erms & Conditions for Wedding and Event Decor Services provided by The Wedding Room Dumfries LTD
We’re delighted you’ve chosen our event styling services! Before confirming your booking, please carefully read the following important terms and conditions.
This contract outlines your legal rights and responsibilities, our legal rights and responsibilities, and certain essential information.
Our goal is to bring clarity to our relationship and safeguard both parties. If there are any clauses that you do not understand or that seem contradictory to your understanding of our services, please let us know.
In this contract:
– ‘We’, ‘us’ or ‘our’ refers to The Wedding Room Dumfries LTD.
– ‘You’ or ‘your’ refers to the person purchasing our services and listed as the lead name on our invoice. For weddings, this must be the bride and/or groom. The contract is with that person, even if a third party pays on your behalf.
If you’d like to discuss any aspect of this contract, please contact us at info@theweddingroomdumfries.co.uk or call us on 01387 320310.
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BACKGROUND
We provide event styling, planning, and décor hire services for weddings and other events. We are a limited company registered in Scotland, with company registration number SC654349, and our registered office is located at 148 Lockerbie Road, Dumfries DG1 3BW. We carry full public liability insurance of up to £2,000,000.
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1. GENERAL
1.1 When you pay your deposit, you confirm your booking and that you have read, understood, and agreed to these terms and conditions, no further written or signed contract will be provided to prove you agree these terms.
1.2 These are the sole terms and conditions upon which we will contract with you. No alterations on your request to these terms will be valid unless agreed to by us in writing.
1.3 By law, the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 require that we provide you with specific information before forming a legally binding contract. We will deliver this information clearly within this contract, alongside any written proposals we provide.
We will provide you with information on:
– The main characteristics of the services you are purchasing.
– Who we are, our base, and how you can reach us.
– The price of the services.
– Arrangements for payment and the timelines for carrying out the services.
– Payment arrangements and our refund policy.
– Our complaint handling policy.
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2. SERVICE PROVISION
2.1 We do not share services with other companies. If you hire us for our Event Styling Service, only our team will provide your event’s decor.
2.2 Any services you arrange independently will be your responsibility. We only accept responsibility for the services we provide.
2.3 All event decor hired by you is to be used solely for its intended purpose. Any changes in usage areas must be confirmed in writing and approved by us. Larger items, such as archways, may only be set up by our team, with an additional charge of £45.
2.4 If your venue charges vendor fees, these will be passed on to you.
2.5 Our service offerings are strictly limited to the items specified on your invoice.
2.6 Consumer rights legislation protects you, including the requirement that our services be delivered with reasonable care and skill.
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3. PAYMENT
3.1 A non-refundable 25% deposit or a minimum of £100.00 will secure your booking with us. This deposit underpins individual item costs, and any cancellations will result in retaining the deposit proportion.
3.2 Your booking is confirmed upon receiving the deposit. The remaining balance is due within 4 weeks of your event unless otherwise agreed. For events occurring less than 4 weeks after booking, the full amount will be required upfront. We reserve the right to cancel your booking if payment terms are not met. Should cancellation occur, any funds paid up until that point will not be refunded if we cannot secure another booking for your event’s date.
3.3 All payments are non-refundable in case of cancellation (by you or us due to breach of contract) if we cannot find another booking. Late payments (unless otherwise agreed) will incur a £45 late fee.
3.4 The full balance is due 4 weeks prior to your event, with an invoice provided beforehand. If not received by this time and without communication, we will assume our services are no longer required and may cancel your booking.
3.5 Amendments can be made up to one month prior to your event, allowing reductions up to 10% of your total invoice. Cancellation of items booked, made with less than 12 weeks notice will incur full payment for those items.
3.6 Bookings can be transferred to another date within 18 months, contingent on our availability. Prices may change, and a new quote may be issued.
3.7 Refunds are not issued for deposits or payments made before the event if cancellations occur. No refunds will be offered for unused or unwanted items/services.
3.8 Payments are accepted via bank transfer only.
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4. SET UP
4.1 The hire period is typically 24 hours, and we will set up on the day of your event. We may be able to set up the day prior based on our availability, but this should not be expected without our written consent. Should you or your venue specifically ask for day prior setup, additional hire fees may apply, as we cannot guarantee that every item will be available the day prior, which would then result in multiple setups/deliveries, subsequent deliveries would be a chargeable cost to you. Costs would be provided upon request.
4.2 Our hire items cannot be used outdoors without written consent; damage from unauthorised outdoor use will incur replacement costs.
4.3 We may adapt setups based on what we deem beneficial. Any items not utilized will not be refunded.
4.4 When we provide tea light candles, they will only be real if placed inside holders or votives; otherwise, they will be LED. For candlesticks that are open, we will use LED tapered candles for health and safety reasons. Upon request, we can supply real flame candles, although additional costs may apply. Real candles are supplied for daytime use only. If you require replacement candles for the evening, additional charges will apply, or you may choose to supply them to the venue yourself. Real open candles (candles not fully enclosed) are prohibited when used with our table linen, unless otherwise agreed in writing.
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5. DELIVERY AND COLLECTION
5.1 All bookings will incur a delivery, setup, and collection fee of £60. Subsequent deliveries will be charged at £45 should we need to return to the venue for any issues that are not directly associated with our setup (e.g., if items need repositioning or moved etc) unless otherwise agreed by us in writing.
5.2 Delivery and collection fees only cover step-free access; venues without this may incur extra costs.
5.3 Our delivery and collection charges include any congestion or toll fees applicable in the areas served. We will strive to meet parking regulations during delivery; any parking penalties will be passed on to you.
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6. STOCK DAMAGE
6.1 In the event of any damage or loss of hired goods, you will be held responsible, including full replacement costs. Specifically, with regards to linen items, we consider minor stains and natural wear in our pricing, and these will not incur additional charges. However, it is important to note that any irreversible damage through mistreatment will result in invoicing for replacement. This includes, but is not limited to, severe stains, burns, excessive candle wax, drawings/ink, footprints, and any rips or tears. Any cleaning methods or alterations performed by you or your guests without consulting us beforehand will also result in additional fees. We reserve the right to evaluate damages, and any significant harm that is deemed beyond normal use will be charged accordingly.
6.2 You are responsible for securing the costs of damages from the venue, if applicable.
6.3 We will notify you of any losses or damages within ten working days post-event, with a detailed invoice sent accordingly.
6.4 We are not liable for incorrect sizes of rented items; accurate measurements are the customer’s responsibility.
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7. PHOTOGRAPHS
7.1 We will coordinate with your photographer for photos showcasing our work, and you authorize us to do this.
7.2 Photographer credits are displayed only if they are present as a watermark. We cannot assume responsibility for third-party photo usage.
7.3 By entering this contract, you permit us to capture images of our work for our portfolio, website, and marketing needs. Our photographs cannot be reproduced without our explicit prior permission.
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8. CONFIDENTIALITY AND PERSONAL DATA
8.1 Your booking details, including contact and bank information, will remain confidential. We will not disclose any information without your explicit consent.
8.2 We will use your personal information solely for service provision, payment processing, and to inform you about similar products, with the option for you to opt-out.
8.3 We will not share your personal information with third parties without your agreement.
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9. LIMIT ON OUR RESPONSIBILITY TO YOU
9.1 Other than legal responsibilities that cannot be excluded by law (such as those concerning death or personal injury), we are not liable for losses unless they were foreseeable and caused by our breach of contract.
9.2 Our total liability to you is limited to the fees (if any) paid for the services.
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10. EVENTS BEYOND OUR REASONABLE CONTROL
We will not be in breach of this agreement or liable for delays or failures in performance if they are caused by events out of our reasonable control, in which case we are entitled to a reasonable extension of time.
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11. COMPLAINTS AND DISPUTES
11.1 While we hope you’ll be thrilled with our services, please raise any complaints via email to info@theweddingroomdumfries.co.uk within 7 days of your event. We will aim to resolve disputes quickly and effectively.
11.2 If we cannot resolve disputes through our internal procedures, the courts of Scotland, England, and Wales will have exclusive jurisdiction, and Scots law will apply.
11.3 In the event of disputes, both parties agree to refrain from any conduct that disparages either party or their services on social media or other platforms.
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Thank you for your understanding! We can’t wait to help create an unforgettable experience!