Contract and Terms & Conditions
- 1. BOOKING CONTRACT AND TERMS & CONDITIONS 1 This contract reflects the verbal agreement. It shall include any terms agreed prior to its issue. It shall be deemed unaccepted unless the SIGNED AGREEMENT and BOOKING DEPOSIT is received by FLYBAR within 7 working days of the issuing date. No alterations may be made to this contract by hirer without prior approval/consent from FLYBAR. Please note: by signing and returning this booking form, you agree that you are making a confirmed booking and entering into a contract which carries your acceptance, in full, of the booking terms. 2 Reservation fee: you agree to our booking deposit which is payable in advance and non-refudable to secure our services and a Temporary Event Notice to allow the sale of alcohol under provision of local authority licensing laws. 2.1 Temporary Event Notices are issued at the discretion of local authorities and stipulations, restrictions and refusals may be based upon the following: • Venue/location exceeding maximum number of Temporary Event Notices in a given 12 month period • Restriction to the times alcohol is permitted to remain on sale • Limits to the number of people at any one time to 499 or less (including all event staff) • Event must last for no longer than 168 hours, or 7 days 2.2 FLYBAR operates under The Licensing Act 2003 and our sale or alcohol policies is based upon the following: • Alcohol is not to be supplied to any persons under the age of 18 years • Supplying alcohol to any persons under the age of 18 years is an offence 2.3 FLYBAR adheres to the Challenge 25 Scheme. Persons that appear to look under the age of 25 years may be asked to provide identification in the form of either a driving licence, passport or PASS-accredited proof of age card. 2.4 Individuals suspected to be supplying alcohol bought from us to persons under the age of 18 years will be barred from further purchases and persistent or serious breaches may result in the immediate closure of the bar at no loss or liability to FLYBAR. 2.5 Guests suspected of being excessively drunk and/or abusive/violent may also be refused service. We will not tolerate abuse of either our staff, venue staff or other guests under any circumstances. 3 FLYBAR shall be the sole supplier of all beverages at the event unless previously agreed. Hirer is responsible for ensuring drinks are not brought in from outside the event. Flagrant and repetitive consumption of “outside” alcohol/drinks may result in the immediate closure of the bar. Exceptions include welcome drinks and dedicated table and toast wines. Table, toast and welcome drinks must all be removed at the commencement of the evening portion of any celebratory period/reception/party. This is signified by any or one of the following: formal proceedings or meal end, evening guests arrival, DJ/band/entertainment commencement, venue room turnaround/tables cleared etc. Refusal to allow removal of said drinks may result in the immediate closure of the bar. 3.1 Where FLYBAR provides drinks on a post payment basis the hirer agrees to settle their account in full at the cessation of bar service. 3.2 FLYBAR agrees to provide all equipment, staff and drinks for consumption. 3.3 FLYBAR will only remove glasses and waste provided/created by ourselves. FLYBAR will not be liable for other cleaning/removal duties outside that which we hold liability as bar service suppliers. 3.4 All glasses remain the property of FLYBAR throughout the event and must not be removed from the location/venue of the event. A charge may be levied for excessive or deliberate damage or loss of our glassware/drinks receptacles. 3.5 FlyBar reserves the right to supplement end of evening service with a draught alternative of bottles/cans should bar time remaining not warrant new draught kegs being connected. 3.6 FlyBar accepts no liability to supply stock items for an infinite or indefinite period. Where item/s have sold out suitable alternatives will be available and offered. 4 The hirer shall have the right to cancel the booking by serving upon FLYBAR not less than 28 clear days notice in writing. The Reservation Fee / Booking Deposit is forfeited in all instances. 5 The hirer will appreciate that suitable time for venue access, safe installation and dismantling and safe removal of equipment from venue is required in addition to bar service time. Therefore, the hirer and venue will allow suitable time for the installation and dismantling and removal of bar equipment (2-4 hours installation & 2-3 hours removal). Where appropriate, the hirer will also inform the venue, in advance, of FLYBAR's requirements. Please note: FLYBAR shall not be liable for any additional charges levied to the hirer by the venue in relation to equipment assembly / removal timescales. 6 The hirer will ensure that safe and adequate power is available for FLYBAR's equipment (a minimum of 2x2 13a outlets or 1x16a outlet). No liability will be held by FLYBAR for service deficiencies arising from poor or inadequate power supply.
- 2. 6.1 The hirer will ensure that adequate floor space is provided for bars and equipment. A minimum area of 4mx3m.This should be a level and hard standing surface. We reserve the right to refuse to set-up on mobile dance floors, grass, sloping ground and other flooring deemed unsafe by ourselves. 6.2 The hirer must ensure adequate heating and/or cooling of the venue/set-up area with regard to avoiding extremes in temperature. FLYBAR reserves the right to refuse to set-up and/or perform where the venue/set-up area is excessively cold or hot. 7 The hirer ensures that they have verified venue power sources are electrically safe and conform to the HSE EAW Act 1989, and amendments thereafter. Copies of venue Electrical Installation Safety Certificate (Periodic Inspection Report to NIC EIC standards) must be made available upon request by the venue under law. 7.1 FLYBAR agrees to provide proof of Public Liability Insurance and PAT certifications as required by the venue. 8 The contracted hirer is responsible for any taxes and charges made by the venue arising from bar service and will indemnify FLYBAR from such taxes and charges should a claim arise. 9 The hirer agrees to provide adequate supervision of guests and will ensure that venue management adequately supervises customers and or staff on site premises. Please note: Where the function may include guests under the age of 16 years, the client, (or parent) is responsible for the behaviour and safety of any minors attending the venue. The client will provide and maintain adequate adult supervision at all times. FLYBAR will not be liable for the supervision of minors. 10 Unwarranted abuse or threatening behaviour from hirer’s guests or venue management or venue staff will not be tolerated and will result in the bar service being terminated with no loss to FLYBAR. 10.1 The hirer agrees that compensation for any loss of or damage to FLYBAR's equipment, vehicle(s) or personal belongings caused by hirer’s guests, venue customers and or venue staff may be sought including any additional costs. 11 The hirer agrees that the confirmed bar service start and finish times as specified in the contract are accurate and correct. 12 FLYBAR will not be liable for any refund, in part or whole, where ‘we’ are late accessing the venue and setting up purely because of earlier events over-running, or where ‘we’ are prevented from accessing, setting up or providing our professional services by the venue management. Neither will FLYBAR be obligated to provide an extension to the agreed timescale on a pro-rata basis in these circumstances. 12.1 Where the venue does not have its own parking facilities, FLYBAR reserves the right to pass on any additional parking fees for refund by the hirer. Please note: that in accordance with Health and Safety laws, FLYBAR will refuse to work at venues where illegal or hazardous parking is required in order to unload vehicle. This also applies to general health and safety concerns within the venue such as navigating cluttered or unlit stairways and exits. 12.2 FLYBAR operates large commercial vehicles in accordance with the requirements of the event. Such vehicles may have high tops and long wheel bases. The hirer must ensure adequate unloading provisions at their designated venue to allow the safe unloading and reloading of equipment without excessive distances or inappropriate ground. 12.3 Our equipment is based around large wheeled flight cases and as such we require suitable access to floors above or below ground level. This can include lifts or ramps. 13 Where the event is being held in a marquee, the hirer will ensure that the work area is dry and that a minimum of 2x2 13A or 1x16a power sockets are located within 20 Metres of this area and the floor surface is level and sufficiently solid (see 6.1 & 6.2). Please note: Severe weather or impending severe weather on the day may prevent FLYBAR from commencing bar service out-doors. FLYBAR accepts no responsibility for damage to electrical equipment if caused as a result of working in inappropriate weather conditions. 14 The hirer consents to FLYBAR taking photographs of their installed equipment for the purposes of promotion and use on the company website and literature. The hirer will be entitled to copies of such images. Objections must be made prior to the night of bar service. 15 FLYBAR is a trading name of holding company, FlyBase Discotheque. In signing the contract, I agree that I have read the Terms and Conditions of hire and acknowledge booking details contained herein are correct. E. & O.E SIGNED...........................................................PRINT NAME.................................................................. DATE............................................