Booking Terms

Booking Terms

RICE BOX EVENTS – TERMS OF SERVICE

ACCESS AND SET-UP

Access is required at least 4 hours before the event is due to commence so that the operations team can set up the bar fully and prepare for your guests. Ideally access the day before the event, where possible, to ensure the catering unit(s) can be sited appropriately and will fully meet the needs and expectations of you and your guests.

The booking charges are based on the assumption that the site for catering unit(s) and equipment instalment are flat / level, on firm ground, with easy access for the trailer and towing vehicle.

The client may be required to provide Rice Box Events with a plan showing the position in which the catering unit(s) and or equipment are to be placed or should have a representative on the site for that purpose. In the absence of both, then the hire operational team will place the equipment where they feel is suitable for the purpose of the event. Each catering unit requires a minimum of 6m x 5m to fully operate and a head height of 3m. Dependent on the event restrictions regarding consumption of alcohol in public areas we may require a space of 10m x 6m to enable a small area for drinking.

2 x 13amp power supply is required within 25 meters to the catering unit(s) location. If this cannot be supplied, the client will need to hire a Rice Box Events petrol generator to power the equipment.

Sufficient access is required after service closing to vacate the venue to enable all goods and equipment to be dismantled, removed and loaded into waiting vehicle/s. If this is not possible the client should inform us so that we may dismantle and vacate the venue on the following day.

We use a combination of vehicles; their size and number being governed by the size of the event. Vehicles are typically the size of a Ford Transit; some vehicles have an extended roofline. We must be able to manoeuvre and park these vehicles close to the venue for unloading on arrival, restocking and reloading at the end of the event. It is therefore essential that no parking restrictions apply that might prevent us from carrying out these activities and that sufficient space is available to enable us to carry out these tasks.

ALCOHOL CONSUMPTION AND LICENSING (when provided by Rice Box Events)

It is illegal for anyone under the age of 18 to purchase, attempt to purchase or consume alcohol at the event. We would suggest that anyone who looks or could be thought to be under the age of Twenty Five (25) brings photographic ID/proof of age with them or we will not be able to serve them. We will refuse to serve anyone at the event that is or appears to be excessively drunk or uses threatening or abusive behaviour towards staff, customers or other guests. We will also refuse to serve anyone who purchases or attempts to purchase alcohol for someone under the age of 18 or someone who has previously been refused alcohol by the bar staff. The decision on such matters will be taken by the bar staff or team manager and will be final. The bar staff also reserve the right to close the bar at any time if in their opinion unruly or troublesome behavior has arisen or is likely to arise within the venue.

Rice Box Events will be the sole provider of all beverages at the event unless previously agreed in writing. It will not be permitted for anyone to consume their own drinks at the event, if this does occur, we have the right to close the bar and any deposits paid will be lost.

Bar opening times are subject to conditions and approval by the relevant authorities.

Rice Box Events will provide a personal license holder and / or a Designated Premised Supervisor and fully trained bar staff as required by legislation during your event. The number of staff required will depend on the numbers of guests at your event and specialist skills e.g. Cocktail Specialist. When providing a bar at any 18th birthday party we require a parent / guardian to license the event in their name.

If no premises alcohol license is available for the venue we will on your behalf obtain an occasional alcohol license or “Temporary Event Notice” (TEN) through the local council. Subject to there being no reason for the license to be refused by the Licensing Board. Bar opening times will be subject to approval by the relevant authorities and any restrictions placed upon the event strictly adhered to. At least 28 days in advance of any event is required to ensure the application is made within the relevant Licensing Boards timescales. The license processing fee is included in the booking deposit.

If there is agreement made to provide your own arrival drinks/ table wine, this MUST be cleared away by no later than 30 minutes before the Rice Box Events Bar(s) agreed bar opening time. Should this not be done the bar team will inform Rice Box Events and the deposit will be retained.

MINIMUM SPEND

We have a minimum spend amount for the hire of any catering unit service that Rice Box Events provide dependent on the type of event and the number of guests attending. The lowest minimum spend for horsebox units is £800. The minimum spend will be agreed at the time of booking. The minimum spend allowance cannot be used in conjunction with additional charges. The minimum spend amount must be paid in full at least 7 days prior to the event and will only be refunded if the minimum spend on each catering unit has been met. ‘Minimum Spend’ is an agreed income that will be achieved by the bar to cover overheads. The client is responsible for paying the difference between the final sales total and the minimum spend figure should there be a shortfall prior to leaving the venue.

ADDITIONAL CHARGES

A fee of 0.70p per mile is charged to the client if the location of the event is more than 30 miles in distance from CH7. Additional costs will occur to the client if alternative bar essentials or added quantity are required. If the bar is required to stay open for longer than the pre-arranged time the client needs to inform the team manager prior to last orders. Additional charges may occur and will be discussed with the client for confirmation before proceeding. These will be invoiced post event.

BOOKING DEADLINES

The client will need to pay the full charge of the deposit amount to confirm the event. Once the deposit has been paid the client will receive an invoice and this will document the confirmation of the event. Rice Box events require 3 weeks’ notice prior to the event for final number attendance. Anything after this date will not be considered on the final invoice.

In the case of a free or prepaid bar or food catering package, should more people attend than have been paid for, adults or children, we will give you the opportunity to pay for the additional guests at the agreed price per head. Such payment must be made immediately.

CANCELLATION

In the unfortunate event of a booking having to be cancelled, confirmation in writing will be needed by the client.

If the event is cancelled due to reasons outside of the client’s control e.g. Government restrictions causing a venue closure, then Rice Box Events will refund the booking deposit excluding the costs below.

Costs incurred by Rice Box Events in preparation of the event up until the time of cancellation will be charged to the Client. This is to cover any losses caused to Rice Box Events for administration costs, alternative booking missed opportunities that were able to proceed,  travel, supplies etc. and will be discussed fully in the event of cancellation. In most cases this will be covered by the Booking Deposit. Any surplus amount will be paid back to the client.

If the event is cancelled due to reasons within the client’s control then the Booking Deposit will be retained. If the event is postponed and Rice Box Events can commit to the new date then the Booking and Booking Deposit  will be transferred to the new date.

FULL CANCELLATION OUTSIDE OF CLIENT CONTROL DUE TO COVID-19

  1. Cancellation received with more than 8 week’s notice prior to the event – 0% of the total event cost.
  2. Cancellation received with less than 4 weeks’ notice prior to the event – 10% of the total event cost.
  3. Cancellation received less than 1 week prior to the event – 20% of the total event cost.

FULL CANCELLATION ALL NON-COVID RELATED

  1. Cancellation received with less than 3 Months’ notice prior to the event – 30% of the total event cost.
  2. Cancellation received with less than  2 Months’ notice prior to the event – 60% of the total event cost.
  3. Cancellation received less than 1 Month prior to the event –  90% of the total event cost.

The total event cost will be based on the agreed quote price and the number of confirmed guests attending at the agreed price per head. Should guest numbers be unconfirmed at the time of cancellation the total event cost will be based the originally quoted/estimated guests numbers.

If the event is postponed due to reasons outside of the client’s control, then Rice Box Events will transfer the booking and deposit to a new date that is available in the Rice Box events Calendar. If the client postpones to a date not available in the Rice Box Events calendar the event will be treated as a Cancellation.

STAFFING & EQUIPMENT

All equipment and staffing are subject to availability at time of booking and are only hired in conjunction with a beverage or bar hire order. Breakages and damage to the equipment will be charged for at market cost and invoiced after the event. Staff are not allowed off the premises for the duration of the event and are hired for the specific job functions only.

Staff are charged from arrival time to departure time, including the duration of all setup and pack-up, to be determined at the discretion of the operations team. If staff are needed for longer than the pre-arranged time, the team manager should be informed by the client immediately in order to guarantee that staff are not booked for later events. Additional staffing fees will then be invoiced after the event.

PAYMENT TERMS

An agreed deposit will be payable upon securing your date. Rice Box Events will not make any other reservations for that date and time.

Minimum spend for each catering unit needs to be paid 7 days before the event.

Invoice payments can be made by cash of bank transfer.

DATA PROTECTION

Rice Box events is committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your booking, Rice Box Events is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way.

You may give us information by filling in our forms at an event or online, completing a booking request form or by corresponding with us by phone, e-mail or otherwise.  The information you give us includes your name, address, e-mail address, phone number, event details, date and location, guest numbers and catering requirements.

The reason we need your data is to be able to administer your booking and provide the services you are signing up to when you book our services.  Our lawful basis for processing your personal data is that we have a contractual obligation to you as a client to provide the services you are booking us for.

The reasons we need to process your data include processing of booking forms and payments, liaising directly with venues, caterers and suppliers about your booking, for the purposes of attaining Temporary Events Notices, pre-order table drinks services, marketing and communications (where separate consent is provided)

You may have in the past consented to receiving information about our products and services by email. If you wish this to continue you do not have to do anything. If you would prefer not to receive such communication in the future, you can contact us in writing to remove your email address from our contacts list.

Rice Box Events will hold your personal data on file for as long as you are a client with us.  Returning client data is updated every year on booking request forms.  Any personal data we hold on you will be securely destroyed after four years of inactivity on your client account. Your data is not processed for any further purposes other than those detailed in your booking.

As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.

Rice Box Events has the following social media pages Facebook, WhatsApp, Twitter, Instagram, Pinterest and LinkedIn. Anyone is free to join these pages.  If you join one of the Social Media pages, please note that provider of the social media platform(s) have their own privacy policies and that Rice Box Events do not accept any responsibility or liability for these policies.  Please check these policies before you submit any personal data on our social media pages. Rice Box Events may wish to publish professional images and information regarding your event on social media platforms and the Rice Box Events website for marketing and potential client engagement. If you do not wish to participate in this action you can opt-out on the event booking form.

INSURANCE

Rice Box events has full Catering Unit,  Public Liability Insurance and Employers Liability Insurance.

NEW CORPORATE CLIENTS

Total bill should be paid in full in advance. If confirmed less than one day before the deadline, client should pay via online bank transfer. Clients issuing an LPO (to pay via bank transfer) should have the LPO ready before confirmation deadline and should pay within 30 days of the actual event.