Terms & Conditions
The Client – The person (or persons), who accepts the proposal as set out in the Hire Agreement hereinafter referred to as “you” or “the client”.
The Services – As detailed in the hire agreement.
The Venue – The location where the event is held.
The Booking Fee – The initial payment made to secure my services on the date specified in the hire agreement.
The Service Provider – Ian Forest, trading as Big Smile Booth of 87 Shakespeare Road, Gillingham, Kent, ME7 5QJ hereinafter referred to as “Big Smile Booth”, “we”, “our” or “us”.
Section 1 – The Hire Agreement
The hire agreement reflects our verbal arrangement and shall include any Terms & Conditions agreed upon prior to its issue.
A signed hire agreement must be digitally signed and received by us within 48 hours of the issuing date in order to guarantee availability. Once received, we will hold the date exclusively for you and will turn away all other enquiries and offers of work for that date.
No alterations can be made to the hire agreement without our prior consent.
By signing the hire agreement, you understand that you are entering into a contract with Big Smile Booth and accept these Terms & Conditions and the services that we will provide to you.
Section 2 – Fees & Payments
The booking fee is payable in advance to secure us for the event shown on the hire agreement. The booking fee is deducted from the total hire cost and is used for securing the date. The booking fee also includes, but is not limited to, admin tasks such as setting up the event on our planning system, all emails, telephone calls and meetings.
The booking fee must be received within 48 hours of the hire agreement being issued in order to confirm the booking.
All booking fee payments can be made by bank transfer or by debit/credit card at no extra charge. We do not accept payments by cheque and receipts are issued for all payments made.
Section 3 – Cancellations & Postponements
The client shall have the right to cancel the booking by sending a notice by email to email@example.com. If you do not receive a reply to your cancellation notice within 48 hours then please call us immediately on 07799 782764.
If you cancel the booking 61 days or more before the event date, the booking fee will be forfeited. Any additional payments will be returned to you within 30 days.
If you cancel the booking within 60 days of the event date then the total hire cost as shown on the Hire Agreement will be due.
For clarity, we use this website to calculate the cancellation periods stated above.
COVID-19 Specific Terms & Conditions
If The Client wishes to cancel the booking because the event cannot go ahead due to a) local or national lockdown, or b) the venue location being in a restricted tier where music and dancing are prohibited, then, we reserve the right to charge an administration fee which will be no more than 50% of the original booking fee. The balance of the booking fee and any other payments will be returned within 30 days.
If The Client wishes to postpone the booking because it cannot go ahead due to a) local or national lockdown, or b) the venue being in a restricted tier where music and dancing are prohibited, then, the client is free to choose any available date in the future. Any payments made, including the booking fee, will be transferred to the new date and a new hire agreement will be issued.
If the client wishes to postpone the booking because they believe that there will be restrictions in place that will a) stop the event from going ahead due to a local or national lockdown, or b) stop the event from going ahead due to the venue being in a restricted tier where music and dancing are prohibited or c) affect the overall enjoyment of the event due to a limitation on the number of guests allowed to attend, then, the client can choose any available date in the future and a new booking fee will be required. Any payments made in addition to the original booking fee will be transferred to the new date and a revised hire agreement will be issued.
Section 4 – General Terms
We shall not be liable for any breach of contract due to force majeure.
Where we are unable to attend due to an unforeseen accident or sudden illness, we will arrange for a suitable substitute offering a similar service to attend in our absence at no additional charge to the client.
The client will ensure that a safe and adequate power supply is available for us to use. We require a one standard UK 3-pin socket rated at 230v / 50Hz / 13a located within 5 metres of our working area.
The client agrees to provide adequate supervision of their guests. We reserve the right to work in a safe environment. Unwarranted abuse or threatening behaviour from the client or their guests will not be tolerated. Under such circumstances, we reserve the right to end the hire and leave without obligation to refund the client.
The client agrees that compensation for any loss or damage to our equipment, vehicle and/or personal belongings caused by the client or their guests may be sought.
The client agrees that a suitable time for access, installation and removal of equipment from the venue is required in addition to the performance time. We require a minimum of 60 minutes for each side of the hire and the client agrees to inform the venue in relation to access and these timescales.
Where the client requests that we start earlier or finish later than the agreed period on the hire agreement then a charge of £100.00 per whole hour will be made for this additional time and is at our and/or the venue’s discretion.
We will not be liable for any refund either in part or whole if we are late accessing the venue because of events that took place earlier in the day taking longer than expected. In addition, we will not be obligated to provide an extension to the hire period on a pro-rata basis under such circumstances.
The client accepts that during the hire period, we may need to close the photo booth in order to reset the equipment or install new ink and paper into the printer. Where any downtime exceeds 10% of the total hire period, this will be added to the end of the hire at no extra cost to the client.
Where we are booked to appear alongside other entertainment or services such as a DJ or band, it is the client’s responsibility to ensure that adequate space and power are available so that equipment can be set up and used safely.
These terms and any dispute arising from them shall be governed by the laws of England and Wales.