Booking Terms & Conditions
Booking Terms and Conditions
1. Definitions
1.1 In these Terms and Conditions, “EML” means EML Event Management And Logistics Ltd.
1.2 “Client” means the person, company or organisation booking the Event with EML.
1.3 “Event” means the services, activities, programme elements, equipment, staffing, accommodation, transport, venue arrangements and/or other services to be supplied by EML as set out in the Booking Form or quotation.
1.4 “Booking Form” means the booking confirmation document signed by or on behalf of the Client.
2. Booking and Payment
2.1 A booking will be confirmed once the Client has signed and returned the Booking Form and EML has accepted the booking in writing.
2.2 Where the booking is made more than 89 days before the Event delivery date, EML will issue an invoice for 65% of the agreed Event cost upon confirmation of the booking.
2.3 Where the booking is made 89 days or fewer before the Event delivery date, EML will issue an invoice for 100% of the agreed Event cost upon confirmation of the booking.
2.4 Where clause 2.2 applies, EML will issue an invoice for the remaining balance so that 100% of the agreed Event cost is invoiced and paid in full prior to delivery of the Event.
2.5 All invoices issued by EML shall state a payment due date of 30 days from the date of invoice. Notwithstanding this, all sums relating to the Event must be paid in full prior to delivery of the Event.
2.6 Any pre-agreed extras known at the time of booking, including but not limited to medals, AV, or programme elements, will be included within the relevant invoice issued by EML.
3. Extras and Event Management Services
3.1 Any extras requested after the Client has returned a signed Booking Form will be invoiced separately, usually after the Event. Such invoice shall be payable within 30 days of the invoice date.
3.2 If any invoice remains unpaid after the applicable due date, EML reserves the right to charge interest on the overdue amount at a reasonable commercial rate and to recover any reasonable costs of collection.
3.3 Any items not included in the original quotation and subsequently requested by the Client may also be subject to an additional event management fee of 12.5%, including but not limited to arranging transport, managing venue bookings, or handling third-party supplier arrangements.
4. Cancellation and Rescheduling by the Client
4.1 Subject to clause 5, all cancellations by the Client must be made in writing by the person who signed the Booking Form or by an authorised representative of the Client. Notice by email shall be valid written notice for the purposes of this clause.
4.2 The following cancellation charges shall apply:
| Notice period before Event date | Cancellation charge |
|---|---|
| More than 60 days | 35% of total booking value |
| 31 to 60 days | 65% of total booking value |
| 0 to 30 days | 100% of total booking value |
4.3 Any cancellation charges shall be deducted from the sums paid by the client, with the remaining balance being refunded to the client. If the sums paid are less than the applicable cancellation charges, the outstanding balance of the cancellation charges shall be payable immediately upon demand by EML.
4.4 The Client may request to postpone the Event by giving written notice to EML. EML may, at its discretion, agree to one postponement of the Event to a mutually agreed alternative date within 6 months of the original Event date, subject to availability.
4.5 Any irrecoverable third-party costs and any costs already committed by EML in connection with the Event shall remain payable by the Client in the event of any postponement or cancellation.
5. Cancellation for Covid-19 Reasons
5.1 Notice of cancellation or postponement for Covid-19 reasons must be made in writing by email and confirmed by telephone with a member of the EML team.
5.2 If the Event cannot proceed due to changes in government guidance, legal restrictions or local lockdowns relating to Covid-19, the Event may be postponed for up to 6 months from the scheduled delivery date, subject to mutual agreement on a new date and subject to availability.
5.3 Any irrecoverable third-party costs already incurred in relation to the Event shall remain payable by the Client.
6. Alterations by EML
6.1 EML will use reasonable endeavours to deliver all booked programmes and services as agreed. However, EML reserves the right, at its discretion, to modify or cancel any programme, schedule, accommodation, travel, venue, supplier or other arrangement at any time prior to commencement of the Event where reasonably necessary.
6.2 In the event of any material modification or cancellation by EML, EML will, where reasonably possible, offer suitable alternative arrangements. Where accommodation is affected, EML will use reasonable endeavours to provide alternative accommodation in the same area and of a similar standard. If EML cancels the Event and a suitable alternative cannot be arranged, EML shall refund to the Client any monies paid in respect of the Event.
7. Pricing
7.1 All prices quoted by EML are based on costs applicable at the date of quotation and are valid for 30 days unless otherwise stated in writing.
7.2 After this period, EML reserves the right to revise its quotation and re-cost the Event.
8. Liability and Responsibility
8.1 EML will use reasonable skill and care in arranging carriers, hoteliers, private house owners, venues, suppliers and other service providers in connection with the Event.
8.2 EML shall not be liable for any loss, injury, damage, expense, delay or accident to persons or property arising from any act or omission of any third party or from any event beyond EML’s reasonable control.
8.3 Without limitation to clause 8.2, EML shall not be liable for any cancellation, delay, deviation or change in the programme caused by war, riot, civil commotion, terrorism, industrial dispute, disaster, disease, technical transport problems, adverse weather, accident, illness, government action, or any other circumstance beyond EML’s reasonable control.
8.4 EML’s total aggregate liability arising out of or in connection with the Event, whether in contract, tort (including negligence), breach of statutory duty or otherwise, shall not exceed £10,000,000.
8.5 Nothing in these Terms and Conditions shall exclude or limit liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for any other liability which cannot lawfully be excluded or limited under English law.
9. Communications
9.1 Where the Event is arranged directly with EML, all correspondence will be sent to the Client using the contact details specified on the Booking Form.
9.2 Where arrangements are made through a third party or agent, all communications may be sent to that third party or agent, who shall be treated as authorised to receive communications on the Client’s behalf unless otherwise notified in writing.
9.3 Any monies paid to a third party shall be held by that third party as agent of the Client until EML accepts the booking, and thereafter as agent of EML.
10. General
10.1 The Client must pay the amount stated in any invoice issued by EML in accordance with these Terms and Conditions.
10.2 No booking shall be deemed accepted until EML has confirmed acceptance in writing.
10.3 Any alteration, cancellation or postponement by the Client after acceptance of the booking shall be subject to clause 4.
10.4 These Terms and Conditions and any contract between EML and the Client shall be governed by and construed in accordance with English law, and the parties submit to the exclusive jurisdiction of the English courts.
10.5 EML shall not be liable for any alleged breach of contract unless written notice of the claim is served on EML within 14 days of the alleged breach.
10.6 For all payments made by credit card, including Visa, MasterCard and American Express, an additional 3% processing fee shall apply.
