Terms of Service
AUDIO GUEST BOOK
BOOKING AGREEMENT & T&C’s
The Provider
Joseph Eaton trading as Audio Guest Book
Business address: 1 Leathern Bottle, Michaelstow, St Tudy, PL303PE
Email: hello@audioguestbook.co.uk
Telephone: 07875 252337
The Customer
The person booking Audio Guest Book for their event, as identified in the accompanying booking documentation.
The following contract and its terms constitute an agreement between the Provider and the Customer for the hire of the Audio Guest Book and any associated products and services.
This agreement should be read alongside the booking information accepted by the Customer at the time of booking.
Any subsequent changes to the agreed terms must be mutually agreed in writing.
1. Booking and Administration Fee
A £100 booking and administration fee is payable at the time of booking. This payment forms part of the total booking price and secures the Customer's event date.
The £100 booking and administration fee is non-refundable in the event of cancellation by the Customer.
This fee covers the administration involved in processing and confirming the booking, reserving the equipment for the agreed event date, managing the booking and undertaking the initial event preparations.
These activities begin when the booking is accepted.
The fee is intended to reflect the reasonable costs associated with these activities and the reservation of equipment for the Customer's chosen date.
2. Payment
The remaining balance is payable 16 weeks before the event unless an alternative payment arrangement has been agreed in writing.
For bookings made within 16 weeks of the event, full payment will be required at the time of booking.
Full payment must be received before the Audio Guest Book is dispatched.
If payment is not received by the agreed deadline, the Provider reserves the right to cancel the booking after giving the Customer reasonable notice and an opportunity to resolve the outstanding payment.
The cancellation provisions set out below will apply where appropriate.
3. Hire Period and Returns
The Audio Guest Book is hired for the agreed service period. This includes delivery before the event, the event date itself and two working days following the event for its return.
If the Customer requires the Audio Guest Book for a longer period, this can usually be arranged either at no additional cost or for an agreed amount.
Any extension must be discussed and agreed in advance so that the Provider can plan around subsequent bookings.
The Customer is asked to return the Audio Guest Book promptly within the agreed period, as it may be required for another event. If a delay is anticipated, the Customer must contact the Provider as soon as possible so that alternative arrangements can be agreed. The Provider understands that occasional delays occur and will not automatically charge for minor delays. However, where an unarranged late return results in additional costs or affects a subsequent booking, the Provider may seek reimbursement of reasonable costs and losses directly resulting from the delay.
The Customer agrees to return the equipment using the packaging and return instructions provided by the Provider.
4. Access, Space and Power Requirements
The Customer agrees to arrange an appropriate indoor space for the Audio Guest Book at the event venue.
The Customer must provide access to a standard UK 13-amp mains electricity socket within the designated space.
The Customer is responsible for ensuring that the equipment is positioned in a suitable location and reasonably protected from damage and adverse weather conditions.
5. Date Changes and Cancellations
Date changes
Any request to change the agreed event date must be submitted in writing, preferably at least 16 weeks before the event.
Date changes are subject to equipment availability and written agreement between the Provider and Customer.
Where an alternative date is agreed, updated booking documentation will be issued.
If an alternative date cannot be agreed and the Customer chooses to cancel, the cancellation terms below will apply.
Cancellation more than 16 weeks before the event
Where the Customer cancels more than 16 weeks before the event, the £100 booking and administration fee is non-refundable.
This fee covers the initial administration, reservation of the equipment and preparation undertaken when the booking is confirmed.
Any payments received above the £100 booking and administration fee will be refunded, except where additional reasonable costs have already been incurred for separately agreed products or services.
Any amount retained must be consistent with applicable consumer law.
Cancellation within 16 weeks of the event
Where the Customer cancels within 16 weeks of the agreed event date, the full booking price is subject to a 100% cancellation charge and is therefore non-refundable.
This policy reflects the financial impact of late cancellations.
When a booking is accepted, the Provider reserves equipment for the Customer's chosen event date. This limits the opportunity to accept alternative bookings for that date.
A cancellation within 16 weeks of the event significantly reduces the opportunity to secure a replacement booking. It may therefore result in lost revenue and costs that cannot reasonably be recovered.
The cancellation charge is intended to compensate the Provider for these losses, including lost rebooking opportunities and reasonable costs already incurred.
The £100 booking and administration fee forms part of the total booking price and will not be charged twice.
Cancellation procedure
All cancellation requests must be submitted in writing by email.
The effective cancellation date will be the date on which the Provider receives the Customer's written notification.
Nothing in this cancellation policy affects any statutory cancellation rights or other consumer rights that may apply.
6. Loss or Damage to Equipment
The Customer agrees to take reasonable care of the Audio Guest Book and all associated equipment throughout the agreed hire period.
The Customer is responsible for ensuring that the equipment is used appropriately and reasonably protected against loss, theft and damage.
The Customer may be responsible for the reasonable cost of repairing or replacing equipment where loss or damage results from misuse, negligence or failure to take reasonable care by the Customer or anyone using the equipment at their event.
Fair wear and tear is excluded.
Where equipment is damaged or lost, the Provider will notify the Customer and provide details of any reasonable repair or replacement costs.
The Customer will not be responsible for faults or damage caused by the Provider or for circumstances where liability cannot reasonably be attributed to the Customer.
7. Destination Weddings and International Travel
Where the Audio Guest Book is booked for a destination wedding or event outside the United Kingdom, the equipment will be supplied in its protective flight case.
The flight case weighs approximately 6 kg when packed and measures approximately 50 × 40 × 25 cm.
The Customer agrees to transport the Audio Guest Book in the protective case provided and to ensure that it is securely closed throughout transportation.
The Customer is responsible for checking relevant airline baggage restrictions and arranging appropriate transportation.
Any alternative transportation arrangements must be agreed with the Provider in advance.
The Customer must follow the Provider's instructions regarding the safe handling, transportation and return of the equipment.
8. Audio Recordings and Privacy
The Provider will supply an operational Audio Guest Book that has been prepared and tested before dispatch.
Following the event, the Provider will process the successfully captured audio recordings and deliver the agreed recordings and any additional purchased products.
The Customer agrees to make guests aware that messages left using the Audio Guest Book will be recorded and supplied to the Customer.
The Provider will handle personal information and audio recordings in accordance with its applicable Privacy Policy and data protection obligations.
Recordings, photographs or other material obtained in connection with the event will not automatically be made available for public promotional use. Any such use will be subject to appropriate separate permissions and applicable data protection requirements.
9. Service Availability and Liability
The Provider will take reasonable care to prepare, test and supply the Audio Guest Book in working order.
In the unlikely event of a technical fault or service interruption, the Customer should notify the Provider as soon as reasonably possible so that assistance can be provided.
Where a fault attributable to the Provider prevents the Audio Guest Book from operating as agreed, the Provider will offer an appropriate remedy, which may include a proportionate refund or another remedy required by law.
If the Provider is unable to supply the agreed service at all, the Customer will be entitled to a refund of payments made for the service that has not been supplied, without prejudice to any additional statutory rights or remedies.
The Provider will not be responsible for losses arising solely from the Customer's misuse of the equipment or failure to follow reasonable operating instructions.
Nothing in this agreement excludes or restricts liability for death or personal injury caused by negligence, fraud, or any other liability that cannot lawfully be excluded or restricted.
Nothing in this agreement affects the Customer's statutory consumer rights.
10. Miscellaneous Terms
If any provision of this agreement is found to be unlawful, invalid or unenforceable, that provision will be treated as separate from the remaining terms.
The remainder of the agreement will continue to apply insofar as it remains lawful and enforceable.
Any changes to the agreed booking or contractual terms must be confirmed in writing and agreed by both parties.
The Provider and Customer agree to communicate promptly and reasonably regarding any circumstances that may affect the agreed booking.
By signing this agreement, the Customer confirms their acceptance of these terms and the booking details provided.