A. Introduction

The Client is engaging the services of Freya Grace Event Services and Freya Grace Event Services accepts the booking, subject to these Terms & Conditions and the contents of the invoice, which constitute the entire agreement between us (“the Agreement”).

B. Definitions

The Event Planner: Freya Grace Event Services (also referred to as ‘us’ or ‘we’).

Client: the person or persons who book the services of Freya Grace Event Services (also referred to as ‘you’).

Force Majeure: acts, events, omissions, or accidents beyond the reasonable control of the Event Planner, including (without limitation) strikes, lock-outs, or other industrial disputes (whether involving the workforce of the Event Planner or any other party), failure of a utility service or transport network, an act of God, war, riot, civil commotion, malicious damage, compliance with any law or governmental order, rule, regulation or direction, accident, breakdown of plant or machinery, fire, flood, storm or default of suppliers or subcontractors.

Services: various Event planning and co-ordination services.

Invoice: the document written by the Event Planner which details the specific requirements of the Client as agreed during the consultation process.

Event Planner’s fee: The amount of money required for the provision of services as detailed in the invoice. 75% is payable at the time of booking. 25% is payable no later than four weeks before the event.

C. Services

i) The Event Planner will perform the Services for the fee in accordance with the Client Agreement.

ii) The Event Planner can, on your behalf, negotiate contracts with third-party suppliers for your event and will take reasonable care in the selection of and negotiation with such third parties. All contracts negotiated in this way will be entered into between you and the individual third-party suppliers. This ensures you have a direct contractual relationship with all of your suppliers. It is your responsibility, not that of the Event Planner to ensure you are aware of and comply with all the Terms and Conditions of individual third-party suppliers.

iii) The Event Planner will not be liable for any non-observance by you of any third-party supplier contract terms.

iv) Third-party contracts, and the performance of these suppliers, is beyond the control of the Event Planner. Whilst we will do everything we can to rectify any problems that may arise we cannot accept responsibility for the unsatisfactory performance of a third-party supplier.

v) We will attend your event to over-see the co-ordination of the planned events.

vi) The Event Planner does not purchase goods or services on your behalf. If the Client makes such a request, the Event Planner may, at our discretion, agree to make such a purchase. Any such purchases will be subject to an additional charge of 10% of the value of the purchase, payable in advance.

D. Budget & Fees

i) The Budget will be set following consultation with the Client. If during the planning process, you require additional planning services to those detailed in the invoice, a separate written agreement will be entered into in accordance with paragraph (i).

ii) The Event Planner’s Fee will be payable by the Client in accordance with the terms set out in the Client agreement and detailed on the invoice.

iii) Invoices submitted by the Event Planner to the Client, must be paid in full, cleared funds, within 10 working days of the date of the invoice. The Client acknowledges that each payment made under these terms is non-refundable.

iv) If the Client does not pay the Event Planner on the invoice due date, we may:

• a) charge interest on the sum outstanding for payment at the annual rate of 3.25% payable on the late payment of commercial debts, accruing on a daily basis until payment is made, and

• b) withdraw the supply of all Services until such time as payment and interest has been made in full and

• c) require payment of all future sums due under this agreement as a condition of the recommencement of Services.

v) If the Event Planner’s attendance at your event necessitates an overnight stay, related accommodation costs and basic subsistence will be charged back to you up to a reasonable limit of £100 per night and detailed on the invoice.

E. Client Responsibilities

i) You agree to co-operate fully with the Event Planner and to make yourself available for all necessary decision-making concerning the planning of your event.

F. Data Protection

i) The Event Planner will require and hold only the minimum amount of personal data from you in respect of your event and for their own accounting purposes. You agree that the Event Planner may pass personal data to potential suppliers where appropriate. The Event Planner will not be held responsible for the way in which these suppliers store and use your personal data.

ii) The Event Planner will be as discreet about your event arrangements as is reasonably possible. You accept that total secrecy is impossible given the need for us to contact potential suppliers and make arrangements on your behalf.

iii) The Event Planner reserves the right to use photographs of your event for our professional portfolio and website. We will, however, obtain your prior approval before publishing photographs of yourselves. iv) All personal data will be held for a maximum of six years after the end of the current tax year in accordance with the GDPR retention policy and then destroyed securely.

G. Cancellation

i) In the unlikely event that you wish to cancel the Event Planner’s services, you must give us at least 12 weeks’ notice prior to your event date or the date of services to be rendered. Upon receipt of a letter of cancellation and following settlement of all invoices issued prior to receipt of the cancellation, we will provide you with all relevant information in our possession regarding your event.

ii) Any cancellation received by the Event Planner less than 12 weeks prior to your event date or the date of services to be rendered will be subject to the settlement of the unpaid balance of the Event Planner’s fee. All relevant information in our possession relating to your Event will be released on receipt of this payment.

iii) The Event Planner reserves the right to terminate this agreement in exceptional circumstances (including but not limited to ill health, bereavement, or failure to agree a change in accordance with clause I B), and will not be liable for any failure to perform the Services or delay in performance of the Services in the event of Force Majeure or in the unlikely event that the relationship with the Client is rendered unworkable in the opinion of the Event Planner. The Event Planner will terminate the agreement in writing, giving 4 weeks’ notice. We will release all relevant information pertaining to your event upon settlement of all unpaid invoices issued prior to termination.

H. Limitation of Liability

i) The entire financial liability of the Event Planner to the Client is contained in this clause (including any liability for the acts or omissions of its employees, agents, and sub-contractors) in respect of:

• a) any breach of this agreement;

• b) any use made by the Client of the services; and

• c) any representation, statement, or tortious act or omission (including negligence) arising under or in connection with this agreement and

• d) any other matter or thing.

ii) All warranties, conditions, and other terms implied by statute or common law are, to the fullest extent permitted by law, excluded from this agreement.

iii) Nothing in this clause limits or excludes the liability of the Event Planner:

• a) for death or personal injury resulting from negligence; or

• b) for any damage or liability incurred by the Client as a result of fraud or fraudulent misrepresentation by the Event Planner. iv) Subject to conditions Hii) and Hiii) the Event Planner shall not be liable for:

• a) loss of anticipated savings; or

• b) loss of goods; or

• c) loss of contract; or

• d) loss of use; or

• e) loss or corruption of data or information; or

• f) any special, indirect, consequential, or pure economic loss, costs, damages, charges, or expenses; and

(v) The Event Planner’s total liability in contract, tort (including negligence or breach of statutory duty), misrepresentation, restitution or otherwise arising in connection with the performance or contemplated performance of this agreement shall (unless you take advantage of the offer to endeavour to arrange insurance in paragraph (vi) of this clause H) be limited to the price paid for the Event Planning services.

(vi) If you give us notice within two weeks after signing this agreement that you prefer not to agree the limit on liability referred to in clause

(v) of this clause H then we will at your entire cost and expense endeavour to arrange insurance in order to provide you with a greater level of financial liability and if we can (at your cost and expense as stated) arrange such insurance our liability will be the level of such insurance.

I. General

i) No changes to this agreement, or to any of the documents referred to in them, will be valid unless either

A – it is in writing and signed by or on behalf of each of the parties or

B – it is a change to this agreement which is reasonably requested by the Event Planner in order to comply with any applicable legal or safety requirements (and if such change in the reasonable opinion of the Event Planner requires an adjustment to the budget or the Event Planner’s fee then You and We will negotiate in good faith to agree to such adjustment.

ii) This agreement and any dispute or claim arising out of or in connection with it or its subject matter, shall be exclusively governed by, and construed in accordance with, the law of England and Wales.

iii) If any provision of the Contract (or part of any provision) is found by any court or other authority of competent jurisdiction to be invalid, illegal, or unenforceable, that provision or part-provision shall, to the extent required, be deemed not to form part of the Contract, and the validity and enforceability of the other provisions of the Contract shall not be affected.

iv) If a provision of the Contract (or part of any provision) is found illegal, invalid, or unenforceable, the provision shall apply with the minimum modification necessary to make it legal, valid, and enforceable.

v) You will not, without the prior written consent of the Event Planner, assign, transfer, subcontract, declare a trust of, or deal in any manner with all or any of its rights or obligations under the agreement.

vi) We may at any time assign, transfer, or subcontract, all or any of the rights of the Event Planner under this agreement and may subcontract or delegate in any manner any or all of the obligations of the Event Planner to You to any third party or agent.

vii) Each party that has rights under this Agreement is acting on its own behalf and not for the benefit of another person. A person who is not a party to this agreement shall not have any rights under or in connection with it.

viii) Any notice required to be given under this agreement shall be in writing and shall be delivered personally, or sent by, recorded delivery to the other party.

ix) Any notice or other communication shall be deemed to have been duly received if delivered personally, when left at the address shown on the invoice or, if sent by recorded delivery, at 9.00 am on the second business day after posting.