Terms & Conditions
1. Explanation of Terms
These Booking Terms & Conditions set out below apply to all events booked through Party Events York.
1.1 “we” “us” and “our” are references to Party Events York, Moore Building Enterprises Ltd, Unit 12, Clifton Moor Business Village, James Nicolson Link, York, YO30 4XG, Company Registration No. 03125009
1.2 “you”, “your” or “party” means all persons (or any of them including the Lead Customer) named on the booking (and persons added or substituted at a later date).
1.3 “Event(s)” means the activities, events, transport, accommodation, meals and other services of whatever description (or any of them), as applicable, booked through or arranged by us for you in accordance with our contract. In these Booking Conditions, references to “Arrangements” includes Arrangements which make up Day Events and Packages.
1.4 “Lead Customer” means the person who makes the booking on your behalf and who will be our point of contact (and any substitute for that person).
1.5 “Force Majeure” means any event which we or the supplier of the service(s) in question could not, even with all due care, foresee or avoid. Such events may include war or threat of war, riot, civil strife, actual or threatened terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, fire and all similar events outside our control or the control of the supplier concerned.
1.6 “In Writing” means by facsimile, email or letter.
2. Booking and Payment Terms
2.1 A deposit of 25% of the total cost, be that accommodation and events or accommodation only or events only, is required within 7 days of receiving our booking confirmation via email or post in order to secure the booking. The specific amount will be stated in your booking confirmation
2.2 Any email confirming that we are holding your booking does not constitute a contract between us, nor a confirmed booking. Should we acknowledge your booking prior to sending a confirmation email, such acknowledgement will be an indication that we are processing your quotation and not a confirmation of it.
2.3 You accept that the Lead Customer has the authority to deal with us on your behalf. If for any reason there is a change in the Lead Customer, you should notify us in writing immediately.
2.4 The Lead Customer is liable for payment of the amounts due and therefore is responsible for collecting all monies and making payments to us by the due date.
2.5 The Lead Customer must be authorised to make the booking on the basis of these Booking Conditions by all persons on the booking and their parent or guardian for all party members who are under 18 when the booking is made. We can only accept bookings if the Lead Customer is a minimum of 18 years old.
2.6 Upon receipt of our confirmation email together with all other documents we send you, please check them and contact us at once if any information appearing on the confirmation letter or any other document appears to be inaccurate or incomplete as it may not be possible to make changes later.
2.7 The final balance is payable no later than 28 days prior to your arrival/event date
2.8 We have the right at our sole discretion to refuse any booking (including a group booking and to obtain the name, age and gender of all members of your party at any time)
2.9 For reservations of less than 4 weeks ahead, full payment by Bank Giro Credit (BGC), credit or debit card is required at the time of booking
2.10 Payments can be made using a valid credit or debit card, cheque, bank transfer or cash. There is no charge for payment by cheque, bank transfer, cash or debit cards. There is a 3% fee for payment by credit card.
2.11 All relevant prices include VAT at the current standard rate of 20%
2.12 We reserve the right to increase or decrease prices in line with any change in VAT or any other duties or fees levied on your event
2.13 Should the balance not be received by us on time, we will inform the Lead Customer that the payment is overdue. If payment is still not received we will be entitled to treat your booking as cancelled by you and no refund of the deposit will be made.
3. Special Requests
3.1 If you have any special request, you must advise us in writing at the time of booking.
3.2 Although we will endeavour to pass any reasonable requests on to the relevant supplier, we regret we cannot guarantee any request will be met unless we have specifically confirmed this.
3.3 For your own protection, you should obtain confirmation in writing from us that your request will be complied with (where it is possible for us to give this) if your request is important to you.
3.4 Confirmation that a special request has been noted or passed on to the supplier or the inclusion of the special request on your confirmation letter or any other documentation is not confirmation that the request will be met.
3.5 Unless and until specifically confirmed, all special requests are subject to availability.
3.6 Should any additional charge not included in the total price stated on our confirmation letter become payable (for example costs relating to a special request made by you), a revised confirmation letter will be sent to you showing the extra charge.
4. Pricing Policy
4.1 Prices quoted to you at the time of your enquiry are correct to the best of our knowledge at that time.
4.2 It is possible that prices may change before you confirm the Events. We will advise you of any change in the price, or error, of which we are aware, at the earliest opportunity before you confirm with us.
4.3 We reserve the right to make changes to and correct errors in prices at any time before your Events are confirmed.
4.4 Once your Events have been confirmed to you by our confirmation email then subject to other clauses in these Booking Conditions, the price will not change.
5. Website and Quote Descriptions
5.1 All website and quote descriptions are made in good faith and every care is taken to ensure their accuracy. However, errors may occasionally occur.
5.2 We cannot accept any liability for any errors or omissions except where these have arisen due to our negligence or that of any of our employees (as long as they were acting in the course of their employment at the time).
5.3 We reserve the right to make changes to and correct errors on our website and our quotes at any time.
5.4 Images used are for illustration purposes and not that necessarily of the actual venue.
6. Changes and Cancellations by you
6.1 You must notify us of any cancellation on amendment in writing immediately.
6.2 If you wish to change your booking in any way we will try to comply with your requests but we cannot guarantee that changes can always be made.
6.2 Where a change can be made, we will charge an amendment fee of £20 + VAT. Subject to our discretion
6.3 You will be charged for any extra costs incurred by ourselves and any costs or charges incurred or imposed by any of our suppliers.
6.4 Where the price of your Event depends on the number of people booked and extra people are added to the booking, the price will be reworked on the basis of the new number of people going and we will send you a new confirmation letter. You will be required to pay the increased price.
6.5 If you wish to cancel all or any part of your booking, you should advise us immediately by telephone followed by confirmation in writing. We will make a cancellation charge on the scale shown. Charges are based on the estimated expenses and losses we may incur should we be unable to withdraw from our obligations with our suppliers.
6.6 Number of days before the date your Arrangements commence we are notified of cancellation Amount you must pay
More than 28 days before the Event – 25% of total cost
28-14 days before the event – 50% of the total cost
Less than 14 days before the event – 100% of the total cost
7. Changes and Cancellations by us
7.1 Occasionally, we have to make changes to and correct errors in our website and/or documentation or other literature we produce both before and after bookings have been confirmed and cancel confirmed bookings. Whilst we always endeavour to avoid changes and cancellations, we must reserve the right to do so.
7.2 Most changes are minor for example a change in the timing of your confirmed activity/activities; a change in the venue at which any activity you have booked is to take place (where the activity itself has not changed)
7.3 In extremely rare circumstances a significant change or cancellation may have to be made to a confirmed booking.
7.4 If we have to make a significant change or cancel, we will tell you as soon as possible. If there is time to do so, we will offer you the choice of the following options:
(i) Accept the changed Events
(ii) Purchase alternative Events from us, of a similar standard to that originally booked if available
(iii) Cancel or accept the cancellation in which case you will receive a full and quick refund of all monies you have paid to us relating to the cancelled or amended event.
Please note the above options are not available where any change made is a minor one.
7.5 Compensation will not be payable and no liability beyond offering the above mentioned choices can be accepted where we are forced to make a change or cancel as a result of unusual and unforeseeable circumstances beyond our control, the consequences of which we could not have avoided even with all due care or where we have to cancel because the minimum number of persons required to operate the events you have booked has not been reached.
7.6 No compensation will be payable and the above options will not be available if we cancel as a result of your failure to comply with any requirement of these Booking Conditions entitling us to cancel (such as paying on time) or if the change made is a minor one.
7.7 Very rarely, after your Events have commenced, we or our suppliers may be forced by Force Majeure to change or cancel part or all of your Events. If this does happen then we regret that we will be unable to provide any refunds (unless we receive any from our suppliers), pay you any compensation or meet any losses or expenses you incur as a result.
7.8 Except as otherwise expressly set out in these Booking Conditions our liability for significant changes and cancellations are limited to the above mentioned options and compensation payments where applicable.
7.9 We reserve the right to cancel any part of your accommodation or event if for any reason your safety is threatened, including adverse weather conditions
7.10 If this occurs we will make every effort to reschedule the event to another date. However, we are not obliged to give any refunds in cases of adverse weather conditions
8. Force Majeure
8.1 Except where otherwise expressly stated in these Booking Conditions, we regret we cannot accept liability, or pay any compensation, where the performance or prompt performance of our obligations under our contract with you is prevented or affected by Force Majeure.
8.2 Additionally we cannot accept liability or pay any compensation where you suffer any damage, injury, expense or loss of any description as a result of Force Majeure.
9. Our liability
9.1 Our agreement with you and the service we provide for you is to source and book your confirmed Events for you.
9.2 We promise to use all reasonable skill and care in selecting the supplier(s) who will provide your Events.
9.3 We have no responsibility for the provision of the actual Events themselves or for the acts or omissions of the supplier(s) concerned or any of its employees, agents, suppliers or subcontractors.
9.4 Please note it is your responsibility to prove that all reasonable skill and care has not been adhered to if you wish to make a claim against us.
9.5 We will not be responsible for any injury, illness, death, loss (for example loss of enjoyment), damage, expense, cost or other sum or claim of any description whatsoever which results from any of the following:
• the act(s) and/or omission(s) of any person(s) affected or any member(s) of your party; or
• the act(s) and/or omission(s) of a third party not connected with the provision of your Events and which were unforeseeable or unavoidable; or
• Force Majeure
9.6 Please note we cannot accept responsibility for any services which do not form part of your Events. This includes, for example, any additional services or facilities which another accommodation/hotel or any other supplier agrees to provide for you that we have not booked for you and any excursion you purchase whilst away.
9.7 In addition, regardless of any wording used by us on our website, in any of our quotes or elsewhere, we only promise to use all reasonable skill and care as set out above and we do not have any greater or different liability to you.
9.8 Some of the activities and events we offer are by their nature inherently dangerous.
9.9 By participating in these you assume the inherent risks involved.
9.10 We cannot be responsible for any injury or loss suffered by you other than as expressly set out in these Booking Conditions.
9.11 You must ensure you have personal travel insurance which covers such activities and events – see clause 11
10.1 You are responsible for taking out adequate and appropriate personal insurance for your protection if required
10.2 Such insurance should cover the cost of cancellation by you and/or any member of your party and the cost of assistance, including repatriation to the UK, in the event of illness or accident.
10.3 You must ensure that the policy you purchase is suitable for your confirmed Events including any hazardous activities. Many policies do not cover such activities so you must check the small print before purchasing and if in doubt, check with the insurers that you will be covered.
10.4 You must also ensure that your insurance covers participation in any hazardous activities which do not form part of your Events.
11. Code of Conduct and behaviour
11.1 You must conduct yourself in a courteous manner at all times
11.2 You must listen and obey instructions given by any staff or contractors; they are there to make sure you have a safe and enjoyable time
11.3 We or any person in authority can terminate your Arrangements if, in the reasonable opinion of ourselves or the person in authority, your behaviour or that of any member(s) in the booking is likely to cause distress, damage, danger or annoyance to other clients or members of the party, employees, suppliers, property or anyone else or if the person(s) concerns is or appears to be unfit to travel for whatever reason.
11.4 In this situation, the person(s) concerned will not be able to complete their Arrangements and we will not be liable for any refund, compensation, expenses or any costs they have to pay or incur.
11.5 We cannot accept liability for the behaviour of others in your accommodation or any persons taking part in any event or activity and/or present in the same environment which forms part of your Events or if any facilities or services are removed or withdrawn as a result of their action.
11.6 You understand and agree that when you book through us, you accept responsibility for the proper conduct of yourself and all other members of your party during your Arrangements.
11.7 We, the accommodation provider and any other supplier, reserve the right within our/their reasonable opinion to terminate the Events in question due to misconduct.
11.8 Full payment for any damage or loss (reasonably estimated if not precisely known) caused by you or any member of your party must be made direct to the accommodation owner or manager or other supplier or to us as soon as possible.
11.9 You will also be responsible for meeting any claims subsequently made against us or any of our suppliers and all costs incurred by us / the supplier (including our own, the supplier’s and the other party’s full legal costs) as a result of your actions.
11.10 You must ensure you have appropriate travel insurance to protect you if this situation arises. Party Events York reserves the rights to pass your details on to a supplier, accommodation provider or third party debt recovery agency to reclaim any monies owing to us by you including all additional costs of doing so.
11.11 You agree to ensure that all members of the party comply with all timetables of the events.
11.12 Failure to keep to the timetables may result in either discontinuation of the event or cancellation of the said event.
11.13 We will not be liable for any refund, compensation or any costs that may be incurred by you.
11.14 You agree to ensure that all members of the party act at all times in a safe responsible manner and comply with all safety procedures, listen and be present at all safety and information briefings which are relevant to the Events booked, make supervisors or any persons in authority immediately aware of any equipment or site deficiencies or concerns, dress suitably for any event as advised by our suppliers and observe and obey all laws, requests, conditions of use and other requirements of any supplier, including accommodation and entertainment venues.
11.15 Many events and activities require a high level of concentration and the use of alcohol or drugs or being under the influence of alcohol or drugs whilst participating in such events is strictly forbidden.
11.16 If you or any member of your party have, in the reasonable opinion of our suppliers, been using drink or drugs or fail to act in a safe responsible manner, they reserve the right to cancel your participation forthwith. In this event we will not be liable to pay you any refund, compensation or any costs / expenses incurred by you.
12.1 Some of the events or activities you may book require a good level of fitness, strength and endurance.
12.2 It is your responsibility to ensure that you have the appropriate level.
12.3 Many events are not recommended for those with any disability, illness or infirmity.
12.4 If you have an existing medical condition, allergies or disability which may affect your Events you must let us know the details before you make your booking.
12.5 If in our reasonable opinion, your chosen Events are not suitable for you taking into account your medical condition or disability or you are not being accompanied by someone who can provide all the assistance you may reasonably require where it is reasonable for us to require this we can refuse to accept the booking.
12.6 If we find out after you have made the booking that you have an existing medical condition or disability and you are not being accompanied by someone who can provide all the assistance you may reasonably require as referred to above and you have failed to give us this information at the time of booking, we reserve the right to cancel the booking and impose the cancellation charges as set out above where in our reasonable opinion, the confirmed Events are not suitable.
13. Complaints procedure
13.1 Should you be unhappy with any element of your Events, you should notify the supplier of the Events concerned immediately.
13.2 If the problem still cannot be resolved, you should contact us as soon as possible.
13.3 If you continue to be dissatisfied on your return, you should write to us formally setting out your points within 5 days of returning from your Events
13.4 As long as the above conditions have been observed, the matter will be investigated and a reply will be sent to you within 5 working days of the receipt of the complaint.
13.5 As it is difficult and sometimes impossible to properly investigate a complaint if we are not told about it reasonably quickly, any compensation you may have been able to claim could be reduced or even lost altogether if you do not follow the complaints procedure set out in this section.
13.6 In the unlikely event that you have to pay for an activity or for entrance to a venue booked through us where you had already paid us for this activity then you must collect a receipt and send it to us in order for us to reimburse those costs.
14. Terms and Conditions of Suppliers
14.1 Many of the services which make up your booking are provided by independent suppliers.
14.2 Those suppliers provide these services in accordance with their own terms and conditions.
14.3 Some of these terms and conditions may limit or exclude the supplier’s liability to you.
14.4 Copies of the relevant parts of these terms and conditions are available on request from the supplier concerned.
15. Email Opt In
15.1 By confirming a booking with us, you accept that you wish to receive e-mail communication from Party Events York, MBE Limited. These could be e-mails with regards to promotions, offers and information about your own event.
15.2 If at any time you do not wish to receive these e-mails you can do so by informing us in writing