General Terms and Conditions of THE FILMEVENT UK LTD
1. Enquiries, Bookings and Contract Formation
Enquiries can be made via phone (+44 (0) 7424129852), email (hello@thefilmevent.co.uk), online contact form, or in person and are non-binding. We will then provide a non-binding quote. A binding contract is formed only when you accept our written quote and we confirm your booking in writing.
2. Services Provided
The Organiser agrees to deliver the services specified in your confirmed quote or booking confirmation. Additional services may be arranged by mutual agreement and will incur extra costs.
3. Prices
Prices are listed in the confirmed quote. All amounts are in GBP and exclusive of VAT unless otherwise noted.
4. Payment Terms
A non-refundable deposit of 50% is required within 14 days of booking confirmation. The remaining balance is due in full no later than 30 days before the event date. For short-notice bookings (less than 30 days before the event), the full balance is payable immediately upon booking confirmation.
Where event coordination is managed by The Filmevent, all third-party services (including but not limited to venue hire, catering, and entertainment) will be arranged and invoiced through The Filmevent, and are subject to The Filmevent’s standard payment terms. Where the Client assumes responsibility for organising third-party services directly, all such services shall be governed by the individual payment terms of the respective providers. Non-compliance with applicable payment terms may result in cancellation and the application of relevant fees as outlined herein.
5. Cancellation or Contract Modification by the Customer
All cancellations must be submitted in writing via email to hello@thefilmevent.co.uk. The following refund structure applies based on the amount of notice provided:
| Amount of Notice | Refund (% of our total Charges) |
|---|---|
| More than 52 weeks | 100% |
| 26 to 52 weeks | 75% |
| 12 to 25 weeks | 50% |
| 8 to 11 weeks | 25% |
| 21 business days to 7 weeks | 10% |
| 0 to 20 business days | 0% (no refund)Please note that third-party supplier cancellation terms may also apply and will be enforced in addition to the above. |
Please note that third-party supplier cancellation terms may also apply and will be enforced in addition to the above. Where The Filmevent has arranged third-party services and incurred non-refundable costs (e.g., venue hire, catering), these costs will be passed on to the Client in full. Any such charges will be clearly communicated to the Client at the time of cancellation.
Rescheduling & Postponements
-
More than 30 days before the event: No charge
-
14–29 days before the event: 25% surcharge
-
13 days or fewer: Treated as a cancellation and subject to the full cancellation schedule above
Delayed Starts & Early Departures
-
Delayed starts will be deducted from the agreed event time. In such cases, The Filmevent cannot guarantee the same level or quality of delivery.
-
Early departures are non-refundable.
-
Additional fees may apply for delays or changes involving third-party suppliers
6. Cancellation or Contract Modification by the Organiser
We reserve the right to cancel if participant behaviour jeopardises safety or event success; customer cancellation fees apply. Events may also be cancelled or postponed due to force majeure, legal orders, strikes, or adverse weather.
7. Participation Requirements
The safety and wellbeing of all participants, staff, and contractors is of the utmost importance to The Filmevent. By attending our events, participants agree to comply with the following requirements:
Health Disclosure: Participants must inform The Filmevent in advance of any relevant medical conditions that could impact their ability to safely take part in the event. We reserve the right to exclude any participant if, in our reasonable opinion, their condition poses a risk to their own health or safety, or to others.
Safety Decisions: All staff and contractors are authorised to make safety-related decisions at their sole discretion. If any situation is deemed unsafe or unlawful, they are instructed not to proceed with providing the service. All participants are required to respect these decisions. The Filmevent accepts no liability for any exclusions or cancellations made on these grounds, unless caused by our wilful misconduct or negligence.
Behaviour and Conduct: We reserve the right to refuse participation or remove individuals who: Engage in behaviour that is dangerous, unlawful, or in breach of these terms; Appear to be under the influence of drugs or are unsafely intoxicated by alcohol (moderate alcohol may be allowed at some events under supervision); Are inappropriately dressed for the nature of the event.
Clothing and Costumes: Participants must wear appropriate clothing for the event, particularly where it involves outdoor or physical activity. Costumes provided by The Filmevent are for theatrical or entertainment purposes only; they are not weatherproof, season-specific, or considered personal protective equipment (PPE). We strongly recommend participants bring weather-appropriate attire (e.g. waterproof jackets, umbrellas, warm layers) to ensure comfort and safety in changeable British weather conditions.
8. Complaints
The Filmevent is committed to delivering a high-quality experience, and all feedback and complaints are taken seriously. If any issue arises during the event, it should be reported to the team leader on-site as soon as possible, so that efforts can be made to resolve it promptly.
Formal complaints must be submitted in writing within 30 days of the event, along with any relevant details or supporting evidence. While claims submitted after this period may not be accepted, all timely submissions will be carefully reviewed with the aim of reaching a fair and appropriate resolution.
9. Insurance
The Filmevent maintains public liability insurance to cover claims arising from injury or property damage incurred during events. Details of the coverage amount and policy can be provided upon request.
Participants are responsible for obtaining their own personal health and accident insurance coverage. The Filmevent shall not be held liable for any accidents, injuries, or losses sustained during the event, except where such incidents are directly attributable to the negligence or wilful misconduct of The Filmevent.
It is the sole responsibility of the Client to obtain and maintain all necessary permits, licences, or approvals required for the event. The Filmevent shall not be held liable for any consequences arising from the Client’s failure to secure such permissions.
10. Liability
Our liability is limited to direct damages up to the value of the event, except in cases of injury or death due to negligence (where liability is unlimited). We are not liable for:
-
Force majeure, strikes, disasters, legal orders, third-party failures
-
Damage to personal belongings, valuables, or clothing
-
Failure to follow instructions
11. Third-Party Providers
We may engage third parties to deliver services. We are not liable for their actions or omissions.
12. Confidentiality and Data Protection
Both parties agree to treat all confidential information obtained in connection with the event as strictly confidential and not to disclose it to any third party without prior written consent, unless required by law.
The Filmevent complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Personal data will only be collected, used, and shared as necessary to deliver services and fulfil legal obligations. Data may be shared with trusted third parties (e.g., suppliers or contractors) strictly for service-related purposes.
Further details can be found in The Filmevent’s Privacy Policy.
13. Governing Law and Jurisdiction
These Terms are governed by English law. Any disputes are subject to the exclusive jurisdiction of the courts of England and Wales.
14. Severability
If any part of these Terms is found invalid, the rest remains fully effective.
Organiser: THE FILMEVENT UK LTD.