Unique Children’s Parties (UCP) Terms and Conditions

 

Please note that these are our standard terms and conditions that apply to all bookings, and are subject to change therefore we advise regular checks of our website.

 

Agreement:   This is an agreement between us - the company trading as Unique Children's Parties (UCP) and you the client. This agreement starts from the date you make a confirmed booking with us. Only these terms shall constitute the agreement between UCP and you the client.  

Confirmed booking:  A booking is deemed as confirmed when UCP are in receipt of a deposit and/or a completed booking pack or by any other written form that establishes mutual agreement.  From point of confirmation, only the items listed on the booking pack shall form part of this agreement. 

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Order Policy:  When ordering please opt for the minimum requirement, orders can only be reduced by 10% up until 45 days prior to the Event date, after which time orders cannot be reduced but may be increased if sufficient notice is provided.  After your order has been made, we will contact you 7-14 days prior to your event to confirm order details and timings etc, please note that we cannot make alterations to orders out with these periods as multiple changes leads to order uncertainty.  If you would prefer a more bespoke service then please opt for our planning services.

Planning Service:  To book this service we require the agreed fee which permits planning time.

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​Payment terms - Deposit: Should a non-refundable non-transferrable deposit is required, please refer to your individual booking pack for further information of deposit sums required.  

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Full Balance:  Is due in line with individual agreements. Payment is due no later than the start of the event, we do not offer any credit services. 

Failure to pay on time:   Will activate our collections process, please note that each step will incur a £35 administration fee:

• Payment reminder

• Final reminder

• Letter before action

• Submission to claims court

Any time required to prepare or attend court is chargeable at £35 per hour to cover the staff cost involved.

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Cancellation:  Permitted up to 60 days prior to the date of event, with deposits being non-refundable or transferable unless agreed to by us.  Should cancellation occur for any reason then the cancellation fees below will be applicable and immediately chargeable to any card held on file, if this payment fails then we will invoice you which will incur an additional administration fee, please view failed payment section below.

• 60 to 46 days prior to event: 50%

• 45 – 31 days prior to event: 75%

• 30 days or less: 100% of balance after deposit payment

• The complete hire fee will be payable should we arrive at the agreed venue/site to find the cancellation of the function/hire.

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Weather Conditions: In the event of UCP being unable to attend or access event due to inclement weather conditions such as snow, winds, rain, or any circumstances beyond our control, and cancellation of the event occurs, we will offer the opportunity to reschedule for an alternative day of your choice however this remains at UCP’s discretion. UCP will not be held liable for cancellation of events for reasons beyond our control.

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Delayed event schedules and late finish fees:  If due to the late running of or alterations to the event schedule, the staff in attendance are not able to offer services ordered in the allocated time outlined in this Contract, there will be no reduction to the agreed fee.  If the event runs late and the staff agree and are able to finish later than the allocated time, then the following standard ‘late finish’ fees are applicable:  A % of the total balance in relation to original service and time booked is due and charged in 30 minutes increments, payable to the staff member or by BACs (to be shown to a staff member) prior to any extension of services being carried out.  For instance, if the service was for a Face Painter which was charged @ £135 for a 2-hour slot then the additional cost would be £31.25 per 30-minute extension. Please note that this is just an example and prices charged constitute applicable charges.  The staff in attendance have the right to refuse to extend their performance times without penalty.  Offered only on a discretionary basis and will rely upon availability and/or staff commitments.

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Rescheduling: Can be done up to 60 days prior to the event depending on availability, there will be a £35 rescheduling fee to cover the costs involved in rescheduling.  If we are unable to reschedule to a mutually agreeable date then cancellation of the event will occur in line with our cancellation policy.

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Third Party Supplier / Special Service cancellation policy:  On occasions third parties will provide services and UCP book these on your behalf, some services are subject to a special service cancellation policy, these are, but are not limited to Cakes/Photo Booth, Animals, Party Hosts, Real-life princesses, Magician, Professional/Senior Face Painters and Balloon modellers etc. Any of the services, where a third party is in operation will have a strict 75-day cancellation policy.  If any deposit is paid by us on to ensure your order, then this is payable by you and this will be added/deducted from your order.

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​Delivery: UCP is not liable for late delivery due to unforeseen circumstances for example, but not limited to, breakdowns, bad weather, acts of God or traffic jams. Our staff member will attempt to, contact you to alert you to any potential delays.  Should cancellation occur as a result UCP cannot be held liable and as such our rescheduling policy is applicable.

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The Venue / site: It is the responsibility of the client named on the contract to provide a safe working environment, ensuring that sufficient access is available for the loading and offloading of the equipment.  The venue must have the required access and area required to allow the equipment/service to be set up/utilised safely.  Disabled access is required due to the weight, time restrictions for set up/removal. In addition, we advise against stair access as this may result in the cancellation of your booking.  Designated and secure parking must be available outside the venue for one large van.  If parking charge enforcement is in place, then you will be liable for any parking charges accrued to cover the entire allocation of the party. The area where the equipment is to be set up must be clean, and not contain any substances such as, oil, paint, or any sharp objects such as glass, metal, or wood, which may cause injury or damage to any persons or equipment. UCP reserve the right to refuse the operation or hire of our equipment if we believe that the venue is unsuitable or unsafe, the client is liable for all costs listed under the cancellation policy.

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Equipment: In the unlikely event of equipment failure/malfunction, the total refund cost for all or part of the service will be paid at our discretion. Damage to equipment when on hire will be the responsibility of the hirer/organiser.  This shall be, but is not limited to, the costs of repair or replacement and loss of future hire. Only staff of UCP may operate the provided equipment unless on a hire only basis.

Guest Numbers:   UCP operate a strict policy in relation to guest numbers.  To avoid upset or exclusion for guests’ total numbers in attendance must reflect those stated within this booking pack otherwise an imbalance in the ratio of service users to staff members/time allocated shall occur.  It is therefore essential that UCP are aware of attendance numbers prior to the event.  If final numbers are unknown then the number of guests invited should be provided.  Staff allocation is determined based on each event/service with a direct link to the demand/usage of quoted numbers or relatively priced services/hire products.  If on the day of the party these numbers are 10% higher than the confirmed order then services can and/or will be withdrawn.  If an agreement on how best to cover the extra demand is not reached then UCP’s decision will be final.  Regardless of the outcome, full payment of the original order shall be chargeable regardless.  UCP will provide a calculation for any additional numbers on a per head basis and depends on the services ordered. Please refer to our “Maximum User Numbers” in relation to individual services for further information.  This decision is in place to ensure user safety of guests, employees, equipment and to ensure coverage of services and the continuation of the reputable and professional services provided by UCP.

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Guest Behaviour:  UCP reserve the right to decide the continuation or removal of any service(s) should any unacceptable guest behaviour occur.  This decision process will take place for, but not exclusively to, the following reasons:

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• The participants are acting in an abusive or aggressive manner towards staff and/or equipment

• The conditions are proving to be too dangerous

Should this happen then the total cost shall be payable by the named client on the contract with no refund policy applicable.

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Our staff member on-site will provide a warning prior to the initiation of any close down steps.  The issuing of this warning will initially be to the guest whose behaviour is causing concern, if this behaviour persists then a final verbal warning will be issued to you the hirer prior to close down steps being initiated. 

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​Event photography/videography:  UCP will use photographic/video footage of each event for advertising purposes unless we receive a written request to the contrary.  Any photographic/video content taken is for promotional purposes only.  A complimentary copy of all footage will be available should you require this then please request directly via email.

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​Public Liability Insurance:   UCP holds Public Liability Insurance. UCP are not liable for damage caused to floors, walls, clothing, shoes, person belongings or sound and lighting equipment. By signing this agreement, you waver all rights to claim against damage caused by our equipment.

Clean-up service:  This service is to be booked prior to the event. The clean-up service we provide is for the party area only, not the whole venue. If this service has not been booked, then staff and equipment must be free to leave the premises at the end of the event or prior to the venue closure.

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​Mains power supply:  You the client must ensure that at least two mains 13 amp-power supply is available for our use that is within 5 meters of where our equipment is to be set up unless we have agreed to provide a generator.

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Refunds & Complaints:  If you are not happy with the level of service or staff in attendance for any reason, it is your responsibility to make the staff aware of this immediately and not at the end of the event as any concerns the client may have can be dealt with and acted upon accordingly.

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Training, security & Quality purposes:  Our staff will have a recording facility incorporated within their setups which is for training and quality purposes and to ensure participant and staff safety throughout.  We also reserve the right to utilise footage for marketing purposes.  We also utilise this footage to ensure any complaints are fully investigated. Should you wish to withdraw from this please let us know.

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Coronavirus / Pandemic:  Our services will be fully compliant with current regulations and will mean that in order to comply we must temporarily remove certain packages/services as regulations dictate.  We advise that this may, but will not be limited to, cancellation of events, rescheduling of events.  All of which will pose a direct effect on staff levels so we ask all customers to bear this in mind.  We request all customers abide by all government regulations and social distancing measures are adhered to.  Deposits are non-refundable in any circumstance as these cover admin/processing costs associated with your booking.  If cancellation occurs then our cancellation policy is applicable.  If we are affected by Covid 19 or any pandemic or government regulations/restrictions/isolation which means we cannot attend then our rescheduling policy is applicable.

Please note that these are general terms and conditions, specific terms and conditions apply based on services i.e. from other suppliers we use for example Ponies, Face Painters, Magician etc.