Terms & Conditions
ROBIN WEDDING AND EVENT DECOR - TERMS & CONDITIONS
These Terms and Conditions set out the agreement between Robin Wedding and Event Decor (“we”, “us” or “our”) and the person making the booking (“the Client”, “you” or “your”).
Please read these Terms and Conditions carefully before making a booking.
By paying the booking payment, making full payment or otherwise confirming a booking with Robin Wedding and Event Decor, you confirm that you have read, understood and agreed to these Terms and Conditions.
The version of these Terms and Conditions accepted at the time of booking will apply to your booking. Any subsequent changes to the terms applying to an existing booking must be agreed between Robin Wedding and Event Decor and the Client.
---
1. BUSINESS DETAILS
Robin Wedding and Event Decor
The Town Hall
Mandale Road
Thornaby
Stockton-on-Tees
TS17 6AW
---
2. BOOKING
An event is only considered booked once:
- the required £50 booking payment has been received; and
- Robin Wedding and Event Decor has confirmed the booking.
Until this has happened, your requested date remains available to other clients.
Quotes and invoices are valid for the period stated on them. If a quote or invoice expires before the booking payment is received, we cannot guarantee that the date, items, prices, discounts or promotional offers will remain available.
Minimum Spend
Unless otherwise agreed:
- Weddings have a minimum order value of £200.
- Other events have a minimum order value of £100.
Delivery, installation and collection charges are additional where applicable and do not form part of the minimum spend unless otherwise stated.
---
3. PAYMENTS
A £50 initial booking payment is required to secure the event date. This is a non refundable deposit.
Where a booking is made less than one month before the event, full payment will normally be required at the time of booking.
For weddings and events booked more than six months in advance:
- £50 is payable to secure the booking. This is a non refundable deposit;
- a further payment bringing the total amount paid to 50% of the booking value is due six months before the event; and
- the remaining balance is due no later than one month before the event.
Alternative payment arrangements will only apply where agreed by Robin Wedding and Event Decor in writing.
Payments may be made by bank transfer or cash.
Late or Missed Payments
If a payment is not received by the agreed due date, Robin Wedding and Event Decor may contact the Client and provide a reasonable opportunity for the outstanding payment to be made.
Continued failure to make payment may result in:
- removal of discretionary discounts, promotions or complimentary extras;
- suspension of work on bespoke or personalised items;
- cancellation of the booking; and/or
- release of the event date.
Any action taken will be reasonable and proportionate to the circumstances.
---
4. CANCELLATIONS BY THE CLIENT
The Client may cancel their booking by notifying Robin Wedding and Event Decor in writing.
If the Client cancels, Robin Wedding and Event Decor may retain or charge a reasonable amount to cover losses directly resulting from the cancellation.
This may include, where applicable:
- products or materials already purchased specifically for the booking;
- personalised or bespoke items which cannot reasonably be reused or resold;
- work already completed;
- reasonable administrative and preparation costs;
- commitments already made to third parties; and
- loss resulting from the event date having been reserved and being unable reasonably to replace the booking.
Any cancellation amount will take into account costs that Robin Wedding and Event Decor has avoided as a result of the cancellation and any reasonable opportunity to reduce the loss.
As a general guide, cancellations made closer to the event are more likely to result in a higher cancellation charge because more preparation will have taken place and there will be less opportunity to rebook the date.
Where requested, Robin Wedding and Event Decor will provide a reasonable explanation of how the cancellation amount has been calculated.
Nothing within this section affects any statutory cancellation rights the Client may have.
---
5. CHANGES TO A BOOKING
Requests to change décor, colours, quantities, products, services or other booking details are subject to availability and must be agreed by Robin Wedding and Event Decor.
Additional items or services will be added to the booking balance.
Removing items from an existing booking will not necessarily result in a full reduction in price where materials have already been purchased, work has already commenced, items have been personalised or costs have otherwise been incurred.
Bespoke or personalised items may not be changed or cancelled once production or purchasing has begun.
Significant or last-minute alterations may incur an additional charge where they result in additional materials, administration, preparation or labour.
---
6. DESIGN, COLOURS & SUBSTITUTIONS
Photographs, mood boards, previous installations and inspiration images are intended as a guide to the overall style of the agreed décor.
Where artificial flowers, balloons, fabrics and other decorative materials are used, there may be slight variations in colour, size, positioning or appearance.
Colours may also appear differently depending on venue lighting, natural light and photography.
Where a particular item, flower, material, colour or product becomes unavailable, damaged or unsuitable before the event, Robin Wedding and Event Decor may make a reasonable substitution with an item of similar style, quality, colour and value.
We will endeavour to maintain the overall agreed design and appearance.
---
7. VENUE ACCESS, SET-UP & COLLECTION
Access to the Venue
The Client is responsible for ensuring that Robin Wedding and Event Decor has suitable and safe access to the venue at the agreed times for delivery, installation and collection.
The Client must inform us before booking of any access restrictions that may affect our work.
This includes:
- stairs;
- lack of lift access;
- narrow doors or corridors;
- restricted entrances;
- long carrying distances;
- limited parking;
- loading restrictions;
- restricted delivery or collection times; and
- any other relevant venue restrictions.
Stairs & Upper-Floor Set-Ups
If décor or equipment must be carried up or down stairs, this must be disclosed before booking.
Robin Wedding and Event Decor reserves the right to refuse to carry an item where we reasonably believe doing so would present a health and safety risk to our staff, the venue, the equipment or another person.
Sweet Cart Access
Due to its size, weight and construction, our Sweet Cart cannot be carried up or down staircases.
Suitable level or lift access must therefore be available between the unloading point and the required set-up location.
Where suitable access is unavailable, we may offer to position the Sweet Cart in an alternative suitable location.
If no safe alternative is available, we will be unable to install the Sweet Cart.
Large, Heavy or Awkward Items
Certain equipment may require level or suitable access due to its size, weight or construction.
Robin Wedding and Event Decor will determine whether equipment can reasonably and safely be transported through the access available.
We will not carry equipment where doing so could reasonably cause injury or damage or create an unsafe working environment.
---
8. PARKING & LOADING
The Client is responsible for ensuring that reasonable loading and unloading access is available as close as reasonably possible to the venue or set-up area.
Parking charges, permits, venue access charges or other unavoidable costs associated with delivery, installation or collection may be charged to the Client where they were not included within the original booking.
Where parking or access arrangements significantly increase the time or staffing reasonably required to complete the booking and this was not disclosed beforehand, an additional reasonable charge may apply.
---
9. UNDISCLOSED ACCESS RESTRICTIONS
If we arrive at the venue and discover stairs or other significant access restrictions that were not disclosed beforehand, we cannot guarantee that every item can be installed in its originally intended location.
Where safe and reasonably practical, we will offer an alternative suitable position.
Where an item cannot be installed because of an access restriction that the Client failed to disclose, any refund or adjustment will take account of the circumstances and any costs already reasonably incurred by Robin Wedding and Event Decor.
---
10. VENUE RULES & CLIENT RESPONSIBILITIES
The Client is responsible for:
- ensuring the venue permits the booked décor and equipment;
- providing us with relevant venue rules and restrictions;
- providing correct venue and contact information;
- ensuring appropriate access at agreed times;
- ensuring adequate installation and collection time;
- obtaining any permissions required from the venue;
- ensuring suitable electricity supplies are available where required;
- informing us of stairs, access restrictions and parking arrangements; and
- ensuring that guests and other suppliers do not interfere with our equipment or safety measures.
Where a venue prevents installation because of its own rules, restrictions or requirements that were not disclosed to Robin Wedding and Event Decor beforehand, we will endeavour to find a reasonable alternative but cannot guarantee that the original design can be provided.
---
11. INSTALLATION TIMES
Adequate access must be provided to allow Robin Wedding and Event Decor to complete the agreed installation safely.
As a general guide, at least two hours' access may be required for smaller installations and approximately three to four hours or more may be required for weddings and larger events.
Actual installation requirements will depend upon the size and complexity of the booking.
We cannot be responsible for an incomplete or altered installation where the venue or Client does not provide the access time previously agreed.
Robin Wedding and Event Decor does not set up venue tables, chairs or decorations belonging to other suppliers unless this has specifically been agreed beforehand.
---
12. CONDITION OF HIRE ITEMS
Our products are professional hire items and will therefore have been used previously.
All items will be supplied clean and in a condition suitable for their intended use, but reasonable signs of previous use such as minor marks, blemishes or cosmetic imperfections may be present.
These do not constitute a fault where they do not materially affect the appearance or intended use of the item.
Chair covers may occasionally contain very small holes or imperfections. Holes of approximately 1cm or less which do not materially affect the overall presentation will normally be considered reasonable wear associated with reusable hire products.
---
13. TABLE LINEN
Our tablecloths and other linens are professional reusable hire items.
They are washed, inspected and prepared before each hire.
Due to the nature of reusable linen, minor marks, slight discolouration or faint staining which remains despite professional laundering may occasionally be present.
Minor cosmetic imperfections which do not materially affect cleanliness or suitability for use are considered part of hiring reusable linen.
Damage to Linen
The Client is responsible for taking reasonable care of hired linen.
Additional cleaning, repair or replacement charges may apply for damage beyond reasonable use, including:
- permanent or excessive staining;
- burns;
- tears;
- candle wax damage;
- ink;
- paint;
- mould or mildew; or
- other damage which cannot reasonably be removed through normal laundering.
The Client should remove loose food debris but must not wash, tumble dry, iron or apply stain-removal products to our linen unless instructed by us.
---
14. CARE OF HIRED EQUIPMENT
All hire equipment remains the property of Robin Wedding and Event Decor.
Unless otherwise agreed, prices are based upon one event/day's hire.
Once equipment has been installed or delivered, the Client must take reasonable care of it until it is collected or returned.
Items installed by Robin Wedding and Event Decor must not be moved, dismantled, altered or repositioned by the Client, guests, venue staff or other suppliers unless we have given permission.
This is particularly important for:
- arches and backdrops;
- flower walls;
- balloon structures;
- light-up letters and numbers;
- electrical equipment;
- large props;
- weighted outdoor equipment; and
- other freestanding installations.
---
15. DAMAGE, LOSS & THEFT
The Client may be responsible for reasonable costs arising from hired equipment being lost, stolen or damaged while under their care, except for reasonable wear and tear or where the loss or damage results from something for which Robin Wedding and Event Decor is responsible.
Charges may include the reasonable cost of:
- specialist cleaning;
- repair; or
- replacement where repair is not reasonably possible.
Where damage or loss also prevents an item from fulfilling a confirmed subsequent hire, we reserve the right to seek reasonable demonstrable losses resulting directly from that damage.
We will not charge more than is reasonably necessary to compensate us for the loss suffered.
---
16. COLLECTION & REMOVAL
Where collection or dismantling is included, Robin Wedding and Event Decor will return at the agreed or reasonably arranged time to remove our equipment.
The Client is responsible for ensuring timely access to the venue.
All framework, embellishments, props and hire equipment belonging to Robin Wedding and Event Decor must be available for collection.
If we are unable to collect because agreed access has not been provided, an additional reasonable collection charge may apply.
---
17. BALLOONS – PERSONALISED & INFLATED PRODUCTS
Inflated and personalised balloons are prepared specifically for an individual booking and may not be suitable for resale or reuse.
Cancellation and refund rights may therefore differ depending upon whether production has begun and whether the item is personalised or perishable.
Nothing in these Terms affects the Client's statutory rights where goods are faulty, not as described or otherwise fail to meet applicable legal requirements.
---
18. BALLOON INSTALLATIONS
Robin Wedding and Event Decor uses professional balloon products and takes reasonable care when preparing and installing balloon décor.
However, balloons are naturally temporary products.
Their appearance and lifespan can be affected by:
- temperature;
- sunlight;
- wind;
- rain;
- humidity;
- handling;
- venue conditions; and
- other environmental factors.
Occasional balloons may deflate or burst sooner than others and this does not necessarily indicate a fault with the installation.
---
19. OUTDOOR BALLOONS
Balloons used outdoors are particularly susceptible to weather and environmental conditions.
We cannot guarantee how long outdoor balloons will remain intact or maintain their original appearance.
Outdoor balloons may be affected by wind, rain, direct sunlight, extreme heat, cold, rough handling and other conditions outside our reasonable control.
Where an outdoor balloon installation has been requested, the Client should ensure that a suitable indoor or sheltered contingency location is available wherever reasonably possible.
---
20. BALLOON SAFETY
Deflated or burst balloons and balloon fragments can present a choking risk, particularly to babies and young children.
Children should be appropriately supervised around balloon décor and balloon fragments should be removed promptly.
Helium must not be deliberately inhaled.
Guests must not climb, pull on, dismantle or otherwise interfere with balloon structures or their supporting framework.
---
21. ELECTRICAL EQUIPMENT & LARGE PROPS
Children should be appropriately supervised around electrical equipment, cables, power supplies, light-up letters, numbers and other large equipment.
Our electrical and large decorative equipment must not be moved or interfered with after installation without our permission.
Light-up letters, numbers and other large props may be heavy and may contain electrical cables or other components.
The Client and venue should take reasonable steps to prevent guests, particularly children, from climbing on, pushing, pulling or otherwise interfering with them.
---
22. SWEET CART – ALLERGIES & DIETARY REQUIREMENTS
Our Sweet Cart is a self-service food display and is not operated as an allergen-free environment.
Sweets and confectionery may contain allergens or may have been manufactured, packaged or handled in environments where allergens are present.
Cross-contact between sweets, containers, utensils or guests may also occur during a self-service event.
Robin Wedding and Event Decor will make available relevant allergen information for the products supplied in accordance with applicable food-information requirements.
Guests with a food allergy, intolerance, coeliac disease or other dietary requirement should check the available allergen and ingredient information before consuming any product and should not consume a product where they are uncertain whether it is suitable for them.
The Client should ensure that guests are able to see the allergy notice displayed with the Sweet Cart and should not remove or obscure allergen information provided by Robin Wedding and Event Decor.
We cannot guarantee an allergen-free Sweet Cart or guarantee against cross-contact during a self-service event.
---
23. CRISP WALL – PRODUCTS & ALLERGIES
Robin Wedding and Event Decor's Crisp Wall is supplied using Walkers branded crisps only.
A selection of flavours will normally be provided. Individual flavours are subject to availability and cannot be guaranteed unless specifically agreed in writing.
Crisps will be supplied in their original individual packaging.
Guests with allergies, intolerances or specific dietary requirements should check the ingredient and allergen information printed on the individual packet before consuming the product.
Product ingredients and manufacturing information may change and guests should therefore rely upon the information on the packet supplied at the event rather than previous product information.
---
24. OUTDOOR USE & ADVERSE WEATHER
Certain Robin Wedding and Event Decor products may be installed outdoors where conditions are suitable.
Our décor and equipment is not designed for use in unsafe or extreme weather including:
- strong winds;
- heavy or persistent rain;
- thunderstorms;
- extreme heat; or
- other conditions which make installation or continued use unsafe.
Robin Wedding and Event Decor has the right to refuse, alter, relocate, postpone installation of or remove an outdoor item where we reasonably consider weather conditions to create an unacceptable safety risk.
Safety will take priority over the originally agreed design or location.
Weights & Anchoring
Where appropriate, we will take reasonable precautions to secure outdoor equipment, which may include weights or other suitable anchoring.
Weights and anchors cannot guarantee that equipment will remain secure in all weather conditions.
The Client, guests, venue and other suppliers must not remove, alter, move or interfere with weights, anchors, fixings or safety measures.
If weather conditions deteriorate, the Client and venue should follow reasonable safety instructions and prevent guests from approaching or using affected equipment where necessary.
Robin Wedding and Event Decor will not be responsible for loss or damage caused solely by adverse weather conditions where reasonable precautions have been taken and we have exercised reasonable care and skill.
The Client may be responsible for damage caused by equipment being moved, altered or used contrary to our reasonable safety instructions.
Where an outdoor installation cannot safely proceed, we will endeavour, where reasonably possible and with the venue's agreement, to relocate the décor to a suitable indoor or sheltered area.
Where performance is prevented or materially affected by weather outside our reasonable control, any refund, rescheduling or other remedy will be considered in accordance with these Terms, applicable law and the costs reasonably incurred.
---
25. DELAYS & CIRCUMSTANCES BEYOND OUR REASONABLE CONTROL
Robin Wedding and Event Decor will make reasonable efforts to provide services at the agreed time.
We will not be responsible for delay or failure caused by circumstances genuinely outside our reasonable control where we have taken reasonable steps to avoid or minimise the effect.
Examples may include:
- severe weather;
- serious road closures;
- major accidents;
- venue closure;
- emergency restrictions;
- power failure;
- serious illness or emergency;
- acts or omissions of the venue; or
- other exceptional circumstances outside our reasonable control.
Where such circumstances occur, we will contact the Client as soon as reasonably possible and endeavour to find an appropriate solution.
Depending upon the circumstances, this may include delayed performance, relocation, alteration, rescheduling, a suitable alternative or a refund of amounts relating to services we are unable to provide, taking account of any lawful deductions for costs already reasonably incurred where applicable.
---
26. INCORRECT EVENT DATE PROVIDED BY THE CLIENT
The Client is responsible for ensuring that all booking information provided to Robin Wedding and Event Decor is correct, including the event or wedding date, venue and agreed set-up times.
Robin Wedding and Event Decor will reserve and prepare for the date stated on the Client's confirmed booking, quotation or invoice. The Client is responsible for checking these details carefully and notifying us of any error as soon as possible.
If the Client provides an incorrect event or wedding date, Robin Wedding and Event Decor cannot guarantee availability for the correct date.
Where we are unavailable on the correct date, or where costs have already been incurred in preparing for the date originally provided, Robin Wedding and Event Decor will not be responsible for the Client's error and no refund will be due for amounts reasonably incurred or lost as a direct result of the incorrect information provided by the Client.
If we are available on the correct date, we may agree to transfer the booking at our discretion. Any additional costs caused by the change, including staffing, delivery, materials, administration or previously completed work, may be charged to the Client.
Clients are therefore strongly advised to check that the event date shown on their quotation, invoice and booking confirmation is correct before making payment.
___
27. CANCELLATION BY ROBIN WEDDING AND EVENT DECOR
We would only cancel a confirmed booking where there is a legitimate and significant reason preventing us from providing the service.
If Robin Wedding and Event Decor has to cancel and the Client is not responsible for the cancellation, we will inform the Client as soon as reasonably possible.
Where we cannot provide the contracted service or a suitable alternative acceptable to the Client, amounts paid for services that will not be provided will be refunded as required by law.
This does not affect the Client's statutory rights.
---
28. PROBLEMS ON THE DAY
If the Client or venue believes there is a problem with an installation or hire item, Robin Wedding and Event Decor should be contacted as soon as reasonably possible.
Where reasonably practicable, we should be given an opportunity to inspect and rectify a problem during the event.
This does not remove or restrict any statutory rights the Client may have.
---
29. HEALTH & SAFETY
Robin Wedding and Event Decor will take reasonable care when delivering, installing and collecting our equipment.
Clients, venues, guests and other suppliers must not:
- climb on décor;
- sit or stand on props not designed for that purpose;
- interfere with electrical equipment;
- remove safety weights or fixings;
- dismantle installations; or
- move large installations without permission.
Where we reasonably consider an installation or requested location unsafe, we reserve the right to alter or refuse that part of the installation.
---
30. LIABILITY
Robin Wedding and Event Decor will provide its services with reasonable care and skill.
We will not be responsible for loss, damage or injury resulting from:
- misuse of our equipment;
- equipment being moved or altered without permission;
- guests climbing on or interfering with décor;
- failure to follow reasonable safety instructions;
- venue restrictions which were not disclosed to us; or
- circumstances outside our reasonable control,
except to the extent that the loss, damage or injury results from something for which Robin Wedding and Event Decor is legally responsible.
Nothing within these Terms and Conditions excludes or restricts liability for death or personal injury caused by negligence or any other liability which cannot lawfully be excluded or restricted.
---
31. GENERAL DISCLAIMER
Professional equipment and materials will be used for their intended purpose.
To minimise the risk of damage or injury, all décor should remain in the location in which Robin Wedding and Event Decor installs it.
Equipment intended for indoor use must not be moved outdoors or into an unsuitable structure or location.
All hired equipment remains the property of Robin Wedding and Event Decor.
---
32. ACCEPTANCE OF TERMS
Payment of the booking payment, full payment or other written confirmation of a booking confirms that the Client has received and agreed to these Terms and Conditions.
The Client is encouraged to read these Terms before making payment and to contact Robin Wedding and Event Decor if clarification is required.
Nothing contained within these Terms and Conditions affects the Client's statutory rights.