1. Introduction and Acceptance of Terms

These Terms and Conditions (“Terms”) govern the provision of event styling and decoration services by Pretty Little Vintage (“we,” “us,” “our,” or the “Company”) to clients (“you,” “your,” or the “Client”).

By engaging our services, requesting a quote, or entering into a booking agreement with us, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions.

These Terms constitute a legally binding agreement between Pretty Little Vintage and the Client. If you do not agree with these Terms, please do not proceed with booking our services.

1.1 Company Details

Business Name: Pretty Little Vintage
Services: Event Styling, Decoration, Prop Hire, and Floral Design
Location: Serving Cheshire and Surrounding Areas
Email: info@prettylittlevintage.co.uk
Phone: +44 XXXX XXXXXX

2. Definitions

For the purposes of these Terms:

• “Services” means all event styling, decoration, prop hire, floral design, and related services provided by Pretty Little Vintage.
• “Event” means the wedding, corporate event, party, or other occasion for which Services are being provided.
• “Booking” means the confirmed reservation of our Services for your Event.
• “Deposit” means the initial payment required to secure a Booking.
• “Contract” means the binding agreement formed between the Client and Pretty Little Vintage, consisting of these Terms and the signed booking confirmation or quote.
• “Props” means decorative items, furniture, signage, and other equipment provided by Pretty Little Vintage for hire.
• “Force Majeure” means events beyond our reasonable control, including but not limited to natural disasters, severe weather, pandemics, industrial action, or governmental restrictions.

3. Booking and Confirmation

3.1 Enquiries and Quotes

All enquiries for our Services can be made via our website contact form, email, or telephone. We will provide a detailed quote based on your requirements, which will include:

• Description of Services to be provided
• Event date, time, and location
• Total cost breakdown
• Payment schedule
• Any special terms or requirements

Quotes are valid for 30 days from the date of issue unless otherwise stated.

3.2 Provisional Bookings

We may provisionally hold your Event date for up to 7 days following the issue of a quote. Provisional bookings are not guaranteed and the date may be offered to other clients if the booking is not confirmed within the specified timeframe.

3.3 Confirmed Bookings

A Booking is confirmed only when:

• The Client has signed and returned the booking confirmation or contract
• The required non-refundable Deposit has been received in full
• We have sent written confirmation (via email or post) acknowledging receipt of both

Once a Booking is confirmed, the Event date is secured exclusively for the Client and will not be offered to other clients.

3.4 Changes to Bookings

Any changes to the confirmed Booking (including Event date, venue, or Services required) must be requested in writing as soon as possible. We will make reasonable efforts to accommodate changes, subject to availability.

Significant changes may result in revised pricing or additional charges. We reserve the right to decline change requests that cannot reasonably be accommodated.

4. Pricing and Payment Terms

4.1 Pricing

All prices quoted are in British Pounds Sterling (GBP) and include VAT where applicable.

Our pricing is based on the specific requirements outlined in the quote and booking confirmation. Any additional Services or changes requested by the Client may incur additional charges.

We reserve the right to revise pricing if there are significant changes to the scope of Services or if the Event date is more than 18 months from the booking date.

4.2 Deposit

A non-refundable Deposit is required to confirm all Bookings. The Deposit amount is typically:

• Full Venue Styling: 30% of the total cost (minimum £300)
• Prop Hire Only: 30% of the total cost (minimum £100)
• Floral Design: 50% of the total cost

The Deposit secures your Event date and is deducted from the final balance. Deposits are non-refundable in the event of cancellation by the Client.

4.3 Payment Schedule

The balance of payment is due according to the following schedule:

• Second Payment (30%): Due 6 months before the Event date
• Final Payment (remaining balance): Due 8 weeks before the Event date

For Bookings made less than 8 weeks before the Event date, full payment is required within 7 days of booking confirmation.

We will send payment reminders 2 weeks before each payment is due.

4.4 Payment Methods

We accept the following payment methods:

• Bank transfer (BACS) – preferred method
• Credit or debit card (via secure online payment link)
• PayPal (additional processing fee may apply)

Cash and cheque payments are not accepted unless by prior arrangement.

4.5 Flexible Payment Plans

We offer 0% interest payment plans for Bookings over £1,500 made more than 12 months in advance. Payment plan terms are agreed individually and set out in the booking confirmation.

4.6 Late Payment

If payment is not received by the due date:

• We will send a reminder notice with a 7-day grace period
• If payment is not received within the grace period, we reserve the right to cancel the Booking and retain all payments made to date
• A late payment fee of £50 may be applied for payments received more than 7 days after the due date

Services will not be provided if the final balance is not paid in full at least 8 weeks before the Event date (unless alternative arrangements have been agreed in writing).

4.7 Additional Costs

The following may incur additional charges:

• Travel and accommodation for Events outside our standard service area (beyond 50 miles from Cheshire)
• Additional set-up or breakdown time beyond what is quoted
• Last-minute changes or additions requested within 4 weeks of the Event
• Replacement or repair costs for damaged, lost, or missing Props (see Section 7)
• Parking charges or venue access fees

Any additional costs will be communicated and agreed in writing before being charged.

5. Cancellation and Refund Policy

5.1 Cancellation by Client

If you need to cancel your Booking, you must notify us in writing (email is acceptable). The following cancellation charges apply:

• More than 12 months before Event: Deposit forfeited, remaining payments refunded
• 6-12 months before Event: 50% of total cost due (Deposit plus additional payment if required)
• 3-6 months before Event: 75% of total cost due
• Less than 3 months before Event: 100% of total cost due (no refund)

Deposits are non-refundable under all circumstances.

5.2 Postponement

If you wish to postpone your Event to a different date, we will endeavor to accommodate the new date subject to availability. Postponement terms:

• First postponement (more than 6 months notice): No charge, existing payments transferred to new date
• Subsequent postponements or less than 6 months notice: £150 administration fee
• If we cannot accommodate the new date, normal cancellation charges apply

5.3 Cancellation by Pretty Little Vintage

We reserve the right to cancel or withdraw from a Booking in the following circumstances:

• Non-payment of Deposit or subsequent installments
• Breach of these Terms by the Client
• Force Majeure events (see Section 11)
• If the Client has provided false or misleading information

If we cancel for reasons other than Client breach or non-payment, we will provide a full refund of all payments made. We are not liable for any consequential losses or expenses incurred by the Client.

5.4 COVID-19 and Pandemic-Related Cancellations

In the event of governmental restrictions, venue closures, or lockdowns that make it legally impossible to proceed with your Event:

• We will work with you to postpone to a future date at no additional charge (subject to availability)
• If postponement is not possible or desired, we will refund 50% of payments made (Deposit remains non-refundable)
• This applies only to circumstances beyond the control of both parties

6. Service Delivery and Client Responsibilities

6.1 Venue Access and Liaison

The Client is responsible for:

• Obtaining and confirming all necessary permissions and access to the Event venue
• Providing accurate venue contact details and access times
• Ensuring the venue is aware of our arrival and set-up requirements
• Arranging parking facilities or permits for our team and vehicles
• Informing us of any venue restrictions, rules, or access limitations

If we are unable to access the venue at the agreed time due to issues on the Client’s or venue’s part, additional charges may apply for extended waiting time or rescheduled set-up.

6.2 Set-Up and Breakdown

We will arrive at the venue at the time agreed in the booking confirmation to set up the styling and decorations. Set-up times are scheduled to be completed before guests arrive or the Event begins.

Breakdown and collection of Props will take place at the time agreed in the booking confirmation, typically the morning following the Event or as arranged with the venue.

The Client must ensure that:

• The venue space is clear and ready for set-up at the agreed time
• Our Props and decorations are not moved, altered, or removed by the Client, guests, or venue staff during the Event
• The Props are left in a reasonable condition for collection (not requiring extensive cleaning beyond normal wear)
• The venue is accessible for breakdown and collection at the agreed time

6.3 Accuracy of Information

The Client must provide accurate and complete information regarding:

• Event date, time, and duration
• Venue name, address, and access details
• Number of guests
• Event theme, color scheme, and specific requirements
• Any venue restrictions or requirements

We are not liable for issues arising from inaccurate or incomplete information provided by the Client.

6.4 Final Consultation and Confirmation

We will schedule a final consultation 6-8 weeks before the Event to confirm all details, review the styling plan, and finalize any last-minute details. The Client must attend this consultation (in person, by phone, or video call).

Any changes requested after the final consultation may be subject to additional charges and cannot be guaranteed.

7. Props, Equipment, and Damage

7.1 Ownership of Props

All Props, decorations, and equipment provided remain the property of Pretty Little Vintage at all times. The Client is hiring the Props for the duration of the Event only.

7.2 Care and Responsibility

The Client is responsible for the care and safety of all Props from the time of set-up until collection. The Client must:

• Take reasonable care to prevent damage, loss, or theft
• Not allow Props to be removed from the venue
• Not attempt to repair, alter, or modify Props
• Inform us immediately of any damage or issues
• Ensure venue staff and suppliers are aware that Props are hired and should not be moved

7.3 Damage, Loss, or Theft

The Client will be charged for any damage, loss, or theft of Props beyond reasonable wear and tear. Charges will reflect:

• Repair costs for damaged items
• Replacement costs for lost, stolen, or irreparably damaged items
• Loss of earnings if Props cannot be used for subsequent Bookings

We will provide photographic evidence and detailed costings for any damage claims. Payment for damages must be made within 14 days of invoice.

7.4 Security Deposit

For high-value Prop hire packages (over £3,000), we may require a refundable security deposit of £250-£500. This will be refunded within 7 working days after the Event, subject to satisfactory condition of returned Props.

7.5 Suitability and Safety

We ensure all Props are safe and fit for purpose. However:

• The Client is responsible for ensuring Props are used safely and appropriately
• We are not liable for injuries caused by misuse of Props
• Certain Props (e.g., candles, lighting) must comply with venue fire safety regulations

8. Floral Design Services

8.1 Fresh Flowers

Fresh floral arrangements are subject to seasonal availability. We will source the best quality flowers available and make suitable substitutions if necessary, maintaining the overall style, color palette, and value of the arrangement.

Fresh flowers are living products and we cannot guarantee their condition after delivery, particularly in extreme temperatures or unsuitable conditions.

8.2 Silk and Artificial Flowers

Silk and artificial floral arrangements are created using high-quality materials. These can be kept as mementos after the Event unless specified otherwise in the booking agreement.

8.3 Delivery and Timing

Fresh flowers will be delivered as close to the Event as possible to ensure freshness. The Client must ensure someone is available to receive and care for flowers if delivered in advance of our set-up time.

9. Photography and Intellectual Property

9.1 Use of Images

We reserve the right to photograph or video our work at your Event for promotional and marketing purposes. This includes use on our website, social media, promotional materials, and in industry publications.

If you wish to opt out of having your Event photographed or shared, you must notify us in writing at least 4 weeks before the Event date.

9.2 Client Photography

The Client may photograph and share images of our styling and decorations for personal use. If sharing on social media, we appreciate credit/tagging: @prettylittlevintage

9.3 Design Concepts

All styling concepts, mood boards, design plans, and proposals created by Pretty Little Vintage remain our intellectual property. These may not be reproduced or used to create similar designs without our permission.

10. Limitation of Liability and Insurance

10.1 Public Liability Insurance

Pretty Little Vintage maintains public liability insurance covering up to £5,000,000 for claims arising from our Services. A copy of our insurance certificate is available upon request.

10.2 Limitation of Liability

To the fullest extent permitted by law, our liability is limited as follows:

• Our total liability shall not exceed the total amount paid by the Client for the Services
• We are not liable for any indirect, consequential, or special losses including but not limited to loss of profits, business interruption, or emotional distress
• We are not liable for delays or failures caused by circumstances beyond our reasonable control

10.3 Exclusions

Nothing in these Terms excludes or limits our liability for:

• Death or personal injury caused by our negligence
• Fraud or fraudulent misrepresentation
• Any other liability that cannot be excluded or limited by law

10.4 Client Insurance

We strongly recommend that Clients obtain their own Event insurance to cover cancellation, postponement, and any other risks associated with the Event.

11. Force Majeure

Neither party shall be liable for failure to perform their obligations under this Contract due to Force Majeure events, including but not limited to:

• Natural disasters (floods, fires, earthquakes, severe weather)
• Pandemics or public health emergencies
• War, terrorism, or civil unrest
• Industrial action or strikes
• Governmental restrictions or regulations
• Power failures or infrastructure breakdowns
• Acts of God beyond reasonable control

In the event of Force Majeure affecting the Event:

• Both parties will work together in good faith to reschedule or find alternative solutions
• If rescheduling is possible, payments will be transferred to the new date
• If rescheduling is not possible, the cancellation policy in Section 5 will apply

12. Complaints and Dispute Resolution

12.1 Complaints Procedure

We are committed to providing excellent service. If you are dissatisfied with any aspect of our Services, please:

• Contact us in writing within 7 days of the Event (email: info@prettylittlevintage.co.uk)
• Provide details of the issue, including photographic evidence if applicable
• Allow us 14 days to investigate and respond

12.2 Resolution

We will make reasonable efforts to resolve any complaints, which may include:

• Partial or full refund of Services
• Compensation for additional costs incurred
• Goodwill gesture or discount on future Services

12.3 Mediation

If we cannot reach a satisfactory resolution, both parties agree to attempt mediation before pursuing legal action. The costs of mediation shall be shared equally.

12.4 Jurisdiction

These Terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

13. Data Protection and Privacy

We process your personal data in accordance with UK GDPR and the Data Protection Act 2018. By engaging our Services, you consent to the collection, use, and storage of your personal information as outlined in our Privacy Policy.

We will use your information to:

• Provide and deliver the Services
• Communicate about your Event and Booking
• Process payments
• Send marketing communications (with your consent)

For full details on how we handle your data, please refer to our Privacy Policy.

14. General Terms

14.1 Entire Agreement

These Terms, together with the signed booking confirmation and any written amendments, constitute the entire agreement between the parties and supersede all prior discussions, negotiations, or agreements.

14.2 Amendments

Any amendments or variations to these Terms must be agreed in writing and signed by both parties. We reserve the right to update these Terms from time to time, with updated Terms applying to new Bookings.

14.3 Assignment

The Client may not assign, transfer, or subcontract any rights or obligations under this Contract without our prior written consent.

We may assign or subcontract our obligations to trusted third parties without your consent, though we remain responsible for performance of the Services.

14.4 Severability

If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

14.5 Waiver

Failure to enforce any provision of these Terms does not constitute a waiver of that provision or any other provision.

14.6 Third-Party Rights

These Terms are for the benefit of the parties only and do not create rights for any third party under the Contracts (Rights of Third Parties) Act 1999.

14.7 Notices

All notices under this Contract must be in writing and sent to:

• For Pretty Little Vintage: info@prettylittlevintage.co.uk
• For the Client: The email address provided in the booking form

Notices sent by email are deemed received on the same business day if sent before 5pm, or the next business day if sent after 5pm.

15. Contact Information

If you have any questions about these Terms and Conditions, please contact us:

We aim to respond to all enquiries within 48 hours during business hours.

By booking our Services, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions.