This page explains our mutual agreement as to your rights and responsibilities when you use the Event Dance Floors’ services. By booking our services you are agreeing to the terms and conditions set out here.
If you have any questions regarding our terms please feel free to give us a call or send us an email and we will be glad to help.
Payment can be made by: Bank transfer: SANTANDER account “EVENT DANCE FLOORS”
Sort Code: 09-01-29 / Account No: 11419325
Cheque: Please make any cheques payable to “Event Dance Floors LTD” and post to: Event Dance Floors, PO Box 202, Rhos-on-Sea, Colwyn Bay, LL29 0EU.
Any breach of any conditions of the Booking Agreement by the Customer or Venue may result in Event Dance Floors refusing to hire or provide any service, or ceasing to hire or provide any service before the end of the allotted time. In each such instance, no recompense shall be made to the Customer.
An event is not confirmed until a signed Booking Agreement is received by Event Dance Floors with a 25% deposit. A booking date is held for 14 days from the date of enquiry and will then be released for other bookings if the signed Booking Agreement is not received.
Once a Booking Agreement has been signed and received by Event Dance Floors, bookings can only be amended by agreement of both parties. Although packages may be upgraded if available, the Customer won’t be able to downgrade.
A deposit of 25% of the total hire cost is payable on booking, the remainder to be paid 1 month before your event. If the event is within 2 months of the booking date a deposit of 50% is required, the remainder to be paid 1 month before event.
Event Dance Floors will charge the following fees should a cancellation occur:
Within 120 days of the event: The full agreed fee.
Within 180 days of the event: 50% of the full agreed fee.
The initial 25% deposit is NON REFUNDABLE under any circumstances.
Any unpaid cancellation charges after 30 days of invoice will be passed to a collections agency who will act on behalf of Event Dance Floors. Further charges may then be added to your account.
RESPONSIBILITY FOR GUESTS
The Customer is responsible for the behaviour of his / her guests. Event Dance Floors or Event Dance Floors’ staff will not tolerate anti-social behaviour by the Customer, guests or other staff at the venue. Threatening or aggressive language and behaviour will not be tolerated and Event Dance Floors’ staff reserve the right to cease services if the situation is deemed to be unacceptable working conditions. In particular it should be ensured that all children are supervised.
EQUIPMENT & DAMAGE LIABILITY
All equipment remains the property of Event Dance Floors. The Customer will be liable for any damage or loss suffered to Event Dance Floors’ equipment during the ‘Hire Period’. The ‘Hire Period’ is defined as running from the time the Event equipment is assembled to the time the Event equipment is disassembled by us. Please note, any loss of or damage to equipment, other than that caused by fair wear and tear, will be charged for. A £100 REFUNDABLE deposit is required. This will be refunded within 10 days post event, once the hired items have been returned undamaged.
PUBLIC LIABILITY INSURANCE
Event Dance Floors have full Public Liability Insurance, and our equipment is PAT tested annually. Copies of documentation can be provided upon request.
RESPONSIBILITY FOR EQUIPMENT
If the Customer requests an early set up, necessitating that equipment be left unattended for any period, the Customer will be liable for any damage or loss suffered to Event Dance Floors’ equipment.
Event Dance Floors insists that NO DRINKS OR FOOD be placed on our Dance Floor / equipment at any time. If damage occurs to equipment, whether intentionally or accidentally, the Customer will be responsible for the damage and liable to pay for the repair or replacement of the equipment.
EXTENSION OF SERVICE
Event Dance Floors’ staff will be available from the start time in the Booking Agreement (except for Force Majeure). Event Dance Floors shall not be liable to extend the hire time or provide refund due to late running of prior events such as, but not limited to meals, presentations or speeches. Dance floor hire will be pre-arranged, and any overtime may be charged at idle hour rates.
Unless arranged when booking, idle hours are charged if you want our services to start later than the set up time. For example, if you book a dance floor to start at 8pm, but require it to be set up by 5pm, this would be charged at 3 idle hours on top of the hire costs. Idle hours are charged at £25 per hour.
Event Lounge shall be entitled to terminate this contract without liability for any reason beyond its control, for example if Event Dance Floors‘ staff are unable to perform, due to fire or theft of equipment, illness or breakdown of vehicle or Act of God. Event Dance Floors will use all reasonable endeavours to locate replacement staff, but, in the unlikely event of a non performance all monies paid will be refunded, but this will be the limit of Event Dance Floors’ liability to the Customer.
From time to time Event Dance Floors’ staff may take photographs or short video clips at events. We may use these for promotional media, for our website or other promotional material. If you do not wish for pictures or video clips to be taken please notify Event Dance Floor in writing in advance of the event.
The above agreement covers up to a 30 mile radius of Colwyn Bay. Any further mileage will be charged at £1 per mile.
Event Dance Floors operates with regularly serviced, maintained and good quality equipment. In the rare event of any equipment failure, an on site repair will be attempted. If there is an irreparable breakdown in Event Dance Floors’ equipment, a refund of up to 100% will be given, but this will be the limit of Event Dance Floors’ liability to the Customer. Event Dance Floors shall not be liable for loss of power or lighting due to power loss caused by the venue or generators supplied by the Customer (or Customers’ Third Party).
Dance floors or other equipment are booked for the times specified on the Booking Agreement, and will be collected at the finish time. Extension of service is charged at £60 per hour, and must be arranged before the event date.
Upon receipt of the Dance Floor, the Customer shall sign a form to accept responsibility for the hire – a £100, REFUNDABLE deposit is required. This will be refunded within 10 days post event, once the hired items have been returned undamaged.
MARQUEE AND OUTSIDE PERFORMANCES
If the event is to be held in a marquee, a suitable dry, solid and level area shall be provided for set-up of the dance floor or other equipment. It shall be the Customer’s responsibility to ensure a suitable and stable power supply is provided. Our dance floors or other equipment are NOT suitable for outdoor use, and so must be suitably undercover and waterproof.
ACCESS TO ELECTRICAL SOCKETS
The Customer must ensure that Event Dance Floors has access to two 13 amp 230 volt standard electrical sockets in the vicinity of the dance floor area. The sockets must be no further than 5 meters from the designated area.
MINIMUM SPACE REQUIRED
Depending on the size dance floor you have booked, you must ensure enough space is left at the venue to set up. Please keep in mind not only the footprint of the dance floor, but some extra space to work within. It is the Customer’s responsibility to ensure that there is enough space for our dance floor. The customer is responsible for informing the venue and obtaining permission to install a dance floor.
The Customer must ensure that NO FOOD OR DRINKS are permitted on the dance floor. Any liquid spillages must be mopped up immediately, and can cause serious damage if absorbed into the floors. No furniture, chairs and tables must be placed on the dance floor area, as these can also cause damage. The Customer will be liable for any damage caused.
It’s a good idea to ask your DJ or band on the evening to make regular announcements to prevent such damage.
DANCE FLOOR SIZES
The Customer must ensure that the correct size dance floor is booked to fit the venue. If the area designated for the dance floor is not large enough for the size of floor ordered, Event Dance Floors will install a smaller more suitable floor at the same price. No refunds will be given in this case.
The Customer must ensure that the dance floor is not tampered with in any way. Any problems should be reported to a member of our team. The Customer must not move or de-rig any Dance Floor without permission from Event Dance Floors.
If a hired dance floor is required to stay in storage or at a venue over night or longer, the Customer must ensure that it is in a safe, secure premises and that the dance floor is fully switched off. The Customer will be liable to pay for any damage of the dance floor and any financial loss due to theft.
Mini PA hire is for the agreed date and times, as set out on the Booking Agreement. Unless otherwise agreed, hire of the mini PA terminates when the Event Dance Floors’ Team arrive for the evening party.
The Mini PA system is not for main “disco” use – it is limited to speeches and background music. Playing loud music through it could cause damage and the Customer will be liable for any such costs.
Upon receipt of the Mini-PA, the Customer shall sign a form to accept responsibility for the hire – a £50, REFUNDABLE deposit is required. The Customer is responsible for any loss or damage to the goods, from time of delivery at the venue until they are collected by Event Dance Floors’ employees or until they are delivered back to our premises. Deliveries left at premises are left at the Customer’s own risk.
Customers should ensure that they or their representatives are at the delivery address or, that hotel staff are aware we will be present on the day for set up of the Mini PA.
L.O.V.E. Letter hire is for the agreed date and times, as set out on the Booking Agreement. Upon receipt of the L.O.V.E. Letters, the Customer shall sign a form to accept responsibility for the hire – a £50 cash, refundable deposit is also required. The Customer is responsible for any loss or damage to the goods, from time of delivery at the venue until they are collected by Event Dance Floors’ employees or until they are delivered back to our premises. Deliveries left at premises are left at the Customer’s own risk. Customers should ensure that venue, marquee or hotel staff are aware we will be present on the day for set up of the L.O.V.E. Letters.
Uplighter hire is for the agreed date and times, as set out on the Booking Agreement. Upon receipt of the Uplighters, the Customer shall sign a form to accept responsibility for the hire – a £50 cash, refundable deposit is also required. The Customer is responsible for any loss or damage to the goods, from time of delivery at the venue until they are collected by Event Dance Floors’; employees or until they are delivered back to our premises. Deliveries left at premises are left at the Customer’s own risk.
Customers should ensure that venue, marquee or hotel staff are aware we will be present on the day for set up of the Uplighters.