Booking Ts & Cs

Definitions:

“We”, “Us”, “Our” Melt Weddings // Melt Productions // Melt Bars 

“You”, “Your”, “The Client” The person named as the Client on this Agreement.

“The Equipment” "The Services" The items listed in your invoice.

By confirming receipt of this agreement you are entering into a legal contract with Us and confirming that you accept the following:

For all COORDINATION services the following stipulations apply:

• You agree to pay a 50% deposit for all Coordination Services and Equipment Hire upfront to confirm our services, the remaining balance will be due 6 months prior to your event date.

• In the instance that your Wedding date is within 6 months, full payment upfront will be required. 

• Please note, with our Bronze ‘On-The-Day’ packages, your Coordinator may not be allocated until 6-8 weeks ahead of your big day.

• It is your responsibility to ensure all relevant Wedding insurances are in place, this is very important! The Melt Weddings team will not take any responsibility for any issues relating to Wedding cancellation or postponement. 

• You will be responsible for paying all supplier invoices, Melt Weddings cannot make payments on your behalf, unless you specifically request us too, however, please note: this would be using your card/payment details.

• We request that a Parking Space is made available for your Coordinator(s) at your chosen venue. If this isn’t the case, additional charges will be incurred to cover the cost. 

• You will provide your Coordinator with all relevant, important and necessary information to ensure the smooth execution and delivery of your big day. 

• Pre-Wedding Coordination days are based on an 8hr day, On-The-Day Coordination is based on a 12hr day, please bear this in mind when planning the Running Order of your day. Additional hours can be purchased should you wish. Please note: We will never leave our Couples' if we are not happy and confident that our role for the day is complete. If this extends longer than 30 minutes, additional charges may be incurred. 

• A Pre-Wedding Consultation is generally conducted virtually via Google Meet. We may be able to meet you at your chosen venue if we have availability, please note, travel expenses may be incurred in this instance. 

• We like to know from you how you would like your day to run in terms of how you would like it to flow... As a general rule, if things are starting to run more than 45 minutes behind schedule, we will aim to pull back some time to ensure there is no major impact on your plans and suppliers for later in the day.

• We request that all couples provide us with a basic 'Running Order' at least 1 month prior to your Wedding date. We will then bulk this out with the finer details. 

• We request that all couples provide us with all Supplier details at least 1 month prior to your Wedding date. We will then contact them directly to ensure they have all the information they need. 

• Time Tracking: Upon confirmation of our services (Silver Package upwards), Melt Weddings will share a bespoke online 'Time Tracker' to be used during our time working together - This will outline exactly what we have been working on and how long it has taken us. 

• Please note, that by using the Melt Weddings services, you may be eligible for reduced hire fees and bundle discounts for any Melt Productions and Melt Bars items and services, please enquire for more detail on this.

• For Weddings outside of our local area (15 miles outside of Chippenham, Wiltshire) Weekend and Destination Weddings, additional travel, accommodation and subsistence expenses will be incurred (unless they can be provided). 

• If your Wedding has more complex logistics involved or you are planning on over 150 guests, we may request that we bring along an Assistant Coordinator, POR.

• Weddings are often busy and emotive events, our Coordinators will work compassionately and professionally alongside you to ensure everything runs to plan. With many years' experience working within the industry and on a vast range of Weddings and Events, we will always give you our best recommendations and guidance. 

• Deliveries: We request that you have a nominated person available to accept deliveries should they arrive outside of our allocated Coordination hours. 

Your Coordinator:

In the unlikely occurrence that your Coordinator should become unwell and/or be unable to Coordinate your Wedding, an experienced Melt Weddings replacement will be supplied. 

Location/Venue:

• The location of any supplier equipment must be sheltered from the elements, either in a building or temporary structure. (If necessary we can help provide a shelter - this must be discussed prior to arrival).

• The floor of equipment location must be as flat as possible, if there will be uneven ground this must be stipulated prior to suppliers arrival.

• There must be a clear and accessible route for guests and suppliers. 

• Access must be granted to all guests and suppliers to site to ensure a smooth delivery of services. 

• Adequate electricity supply must be provided - this will be requested in the planning stages.

• A fresh drinking water source must be provided within 30m. 

• Amenities for staff and guests must be provided, this includes toilets and running water facilities. 

• You/Your Suppliers will be responsible for all Waste Management and Recycling. 

Electrical Products:

All electrical equipment must be supplied with up to date PAT testing.

If dry hiring equipment via Melt, do not attempt to repair any electrical equipment, call us immediately: 07800517088

Losses or Damages:

Any lost or damaged equipment  from Melt will be charged for at replacement costs. We will not take any responsibility for loss or damages of other supplier's equipment.

Our count is final on returned items.

Please check over all equipment on delivery and notify a member of Melt staff immediately if you believe anything is incorrect/damaged.

Responsibilities:

Melt Weddings // Melt Productions // Melt Bars will take full responsibility for any Melt equipment if delivering to a Wedding that we are Coordinating. 

In the case of Dry Hire equipment once delivery has been made, ALL responsibilities are with The Client - this includes all licensing activities, insurances, Health and Safety, Fire and enforcing the safe consumption of alcohol etc. 

If your chosen venue doesn't have a Premises License in place, it will be your responsibility to apply for a TEN (Temporary Events Notice) with your chosen venues' local Council. We can assist you with this if needed, the cost for us to do this is £45 + VAT. 

It is your responsibility to ensure you have a Wet Weather plan and contingency in place + a suitable shelter for your guests. Unpredictable weather is very common in the UK, always plan for the worst case scenario! 

Couples and guests should treat all staff and suppliers with respect, everyone is there to ensure a successful celebration. Staff and suppliers should not be subject to any kind of abuse - physical or verbal. Your Coordinator will always be on hand to defuse any situations or issues. In the very unlikely situation that things escalate further, a full report will be written by your Coordinator following your Wedding Day. 

Social Media & Website Coverage: 

We would love to feature your big day on our Portfolio, which includes using your images on our Website and Social Media channels. We will liaise directly with your Photographer to do this. Please let us know in advance if you are not happy for us to feature your Wedding online. 

Payment Terms:

Invoices are to be paid upon presentation within the time frame stipulated. Without payment, we serve the right to release any items and/or services within 7 days. This is a strict policy we have in place to protect our business.

Any changes to event details such as location, guest numbers, event date and timings once booking has been made we reserve the right to make additional charges

Bookings are only confirmed once payment has been received and funds have cleared.

All prices quoted are subject to change as well as availability.

Melt Weddings and Melt Bars is part of the Melt Productions umbrella organisation - All payments will be managed through Melt Productions.

Insurance and Licensing:

Please note, the following is NOT applicable for Dry Hire services.

For all Melt Services £5 million public liability is held with Melt Productions and covers all Melt Weddings and Melt Bars events in which a Manager from Melt is present.

Again, it is your responsibility to ensure you have all relevant Wedding Insurances in place. Melt Weddings, Melt Productions and Melt Bars will not take any responsibility for any occurrences that mean the cancellation or postponement of your Wedding. 

Refund & Cancellation Policy:

In the event of cancellation by the Client 12 months prior to event = 50% refund. Outside of this time frame there will be no refunds.

Melt Productions // Melt Weddings // Melt Bars may be able to offer one free date amend should you need to postpone your Wedding to a later date due to force majeure or unforeseen circumstances. This will be awarded at our discretion and based on our availability. 

It is your responsibility to ensure you have the correct Insurance in place. Melt Weddings // Melt Productions // Melt Bars will not take any liability for any Clients’ loss or damages.

If the full time allocated for your chosen package is not met, no refunds will be given. 

We will not pay any loss, liability, cost or expense of whatever nature directly or indirectly arising out of contributed to by or resulting from coronavirus disease (COVID-19), severe acute respiratory syndrome coronavirus 2 (SARS-CoV-2), or any mutation or variation thereof.

This also applies to any refund application, loss, cost or expense of whatever nature directly or indirectly arising out of, contributed to by or resulting from:

(i) any fear or threat (whether actual or perceived) of;
or
(ii) any action taken in controlling, preventing, suppressing or in any way relating to any outbreak of; coronavirus disease (COVID-19), severe acute respiratory syndrome coronavirus 2 (SARS-CoV-2), or any mutation or variation thereof. We will not pay any costs you incur in submitting or providing evidence to support your insurance application.