Cancellation, Postonement & Damage Protection

Charged at 10%

We all know that planning parties or events doesn’t always go to plan. In fact, sometimes it can go drastically off plan, and the event not even happen at all (for example a key person in the event becomes unwell or the weather forecast is drastically against you). While this is rare, it does happen occasionally - and if you've booked with a professional event company, depending on how close to the date you are when you have to cancel, it can cost you a lot of money in cancellation fees.

Even with the most careful planning, sometimes things will affect your event that are outside of your control

If you're worried that something might affect your plans or if you think your event dates might change then ask your event company if they offer a Cancellation or Postponement waiver. This is a fee you pay when you book your hire, a bit like the premium you pay for a flexible hotel booking, that allows you to cancel or change the date at the last minute. Whilst it is more money up front it will save you the financial stress of having to pay for event services you can't use and then having to pay again when you finally need them.

Why are there extra costs if I have to cancel my event at short notice?

Professional events are a carefully planned operation. Once you've booked your event in, your event company will plan and reserve the resources to carry your event out. This means planning for staff, trucks, packing materials, any parking permits that need to be booked at either properties, additional services such as safety certification and anything else that's needed to ensure you have a stress-free, easy event. Cancelling an event at short notice means that there's no guarantee a company can secure another event in time to make use of these resources so they will incur a certain level of costs which you've committed to pay for. If you can't hold your event they will still incur these costs.

What could the costs be if I have to cancel or postpone my event at the last minute?

The level of costs you might incur depend entirely on the contract you have signed with your event company so always check your contract. At Event Ninja we use the our own terms and conditions which set out our cancellation fees so you know what they are in advance when you receive our quote and order number. These set our rights to charge for cancellation or postponement at management discretion as below:

• More than 7 working days before the event was due to start: Cancellation fee of 50% or transfer the 50% to a future order.
• Between 7 and 3 working days inclusive before the event was due to start: Cancellation fee of 50% of order value
• Less than 3 working days before the event was due to start: Cancellation fee of 100% of order value

What does the cancellation and postponement waiver do to protect me from these charges?

If you take out this waiver you'll typically be entitled to cancel or reschedule once without incurring the charges above providing you notify us before 24hours the day before your event is due to start, giving you peace of mind that you're covered if anything should go wrong in the run up to your move. If you're not holding an event with us check the specific terms and conditions of your event company as not all companies will be the same.

Here's an example if you cancelled 4 days before your event:

• Event Contracted cost - £1000
• Cancellation or postponement charge - £500
• Total Cost to cancel without Waiver - £500

OR…

• Event Contracted Cost - £1000
• Cost of Waiver - £100 (or 10% of the product costs before deductions)
• Total Cost to cancel or postpone the order - £0

Please note that at least 24hrs noticed is required to activate your cancellation protection.

*Remember these are our cancellation charges as an example

Damage protection:

Included in this cover is a damage protection waiver in the case that the equipment is damaged at your event.