BOOKING TERMS AND CONDITIONS
Please read these terms and conditions carefully before making a booking with Arcadia Agency. These
terms and conditions govern the contractual relationship between you, the customer, and Arcadia
Agency regarding the booking of Event Management Services.
Definitions
1.1. “We,” “us,” “our” refers to Arcadia Agency.
1.2. “Customer,” “you,” “your” refers to the person or entity making the booking.
1.3. “Booking” refers to the reservation or purchase of services or products offered by Arcadia Agency.
1.4 “Arcadia Agency” refers to the legal entity arcadiaagencyco ltd
Booking Process
2.1. All bookings are subject to availability and confirmation by Arcadia Agency.
2.2. By making a booking, you warrant that you are at least 18 years old and possess the legal
authority to enter into this agreement.
2.3. The booking process may require you to provide personal information, including but not limited
to your name, contact details, and payment information. You agree to provide accurate and complete
information during the booking process.
Payment
3.1. Payment for the booking is required in full at the time of booking, unless otherwise stated.
3.2. Accepted forms of payment include Bank Deposit or Paypal
3.3. Prices quoted are in British Pound and are exclusive of all applicable taxes unless otherwise
stated.
3.4. Arcadia Agency reserves the right to modify prices without prior notice, but the prices quoted at
the time of booking will be honored for seven days unless changed by the client.
3.5. In some situations, payment plans maybe used however, this must be discussed prior to entering
this contract and will require a company purchase order for the payment plan to be authorised.
Arcadia Agency are no obligated to provide a payment plan option
3.6. Where any payment is not made by the date specified in the order quote or payment plan, we
shall be entitled to charge reasonable collection fees and interest on the outstanding amount/s at the
rate of 1.5% per day to be calculated from the date of due payment until the date of actual payment
or judgment. The enforcement of this policy will be at the discretion of Arcadia Agency.
3.7. If a deposit due date is not met on a payment plan, it is up to the discretion of Arcadia Agency to
cancel the booking and amend the quotation. Arcadia Agency holds the right to amend the quotation
once the deposit due date has passed and no payment has been made. If the quotation is changed the
client will be notified in writing.
3.8. If the full pre-payment due date is not met it is at the discretion of Arcadia Agency to cancel the
booking. If full payment is not made by the due date, but a deposit has been paid, Arcadia Agency
withholds the right to retain the deposit without refund.
Cancellations and Refunds
4.1. You will not be entitled to cancel the contract once a purchase order and/or the proposal has
been signed.
4.2. If you wish to cancel a booking, you must notify us immediately via any means followed up by a
confirmation in writing of your cancellation.
4.3. Any cancellations of bookings by the client within one month of the event date may not be
entitled to refund and any refund is at the sole discretion of Arcadia Agency.
4.4. Any cancellations of bookings by the client once a purchase order has been sent will still be
required to fulfill their payment obligations as per any payment schedule set forth. It is the sole
discretion of Arcadia Agency whether to amend or cancel the payment plan.
4.5.Cancellations due to weather, double bookings, acts of god, pandemics, government shutdowns,
change of mind, venue forced closure, forced event closure within two weeks of the event will be
required to pay in full and will not be granted a refund
4.6. Arcadia Agency reserves the right to cancel an order with a client if the client requires Arcadia
Agency to act in an unethical and unlawful manner. This extends to demands that threaten the safety
& security of staff, contractors, sub contractors, attendee’s, general public and Arcadia Agency
employee’s.
4.7. Arcadia Agency reserves the right to cancel a booking at any time if an any type of insolvency
administrator is appointed in respect of the property or affairs of the Client. These rights are in
addition to any other rights of termination in this Engagement or at law. All Fees payable by the Client
(whether these have been invoiced or not) will remain payable following termination.
4.8. If Arcadia Agency forms the opinion that mutual confidence and trust do not exist between
Arcadia Agenc and the Client; Arcadia Agency reserves the right to cancel the booking.
4.9. Arcadia Agency does not provide a refund in any circumstance due to unsatisfactory opinions
towards its events, performance of its staff or the performance of its suppliers.
Changes and Modifications
5.1. Requests for changes or modifications to a booking, including but not limited to dates, times, and
services/products, are subject to availability and confirmation by Arcadia Agency
5.2. Arcadia Agency reserves the right to impose additional charges or fees for changes or
modifications to a booking.
5.3. Any changes or modifications to a booking must be made in writing.
5.4 You agree to reimburse Arcadia Agency for all costs in connection with cleaning, repairing or
replacing equipment, furniture and other event items if the items were improperly used by event
guests whether by accident or deliberate action.
5.5 Arcadia Agency are not obligated to provide any service, product or resource on the day(s) of an
event if it has not been discussed and agreed to previously in writing.
Limitation of Liability
6.1. Arcadia Agency shall not be liable for any direct, indirect, incidental, consequential, or punitive
damages arising out of or relating to the booking, including but not limited to personal injury,
property damage, loss of profits, or any other damages.
6.2. Arcadia Agency shall not be liable for any loss or damage to personal belongings or valuables
during the provision of services or products.
6.3 Our estimated time for delivery will be stated in our production schedule which will be emailed to
the client pre-event. We hope to deliver these estimates but occasionally delays will occur, despite our
best efforts. We will not be liable for any loss, damage, or expense resulting from any delay or failure
to deliver within such estimated timescales or for loss or damage to equipment occurring during
delivery.
Governing Law and Jurisdiction
7.1. These terms and conditions shall be governed by and construed in accordance with the laws of
The United Kingdom.
7.2. Any disputes arising out of or in connection with these terms and conditions shall be subject to
the exclusive jurisdiction of the courts of The United Kingdom.
VAT
8.1. Unless otherwise stated all costs quoted by Arcadia Agency are net, exclusive of Value Added Tax
(“VAT”).
8.2. You will bear all liability for VAT and shall not require Arcadia Agency to pay to you any amount on
account of VAT.
Credit
9.1. Arcadia Agency shall be entitled without notice to terminate any credit arrangement with you in
the event of you defaulting in respect to any of these terms and conditions or our order quote or for
any other reason which we need not make known to you.
9.2. Arcadia Agency only holds credit for a maximum term of 12 months. A client of Arcadia with
outstanding credit must engage in Arcadia Agency services within 12 months of the credit being issued
for it to remain valid.
Professional Advice & Consultation
10.1. Arcadia Agency and it’s staff are not liable for any damages, loss of income or defamation due to
any advice, consultations, ideas, or suggestions given by Arcadia Agency staff.
10.2. Arcadia Agency will not be liable to the Client for accidental, incidental, indirect, special,
punitive or consequential damages or for loss of profits or savings, even if Arcadia Agency has been
advised of, knew or should have known of the possibility of such damage or loss
10.3. The Client agree that all claims against the Arcadia Agency, whether in contract, tort, negligence,
equity or otherwise, must be formally commenced within two years after the termination or expiry of
the Services or the Agreement, whichever is earlier.
Social Media & Online Use
11.1. You agree that Arcadia Agency may add your organisation’s name to Arcadia Agency list of clients
for use by Arcadia Agency in sales material.
11.2. You agree that your organisation’s name and event maybe shared on social media by contractors
or by Arcadia Agency social media channels unless specified in writing or via the use of a
non-disclosure agreement.
11.3. You agree to tag Arcadia Agency social media accounts in regards to any posts referencing,
exhibiting or otherwise displaying services that Arcadia Agency has supplied.
11.4. You agree not to post any social media posts that may be interpreted negatively and/or defames Arcadia Agency or its contractors.
Services outside the scope of this agreement
12.1. You may wish to use Arcadia Agency for future events, if this is the case, Arcadia Agency is not
bound in any way to the previous event proposals
12.2. Should the client wish for Arcadia Agency to continue it services beyond the specified end time
of the event, Arcadia Agency are not obligated to continue providing services and the services of its
contractors. It is the sole discretion of Arcadia Agency to continue providing its services and the
services of its sub contractors beyond the agreed times. Continuing its services for a non agreed upon
time frame will more than likely result in additional charges beyond the scope of the original
agreement. If this is to happen, additional costs will be explained to the client and the client will be
required to sign a amended quote document to confirm their decision. This will result in the client
being charged post event.
Substitutes & Sub Contractors
13.1. If Arcadia Agency considers it appropriate to do so, it may with the Client’s prior approval, which
shall not be unreasonable withheld, engage another Contractor to assist Arcadia Agency in specialist
areas.
Debt Collection
14.1. Arcadia Agency reserves the right to employ the services of a debt collection agency at its
discretion for any account not paid within 45 days of the invoice due date. The Client will be liable for
all costs incurred in collecting the outstanding account.
Confidentiality
15.1. During the course of this Engagement, You may provide Arcadia Agency with certain information
of a confidential nature to enable it to complete the assignment.
15.2. Arcadia Agency acknowledges that all written and oral information furnished to it by You and
your officers, employees, advisers or agents is valuable and confidential.
15.3. Arcadia Agency will not use the information except for the purpose of completing this
Engagement or subsequent Engagements You may request of it.
15.4. Arcadia Agency agrees that:
i) Arcadia Agency will not use or disclose any information without prior written consent from
You;
ii) Arcadia Agency will only disclose the information on a “need to know” basis to our
directors, officers, employees, and professional advisers; and
iii) Arcadia Agency will use its best endeavors to ensure that our director, officers, employees
and professional advisers to whom the information is disclosed comply with the obligations
imposed on it
iv). If this Engagement does not proceed for any reason whatsoever, Arcadia Agency will,
within 7 days of receipt of a demand from You, return to You or destroy any information
supplied by You which is in a physical form and which is in the possession, custody or control
of Arcadia Agency.
v). Our obligations under this Engagement do not apply to any information which:
a) is required by law or by the listing rules of London Stock Exchange Limited
to disclose;
b) is in or enters the public domain otherwise than by breach of this
Engagement;
c) is already known to Arcadia Agency; or
d) is acquired by Arcadia Agency from a person who was not under an obligation of
confidentiality relating thereto.
vi). Arcadia Agency acknowledges that the value of the confidential information to you may
be unique and therefore impractical or difficult to assess in monetary terms. Accordingly if an
actual or threatened violation of this Engagement occurs Arcadia Agency will consent to the
enforcement of this Engagement by injunctive relief or specific performance without proof of
actual damage.
vii). These confidentiality provisions shall expire five years from the date of execution of this
Engagement.
Disputes
16.1. Any dispute, controversy or claim arising out of, relating to or in connection with this contract,
including any question regarding its existence, validity or termination, shall be resolved by arbitration.
The language of the arbitration shall be English. The number of arbitrators shall be one. This provision
shall not prevent Arcadia Agency from instituting legal action at any time to recover moneys owing by
the Client to Arcadia Agency.
Miscellaneous
17.1. These terms and conditions constitute the entire agreement between you and Arcadia Agency
regarding the booking and supersede all prior negotiations, understandings, or agreements, whether
oral or written unless specifically stated by Arcadia Agency that it does supersede.
17.2. In the situation, you have organised a venue for your event, Arcadia Agency may wish to carry
out a site inspection before installation and you agree to allow us such access as we reasonably
require for this purpose.
17.3. You will make all reasonable efforts to ensure that the equipment whether directly owned,
supplied or contracted by Arcadia Agency is not damaged or misused during the period of the event.
17.4. Arcadia Agency does not tolerate abuse, either physical or verbal abuse of any kind. Arcadia
Agency reserves the right to cancel a booking at any time if its staff, artists, performers, contractors
are abused physically, verbally or sexually at anytime by guests or by the client. Should such an
occurrence occur, Arcadia Agency contractors, artists, staff and performers are permitted to cancel
and leave the event. If an incident does occur no refund for the event will be provided. No
compensation for direct or indirect loss of income due to cancellation will be provided to the client if
such incident does occur. If an incident such as this does occur, the person(s) maybe liable to civil and
criminal charges depending on the severity of the case.