Booking Terms & Conditions

TERMS AND CONDITIONS

1. Definitions

In these Terms and Conditions:

"We", "Us", "Our" means Melt Weddings, Melt Productions and Melt Bars.

"You", "Your", "The Client" means the individual or individuals named on the booking confirmation or invoice.

"Services" means all planning, coordination, production, hire and related services supplied by Melt Weddings, Melt Productions and Melt Bars.

"Equipment" means all items supplied, hired, delivered or made available by us.

"Event" means the wedding or occasion specified in the booking.

By confirming your booking, paying a deposit or accepting an invoice, you confirm that you have read, understood and agreed to these Terms and Conditions, which form a legally binding agreement.

2. Booking and Payment

A booking shall only be deemed confirmed once the required payment has been received and cleared.

A non-refundable deposit equal to 50% of the total booking value is required to secure all coordination services and equipment hire.

The remaining balance must be paid no later than six (6) months before the Event date.

Where the Event date falls within six (6) months of booking, full payment shall be required immediately.

Failure to make payment by the due date may result in suspension or cancellation of services and the release of any reserved dates, staff, equipment or services without liability to us.

All invoices are payable strictly within the timescales stated.

3. Changes to Bookings

Any changes requested by the Client after booking, including but not limited to:

• Event date;

• Venue;

• Guest numbers;

• Timings;

• Scope of services;

may incur additional charges.

Any such charges shall be communicated before implementation.

Where a postponement is requested, revised pricing may apply.

4. Coordination and Planning Services

For Bronze "On-The-Day" packages, your Coordinator may not be assigned until approximately six to eight weeks before your Event.

For Silver and higher packages, services may be delivered collaboratively by multiple members of the Melt team.

Pre-Wedding Planning Days are based on eight (8) hours.

On-The-Day Coordination is based on twelve (12) hours.

Additional hours shall be charged at our prevailing hourly rate.

Should our attendance extend beyond thirty (30) minutes past the agreed package duration, additional charges may apply.

5. Client Responsibilities

The Client shall:

• Maintain suitable wedding and event insurance;

• Ensure all necessary licences and permissions are obtained;

• Provide a suitable wet weather contingency plan;

• Ensure access to the venue and suppliers is maintained;

• Provide accurate information and documentation;

• Pay third-party supplier invoices directly unless otherwise agreed;

• Treat all staff, suppliers and contractors with courtesy and respect.

Failure to comply with these obligations may affect the successful delivery of services and shall not give rise to any refund or compensation.

6. Running Orders and Supplier Information

Clients shall provide:

• Supplier details no later than one (1) month before the Event;

• A draft running order no later than one (1) month before the Event.

For Bronze packages, all relevant information must be supplied at least forty-eight (48) hours prior to the Pre-Wedding Consultation.

We reserve the right to recommend additional services where insufficient information has been provided.

7. Travel, Accommodation and Expenses

Events located more than fifteen (10) miles from Chippenham, Wiltshire, destination weddings and weekend events will incur additional charges for:

• Mileage;

• Travel;

• Accommodation;

• Subsistence;

• Parking;

• Tolls and related expenses.

Such expenses shall be payable by the Client.

Travel days for destination weddings are chargeable.

8. Assistant Coordinators

Where guest numbers exceed eighty (80), or where logistics are considered complex, we reserve the right to provide an Assistant Coordinator. Additional charges may apply.

9. Replacement Personnel

In the event of illness, emergency or circumstances beyond our control preventing the attendance of a designated Coordinator, we reserve the right to provide a suitably experienced replacement.

Such substitution shall not constitute a breach of contract.

10. Venue Requirements

The Client shall ensure that:

• Equipment locations are adequately protected from the elements;

• Ground surfaces are level and suitable;

• Access routes remain clear;

• Adequate electrical supplies are available;

• Fresh drinking water is available within thirty (30) metres;

• Suitable toilet and welfare facilities are available;

• Waste management arrangements are provided.

Any delays or restrictions affecting access or service delivery may result in additional charges.

11. Equipment Hire and Dry Hire

Risk in hired equipment passes to the Client upon delivery and remains with the Client until collection.

The Client is responsible for:

• Health and safety;

• Insurance;

• Licensing;

• Fire precautions;

• Safe operation and supervision;

• Compliance with all laws and regulations.

Clients must not attempt repairs to electrical equipment and should contact us immediately if faults arise.

12. Loss or Damage

The Client shall be liable for any loss, theft, damage or destruction of equipment occurring whilst under their control.

Replacement costs, delivery costs and associated expenses shall be payable by the Client.

Equipment should be inspected upon delivery and any discrepancies reported immediately.

13. Third-Party Suppliers

Third-party suppliers are contracted directly by the Client.

We accept no responsibility for:

• Their acts or omissions;

• Delays;

• Cancellations;

• Insolvency;

• Negligence;

• Failure to perform.

We act solely in a planning and coordination capacity.

14. Conduct and Abuse

We operate a zero-tolerance policy.

Should any member of our staff be subjected to abusive, threatening, discriminatory, violent or inappropriate behaviour by the Client or any guest, we reserve the right to withdraw services immediately without refund.

15. Photography and Marketing

With your consent, we may use photographs, videos and related content from your Event for portfolio, website and social media purposes.

We may liaise directly with your photographer for this purpose.

If you do not wish your Event to be featured, you must notify us in writing before your Event.

16. Insurance

Melt Productions maintains Public Liability Insurance of £5 million for events where a Melt Manager is present.

Clients remain responsible for obtaining their own wedding and event insurance.

We accept no responsibility for losses arising from cancellation, postponement or interruption of the Event.

17. Cancellation by the Client

Deposits are non-refundable.

If cancellation occurs more than twelve (12) months before the Event date, we may, at our discretion, refund up to 50% of sums paid excluding deposits and non-recoverable expenses.

Within twelve (12) months of the Event date, all payments made shall be non-refundable.

No refunds shall be given for unused hours or services.

18. Postponements

We may, at our sole discretion and subject to availability, permit one postponement.

Postponements are not guaranteed.

Current pricing and revised terms may apply.

19. Force Majeure

Neither party shall be liable for delay or failure to perform obligations where such delay or failure results from events beyond reasonable control, including but not limited to:

• Severe weather;

• Flood;

• Fire;

• Pandemic or epidemic;

• Government restrictions;

• Venue closure;

• Licensing issues;

• Planning enforcement;

• Utility failures;

• Transport disruption;

• Civil unrest;

• Terrorism;

• War;

• Supplier insolvency.

Payments already made shall remain non-refundable, this includes the hire of any Melt equipment.

Subject to availability, we may offer alternative dates or arrangements.

20. Venue Disruption

Where the booked venue becomes unavailable, restricted or unable to lawfully host the Event due to circumstances beyond our control, including:

• Licensing issues;

• Regulatory action;

• Planning enforcement;

• Noise restrictions;

• Local authority decisions;

we shall use reasonable endeavours to assist with alternative arrangements.

No refunds shall be due.

Payments made may be transferred to an alternative date or venue at our discretion.

21. Limitation of Liability

To the fullest extent permitted by law, Melt Weddings, Melt Productions and Melt Bars shall not be liable for:

• Indirect losses;

• Consequential losses;

• Loss of enjoyment;

• Loss of profits;

• Loss of opportunity;

• Emotional distress;

• Costs arising from third-party failures.

Our total aggregate liability under this Agreement shall not exceed the total fees paid by the Client.

Nothing within these Terms excludes liability for death or personal injury caused by negligence, fraud or any liability which cannot lawfully be excluded.

22. Governing Law

These Terms and Conditions shall be governed by and construed in accordance with the laws of England and Wales.

Any dispute arising from these Terms shall be subject to the exclusive jurisdiction of the Courts of England and Wales.

23. Scope of Services and Responsibilities

The scope of services included within your chosen package shall be discussed and agreed in advance and may be documented within your proposal, invoice, running order, planning documents or written correspondence.

All roles, responsibilities and expectations of both parties should be clearly established prior to the Event.

Any additional duties, responsibilities or requests made after the scope of services has been agreed, or during the Event itself, which fall outside the reasonable expectations of the agreed package, may incur additional charges.

Where additional responsibilities require increased attendance, extended hours, additional meetings, additional staff or significantly increase the workload of the assigned Coordinator or Planner, such time shall be chargeable at our prevailing hourly rates.

We reserve the right to decline requests that fall outside the agreed scope of services where such requests may compromise the safe or effective delivery of the Event.

24. Event Support and Manual Handling

The role of a Melt Weddings Coordinator or Planner is to oversee, coordinate and manage the Event and associated suppliers.

Unless specifically agreed in writing in advance, our Coordinators and Planners are not responsible for:

• Clearing or disposing of waste;

• Handling refuse or recycling;

• Washing glassware, crockery or catering equipment;

• Cleaning duties;

• Heavy lifting;

• The movement, set-up or dismantling of large quantities of furniture;

• Venue reset operations;

• Loading or unloading vehicles;

• Manual handling tasks which may present a risk of injury or damage.

Where substantial furniture movement, waste management, breakdown services or additional labour is required, suitable Event Support Staff, Venue Staff or additional crew must be arranged, we can help supply staff if required.

Should our team be requested to undertake duties outside the agreed scope which require additional personnel or additional time on site, further charges shall apply.

We reserve the right to refuse any request which may present a health and safety risk or which falls outside the professional role of a Wedding Planner or Coordinator.

25. Late Payments

All invoices must be paid by the due date stated.

We reserve the right to charge interest and compensation on overdue invoices in accordance with the Late Payment of Commercial Debts (Interest) Act 1998 where applicable.

Where payments remain outstanding, we reserve the right to suspend or withdraw services until all outstanding amounts have been settled.

Any costs incurred in recovering unpaid sums, including legal fees and debt recovery costs, shall be recoverable from the Client.

26. Intellectual Property

All planning documents, schedules, timelines, templates, designs, concepts, checklists, mood boards, proposals and materials created by Melt Weddings, Melt Productions and Melt Bars shall remain our intellectual property.

Such materials are supplied solely for the Client's personal use and may not be reproduced, copied, distributed, sold or used for commercial purposes without our prior written consent.

27. Privacy and Data Protection

We process personal information in accordance with applicable UK data protection legislation.

Client information shall only be used for the purposes of delivering our services, complying with legal obligations and maintaining business records.

Personal information shall not be sold to third parties.

Further details are available within our Privacy Policy.

28. Alcohol Licensing

Where alcohol service forms part of the Event, the Client acknowledges that responsibility for ensuring all required licences and permissions are in place remains with the venue and/or the Client unless otherwise expressly agreed in writing.

Where dry hire services are provided, responsibility for the lawful sale, service and consumption of alcohol rests entirely with the Client.

Melt Weddings, Melt Productions and Melt Bars accept no liability arising from the unlawful supply or consumption of alcohol by guests or third parties, unless we are supply the service. 

29. Health and Safety

We reserve the right to suspend or withdraw services where conditions at the Event are considered unsafe or where there is a risk to the health, safety or wellbeing of our staff, contractors, guests or members of the public.

No refund shall be payable where services are withdrawn for health and safety reasons beyond our reasonable control.

30. Supplier Meals and Welfare

For events exceeding eight (8) consecutive hours, we request that suitable refreshments and a hot meal be provided for attending members of the Melt team wherever reasonably possible.

Adequate access to toilet facilities, drinking water and rest breaks must also be made available.

Failure to provide such facilities shall not constitute grounds for any reduction in fees.

31. Entire Agreement

These Terms and Conditions, together with any quotation, invoice, proposal and written correspondence between the parties, constitute the entire agreement between the parties and supersede any previous understandings or representations.

No variation to this Agreement shall be binding unless agreed in writing.

32. Severability

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

33. Rights of Third Parties

Nothing within this Agreement shall confer any rights upon any person who is not a party to this Agreement pursuant to the Contracts (Rights of Third Parties) Act 1999