“Caitlin Jane Events”, “we”, “us” and “our” mean Caitlin Ford, trading as Caitlin Jane Events, of Maidstone, Kent.

Our website is www.caitlinjaneevents.co.uk. You can contact us at [email protected]

Booking Form: the booking form, proposal, quotation, scope of work or similar document that records the Event, Services, Fees and payment timetable.

Business Client: a Client acting wholly or mainly for purposes relating to its trade, business, craft or profession.

Client / you: the person or organisation named in the Booking Form.

Consumer: an individual acting wholly or mainly outside their trade, business, craft or profession.

Contract: the Booking Form, these Terms and any documents expressly incorporated into them.

Event: the wedding, celebration, corporate event or other occasion described in the Booking Form.

Fees: our fees, charges and expenses stated in the Booking Form, including any agreed additional charges.

Services: the planning, design, sourcing, coordination, management and/or other services stated in the Booking Form.

Supplier: a venue, caterer, florist, entertainer, photographer, rental provider or other third party involved in the Event.

If the Booking Form conflicts with these Terms, the Booking Form prevails only to the extent of the conflict. References to writing include email.

A quotation or proposal is an invitation to book, not an offer capable of acceptance. Unless it states otherwise, it is valid for 14 days and remains subject to availability.

The Contract starts when we confirm acceptance in writing after receiving the signed or electronically accepted Booking Form and any booking payment stated in it. No Event date is reserved until then.

You confirm that you are at least 18 years old and have authority to enter into the Contract. If more than one person is named as Client, each is responsible for the Client obligations and all sums due.

We will provide the Services with reasonable care and skill and in accordance with the agreed scope. Creative concepts, recommendations, budgets, plans, schedules and supplier shortlists are professional judgments, not guarantees of a particular aesthetic, guest response, attendance level, commercial result or Supplier performance.

The Services include only what is expressly stated in the Booking Form. Unless agreed in writing, they do not include legal, tax, financial, security, health-and-safety, licensing or insurance advice, venue operation, catering, transport, childcare or the physical supply of third-party goods.

We may use suitably qualified assistants or subcontractors. We remain responsible for the Services we perform, but not for services contracted directly between you and a Supplier.

Reasonable changes to the way we deliver the Services may be made where needed to comply with law, regulatory guidance, venue rules or safety requirements, or where they do not materially reduce the Services.

You must:

provide complete, accurate and timely information, decisions, approvals, guest numbers, access details and contact information;

appoint one authorised decision-maker and tell us promptly if that person changes;

ensure that the Event, your instructions and all Client-supplied materials comply with applicable law, licences, venue rules, accessibility needs and health-and-safety requirements;

obtain any permissions, licences, consents or insurance allocated to you in the Booking Form;

treat our staff, assistants and Suppliers respectfully and provide a safe working environment; and

tell us promptly about allergies, disabilities, safeguarding issues, security concerns or other circumstances that may materially affect planning or delivery.

We may suspend affected Services, adjust the timetable and charge reasonable additional costs if you do not meet these responsibilities. We will explain the issue and, where practicable, give you a reasonable opportunity to remedy it.

The Fees and payment dates are set out in the Booking Form. Prices are exclusive of VAT. If VAT becomes payable, it will be added at the applicable rate.

The Booking Form must state clearly whether this is an advance part-payment, and any amount retained after cancellation must reflect work performed, costs committed and losses reasonably incurred rather than operate as a penalty.

We may invoice agreed travel, accommodation, subsistence, courier costs, purchases and other third-party expenses. We will obtain approval before incurring any single unbudgeted expense above £50.00.

Invoices must be paid in cleared funds by the stated due date. If you genuinely dispute an invoice, notify us promptly with reasons and pay any undisputed amount on time.

For a Business Client only, overdue sums bear interest under the Late Payment of Commercial Debts (Interest) Act 1998 where applicable, or otherwise at 4% per year above the Bank of England base rate, calculated daily. For a Consumer, we may charge interest only where fair and lawful, after giving reasonable notice.

If payment remains overdue after notice, we may suspend the Services or withhold deliverables. We are not responsible for resulting delay, lost availability or increased Supplier costs caused by the non-payment.

Any Event budget is an estimate based on information and prices available at the time. Supplier prices, taxes, delivery costs, exchange rates, guest numbers and Client choices may change the final cost. We will not knowingly commit you beyond an approved budget without your consent, except for urgent expenditure reasonably necessary to protect people or property where it is impracticable to contact you.

The Booking Form will identify whether we contract with a Supplier as your disclosed agent, whether you contract directly with that Supplier, or whether we resell a third-party item or service. Unless expressly stated otherwise, Supplier contracts are between you and the Supplier. You are responsible for reading and complying with their terms, including deposits, cancellation terms and minimum spends.

We will use reasonable care when recommending or coordinating Suppliers, but independent Suppliers control their own personnel, goods and services. We are not responsible for a Supplier’s breach, negligence, insolvency, delay or failure, except to the extent caused by our failure to exercise reasonable care and skill.

We may receive a disclosed commission, referral fee or trade discount from a Supplier. We will tell you before booking where such an arrangement could reasonably affect our recommendation or the price you pay.

A requested change is effective only when agreed in writing. We will tell you about any effect on Fees, expenses, Supplier terms and timing. Material additions or changes may require a variation fee or a revised Booking Form.

Changes to date, venue, location, guest numbers, scope or operating hours are subject to our and the Suppliers’ availability. A change may be treated as a postponement or cancellation where it substantially alters the original booking.

This clause applies only if you are a Consumer and the Contract is made online, by telephone, by email, or away from our business premises. You normally have 14 days from the day after the Contract is made to cancel without giving a reason, unless a legal exception applies.

To cancel during that period, send a clear statement to [email protected]m You may use the model cancellation form in Schedule 1, but you do not have to.

If you ask us to start the Services during the 14-day period, you must make that request expressly. If you then cancel, you must pay a proportionate amount for Services properly supplied up to cancellation. The right to cancel may be lost once the Services have been fully performed, provided you expressly requested early performance and acknowledged that consequence.

We will make any refund due within 14 days after being informed of the cancellation, using the original payment method unless agreed otherwise. This clause does not affect your rights where Services are faulty or not provided with reasonable care and skill.

You may cancel by written notice. Cancellation takes effect when we receive it. You must pay:

Fees for Services properly performed up to cancellation;

non-refundable or unrecoverable Supplier charges and other costs reasonably committed for the Event; and

a reasonable cancellation charge for our resulting net loss, calculated under the scale in the Booking Form and reduced by costs saved and income reasonably obtained by reallocating the date.

The cancellation scale must be fair, transparent and proportionate to likely loss. It must not allow us to keep sums beyond our reasonable losses. We will provide a reasonable breakdown on request.

If you cancel because we materially breach the Contract and do not remedy the breach within a reasonable period after written notice, you may end the Contract and receive a refund for Services not supplied, without paying a cancellation charge.

Tell us as soon as possible if you wish to postpone. We will try to transfer the booking to one mutually agreed replacement date within 12 months, subject to availability, Supplier terms and payment of unavoidable costs and any reasonable increase in Fees. We do not guarantee that the same team or Suppliers will be available.

If no replacement date is agreed within 30 days, or the proposed new date is outside the permitted period, the change will be treated as a cancellation under clause 10. Amounts already paid will be credited to the replacement booking only to the extent they have not been used for Services, costs or non-recoverable commitments.

We may end or suspend the Contract if you fail to pay a material sum after written reminder and a reasonable opportunity to pay; materially breach the Contract and fail to remedy a remediable breach; require us to act unlawfully or unsafely; or engage in threatening, abusive, discriminatory or dangerous conduct.

If we end the Contract because of your breach, clause 10 applies as though you cancelled. If we cancel for reasons within our control and not because of your breach, we will refund Fees paid for Services not supplied and reasonable, evidenced direct additional costs of obtaining comparable replacement planning services, subject to clause 16.

If the named lead planner is unavailable, we may offer a suitably experienced substitute. If no reasonable substitute is available and the unavailability materially affects the Services, either party may end the affected Services and we will refund the corresponding unused Fees.

Neither party is responsible for delay or failure caused by events beyond its reasonable control, including severe weather, flood, fire, epidemic or pandemic restrictions, war, terrorism, civil disorder, government action, venue closure, utility or transport failure, or widespread industrial action, provided the affected party takes reasonable steps to reduce the impact.

We will discuss reasonable alternatives, which may include remote planning, a substitute Supplier, a revised format or postponement. The Client remains responsible for Services already supplied and irrecoverable costs properly committed. Any further cancellation charge must reflect our actual net loss and applicable law.

If the Services cannot be performed for more than 30 days, or the Event cannot lawfully or safely proceed, either party may end the affected part of the Contract by written notice. We strongly recommend that you obtain suitable event cancellation insurance, including cover appropriate to your venue, travel, key Suppliers and any known risks.

Where event-day management is included, you authorise us to make reasonable operational decisions within the approved plan and budget. We will seek approval for material changes where practicable.

We may stop or modify an activity, remove our personnel, or contact venue staff or emergency services where we reasonably believe there is a risk to health, safety, property or legal compliance. This does not make us the occupier, security provider or statutory health-and-safety dutyholder unless expressly agreed.

You are responsible for your guests’ conduct and for loss or damage they cause, except where another person is legally responsible. We may recover reasonable costs arising from materially unsafe, abusive or unlawful behaviour by you or your guests.

We retain ownership of our pre-existing materials, methods, templates, checklists, planning tools, concepts and know-how. Once all Fees are paid, you may use Event-specific schedules, plans and documents we create solely for organising and enjoying the Event. You may not resell, license or commercially exploit them without written permission.

You retain ownership of materials you provide and grant us a non-exclusive licence to use them to perform the Services. You confirm that our permitted use will not infringe anyone else’s rights.

We will not use identifiable photographs, video, testimonials or private Event details in our portfolio, website or social media without the relevant permission. Any consent is voluntary and may be withdrawn for future use, although withdrawal will not affect lawful use already made. Photographer and venue permissions may also be required.

Nothing in the Contract excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or breach of rights that cannot legally be excluded.

If you are a Consumer, we are responsible for losses that are a foreseeable result of our breach or failure to use reasonable care and skill. We are not responsible for business losses. Your statutory rights are not affected.

If you are a Business Client, we are not liable for loss of profit, revenue, business, anticipated savings, goodwill, reputation or any indirect or consequential loss. Subject to the first paragraph of this clause, our total aggregate liability arising from the Contract is limited to the greater of (a) 150% of the Fees paid or payable to us under the Contract and (b) the amount recoverable under our relevant insurance for the claim, provided that nothing requires us to claim where cover is unavailable because of the Client’s act or omission.

We are not liable for loss caused by inaccurate or late Client information, a Client decision, a Supplier contracted directly by you, or your failure to follow reasonable advice, except to the extent our own breach contributed to the loss.

Each party will comply with applicable data-protection law. We handle personal information as described in our Privacy Notice at www.caitlinjaneevent.co.uk. You must ensure you are entitled to share guest, Supplier and other personal information with us and provide any necessary notices.

Each party will keep the other’s confidential information secret and use it only for the Contract, except where disclosure is required by law or to professional advisers, insurers, personnel or Suppliers who need it and are bound by confidentiality obligations.

Please raise concerns promptly so we have a fair opportunity to put matters right. Contact [email protected] with the Event date, a clear description and the outcome sought. We will acknowledge a formal complaint within 5 working days and aim to provide a substantive response within 15 working days.

Assignment. You may not transfer the Contract without our written consent, which we will not unreasonably withhold. We may transfer it only if this does not reduce your rights, and we will tell you in writing.

Third-party rights. No person other than the parties has a right to enforce the Contract under the Contracts (Rights of Third Parties) Act 1999.

Entire agreement (Business Clients only). The Contract is the entire agreement relating to its subject matter. Each party confirms that it has not relied on a statement not set out in the Contract, but this does not limit liability for fraud or fraudulent misrepresentation.

Severance. If any provision is unlawful or unenforceable, it will be treated as modified to the minimum extent necessary or deleted, and the remaining provisions will continue.

Waiver. A delay or failure to enforce a right is not a waiver of it.

Notices. Notices under the Contract must be in writing and sent to the postal or email address in the Booking Form. Email is received on the next working day after transmission unless a delivery failure notice is received. This does not apply to service of court proceedings.

Changes to these Terms. The version accepted at booking applies to the Contract. We may update website terms for future bookings, but will not change an existing Contract without agreement unless required by law and the change does not materially disadvantage you.

The Contract is governed by the law of England and Wales. If you are a Consumer resident in another part of the United Kingdom, you retain any mandatory protections of your home jurisdiction and may bring proceedings in the courts of the part of the United Kingdom where you live. If you are a Business Client, the courts of England and Wales have exclusive jurisdiction.