Terms & Conditions

Terms & Conditions

In the City Events Ltd - Terms and Conditions

1. The Agreement

(a) This Agreement is between In the City Events Ltd ("we", "us") and the Client as identified in the attached

Schedule of Details ("Schedule"). The Schedule forms part of this Agreement.

(b) The Client acknowledges that this Agreement represents the entire agreement between the parties. No representations, warranties or statements not contained within this Agreement shall be relied upon.

(c) An order from the Client constitutes an offer to purchase services in accordance with these Terms.

(d) The Agreement shall come into force when In the City Events Ltd confirms acceptance in writing ("Commencement Date").

(e) Receipt of the Package by the Client after the Schedule and these Terms have been provided shall constitute full acceptance of the Agreement.

(f) From the Commencement Date, In the City Events Ltd is contractually obliged to deliver the Package for the agreed Fee on the Event Date.

2. Payment Terms

Time is of the essence in respect of all payments under this Agreement.

(a) All bookings are invoiced in full and are payable within seven (7) days of the Commencement Date, unless otherwise agreed in writing.

(b) If payment is not received on time, In the City Events Ltd reserves the right to cancel the booking in accordance with Clause 4.

(c) No tickets, itineraries, or event information will be sent until payment is received in full.

3. Late Bookings

Bookings made within four (4) weeks of the Event Date must be paid in full within one (1) day of the Commencement Date.

4. Cancellation by the Client

(a) All cancellations must be made in writing to: will@summerinthecity.uk, and are effective from the date received.

(b) If the Client cancels more than 12 weeks before the Event Date, 50% of the total Fee remains payable. If less than 50% has been paid at the time of cancellation, the balance must be paid within seven (7) days.

(c) If the Client cancels within 12 weeks of the Event Date, 100% of the total Fee is payable within seven (7) days.

(d) The Client agrees to indemnify In the City Events Ltd for all costs incurred in recovering outstanding sums, including legal fees on a full indemnity basis.

(e) At its sole discretion, In the City Events Ltd may offer an alternative date or package, provided there is sufficient time to resell the original booking.

5. Delivery of the Advertised Package

(a) In the City Events Ltd shall use reasonable endeavours to deliver the Package as advertised, including timing, content, and format.

(b) If changes are required due to circumstances beyond our control, we shall notify the Client as soon as reasonably possible and provide alternative arrangements that are as close to the original as is reasonably practical.

6. Event Cancellation by In the City Events Ltd

(a) If the Event is cancelled or terminated due to circumstances beyond our reasonable control (including but not limited to adverse weather, venue issues, government restrictions, or acts of God), In the City Events Ltd will notify the Client and use reasonable efforts to offer an alternative date.

(b) If a suitable alternative is not available or agreed, In the City Events Ltd shall issue a credit note equal to all sums paid, valid for 12 months from the original Event Date. This credit may be used for a future event operated by In the City Events Ltd or, at our sole discretion, another event or brand operated by the same ownership group.

(c) This credit shall constitute full and final settlement of all obligations relating to the cancelled Event.

(d) This clause applies whether cancellation occurs before or during the Event. Where the Event is cancelled or terminated after commencement, In the City Events Ltd will issue a credit note proportionate to the undelivered portion of the Package, such value to be determined reasonably and at its discretion. No further compensation or refund shall be due.

(e) In the unlikely event that In the City Events Ltd is required to cancel the Event due to internal operational reasons or other circumstances within its reasonable control, In the City Events Ltd shall notify the Client as soon as reasonably practicable. In such cases, In the City Events Ltd shall use all reasonable efforts to offer the Client an alternative event date. If no suitable alternative is available or agreed, In the City Events Ltd shall issue a credit note equal to all sums paid, valid for 12 months from the original Event Date. This credit note shall constitute full and final settlement, and no refund or additional compensation shall be payable.

7. Optional Client Insurance

The Client acknowledges that In the City Events Ltd is not responsible for any losses or expenses arising from the Client's decision not to obtain appropriate insurance cover. If the Client requires additional protection beyond the remedies provided under this Agreement, including cover for cancellation due to illness, travel disruption, adverse weather, or other unforeseen events, the Client is advised to take out a suitable insurance policy in their own name.

In the City Events Ltd does not provide or sell insurance policies and accepts no liability for a Client's failure to arrange adequate cover.

8. Liability

(a) In the City Events Ltd shall not be liable for any failure or delay in performance due to events outside its reasonable control.

(b) Except in the case of death or personal injury caused by negligence, In the City Events Ltd shall not be liable for any indirect or consequential loss, including loss of profit or goodwill.

(c) The maximum liability of In the City Events Ltd in connection with this Agreement shall not exceed the total amount paid by the Client under this Agreement.

(d) Nothing in this clause shall affect the Client's obligation to pay all sums due.

9. Third Party Suppliers

(a) The Client acknowledges that certain components of the Package, including but not limited to catering, entertainment, or technical services, may be delivered by carefully selected third-party suppliers engaged by In the City Events Ltd.

(b) In the City Events Ltd shall coordinate and manage these suppliers as part of the overall Package but shall not be held liable for any non-performance, delay, or failure by a third party where such failure is outside the reasonable control of In the City Events Ltd.

(c) In the event of non-performance by a third-party supplier, In the City Events Ltd will use all reasonable efforts to source an appropriate alternative or mitigate the disruption to the Event. However, if such substitution is not possible due to circumstances beyond our control, In the City Events Ltd shall not be responsible for any resulting loss or damage, and no refund shall be due.

(d) Where appropriate, In the City Events Ltd shall pursue any available claims against the third party’s insurance or contract, and will communicate with the Client in good faith throughout the process.

10. Disclaimer and Indemnity

The Client shall be responsible for the conduct of all guests and attendees. The Client agrees to indemnify In the City Events Ltd for any losses, damages, claims, or expenses arising directly from:

- The actions or omissions of the Client or their guests, or

- Any breach of this Agreement by the Client.

Nothing in this clause shall exclude liability for death or personal injury caused by negligence or any other liability which cannot be lawfully excluded.

11. Data Protection

(a) Personal data will be processed in accordance with the General Data Protection Regulation (EU Regulation 2016/679) and the UK Data Protection Act.

(b) For full details, please refer to our Privacy Policy at: https://thebowlsclubldn.com/privacy-policy

12. Consumer Bookings

These Terms are intended for business-to-business transactions. If the Client is acting as a consumer, nothing in this Agreement shall affect any rights they may have under applicable consumer protection laws.

However, In the City Events Ltd will, in the first instance, offer a credit note for any cancellation that is not due to fault on the part of the Client.

13. Force Majeure

(a) Neither party shall be liable for any failure or delay in performing its obligations under this Agreement where such failure or delay results from any cause beyond its reasonable control. Such causes include, but are not limited to: power failure, internet service provider failure, industrial action, civil unrest, fire, flood, storms, adverse weather conditions, earthquakes, acts of terrorism, acts of war, governmental action, epidemic, pandemic, or any other event that is beyond the control of the party affected.

(b) If a force majeure event prevents performance for a continuous period of three (3) months, either party may terminate this Agreement by written notice. In the City Events Ltd shall then issue a credit note in accordance with Clause 6.

14. Miscellaneous

(a) This Agreement is governed by the laws of England and Wales and is subject to the exclusive jurisdiction of the English courts.

(b) The signatory warrants they have authority to bind the Client.

(c) The Client may not assign or transfer this Agreement without prior written consent.

(d) No variation of this Agreement shall be valid unless in writing and signed by both parties.

(e) In the City Events Ltd reserves the right to increase the Fee should RPI exceed 10% prior to final balance payment.

(f) In the City Events Ltd may use images or video footage from events for marketing purposes, in accordance with its Privacy Policy.

(g) No third party shall have any rights under this Agreement pursuant to the Contracts (Rights of Third Parties) Act 1999.