FALCON EVENTS

BOOKING CONDITIONS AND PRODUCTION TERMS

These Booking Conditions and Production Terms apply to services supplied by Falcon Draping Ltd, trading as Falcon Events.

Please read them carefully before confirming your booking.

By paying a deposit or otherwise confirming that you wish to proceed, you confirm that you have read and accepted these terms.

KEY BOOKING SUMMARY

Confirming Your Booking

Your booking is not confirmed until:

• Falcon Events has received the required deposit; and
• Falcon Events has issued written confirmation.

Deposit invoices should normally be paid within seven days. If the deposit is not received within that period, Falcon Events may release the date, crew and equipment.

Deposits

The deposit secures the agreed date and allows Falcon Events to reserve crew, equipment, materials, transport and any required third-party services.

Deposits are non-refundable except where required by law or where the amount retained would exceed Falcon Events’ reasonable losses arising from the cancellation.

Final Payment

Unless otherwise stated on the invoice or agreed in writing, the outstanding balance must be paid no later than 14 days before the installation or event date.

Falcon Events may suspend or cancel the booking if payment is not received by the due date.

Cancellations

All cancellations must be made in writing.

A cancellation will be treated as received once Falcon Events has acknowledged it in writing.

If the Client cancels before the final payment date:

• Falcon Events may retain the deposit;
• the Client must pay any non-refundable third-party or specially purchased costs;
• Falcon Events may retain or charge an amount reflecting its reasonable losses; and
• any remaining balance held will be refunded.

If the Client cancels after the final payment date, Falcon Events may retain or claim an amount reflecting its reasonable losses, including committed crew, transport, accommodation, equipment, materials, administration and lost booking opportunities.

Falcon Events will take reasonable steps to reduce avoidable losses where possible.

Changes and Reductions

Changes are subject to availability and may result in revised charges.

Unless Falcon Events agrees otherwise in writing, the value of a confirmed booking may be reduced by no more than 15% and may not be reduced below £700.

Access, Installation and De-Rig

The Client must provide accurate access, installation and de-rig times.

Additional charges may apply where access is delayed, agreed times are changed or the Venue is unavailable through no fault of Falcon Events.

Damage

The Client is responsible for excessive damage caused by the Client, guests, Venue staff, contractors or other persons attending or working at the Venue.

Charges may be made for additional cleaning, repair or replacement.

Status of This Summary

This summary is provided for convenience only.

The full terms below form the contract and take precedence if there is any inconsistency.

FULL PRODUCTION TERMS AND CONDITIONS

1. DEFINITIONS

1.1 Written Communication

“Written” and “in writing” include communication by email or letter.

Any cancellation or request for a significant change sent by email will only be treated as received once Falcon Events has acknowledged receipt.

Falcon Events accepts no responsibility for communications that are not received.

1.2 The Services

“The Services” means the draping, styling, hire, installation, production, lighting, equipment, labour, delivery, collection, de-rigging or related services described in the quotation, invoice or booking confirmation.

1.3 The Booking

“The Booking” means the Client’s confirmed order for the Services.

1.4 The Client

“The Client”, “You” and “Your” mean the person, business, organisation or other party making the Booking.

Where a person makes a Booking on behalf of a business or organisation, that person confirms that they have authority to do so.

1.5 Falcon Events

“We”, “Us” and “Our” mean Falcon Draping Ltd, trading as Falcon Events.

1.6 The Venue

“The Venue” means the premises, event space or other location where the Services are to be delivered, installed, used or removed.

1.7 Equipment

“Equipment” includes drapes, fabrics, pipe-and-drape systems, frames, lighting, props, furniture, fixings, structures, electrical items and any other goods supplied or hired by Falcon Events.

1.8 Additional Services

“Additional Services” means any labour, equipment, materials or other services that are not included in the original quotation or Booking confirmation.

1.9 Headings

Section headings are included for convenience only and do not affect the interpretation of these terms.

2. QUOTATIONS AND BOOKINGS

2.1 Quotations

Unless otherwise stated, a quotation is an estimate based on the information available when it is issued.

A quotation does not reserve a date, crew or equipment.

Falcon Events may revise a quotation if:

• the information supplied by the Client changes;
• measurements or access details are inaccurate;
• the scope of the Services changes;
• installation or de-rig requirements change;
• additional materials or labour are required; or
• circumstances at the Venue differ materially from those described.

2.2 Confirmation

No Booking is confirmed until:

• Falcon Events has received the required deposit; and
• Falcon Events has issued written confirmation.

2.3 Scope of the Booking

The Booking is based on the Services, Equipment, quantities, measurements, labour, installation and de-rig requirements set out in the quotation, invoice or written confirmation.

Any request to increase, reduce or alter the scope of the Booking after confirmation will be subject to:

• availability of crew, Equipment and materials;
• Falcon Events’ written agreement; and
• payment of any revised charges.

No reduction, refund or allowance will be made where the Client chooses not to use part of the Services or Equipment included in the confirmed Booking.

2.4 Measurements and Information

The Client is responsible for providing accurate information about:

• Venue dimensions;
• ceiling and wall heights;
• access arrangements;
• loading and parking;
• installation and de-rig times;
• fixing restrictions;
• power supplies;
• fire and safety requirements; and
• any other information reasonably required by Falcon Events.

Where Falcon Events has not conducted a site visit, quotations may rely on measurements, photographs, plans and information supplied by the Client or Venue.

Falcon Events is not responsible for additional costs or limitations resulting from inaccurate or incomplete information.

2.5 Visuals and Samples

Drawings, mock-ups, visualisations, digital renders, photographs and fabric samples are intended to illustrate the general appearance of the proposed work.

Colours, scale, fullness, positioning and appearance may vary because of lighting, screen settings, fabric batches, Venue conditions and practical installation requirements.

3. DEPOSITS AND PAYMENT

3.1 Deposit

A deposit in the amount stated on the invoice is required before the Booking is confirmed.

Unless otherwise stated, the deposit should be paid within seven days of the deposit invoice.

If payment is not received within that period, Falcon Events may release the proposed date, crew and Equipment.

3.2 Purpose of the Deposit

The deposit secures the agreed date and allows Falcon Events to reserve resources and begin incurring costs connected with the Booking.

These may include:

• reserving crew;
• allocating Equipment;
• ordering or preparing materials;
• booking transport;
• arranging accommodation;
• engaging subcontractors; and
• administrative and production preparation.

3.3 Deposit Refunds

Deposits are non-refundable except where:

• Falcon Events cancels the Booking without a right to do so under these terms;
• Falcon Events fails to provide the agreed Services;
• a refund is required by law; or
• the amount retained would exceed Falcon Events’ reasonable losses arising from the cancellation.

3.4 Final Balance

The remaining balance must be paid by the date shown on the invoice.

Unless otherwise agreed in writing, the balance is due no later than 14 days before the installation or event date.

3.5 Late or Missing Payment

Where payment is not received by the due date, Falcon Events may:

• suspend preparations;
• withhold delivery or installation;
• withhold documents or Equipment;
• cancel all or part of the Booking; and
• recover reasonable costs arising from the late payment or cancellation.

Falcon Events will not be responsible for any resulting delay, reduction or inability to provide the Services.

3.6 Card Payments

Payments made by debit card or credit card will not incur an additional card-processing charge.

3.7 VAT

Where applicable, VAT will be charged at the prevailing rate.

4. CANCELLATION BY THE CLIENT

4.1 Notice of Cancellation

The Client must cancel the Booking in writing.

Telephone cancellations are not accepted.

A cancellation will be treated as received once Falcon Events has acknowledged it in writing.

4.2 Cancellation Before the Final Payment Date

Where the Client cancels before the final payment due date, Falcon Events may retain or charge amounts covering its reasonable losses, including:

• administration and preparation already completed;
• non-refundable supplier or subcontractor costs;
• specially purchased or prepared materials;
• committed crew or transport costs;
• storage or accommodation costs; and
• loss resulting from being unable reasonably to resell the date or Services.

Any money received above Falcon Events’ reasonable losses will be refunded.

4.3 Cancellation After the Final Payment Date

Where the Client cancels after the final payment due date, Falcon Events may retain payments already made and recover any outstanding amount necessary to cover its reasonable losses.

These losses may include:

• committed crew;
• transport;
• accommodation;
• Equipment preparation;
• specially purchased or altered materials;
• supplier and subcontractor charges;
• administration; and
• loss of profit or other booking opportunities directly resulting from the cancellation.

4.4 Reduction of Losses

Falcon Events will take reasonable steps to reduce avoidable losses, including reallocating Equipment or crew where reasonably possible.

Any genuine savings or amounts recovered through replacement bookings will be taken into account when calculating the cancellation amount.

4.5 Partial Cancellation

A request to cancel part of a Booking will be treated as a requested change and will be subject to the provisions relating to reductions and changes.

5. CHANGES TO THE BOOKING

5.1 Requested Changes

The Client may request changes to the Booking at any time.

Changes are not agreed until confirmed in writing by Falcon Events.

Changes remain subject to:

• crew availability;
• Equipment and material availability;
• Venue restrictions;
• production timescales; and
• revised charges.

5.2 Reductions

Unless otherwise agreed in writing, the value of a confirmed Booking may be reduced by no more than 15%.

The revised Booking value may not fall below £700.

5.3 Late Changes

Changes requested close to the installation or event date may result in additional charges, particularly where Falcon Events has already:

• prepared Equipment;
• ordered materials;
• scheduled crew;
• loaded vehicles;
• booked accommodation;
• arranged transport; or
• declined other work.

5.4 Substitutions

Where a specified item becomes unavailable for reasons beyond Falcon Events’ reasonable control, Falcon Events may supply a reasonably suitable alternative of a similar appearance, quality and value.

Falcon Events will notify the Client where the substitution is significant.

6. CANCELLATION OR CHANGES BY FALCON EVENTS

6.1 Right to Cancel or Suspend

Falcon Events may cancel, suspend or reduce the Services where:

• required payments have not been made;
• the Venue is unsafe or inaccessible;
• the Client or Venue prevents safe working;
• necessary permissions have not been obtained;
• information provided was materially inaccurate;
• the proposed installation would breach safety requirements;
• Falcon Events’ Equipment is at unreasonable risk; or
• circumstances beyond Falcon Events’ reasonable control prevent performance.

6.2 Refunds Following Cancellation by Falcon Events

Where Falcon Events cancels without fault by the Client and without relying on another provision of these terms, Falcon Events will refund payments received for Services not provided.

Falcon Events will not be liable for indirect losses, loss of profit, loss of enjoyment or costs relating to services provided by other suppliers, except where liability cannot lawfully be excluded.

7. VENUE ACCESS AND CONDITIONS

7.1 Access

The Client must ensure that Falcon Events has suitable and timely access to the Venue for:

• delivery;
• unloading;
• installation;
• testing;
• inspection;
• de-rigging;
• collection; and
• loading.

7.2 Venue Availability

Falcon Events is not responsible for delays caused by:

• the Venue being locked, occupied or unavailable;
• another supplier overrunning;
• unfinished building or maintenance work;
• security restrictions;
• delayed room clearance;
• unavailable loading areas;
• inadequate lifts or access routes; or
• incorrect access information.

7.3 Waiting Time and Additional Costs

Where Falcon Events incurs additional time or cost because access, installation or de-rig arrangements change through no fault of Falcon Events, the Client will be responsible for the additional charges.

These may include:

• waiting time;
• additional crew hours;
• overtime;
• return visits;
• hotel or accommodation costs;
• fuel;
• parking;
• tolls;
• congestion and clean-air charges;
• transport; and
• additional Equipment hire.

7.4 Parking and Loading

Unless included in the quotation, parking, permits, loading charges, tolls and congestion or emissions charges will be charged to the Client.

7.5 Venue Permissions

The Client is responsible for obtaining any permissions required from the Venue for the Services.

This includes permission for:

• fixings;
• suspended items;
• access equipment;
• power use;
• flame-retardant fabrics;
• structures;
• installation methods; and
• agreed working times.

8. INSTALLATION AND DE-RIG

8.1 Agreed Times

Falcon Events will make reasonable efforts to meet the agreed installation and de-rig schedule.

Times are subject to suitable access, Venue readiness and circumstances beyond Falcon Events’ reasonable control.

8.2 Installation Decisions

Falcon Events may make reasonable adjustments to the installation where necessary for:

• safety;
• Venue restrictions;
• structural limitations;
• Equipment compatibility;
• access;
• fabric behaviour; or
• practical appearance.

8.3 Client or Venue Interference

The Client must ensure that Falcon Events’ Equipment and installations are not moved, altered, disconnected, climbed on, cut, stapled, taped, pinned or otherwise interfered with without Falcon Events’ written consent.

8.4 Early Removal

Where the Client or Venue requests an earlier de-rig or removal time, this will be subject to crew availability and may incur additional charges.

9. HIRE OF EQUIPMENT

9.1 Ownership

All hired Equipment remains the property of Falcon Events or its supplier.

The Client acquires no ownership rights in hired Equipment.

9.2 Hire Period

The hire period begins when the Equipment is delivered or made available and ends when it is collected or returned and checked by Falcon Events.

9.3 Care of Equipment

The Client must take reasonable care of hired Equipment and ensure that it is not:

• moved without permission;
• used for an unauthorised purpose;
• exposed to unsuitable weather;
• cut, pinned, stapled or altered;
• removed from the Venue;
• handled by unauthorised persons; or
• used in a manner likely to cause injury or damage.

9.4 Loss and Damage

The Client is responsible for loss of or excessive damage to Equipment while it is under the Client’s control, except where caused by Falcon Events.

Falcon Events may charge the reasonable cost of:

• additional cleaning;
• repair;
• replacement;
• missing items; and
• associated labour or transport.

9.5 Outdoor Equipment

Equipment may only be used outdoors where Falcon Events has expressly agreed.

Falcon Events may remove, alter or refuse to install outdoor Equipment where weather conditions create a safety risk.

10. DAMAGE, CLEANING AND CLIENT RESPONSIBILITY

10.1 Normal Wear

Reasonable wear and routine cleaning arising from normal use are included.

10.2 Excessive Cleaning or Damage

Additional charges may apply for excessive cleaning, repair or replacement.

Examples include:

• deliberate or reckless damage;
• pulling down drapes or structures;
• tears, cuts, burns or holes;
• wax, paint, food, drink or chemical staining;
• damage from smoke, confetti or adhesives;
• outdoor contamination;
• unauthorised alterations;
• damage caused by moving Equipment;
• missing items; and
• damage caused by guests, Venue staff, contractors or other suppliers.

10.3 Client Responsibility

The Client is responsible for the actions of:

• its employees;
• guests;
• attendees;
• Venue staff;
• contractors;
• performers;
• caterers; and
• other suppliers engaged by or permitted by the Client.

10.4 Inspection

Falcon Events may inspect Equipment after collection before confirming whether cleaning, damage or replacement charges apply.

11. HEALTH AND SAFETY

11.1 Safe Working

Falcon Events will carry out the Services using reasonable care and in accordance with applicable health and safety requirements.

11.2 Documentation

Where applicable, Falcon Events can provide relevant documentation, including:

• risk assessments;
• method statements;
• public liability insurance details; and
• available fire-retardancy certificates.

11.3 Unsafe Conditions

Falcon Events may stop work, alter an installation or refuse to proceed where it reasonably considers conditions unsafe.

This may include:

• unsuitable fixing points;
• unstable structures;
• inadequate access;
• unsafe electrical supplies;
• obstructed exits;
• adverse weather;
• intoxicated or aggressive persons;
• interference by other contractors; or
• instructions conflicting with safe working practices.

11.4 Client and Venue Instructions

The Client and Venue must follow reasonable safety instructions given by Falcon Events.

12. THIRD-PARTY SUPPLIERS

Where Falcon Events engages a third-party supplier or subcontractor as part of the Services, Falcon Events will use reasonable care in their selection.

Third-party costs that have been committed or become non-refundable may remain payable where the Booking is changed or cancelled.

13. PHOTOGRAPHY

Unless the Client requests otherwise in writing before the installation or event, Falcon Events may photograph its completed work for:

• its website;
• social media;
• portfolios;
• proposals; and
• marketing materials.

Falcon Events will make reasonable efforts not to feature identifiable guests prominently without permission.

The Client may withdraw permission for future use by notifying Falcon Events in writing, although Falcon Events may not be able to remove material already printed or lawfully published.

14. EVENTS BEYOND REASONABLE CONTROL

Falcon Events will not be responsible for failure or delay caused by circumstances beyond its reasonable control.

These may include:

• severe weather;
• flooding;
• fire;
• road closures;
• transport disruption;
• power failure;
• Venue closure;
• epidemic or pandemic restrictions;
• industrial action;
• civil disturbance;
• acts of terrorism;
• government action;
• supplier failure;
• illness affecting essential specialist crew; or
• any other event that could not reasonably have been prevented.

Falcon Events will notify the Client as soon as reasonably possible and will attempt to agree a practical alternative.

Any refund or charge will take account of Services already provided and reasonable costs already incurred.

15. LIABILITY

15.1 Standard of Service

Falcon Events will provide the Services with reasonable care and skill.

15.2 Excluded Losses

Subject to clause 15.4, Falcon Events will not be liable for:

• indirect or consequential loss;
• loss of profit;
• loss of revenue;
• loss of business;
• loss of opportunity;
• loss caused by inaccurate information supplied by the Client or Venue;
• loss caused by Venue restrictions; or
• loss caused by another supplier or contractor.

15.3 Limitation

Subject to clause 15.4, Falcon Events’ total liability arising from a Booking will not exceed the total amount paid or payable to Falcon Events for that Booking.

15.4 Liability That Cannot Be Excluded

Nothing in these terms limits or excludes liability where it would be unlawful to do so, including liability for:

• death or personal injury caused by negligence;
• fraud or fraudulent misrepresentation; or
• rights that cannot lawfully be excluded under applicable consumer law.

16. COMPLAINTS

Any concern should be raised with Falcon Events as soon as possible so that there is a reasonable opportunity to investigate and, where possible, put matters right.

Complaints should be submitted in writing with relevant photographs or supporting information.

17. DATA PROTECTION

Falcon Events will process personal information only as reasonably necessary to administer the Booking, provide the Services, comply with legal obligations and communicate with the Client.

Personal information will not be sold to third parties.

18. GENERAL TERMS

18.1 Entire Agreement

The quotation, invoice, written Booking confirmation and these terms together form the agreement between Falcon Events and the Client.

18.2 Priority

Where there is an inconsistency, any specific written terms contained in the Booking confirmation or quotation will take priority over these general terms.

18.3 Severability

If any provision is found to be invalid or unenforceable, the remaining provisions will continue to apply.

18.4 No Waiver

A failure or delay by Falcon Events in enforcing a right does not waive that right.

18.5 Third-Party Rights

Unless expressly stated, no person other than Falcon Events and the Client may enforce these terms.

18.6 Governing Law

These terms are governed by the laws of England and Wales.

The courts of England and Wales will have jurisdiction, subject to any mandatory rights available to consumers.