Cancellation Policy & Bad Weather

We constantly monitor wind speeds and the weather to ensure that we abide with HSE guidance and comply with health and safety law. We will be in touch with you if the weather forecast is showing conditions that are likely to impact your hire. HSE set out some very clear thresholds for wind and we cannot under any circumstances operate against HSE guidance. The safety of you and your guests is our number 1 priority. Our insurance policy also mirrors the HSE guidance.

Please note that we recommend that you take out party/event insurance or you can protect yourself against any potential cancellation fees by taking out our Damage and Cancellation Protection

PLEASE NOTE ALL CANCELLATIONS ARE REQUIRED TO BE MADE IN WRITING VIA EMAIL TO: info@youreventbookings.co.uk

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CANCELLATIONS DUE TO WEATHER

Cancellations by the company due to weather warning or adverse weather conditions. The company may have to cancel in advance of the hire because of severe weather conditions. (1) Wind on or exceeding 24mph or (2) A Met Office warning due to rain or storms. Either of which in the hire post code and at the hire times. We take into consideration wind forecasts, wind readings and wind gust forecasts. We reserve the right to reduce the wind speed mph threshold dependant on the particular circumstances of the hire for example how open to the elements that the site is, the quality of the surface and any other safety factors which would be included in our on-site risk assessment.

If we need to cancel due to strong wind forecast or a weather warning for rain, you will have the following options:

1) Reschedule your order to a future date and keep all credit on the order within 12 months.

2) Have 50% of the hire amount refunded back to you.

If we come to your venue and can't set up due to adverse weather conditions, you have the following options:

Have 20% of the total hire amount refunded back to you.

If we come to your venue, set up and if the weather changes or you have partial use of the equipment:

• No refund or re-schedule due
• 10% off your next order

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CANCELLATIONS MADE BY THE CUSTOMER

If you have taken out the cancellation waiver- please refer to your cancellation waiver.

Cancellations by the customer at least 14 days before the event. The customer can re-schedule their booking to another date within 12 months and any payment already made would carry forward to that new booking. If the customer chooses not to re-schedule, the initial payment (50% booking fee) would be lost but the rest of the payment would be refunded.

Cancellations by the customer between 14 and 7 days before the event, due to any reason. 50% will be refunded. Full or partial re-schedule is on the discretion of management.

Cancellations by the customer less than 7 days before the event. There would be no refund made, re-schedule is on the discretion of management.

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Cancellations in the rare occurrence that the company cannot fulfil the agreed services and cannot attend your location. This may be due to a company fault or a company error. Any money paid by the customer will be fully refunded.

Change of equipment: On the rare occasion that the equipment that you have hired becomes unsafe to hire and/or becomes damaged, in need of a deep clean, we may need to change the equipment to another item/s. This can sometimes happen at the last minute as equipment is hired out daily. We have a wide range of excellent equipment so it would be highly likely that we would have a very good replacement for you. If for any reason that we couldn't’ replace the item for another a full refund would be given. If the replacement item is of lesser hire value, there will be a refund made for the difference.

Booking Fees Explained:

Please see the outlined cost allocations of your order.

Refunds:

Please note that refunds will be made back via the same method as they were paid. Debit or Credit card refunds can take up to 7 working days to process.

Any refunds via card or bank transfer can only be made within the 30 days after your hire date. No refunds can be made after this period, instead we will transfer any monetary value to company credit which can be used against our services within 12 months.

Payments:

By default, full payment is due 10 days prior to the day of the hire itself, unless otherwise agreed prior to the hire in writing. If you intend to pay via cheque or bank transfer, you must state this at the time of booking and agree on your payment date. Late payments after the agreed date will incur charge of £5/day late fee charge. If you have not paid for your hire and cancel, cancellation fees with still be due to be made.

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Invoice Cost Allocation & Dispute Resolution Framework

To ensure transparency and comply with standard payment processing rules, all bookings are structured around the following operational cost allocations. In the event of any cancellation or dispute, refunds are calculated based on which operational phases were fulfilled:

• 50% of Total Hire Cost: Administration, Booking Management, and Exclusive Equipment Reservation. This covers the immediate cost of processing the booking, scheduling staff, and holding the specific equipment exclusively for your date, resulting in turned-away business from other clients. This allocation is fully fulfilled at the time of making the booking.
• 15% of Total Hire Cost: Logistics, Event Preparation Costs. This allocation is fully fulfilled 7 days before your event.
• 15% of Total Hire Cost: Transit, Fuel and Mandatory On-Site Risk/Safety Inspection. This covers vehicle loading, fuel, staff transit wages, and the physical, certified site survey under BS EN 14960 regulations upon arrival. This allocation is fully fulfilled the moment our vehicle arrives at your location.
• 20% of Total Hire Cost: On-Site Equipment Setup, Wear-and-Tear Risk, and Active Hire Labor. This covers the physical inflation, insurance, anchoring, cleaning, and active use of the equipment.

Depending on the timing and cause of your cancellation (as detailed in the policy sections above), any non-refundable portions retained by the company are strictly used to cover the specific fulfilled operational costs listed.

Clauses

🛑 Last-Minute Cancellation Window (Less than 7 Days)

Because our equipment is booked on an exclusive daily hire basis, any cancellation requested by the customer less than 7 days prior to the scheduled hire date will result in a 100% loss of the total payment, and no refund will be issued.
By this late stage, 100% of our business operations are fully locked in: 50% has been exhausted on extended administrative hold and lost business opportunities, and the remaining 50% is contractually converted into Liquidated Damages to cover pre-allocated transit logistics, emergency rostered staff wages, preparation for the event and vehicle scheduling that cannot be reassigned at short notice.

⚠️ Customer Negligence & Site Suitability Penalty

At the time of booking, the hirer is asked specific questions regarding surface type, dimensions, and property access (e.g., stairs, narrow entries, slopes, or hazards like animal waste). It is the sole responsibility of the hirer to ensure these details are 100% accurate and that the site is safe and large enough to accommodate the equipment.

If our team arrives on-site and cannot safely or legally set up due to undisclosed customer negligence—including but not limited to: insufficient space, incorrect surface type (e.g., concrete/artificial grass instead of real grass), excessive dog mess, or restricted physical access—no refund will be issued and 100% of the payment remains due.

In these specific scenarios of customer negligence, the final 20% (On-Site Setup & Active Hire Labor) will be strictly retained by the company as contractually agreed Liquidated Damages. This charge covers our on-site team's lost labour hours, emergency staging adjustments, and the operational loss of being unable to rebook the equipment for another client due to the late notice.

Zero Tolerance: Abusive Behaviour & Right to Withdraw

Our company operates a strict zero-tolerance policy regarding any form of verbal abuse, aggression, insults, threats, intimidation, or physical safety risks directed toward our staff or delivery drivers.

We reserve the absolute Right to Withdraw our staff and equipment from any venue or location immediately if a customer or attendee exhibits abusive behaviour. In the event that we exercise this right to withdraw for staff safety, the contract is terminated immediately due to customer breach, no refund will be given, and 100% of the payment will be retained by the company as Liquidated Damages to cover our fully executed logistics, administration, and emergency staff extraction costs.

Abusive is defined as verbally threatening, using foul language, and emotionally out of control.