The termswe book on.

Booking terms

Last updated 14 September 2026.

Important summary

Fixed-hire bookings are only confirmed when payment has been received in full and we have sent written confirmation.

Customer cancellations are non-refundable. A customer may request one transfer to another available date by giving at least 30 calendar days’ notice.

If severe weather means we decide that a fixed-hire booking cannot safely proceed, the customer may choose a 50% refund or request an available replacement date.

The customer is responsible for providing accurate information and ensuring that the venue has suitable access, space, ground conditions and permission for the booked equipment.

These points are explained fully below. Customers should read all of these terms before confirming or paying for a booking.

1. About these terms

These terms apply to bookings made with The Event Supply Company for attractions, rides, games, catering, equipment, staffing and related event services.

In these terms, “we”, “us” and “our” mean The Event Supply Company. “Customer” means the person or organisation making the booking. Where the customer is not the event organiser, the customer must ensure that the event organiser and venue comply with all relevant responsibilities in these terms.

The quotation, booking confirmation, invoice, these terms and any changes agreed in writing together form the agreement. If a specific written term in the quotation or booking confirmation conflicts with these general terms, the specific written term will take priority.

Nothing in these terms removes or reduces any legal rights that cannot lawfully be excluded, including the statutory rights of private consumers.

2. Quotations and availability

Every quotation is based on the information supplied by the customer. The customer must check that the event date, location, operating times, services, attractions and commercial agreement are correct.

A quotation does not reserve the date or guarantee availability. We will check final availability when the customer asks to proceed.

We may withdraw or revise a quotation before the booking is confirmed if availability, supplier costs or information about the event changes.

3. When a booking becomes confirmed

For a fixed-hire booking, the booking is not confirmed until the invoice has been paid in full and we have sent written booking confirmation.

For a revenue-share booking without an upfront payment, the booking is confirmed only when we have confirmed the required suppliers and sent written booking confirmation.

Until confirmation has been sent, neither the equipment nor the event date is guaranteed to be available.

4. Prices and payment

Unless stated otherwise, the price shown in the accepted quotation is the total price payable for the services described. VAT will only be charged if it is expressly shown on the quotation and invoice.

Fixed-hire bookings require payment in full in advance. Payment is due within three calendar days of the invoice unless a different period is stated in writing.

If payment is not received by the due date, we may cancel the invoice, release the equipment and date, and offer them to another customer.

There will be no hidden additional charges based on the information originally provided. Additional charges may apply if the customer changes the booking, requests extra services or operating time, provides inaccurate information, delays delivery or setup, or fails to disclose access restrictions or site hazards. We will explain these charges and seek agreement wherever reasonably possible.

A reversed payment, failed payment or chargeback does not count as payment and may result in the booking being suspended or cancelled.

5. Changes requested by the customer

All requested changes must be made in writing and are subject to availability.

A change to the event date is treated as a transfer and is subject to the cancellation and transfer provisions below.

Changes to the venue, operating hours, attendance, equipment, services or site conditions may require a revised price.

Removing part of a confirmed booking is treated as cancellation of that part of the booking.

6. Customer and organiser responsibilities

The customer must provide complete and accurate information about the event, venue, expected attendance, operating times, access, available space, surface, gradients, overhead restrictions, underground services and any known hazards.

The customer is responsible for obtaining the landowner’s permission and all licences, consents and approvals required for the event, except where our quotation expressly states that we will obtain a particular approval.

The organiser is responsible for the overall management and safety of the event site, including appropriate crowd management, emergency planning, access routes, security, first aid, fire precautions and welfare facilities, unless a particular responsibility is expressly included in our quotation.

We and our equipment operators remain responsible for safely installing, inspecting and operating the equipment we supply.

The customer must provide an authorised person who can be contacted before, during and after the event and who can make decisions on the organiser’s behalf.

7. Site access and suitability

The customer must ensure that suitable, safe and unobstructed access is available at the agreed delivery, setup and collection times.

Access routes and operating areas must be suitable for the dimensions and weight of the vehicles and equipment being supplied. The customer must disclose narrow entrances, height or weight restrictions, soft ground, steep slopes, restricted turning areas, locked gates, parking restrictions and other relevant limitations.

If we cannot access the site or safely install the equipment because information was inaccurate, incomplete or not disclosed, this will be treated as a customer cancellation. The payment will remain non-refundable, subject to any rights that the law requires us to provide.

Delays caused by the customer, venue or other contractors may reduce the available operating time. No refund will be due for that reduction. Reasonable additional waiting, labour, recovery or transport costs caused by such delays may be charged.

We will take reasonable care to avoid damage. We are not responsible for unavoidable marks, rutting or surface damage caused by bringing agreed vehicles or equipment onto ground represented as suitable, unless the damage was caused by our negligence.

8. Optional site visits

A site visit is only included when expressly offered and accepted. Any charge for the visit will be shown separately.

A site visit allows us to assess conditions visible and reasonably identifiable at the time, including access, positioning, space and ground conditions. It reduces risk but does not guarantee that every issue will be identified or that conditions will remain unchanged.

The customer remains responsible for disclosing hidden restrictions, underground services, inaccurate measurements and any changes occurring after the visit.

Nothing in this section removes our responsibility to carry out an accepted site visit with reasonable care and skill.

9. Setup, operation and collection

The customer must ensure that the agreed area is clear and available for the full setup, operation and dismantling period.

Only our staff, the equipment operator or another authorised competent person may install, move, alter or operate supplied equipment unless the booking expressly states otherwise.

Operating times may be adjusted where reasonably necessary for safety checks, maintenance, emergencies or compliance with legal and manufacturer requirements.

The customer must ensure that attendees follow all displayed rules and reasonable staff instructions. We or the operator may refuse use to anyone who does not meet applicable age, height, health or safety requirements, appears intoxicated, behaves dangerously or abuses staff or equipment.

The operator has final authority over the safe operation of an attraction and may pause or stop it where reasonably necessary. The customer must not instruct or pressure an operator to operate unsafely.

10. Suppliers and substitutions

We may use suitably qualified suppliers and subcontractors to fulfil a booking. This does not remove our responsibilities to the customer under the agreement.

If particular equipment or a supplier becomes unavailable, we may offer a reasonably equivalent or improved substitute. We will tell the customer about any material substitution.

If we cannot provide the booked service or a reasonably equivalent substitute, the customer may reject the substitute and receive a refund for the affected part of the booking. This does not automatically cancel unaffected parts of the booking.

11. Customer cancellations and transfers

All cancellations and transfer requests must be made in writing.

If the customer cancels a confirmed booking, payments are non-refundable except where the law requires otherwise.

The customer may request one transfer by giving at least 30 calendar days’ notice before the original event date. The replacement event must take place within 12 months of the original event date and is subject to the availability of all required equipment and suppliers.

A particular replacement date cannot be guaranteed. Any increase in the price of the same services for the replacement date must be paid before the transferred booking is confirmed.

A transferred booking cannot be transferred again. If the customer cancels the transferred booking, no refund or further transfer will be offered except where required by law.

If less than 30 calendar days’ notice is provided, no transfer will be available.

If the customer is a private consumer, we will not retain more than the law permits. Where legally required, we will take account of reasonable costs saved or losses recovered by filling the cancelled date. The customer’s statutory rights remain unaffected.

12. Weather and unsafe conditions

Safety comes first. Weather decisions will be made reasonably by us, the relevant equipment operator or a competent authority, taking account of actual and forecast conditions, manufacturer guidance, insurance requirements and site conditions.

For a fixed-hire booking, if we or the relevant operator decide that severe weather makes it unsafe or impossible for the booked service to go ahead at all, the customer may choose either a 50% refund or request that the full payment be transferred to a replacement date.

A replacement date must take place within 12 months, is subject to the availability of all required equipment and suppliers, and may require payment of any price increase.

If a suitable replacement date cannot be accommodated, the customer will receive the 50% refund. The retained amount reflects preparation, administration, supplier commitments and other costs associated with reserving and preparing the booking. We will not retain more than the law allows.

If we and the operator are ready and reasonably consider it safe to proceed, but the organiser cancels because the weather is unfavourable, the normal customer-cancellation policy applies and no refund will be due.

If equipment has been delivered or installed, or operation has begun and is later shortened, interrupted or stopped because conditions become unsafe, no automatic refund will be due. This does not affect any rights that the law requires us to provide.

For a revenue-share booking with no fixed hire fee, neither party is entitled to compensation for expected turnover or profit lost because of weather. Any replacement date must be agreed separately. A fixed minimum payment or separately paid service remains subject to its specific written agreement.

13. Other circumstances beyond our control

We are not responsible for delay or failure caused by circumstances genuinely beyond our reasonable control, including government or authority action, road closure, serious transport disruption, fire, flood, epidemic, civil emergency or failure of essential services.

We will notify the customer as soon as reasonably possible and attempt to provide an appropriate substitute or replacement date.

If the affected service cannot be provided, we will offer the remedy required by the specific booking terms and applicable law. We will not retain more than our reasonable, unrecoverable costs and losses where the law requires those to be considered.

14. Cancellation or suspension by us

We may suspend or cancel a booking if payment is not made, the customer commits a serious breach, required permissions have not been obtained, the site is unsafe or unsuitable, staff are threatened or abused, or operation would break the law, manufacturer guidance or insurance requirements.

Where suspension or cancellation results from the customer’s breach, it will be treated as a customer cancellation, subject to applicable law.

If we cancel because of our own fault and cannot provide an acceptable replacement, we will refund the amount paid for the affected service. This does not affect any additional remedy the customer may have under applicable law.

15. Revenue-share bookings

Every revenue-share booking must state the percentage, who receives it, what the percentage is calculated from, who collects the money, any guaranteed minimum payment and any agreed deductions.

No percentage or financial arrangement will be assumed from wording such as “25% turnover” unless the recipient and calculation basis have been recorded clearly.

Unless expressly stated otherwise, “gross takings” means all money received from sales connected with the agreed attraction or service before deductions. Refunds and chargebacks may be deducted where they relate directly to those sales. Card fees, VAT, staffing, fuel or other costs may only be deducted if the written agreement states that the percentage is calculated after those deductions.

The party collecting the takings must maintain complete and accurate records. A settlement statement and any amount owed to the other party must be provided within seven business days after the event unless another period is agreed.

Each party may request reasonable evidence supporting the settlement calculation. Relevant records must be retained for at least 12 months and made available for reasonable inspection if a genuine discrepancy arises.

The organiser must not introduce unagreed free admission, discounts, alternative sellers or other arrangements that materially reduce the agreed takings without our written agreement.

No level of attendance, turnover, profit or customer spending is guaranteed.

16. Damage, loss and security

The customer is responsible for loss or damage caused by the customer, venue, attendees or the customer’s contractors, except for fair wear and tear or damage caused by our negligence.

The customer may be charged the reasonable cost of cleaning, repair, recovery or replacement resulting from misuse, vandalism, unauthorised movement, inadequate security or breach of staff instructions.

Where equipment remains on site outside operating hours, the parties must follow any security arrangements recorded in the booking confirmation.

The customer must not allow any third party to move, use or interfere with equipment without our written permission.

17. Insurance and safety documentation

We and our suppliers will maintain insurance, inspections and safety documentation applicable to the services we supply. Relevant documents will be provided on reasonable request.

The customer remains responsible for any insurance, risk assessments, permissions and safety arrangements applying to the wider event or venue.

Our service-specific risk assessments do not replace the organiser’s responsibility to assess and manage the event as a whole.

18. Complaints and problems during the event

The customer should report any problem to our on-site representative as soon as possible so that we have a reasonable opportunity to investigate and put it right.

Complaints should also be sent in writing as soon as reasonably possible after the event. A delay in reporting a problem may affect our ability to investigate it, but it does not remove any statutory rights.

The customer must take reasonable steps to reduce any loss and allow us a reasonable opportunity to provide a remedy where appropriate.

19. Liability

Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation or any other liability that cannot legally be excluded.

For private consumers, we are responsible for loss that is a foreseeable result of our breach or negligence. We are not responsible for business losses suffered by someone booking mainly for private purposes.

For business customers, to the fullest extent permitted by law, we are not liable for indirect or consequential loss, loss of profit, loss of revenue, loss of opportunity, loss of goodwill or anticipated savings. Our total liability for other losses connected with a booking will not exceed the total amount paid or payable for that booking.

We do not guarantee the commercial success, attendance, income, profitability or wider operation of an event.

We are not responsible for loss caused by inaccurate information, unsuitable site conditions, organiser decisions, attendee behaviour, venue failures or another matter outside our reasonable control, except to the extent that our own breach or negligence contributed to the loss.

20. Personal information

We use personal information to manage enquiries, bookings, payments, suppliers and customer communications in accordance with the privacy notice published on our website.

21. Written communications and agreed changes

Important booking communications and changes must be made in writing, including by email.

No change to a confirmed booking is binding until accepted by us in writing.

A failure or delay in enforcing a term does not prevent that term from being enforced later.

The customer may not transfer the agreement to another person or organisation without our written agreement.

22. Current version of the terms

The version supplied or linked before the booking was confirmed applies to that booking.

Changes published after confirmation will not alter an existing booking unless both parties agree or a change is required by law.

If any part of these terms is found to be unlawful or unenforceable, the remaining terms will continue to apply.

23. Governing law and disputes

The parties should first try to resolve any disagreement directly and reasonably.

These terms are governed by the law of England and Wales.

If the customer is a business, the courts of England and Wales will have exclusive jurisdiction.

If the customer is a private consumer, this section does not remove any right to rely on mandatory local law or bring proceedings in a court available to them under consumer law.

Last updated 14 September 2026.