Please read the following terms and conditions carefully before booking an event (“Event”) with us. These Booking Terms and Conditions shall apply to all Booking Services and Activity Services provided to your Company by Events Made Simple.
By ‘clicking to accept’ these Booking Terms and Conditions you confirm that you have all necessary authority to enter into this agreement on behalf of your Company and that you accept and agree to the terms set out below.
1. About Us / Definitions
1.1 We are Made Simple (Team Building & Events) Ltd, trading as Events Made Simple, a company registered in England and Wales under company number: 11902588. Our registered office is Altree, Smithy Lane, Willaston, Neston, Cheshire, CH64 2UB. Our VAT number is: 342379984.
1.2 Events Made Simple is a UK based events company that is committed to making the process for booking corporate events, meetings, conferences and team building activities simple and straightforward. Our aim is to take the hassle out of finding and booking Venues for corporate events by providing:
a) a clear, simple and straightforward website that showcases our Venues and team building Activities (our “Website”);
b) an easy to complete “Get a Quote” search to help corporate event planners and companies define their Event requirements and to see an instant results list of Quotes; and
c) a customer event management portal (“Portal”) that enables event planners to (i) save, share or download Quotes, (ii) check availability with their chosen Venue, (iii) confirm and book an Event, (iv) manage their booking and (v) pay invoices, all in one place.
1.3 In these Booking Terms and Conditions, the following definitions apply:
“Activity” / “Activities” means our team building activities as described on our Website or in any associated Quote or Booking Confirmation and “Activity Services” means the provision of these team building Activities as part of a booked Event.
“Booking Services” means the event management and booking services provided to your Company by Events Made Simple, including the provision of the Website, the Portal and the ‘Get a Quote’ search functionality.
“Booking Confirmation” means the email confirmation sent to you that confirms the details of the Services purchased by your Company.
“Company” means the company, organisation, firm or public authority that purchases our Services, as named on the Booking Confirmation.
“Quote” means an automated quotation provided via the Website or Portal which provides an estimated cost of a proposed Event based on the criteria you submitted to us. Please note that all Quotes are indicative only and are not capable of acceptance. A contract is only formed once a Booking Confirmation is sent to you to confirm the Services purchased.
“Reservation Period” means the period of time which a Venue will hold and reserve a potential Event date to enable you to confirm your booking as set out on the relevant Venue profile page on our Website. The standard Reservation Period is 7 days; however, this may vary by Venue.
“Services” means the Booking Services, Venue Services and/or Activity Services provided or to be provided to your Company as set out in the Booking Confirmation.
“Venue” means the hotel, manor house, conference venue or other location at which an Event is held. When referencing the contracting party for Venue Services, this means the organisation, firm, company or public authority responsible for providing Venue Services and for the management and/or running of that Venue.
“Venue Services” means any conferencing services, meeting room bookings, overnight accommodation, meals and refreshments provided or to be provided to your Company by one of our Venues.
2. Booking Terms & Conditions:
2.1 We have been appointed by our Venues as their agent to act for and on their behalf in relation to any Event bookings made by your Company. When you book an Event with us, your contract for the provision of the Venue Services is a direct agreement between your Company and your chosen Venue.
2.2 These Booking Terms and Conditions set out the contractual arrangements between Events Made Simple and your Company in respect of your use of our Booking Services and for any Activity Services provided by us at an Event. For information regarding when and how your contract is formed with our Venues, please see clause 3.
2.3 We may change these Booking Terms and Conditions from time to time. This version of the Booking Terms and Conditions cancels and replaces all previous versions of our Booking Terms and Conditions. However, your Company will only be bound by the Booking Terms and Conditions that you agree to at the time you book an Event with us as set out in your Booking Confirmation.
2.4 These terms set out the entire agreement between your Company and Events Made Simple. No terms or conditions endorsed on, delivered with or contained in your company’s purchase order or other document shall form part of this agreement unless expressly agreed by one of our company directors.
2.5 If any provision of this Agreement (or part of any provision) is or becomes illegal, invalid or unenforceable, the legality, validity and enforceability of any other provision of this Agreement shall not be affected.
2.6 You should print a copy of these Booking Terms and Conditions or save them to your computer for future reference.
3. Venue Services Booking Process
3.1 As outlined above, we act as agent for our Venues. When we provide you with a Quote for an Event, we are, on behalf of our Venues, inviting you to make an offer to purchase Venue Services on behalf of your Company.
3.2 Our customer Portal enables you to save, share or download a copy of your Quote. Once saved your Quote will appear in your Portal under the Saved Quotes section. You may make changes to a saved Quote at any time by clicking on the “Edit” button within the Quote.
3.3 Once you are happy with your Quote, the next step is to check whether your chosen Venue is available on your selected date or dates. To do this, please click “Check Availability & Reserve a Date”. This will send an automated email to your chosen Venue and your Quote will move to the “My Booking” section in your Portal.
3.4 If your chosen Venue is not available on one or more of your selected dates, we will contact you to let you know and work with you to find a suitable alternative date or an alternative venue.
3.5 If your chosen Venue is available on one or more of your selected dates, you will be notified by email and invited to "Confirm Your Booking" via email response, your Portal dashboard or by confirming to one of our team via phone or email that you would like to book your Event. Your Venue will also reserve your date or dates for the relevant Reservation Period to give you time to "Confirm Your Booking".
3.6 By requesting to “Confirm Your Booking” as set out in clause 3.5, you are making an offer to purchase the relevant Venues Services from your chosen Venue for whom we are acting as agent. We are authorised by each of our Venues to accept or reject your offer on their behalf by sending you a Booking Confirmation. Acceptance of your offer occurs on issuance of the Booking Confirmation by Events Made Simple on behalf of the relevant Venue. It is at this point that a contract is formed between you and the Venue for the relevant Venue Services.
3.7 Save in relation to the payment and cancellation terms which are as set out in this agreement, the Venue’s standard terms and conditions shall apply in relation to any Venue Services purchased, a copy of which can be provided by the Venue on request.
4. Supplementary Venue Services
4.1 Unless expressly stated in your Booking Confirmation, fees for supplementary services that may be offered by your chosen Venue are not included in Charges for the Event payable to Events Made Simple. These supplementary services may include additional items such as drinks or food purchased on the day, parking fees and any items purchased as part of an overnight stay such as phone calls from a hotel room, films or items from the mini bar.
4.2 All fees for supplementary services must be paid directly to the Venue in accordance with their standard terms and conditions.
5. Provision of Booking Services & Activity Services
5.1 We warrant that we will use reasonable care and skill when providing the Activity Services and Booking Services.
5.2 Participation in Activities will always involve some element of risk. With this in mind, you and your Company acknowledge and accept that:
a) The risk associated with participation in Activities will be reduced by the team members, delegates and guests that attend an Event (“Participants”), following the safety briefings provided by our instructors and by Participants wearing any safety equipment made available during an Event;
b) Although we will use reasonable endeavours to ensure that all Participants are given adequate safety information before and during an Event, your Company remains responsible for all Participants that take part in Activities and for ensuring that they have listened to, understood and follow all safety instructions provided by our teams;
c) Participants who have had a custodial sentence of over 3 months are prohibited by law from taking part in clay pigeon shooting. Your Company should therefore ensure that any Participants that are classed as ‘prohibited persons’ do not take part in this Activity; and
d) All Participants under the age of 18 must be accompanied by a supervising adult. Where the supervising adult is not the Participant’s parent or guardian, your Company must ensure that the Participant’s parent or guardian has been informed that the Participant will be taking part in the Activities at the Event and that the relevant parent or guardian has given their permission for the Participant to do so.
5.3 We reserve the right to refuse to allow any Participant to take part in Activities where:
a) the Participant is uncooperative or refuses to abide by any safety instructions provided by our team during an Event in accordance with clause 5.2(a);
b) the Participant is prohibited from taking part in accordance with clause 5.2(c);
c) a Participant under the age of 18 is not accompanied by a supervising adult or where we are informed that the relevant Participant’s parent or guardian has not consented to the Participant’s participation in Activities in breach of clause 5.2(d);
d) we reasonably believe that a Participant is not able to safely take part in the activity as a result of the influence of alcohol, drugs or otherwise; and/or
e) a Participant’s involvement in such activity is likely to cause disruption or a risk to the health, safety or the enjoyment of others.
5.4 Should our team, acting reasonably, believe that the conduct of a number of Participants is such that it is no longer possible to continue with the Activity Services safely or without disruption to others, we reserve the right to cease the delivery of the Activity Services entirely.
5.5 In the event that we are unable to provide Activity Services to Participants at your Event in accordance with clauses 5.3 or 5.4, your Company shall not be entitled to any refund or partial refund of any Charges payable for such Activity Services.
6. Photography, Video, Marketing and Media
6.1 You and your Company acknowledge and accept that, from time to time, we may:
a) take photographs and/or videos of our Events (“Images”) and that such Images may include Participants taking part in such Events;
b) use any Images obtained during an Event for marketing purposes including, without limitation; in any printed publications, presentations, promotional materials, social media and digital content (“Media”) either in its original format or as edited by us;
c) share Images obtained with our Venues for them to include in Media for their marketing purposes either in its original format or as edited by us or our Venue;
d) contact you for feedback or to obtain a case study or testimonial about your use of our Services and your experience during your Event (a “Testimonial”);
e) use and publish any Testimonial provided for marketing purposes in any Media either in its original form or as edited by us (providing that such edit or amendment does not alter the sentiment of the Testimonial in any meaningful way);
f) name your Company as a customer of Events Made Simple and use your name and/or logo in any Media; and/or
g) store copies of any Images or Testimonials obtained in accordance with this clause 6 for the above purposes.
6.2 In you do not want Events Made Simple to include your Company, or any Images or Testimonials relating to Events held by your Company, in any Media, please notify us at compliance@eventsmadesimple.co.uk.
7. Charges & Payment Terms
7.1 We are authorised to accept payment for Venue Services on behalf of our Venues. Consequently, the Charges owed for all Services set out in the Booking Confirmation are payable to us in accordance with these payment terms.
7.2 Your Company must pay all Charges owed for the Services in advance of the date of an Event in accordance with the terms of this clause 7. Specifically:
a) Where an Event is booked more than 30 days prior to the Event date, your Company may elect to pay the Charges in full upfront or to pay a 50% deposit on receipt of a Booking Confirmation and the remaining 50% balance at least 30 days prior to the Event date.
b) Where an Event is booked less than 30 days prior to the Event date your Company must pay the Charges in full on receipt of a Booking Confirmation.
7.3 All Charges are inclusive of VAT and must be paid via credit or debit card or via BACS transfer without any deduction or set-off. If your Company fails to pay all or any part of the Charges when due, we shall be entitled and to add interest on such Charges from the due date for payment at the UK statutory annual rate in force at the time of non-payment.
7.4 Where payment is not received in advance of your Event in accordance with clause 7.2, we reserve the right to suspend the performance of the Services until payment is made or to cancel your booking. In such circumstances your deposit would not be returned to you and you may be liable for a cancellation fee in accordance with clause 11.
7.5 We reserve the right to increase our Charges by providing notice to you in the event of a change to your Booking, for example a change in date, location or the number of attendees including any changes implemented as a result of clauses 10, 11, 12 and 13.
7.6 We will use reasonable endeavours to ensure that any pricing information set out on the Website, and within the Quote and Booking Confirmation is complete and accurate. However, you and your Company acknowledge and accept that price information may change from time to time and that until a Booking Confirmation is sent to you the Charges for an Event may vary. Further, in the event of a pricing error, we reserve the right to correct any such pricing errors and to either offer your Company the opportunity to keep your booking at the correct price or cancel your booking without liability.
8. Your Privacy and Personal Information
8.1 Any personal information that you provide to us will be dealt with in line with our Privacy Policy. We also have a Cookie Policy.
8.2 Our Privacy Policy and Cookie Policy explains more about the personal information we collect from you, how and why we collect, store, use and share such information, your rights in relation to your personal information and how to contact us and supervisory authorities if you have a query or complaint about the use of your personal information.
9. Website Content and Availability
9.1 Full details of the Terms of Use that apply to our Website can be found at https://www.eventsmadesimple.co.uk/terms.
9.2 Events Made Simple makes no representation that the operation of the Website or Portal will be uninterrupted or error-free. Consequently, Events Made Simple will not be liable for the consequences of any interruptions or errors.
9.3 Images, videos and descriptions of our Venues and Activities on the Website and are included for illustrative purposes only and to give a general “feel” for the Venue Services and Activities that can be provided. Whist we will do all we can to ensure that all of our Venues (and any third-party Activity providers) meet our service standards, such images may not be exact representations of the Services that you have booked.
10. Events Outside of our Control
10.1 We will not be liable for any failure to perform, or delay in performance of, any of our obligations under these Booking Terms and Conditions that is caused by any act, event, omission or accident beyond our reasonable control, our Venues’ reasonable control or our third party supplier’s reasonable control, including but not limited to: strikes, lock-outs or other industrial disputes (other than those caused by acts and/or omissions of the affected party); failure of a utility service, or transport network or information technology or telecommunications service; act of God (including without limitation fire, flood, earthquake, storm or other natural disaster); war, threat of war, riot, civil commotion or terrorist attack; malicious damage (including the acts of hackers); epidemic; pandemic; compliance with any change of law or governmental order, rule, regulation or direction; and/or default caused by the insolvency of a Venue, a supplier or sub-contractor (an “Events Outside Our Control”).
10.2 If an Event Outside Our Control affects the performance of our obligations to you:
a) we will use reasonable efforts to contact you as soon as reasonably possible using the contact details you have provided to us;
b) our obligations under these Booking Terms and Conditions will be suspended and the time for performance of our obligations will be extended for the duration of the Event Outside Our Control.
10.3 If an Event Outside Our Control impacts our ability or your chosen Venue’s ability to go ahead with an Event, we will use our reasonable efforts to work with you and your chosen Venue to agree reasonable adjustments to your booking (for example, to find an alternative Activity or to move your Event to an alternative date).
10.4 If we are still unable fulfil your booking and cannot find a suitable alternative, your booking for any affected Services will be cancelled, and a full refund issued. In such circumstances, we will use reasonable efforts to support you to make a new booking if required.
11. Cancellation or Amendment by You
11.1 If you wish to amend or cancel your Event booking for any reason, we will deal with the amendment or cancellation as agent on behalf of the Venue for any Venue Services and as the contracting party for any Booking Services and/or Activity Services.
11.2 If you wish to amend your Event booking for any reason, for example to change the number of delegates attending your Event, to upgrade a meal option or delegate package or to add on additional Activities, please notify us immediately by contacting our team via phone on 0345 300 8197 or email at hello@eventsmadesimple.co.uk.
11.3 Where possible, we will work with you and your chosen venue to accommodate any requests to increase numbers, upgrade a package or to add on additional Activities prior to your Event. However, you acknowledge and accept that this may not always be possible, and any amendments are subject to availability and the discretion of Events Made Simple and the Venue.
11.4 Whilst changes can be made to downgrade an event package or to reduce the number of attendees prior to an event being confirmed. Once you have confirmed your booking and received a Booking Confirmation from us, we will not be able to issue partial or full refunds should you wish to downgrade the services you purchase unless expressly agreed in writing.
11.5 Should you wish to move your Event to an alternative date, we will, where possible, work with you and your chosen venue to do so. However, you acknowledge and accept that this may not always be possible, in particular where a change to the date is requested close to the original Event Date. All such amendments are subject to availability and the discretion of Events Made Simple and the Venue and the payment of any increase in Charges associated with such date change.
11.6 Subject to our cancellation policy, you may cancel your Event booking at any time. Depending on when you cancel your booking you may not be eligible for a refund and/or may be charged a cancellation fee. Your eligibility for refunds of any Charges paid and the applicability of any cancellation fee is as set out below:
a) Cancellation more than 90 days prior to the Event date:
25% cancellation fee
b) Cancellation less than 90 days but more than 30 days prior to the Event date:
50% cancellation fee
c) Cancellation less than 30 days prior to the Event date:
100% cancellation fee
11.7 We will manage the process for payment of any refunds due to your Company where applicable. In such circumstances you may be required to provide your Company’s bank details in order for us to fulfil this request. Please note that it may take a minimum of 5-10 working days for the refund to be processed.
11.8 If your booking is cancelled and a new Event booking is made, please note that payment for the new Event booking and if applicable, any refund on the cancelled booking will be processed separately.
12. Cancellation or Amendment of Venues Services by a Venue
12.1 In the unlikely event that your chosen Venue wishes to cancel or amend all or part of your booking for Venue Services, we will contact you as soon as reasonably possible using the contact details you provided to us and will use reasonable efforts to work with you and your Venue to find an appropriate solution.
12.2 If your chosen Venue is unable to fulfil your booking and is unable to provide a suitable alternative, your booking for Venue Services (and any associated Activity Services and Booking Services) will be cancelled and a full refund issued. In such circumstances, we will use reasonable efforts to support you to make a new booking with an alternative Venue if required.
13. Cancellation or Amendment of Activity Services by Us
13.1 In the unlikely event that we need to cancel or amend all or part of your booking for Activity Services, we will contact you as soon as reasonably possible using the contact details you provided to us and will use reasonable efforts to work with you and your Venue to find an appropriate solution.
13.2 If we are unable to fulfil your booking or provide a suitable alternative, your booking for Activity Services will be cancelled and a refund for the Activity Services issued. Unless otherwise agreed, any associated Venue Services and Booking Services will remain unaffected by such cancellation.
14. Liability
14.1 Neither party excludes nor limits its liability for:
a) death or personal injury caused by its negligence;
b) fraud or fraudulent misrepresentation; or
c) any other limitation that is excluded by law from time to time.
14.2 Whilst we will use our reasonable endeavours to ensure that the Venues we work with meet our service standards, as a booking service provider and the agent for our Venues, save as otherwise required by law or provided in these Booking Terms and Conditions, we cannot accept liability for the provision of, or any failings in the provision of, the Venue Services.
14.3 If we breach these Booking Terms and Conditions in relation to our Booking Services or Activity Services, we will only be liable for losses and/or damages that you suffer to the extent that such losses/damages are a direct and foreseeable result of our breach or our negligence. We shall not in any circumstances be liable for any loss or damage that is not direct or foreseeable (i.e. for any loss or damage that is not a natural consequence of our breach or negligence, or if it was not contemplated by you and us at the time we entered into these Booking Terms and Conditions).
14.4 Subject to clause 14.3, our liability to you and your Company shall be limited to the total Charges payable by your Company for the affected Activity Services and/or Booking Services.
15. General Provisions & Governing Law
15.1 These Booking Terms and Conditions are governed by English law and any dispute or claim arising out of or in connection with your booking will be governed by the laws of England and Wales. You agree that the courts of England and Wales will have jurisdiction to settle any dispute or claim arising out of or in connection with these Booking Terms and Conditions or their subject matter or formation.
15.2 Failure or delay by either party in enforcing or partially enforcing any provision of the agreement shall not be construed as a waiver of any of its rights under the agreement. Any waiver by any party of any breach of, or any default under, any provision of the agreement by the other party shall not be deemed a waiver of any subsequent breach or default and shall in no way affect the other terms of the agreement.
15.3 All notices between the parties about this agreement shall be sent in writing by post or email. All notices sent to us should be sent to our registered office or via email to compliance@eventsmadesimple.co.uk. All notices to your Company shall be sent to you at the contact details you provided at the time of booking.