Terms & Conditions

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GENERAL TERMS FOR BUSINESS CLIENTS

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GENERAL TERMS

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These terms & conditions apply to booking contracts between Event Lounge and venues, businesses, charities, schools, colleges or similar organisations. ‘The Customer’ is defined as the business representative or person with authority named on our Booking Agreement, who has the authority to make bookings on behalf of the organisation. Any breach of any conditions of the Booking Agreement by the Customer or Venue may result in Event Lounge refusing to hire or provide any service, or ceasing to hire or provide any service before the end of the allotted time. In each such instance, no recompense shall be made to the Customer.

GOVERNING LAW AND JURISDICTION

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This Agreement shall be governed by and construed in accordance with the laws of England and Wales. The parties agree that any disputes arising out of or in connection with this Agreement shall be subject to the exclusive jurisdiction of the courts of England and Wales.

BOOKINGS

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An event is not confirmed until the Customer clicks ‘Confirm’ on the online Booking Agreement along with a 25% deposit. A booking date is held for 14 days from the date of enquiry and will then be released for other bookings if the signed Booking Agreement is not received.

AMENDMENTS

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Once the Customer has clicked ‘Confirm’ on the online Booking Agreement, bookings can only be amended by agreement of both parties. Although packages may be upgraded if available, the Customer won't be able to downgrade under any circumstances.

DEPOSIT

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Unless there has been a deposit waiver, a deposit of 25% of the total hire cost is payable on booking, the remainder to be paid 1 month before your event. If the event is within 2 months of the booking date a deposit of 50% is required, the remainder to be paid 1 month before event. If a venue or client has been granted a “deposit waiver,” the venue or client will be liable to pay the applicable cancellation fee in full as outlined, in the event of cancellation. The initial 25% deposit is NON REFUNDABLE under any circumstances.

CANCELLATION

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Event Dance Floors will charge the following fees should a cancellation occur:
Within 120 days of the event: 25% of the full agreed fee.
Within 60 days of the event: 50% of the full agreed fee.
Within 21 days of the event: The full agreed fee.

REFUND POLICY FOR PARTIAL CANCELLATIONS

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Partial cancellations of individual services (e.g., uplighting, PA hire) after booking confirmation will not result in a refund unless otherwise agreed in writing by both parties. All cancellations are subject to the terms outlined in the ‘Cancellation’ clause of this Agreement.

Any unpaid cancellation charges after 30 days of invoice will be passed to a collections agency who will act on behalf of Event Lounge. Further charges may then be added to your account.

RESPONSIBILITY FOR GUESTS

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The Customer is responsible for the behaviour of his / her guests.  Event Lounge or Event Lounge staff will not tolerate anti-social behaviour by the Customer, guests or other staff at the venue. Threatening or aggressive language and behaviour will not be tolerated and Event Lounge staff reserve the right to cease performing if the situation is deemed to be unacceptable working conditions. In particular it should be ensured that all children are supervised.

LICENSES AND PERMISSIONS

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It is the sole responsibility of the Customer to obtain any necessary licenses, permissions, or approvals required for the event, including but not limited to music licenses, noise permits, and alcohol licenses. Event Lounge shall not be held responsible for any fines, penalties, or interruptions caused by the failure to secure such licenses or permissions.

CUSTOMER LIABILITY INSURANCE

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Event Lounge strongly recommends that the Customer obtain event liability insurance to cover potential risks such as guest injuries, property damage, or event cancellations. This insurance should extend to damages caused to Event Lounge’s equipment or staff by third parties or guests.

PUBLIC LIABILITY INSURANCE

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Event Lounge have full Public Liability Insurance, Risk Assessments, and our equipment is PAT tested annually. Copies of documentation can be provided upon request.

INDEMNITY CLAUSE

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The Customer agrees to indemnify and hold harmless Event Lounge, its employees, and agents from and against any claims, liabilities, damages, losses, or expenses (including reasonable legal fees) arising from or connected to:
a) any breach of this Agreement by the Customer;
b) the actions or behaviour of guests at the event, including but not limited to damage to property or injury to individuals; or
c) failure by the Customer to ensure appropriate licenses, permissions, or safety requirements are met for the event.

EXTENSION OF SERVICE + OVERTIME

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Unless otherwise agreed, any extra hours are charged at £75 per hour. Extension of service must be arranged and paid in full in advance of the event. If the Customer requests additional time on the day of the event, Event Lounge will make reasonable efforts to accommodate the request, subject to staff and equipment availability. Any overtime approved on the day will be charged at £150 per hour and must be paid immediately before the overtime period commences. If overtime is not prearranged and paid in advance, Event Lounge reserves the right to decline the request.

2) PHOTO BOOTH & ORBIT 360º BOOTH HIRE TERMS

The customer is responsible for informing the venue and obtaining permission to use the Booths or Mirror.

MINIMUM SPACE REQUIRED

Minimum floor space required:

Photo and Video Booths are 2.5m x 1.25m (approx. 8ft x 4ft).

Beauty Mirror 1.25 metres x 1.75 metres (approx. 4ft x 6ft)

Luxury Vintage Booth 1.25 metres x 1.75 metres (approx. 4ft x 6ft)

Please bear in mind this is the footprint of the booth only, and we will need some extra space to work within. It is the Customer’s responsibility to ensure that there is enough space for our booths.

The Unlimited Photo Booth is subject to a fair use policy - Event Lounge staff have the right to refuse to print photos for those deemed to be breaching this policy at their own discretion.

If your booking includes a Guest Book, the Customer should ensure that guests are informed of this, and that their guests sign the photo book. Event Lounge staff aren't responsible for collecting comments from all guests.

3) EVENT LOUNGE FUN CASINO HIRE TERMS

MINIMUM SPACE REQUIRED

Minimum floor space required for individual tables:

Roulette 2.75m x 1.5m (approx. 9ft x 5ft)

Blackjack 2m x 1m (approx. 6'6ft x 3'6ft)

Please keep in mind this is the footprint of the tables only, and we will need some extra space to work within. We will not accept responsibility for failure to supply hire due to there being insufficient or unsuitable space for our tables.

Should any infringement of gaming law come to our attention we will terminate all Event Lounge Fun Casino activities immediately. No refund of any monies will be made.

Your Event Lounge Fun Casino hire will be delivered and assembled prior to the planned event by us. We reserve the right to deliver the Event Lounge Fun Casino equipment at a time that fits in with our business needs.

AGE RESTRICTIONS:

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For legal and insurance purposes, minors under the age of 16 years old are not permitted to play the Event Lounge Fun Casino tables. At events where children under the age of 16 are present, such as Weddings and Private Parties they must, at all times, be supervised by either their parents or recognised guardians - if they are in the presence of the Event Lounge Fun Casino tables.

CUSTOMER ACKNOWLEDGEMENT

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By signing this Agreement, the Customer confirms they have read, understood, and agreed to these terms and conditions. The Customer also acknowledges that any changes to this Agreement must be made in writing and agreed upon by both parties.

EQUIPMENT & DAMAGE LIABILITY

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All equipment remains the property of Event Lounge. The Customer will be liable for any damage or loss suffered to Event Lounge equipment during the 'Hire Period'. The 'Hired Period' is defined as running from the time the Event equipment is assembled to the time the Event equipment is disassembled by us. Please note, any loss of or damage to equipment, other than that caused by fair wear and tear, will be charged for.

RESPONSIBILITY FOR EQUIPMENT

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If the Customer requests an early set up, necessitating that equipment be left unattended for any period, the Customer shall be responsible for the same liabilities as per the preceding paragraph.

Event Lounge insists that no drinks or food be placed on our equipment at any time. If damage occurs to equipment, whether intentionally or accidentally, the Customer will be responsible for the damage and liable to pay for the repair or replacement of the equipment.

HEALTH AND SAFETY

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The Customer shall ensure that the venue complies with all relevant health and safety regulations and provides a safe working environment for Event Lounge’ staff. This includes ensuring that emergency exits are unobstructed, the performance area is secure and stable, and that the venue adheres to any local authority noise or safety restrictions. Event Lounge reserve the right to refuse to perform or cease services if the environment is deemed unsafe.

LATE RUNNING

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The Event Lounge staff will be available from the start time in the Booking Agreement (except for Force Majeure). Event Lounge shall not be liable to extend the performance or provide refund due to late running of prior events such as, but not limited to meals, presentations or speeches.

Photo Booth, Orbit 360 and Fun Casino timings will be pre arranged, and any overtime may be charged at idle hour rates.

IDLE HOURS

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Unless arranged when booking, idle hours are charged if you want our services to start later than the set up time. For example, if you require the booth setting up at 6pm but do not want it running until 9pm, this would be charged at 3 idle hours on top of the hire costs. Idle hours are charged at £25 per hour.

FORCE MAJEURE

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Event Lounge shall not be held liable for failure to perform its obligations under this Agreement due to circumstances beyond its reasonable control, including but not limited to acts of God, pandemics, government-imposed restrictions, strikes, fire, theft, adverse weather, power outages, or vehicle breakdowns. In the event of a Force Majeure occurrence, Event Lounge will use all reasonable efforts to provide alternative arrangements or staff. If performance becomes impossible, any payments made by the Customer, excluding non-refundable deposits, will be refunded in full.

DISPUTE RESOLUTION

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In the event of a dispute arising under or in connection with this Agreement, the parties shall first attempt to resolve the dispute through good faith negotiation. If the dispute cannot be resolved within 30 days, the parties agree to submit the matter to mediation before proceeding with litigation or arbitration. Each party will bear its own costs of mediation, with the cost of the mediator shared equally.

MEDIA

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From time to time Event Lounge staff may take photographs or short video clips at events. We may use these for promotional media, for our website or other promotional material. If you do not wish for pictures or video clips to be taken please notify Event Lounge in writing in advance of the event.

DATA PROTECTION AND GDPR COMPLIANCE

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Event Lounge shall process and store personal data provided by the Customer in accordance with the General Data Protection Regulation (GDPR) and any other applicable data protection laws. Personal data will only be used for the purpose of fulfilling the services outlined in this Agreement and for related communications. The Customer has the right to request access to their personal data, request corrections, or withdraw consent at any time. Event Lounge will not share personal data with third parties without the Customer’s prior consent, except where required by law.

TRAVEL

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The above agreement covers up to a 30 mile radius of Colwyn Bay. Any further mileage will be charged at £1 per mile.

SPACE TO WORK IN SAFETY

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The performance area must be at least 4m x 2m, and a minimum ceiling height of 2.4m. The team's working position must not obstruct any emergency exit route, and must allow enough space for the team to operate in safety and comfort.

MARQUEE AND OUTSIDE PERFORMANCES

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If the event is to be held outdoors or in a marquee, a suitable dry, solid and level area shall be provided for set-up of the equipment. It shall be the Customer’s responsibility to ensure a suitable and stable power supply is provided.

EQUIPMENT FAILURE

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Event Lounge operates with regularly serviced, maintained and good quality equipment. In the rare event of any equipment failure, an on site repair will be attempted. If there is an irreparable breakdown in Event Lounge’s equipment, a refund of up to 100% will be given, but this will be the limit of Event Lounge’s liability to the Customer. Event Lounge shall not be liable for loss of service due to power loss caused by the venue or generators supplied by the Customer (or Customers’ Third Party).