying the linen.
3.5 Cutlery, crockery & glassware: Boateng Events do not take responsibility for the setup of crockery, glassware or cutlery. Please arrange for this to be dealt with by your catering company or another provider.
3.6 Favours & stationery: We will not take responsibility for the setup of favours and stationery that we have not provided if this can infringe upon the time required for setup.
3.7 Guest interference during set up: Guests are to be instructed not to enter any rooms being decorated before the agreed time. It is the client’s responsibility to ensure there is a representative at the venue to communicate this to guests and usher them to an appropriate location. In the event of our staff having to manage your guests, it is at the clients risk that either there is a delay in the venue being ready or a deduction being applied to the holding deposit for the additional tasks.
3.8 Stacking and un-stacking of chairs & tables: It will be necessary for the venue providers to un-stack or put out chairs or tables. If there is an issue on the day and we do need to do this, there is an additional charge for this and the charge will be removed from the security deposit. There may be a delay in time as a result of this. Please note that this does not apply to chairs that we provide. We will take full responsibility for the stacking and un-stacking of these chairs.
3.9 Chair covers:
i. You must arrange with the venue to have the correct amount 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.
ii. If an event includes a ceremony, it must be checked with the venue if they supply the extra chairs for registrars. Many venues will have four chairs at the front and will need an extra two covers and sashes for this if chair covers and sashes are being used.
3.10 If you are using the same function room for both your Ceremony and Reception, you will need to arrange with the venue or catering company for the setup of the furniture after the ceremony. We are unable to wait until the ceremony is finished to dress the tables unless pre-arranged with us which will occur additional charges.
3.11 We cannot accept responsibility for any of our items that are used outside should they be damaged, soiled or affected by weather conditions after we have left them e.g. aisle runners becoming extremely wet or soiled. Swagging & draping are intended as temporary constructions, therefore severe weather conditions, wind and rain, may affect the completed look if used outdoors.
3.12 Punctuality and timing: We allow 30 minutes on either side of any given time, to allow for good/bad traffic and any delays we may come across. If we are going to be earlier or later than 30 minutes either side of your scheduled delivery time, we will be in contact with you or your event coordinator as soon as possible to give you an estimated time of arrival.
3.14 Replacement of hired items: We will endeavour to supply the specific items requested, however we reserve the right to substitute an appropriate alternative where necessary.
3.15 Delivery and collection:
i. We will make every effort when delivering the decor items and/or furniture to park our vehicle/s without contravening parking restrictions. If where we are required to deliver falls outside this category (i.e. red routes, double yellow lines, resident’s parking, etc) and a penalty charge is incurred, this will be payable by the client.
ii Delivery and collection: Delivery and collection charges ONLY cover step free access. Venues with no step free access might incur additional costs.
iii Delivery and collection charges are exclusive of congestion or toll charges. These are added to the cost of delivery if it falls within the applicable times.
4. CLEAR UP
4.1 We require a minimum of 2 hours to clear up and pack away after an event. If this cannot be accommodated by your venue, please inform us as soon as possible.
4.2 We will arrive at 11pm to begin the packing away process. This will always be carried out with complete discretion. If for any reason we are required to arrive later than this, an additional charge will be incurred.
4.3 All charger plates hired must be returned to us reasonably clean. Please note that charger plates cannot be used as dinner plates. If there is excessive food on the charger plates, we would expect that the catering company would take responsibility for cleaning these plates. Excessive food remnants left on the plates would incur a charge that would be deducted from the refundable security deposit.
4.4 Stock damage:
i Standard laundering of hired items is included in all of our prices, which include stains from food and drinks and light scuff marks from shoes. We consider these stains as part of an event. However, if upon inspection after your event we find that irreversible or damage through mistreatment has been caused to our hired items for example rips, footprints, evidence of guests drawing on the linen, cigarette burns, candle wax and excessive food and drink stains etc. this will result in the cost being deducted from the refundable security deposit or us issuing the lead contact an invoice to replace the damaged stock.
ii Severe damage of hired goods will be charged at full replacement value.
iii Substitute items will not be accepted and all damaged items will still remain the property of Baoteng Events.
4.5 If your venue require that all rubbish is taken off site after the wedding, please note that we will expect for any rubbish we acquire during set up to be removed by your catering company. We will not take our rubbish off site with us.
5.1 Deposit payment to secure booking:
A refundable £100 deposit will be taken to process your booking. This is considered to be your Refundable Security Deposit and secures your booking with Boateng Events. This deposit is refundable and is held as a retention for Boateng Events. In the event that any of the Terms and Conditions are not adhered to, deductions will be made from the deposit to cover expenses or time. The deposit, in full or part as appropriate is refunded within 10 working days after your wedding.
Your booking is guaranteed as soon as we receive your £100 deposit payment. After booking with Boateng Events, 50% of the total fee is required within 6 weeks of securing your booking. If however we do not receive this within the 6 weeks, your booking will be cancelled and the date will become available again. In the instance of a cancellation, the £100 Refundable Security Deposit will not be refunded.
5.2 Besides the payment of the Refundable Security Deposit, all other monies paid are completely non-refundable.
5.3 Payment of your deposit is deemed as you having read, understood and accepted the terms and conditions of our services. Please do not hesitate to contact us if you would like clarification on any of the items.
5.4 Invoices & receipts: Invoices and confirmation of receipt for payments will always be sent via email.
5.5 Balance payment: The full balance is due 1 month prior to your event date and an invoice will be sent in advance of this date, (if for any reason you do not receive an invoice please contact our Client Care Coordinator). If payment is not received by this time, we will assume our services are no longer required and we reserve the right to offer your date to another client.
5.6 Amendments: Significant changes may change the quote/invoice you originally obtained. Absolutely no deletions are permitted within 1 month of your event date. Please bear in mind that once the invoice or any instalments have been paid we are unable to offer any refunds for unwanted services. Items can be added on as long as they are in stock.
5.7 Cancellations: Bookings are transferable to another date (subject to our availability). In the event of a cancellation, all payments made remain ours. Cancellations within 1 month of the wedding date remain payable in full. Bookings following a cancellation can be rescheduled to another date, subject to our availability. A minimum of 1 months’ notice is required.
Any bookings postponed must fall within 6 months from the original event date booked. After 6 months, prices will be subject to change.
Boateng Events reserve the right to cancel the booking in the following conditions:
If the venue is closed on the day of the event due to circumstances beyond our control.
If it might unduly prejudice the reputation of Boateng Events if the client does not comply with any of the conditions to be complied with which are set out herein.
In the event of exceptional circumstances due to forces of nature such as earthquakes, flooding or extreme bad weather conditions such as snow or ice that may jeopardise the safety of our staff.
5.8 Refunds: Once the invoice and any instalments have been paid, refunds will not be issued. Cancellation will result in the forfeit of the deposit and any money paid prior to the event. No refunds or credits will be issued for any items that are unused.
5.9 Accepted payments: Payments can only be accepted via bank transfer.
5.10 Refundable security deposit: If any of our items are damaged, misplaced or taken during your event by you or your guests, the cost of this will be deducted from your £100.00 refundable security deposit.
5.11 Please allow for up to 10 working days for the return of the security deposit after the event.
5.12 Privacy: Your booking, event date, contact details (address, phone, email), & credit/debit card details will be treated with complete privacy. We will not speak with any media representative or release any information unless you give us consent to do so.
The Client should first raise any complaints with Boateng Events in writing within 21 days from the date of the event.
Boateng Events holds full public liability insurance.
*We reserve the right to change these Policies, Terms & Conditions at any time without notice. These Policies, Terms and Conditions will always be current, and override any prior Policies, Terms & Conditions provided in any other form. No alteration or substitution to these Terms and Conditions shall be valid unless agreed in writing.