Julia Charles Event Management Limited (“JCEM”)

Event Terms and Conditions for Clients

These are the Event’s Terms and Conditions of Julia Charles Event Management Limited, a company registered in England and Wales with registration number: 07242965, whose registered office is 15 Cannon Harnett Court, Wolverton Mill, MK12 5NF (JCEM).

Virtual Experiences and Workshops 

To Note:

  • You’ll need to use Zoom to be able to take part in the virtual event
  • Everyone needs a stable internet connection to ensure the event runs as planned.  We can’t refund if some have a poor signal or internet issues.
  • Everyone will need a smart device (phone or ipad) or laptop with a front-facing camera.
  • Level: Suitable for beginners and children too, unless stated otherwise on the workshop page
  • Workshops are only confirmed once payment is received and a contract is signed
  • All workshops are plus a management fee
  • If you are booking a last-minute workshop a late booking fee will apply
  • All kits arranged by us are plus delivery charges

Important Information | Delivery of Boxes

  • We will need to know your team’s postal addresses so we can arrange the kits, We will send you an xl form to complete, all information must be received in the correct timeframe to be able to meet the requirements of the delivery company and Kit supplier.
  • Postage per kit – more than 14 days to workshop (UK = £6.00, Europe = £12.50+VAT, International = £20.00+VAT)
  • Postage per kit – less than 14 days to workshop (UK = £10.50+VAT, Europe = £19.50+VAT, International = £25.50+VAT)

Flat Management Fee:

The flat fee is: 
– £150 for groups of 14 or less, 
– £190 for groups of 15 to 19 people,
– £200 for groups of 20 to 25 or,
– £250 for groups of 26-30.
(For larger groups, please contact us)

This flat fee covers all the logistics of organising the workshop, from preparing and dispatching all the workshop materials, inviting your guests to take part via email, as well as hosting a fun and friendly experience.

The Fee’s is + VAT +  The cost of individuals + Kit costs

Steps

Once you have confirmed your workshop/experience with us, the following steps will apply. 

Step One: If your workshop requires a kit box, please send us a list of postal addresses for everyone taking part so we can post out the ingredients. 

We can send globally please ask us for a price. 

A time frame will be given to complete the information required to arrange the kits. Once the form is issued to us, any changes to order once confirmed will be charged an admin fee, please see below.

Step Two: The event is about being creative and having fun.  So we recommend that everyone raids their cupboards for fun dress-up items and maybe you can offer the best dressed a separate prize?

Step Three: Our Virtual Experiences will take place via Zoom. We’d recommend using a laptop or desktop if possible to make it easier for you to take part. A few days before your Virtual Experience, we’ll send you full details on how to join.

Additional Terms and Conditions for JCEM Virtual Workshops

JCEM may from time-to-time be unable to run a Face-Face Workshop as advertised and instead may be able to offer an alternative Virtual Workshop. 

  • In the event that JCEM cannot deliver the workshop using the Zoom platform due to changes in connectivity, licensing or government intervention, the workshop may be delayed and/or changed to an alternative platform.
  • Should there be any delays, failures or absences on the part of JCEM due to failures of connectivity or otherwise, that section of the workshop may be rescheduled for a later date.
  • JCEM reserves the right to cancel or postpone a workshop at any point.
  • JCEM cannot be held responsible for missing workshop kits not received in time or delayed by the delivery company
  • JCEM cannot be held responsible for any participants’ inability to access and use Zoom or any of the Apps or websites used in the workshops, nor of their internet connection viability during the workshop
  • Participants must agree not to record the workshop
  • Participants must agree not to share the links to the workshops with third parties or broadcast the workshop to anyone other than the registered participant.
  • No content from the workshop can be reproduced and broadcast in any way.  Participants must not take or distribute screenshots or photographs of any part of the workshop.

VAT:  Virtual workshops are not classed as Digital services because they are live events, not pre-recorded. VAT terms differ according to where the participant is based. JCEM is a UK registered company and must charge UK VAT at the current rate to businesses and individuals based in the UK or EU. Those based outside of the UK or EU fall outside of the scope of UK VAT and will not be charged VAT.

If you make changes to your booking

• If you have made a booking but the workshop subject has not yet been confirmed by us, you can cancel the booking for a full refund. 
• If you have made a booking with us and the workshop subject is confirmed, the full fees are still payable 
• Other changes including change of workshop made earlier than 15 days before a workshop starts will incur a £20 or AED 100 administration fee per workshop or participant. 
• Any changes including change of workshop made later than 15 days before a workshop starts will incur a £50 or AED 300 administration fee per workshop or participant. 

If we make changes to your booking

If we have to change a workshop, we shall inform you immediately and offer you an alternative workshop or a full refund of fees paid to JCEM for that workshop.

Late Booking Conditions

In order to offer the maximum flexibility to our customers, we are prepared to accept bookings up to the start of a workshop, provided the workshop still has places available. In the 28 days prior to a workshop, bookings will incur an additional £100 administration charge plus the flat fee as above.

No reductions or discounts will apply for late bookings. Payment must be made immediately.


1 Application of these Terms and Conditions

1.1 These Terms and Conditions apply to and form part of the Contract between JCEM and the Client. They supersede any previously issued terms and conditions of purchase.

1.2 No terms or conditions endorsed on, delivered with, or contained in the Client’s purchase conditions or other documents shall form part of the Contract except to the extent that JCEM agrees in writing.

1.3 No variation of these Terms and Conditions or to a Booking or to the Contract shall be binding unless expressly agreed in writing and executed by a duly authorised signatory on behalf of JCEM.

1. 4 JCEM may accept or reject a Booking at its discretion. Confirmation and acceptance or rejection of the Booking will be sent to the Client by email.

1.5 A Booking shall not be accepted, and no binding obligation to supply any Event pursuant to a Booking shall arise, until JCEM’s written acceptance of the Booking has been communicated to the Client in accordance with 1.4.

1.6 Marketing and other promotional material relating to any Bookings are illustrative only and do not form part of the Contract unless expressly incorporated.

2 Price

2.1 The price for the Booking shall be as set out in the Booking or, in default of such provision, shall be calculated in accordance with JCEM ‘s scale of charges as advised by JCEM to the Client before the date the Booking is made (Price).  

2.2 The Prices are exclusive of VAT (or equivalent sales tax). The Client shall pay any applicable VAT to JCEM on receipt of a valid VAT invoice.

2.3 JCEM may increase the Prices at any time by giving the Client notice in writing.

2.4 The Price shall include all and any costs and expenses including set up costs, travel (including international travel), accommodation costs and those costs specified or estimated in a Booking.

3 JCEM’s Responsibilities

3.1 JCEM agrees to use its reasonable endeavours to deliver the Event in conformity with the Booking and these terms and conditions.

3.2 JCEM will also comply with any additional customer requirements which is set out in the Schedule, if any.

4 International

4.1 JCEM will agree to put on Events outside the United Kingdom by special agreement.  Where Events are held outside the United Kingdom the Client is responsible for the costs associated with bringing personnel and equipment into the Client’s country. JCEM will itemise those costs which will be added to the Price.

4.2 JCEM will use reasonable endeavours to comply with visa and customs requirements but shall not be held liable for any delay or cancellation of any Event caused by visa or customs difficulties beyond JCEM’s reasonable control.

4.3 The Client shall be liable for:

4.3.1 Equipment and materials transportation costs;

4.3.2 travel costs of staff and Artists including plane flights, transfer costs and taxi fares;

4.3.3 accommodation costs; and

4.3.4 food and drink.

5 Artist Availability

5.1 JCEM will use reasonable endeavours to ensure the availability of any Artist identified on the Booking.

5.2 JCEM will not be liable to the Client for any delay to or the failure in whole or part of an Event due to the non-availability of the Artist where the non-availability is beyond the reasonable control of JCEM.

6 Payment

6.1 For Bookings made within 10 Business Days of the Event, full payment must be made at the time of the Booking.

6.2 Apart from Bookings made under the terms of clause 6.1, JCEM shall invoice the Client upon acceptance by JCEM of the Booking for any deposit equal to 50% of the Price.

6.3 The Client shall pay all invoices in full without deduction or set-off, in cleared funds within 7 days of the date of each invoice or within 10 Business Days of the date of the Event, whichever is the earlier.

6.4 JCEM may cancel without notice any Bookings not paid for in full before the start of the Event to which it relates.

6.5 The Deposit is non-refundable. JCEM may in its sole discretion refund some or all of the Deposit if the Client seeks to cancel the Booking after it has been accepted by JCEM. 

6.6 The Client accepts that in putting on Events for Clients JCEM will have to expend money on materials and services, in paying deposits to artists and in creating branded or bespoke items (each of them being a “Non-refundable Item”) and that expenditure on such items cannot be refunded in any circumstances including in the event of cancellation by the Client or by JCEM or in the event of Force Majeure.

6.7 Where sums due under these Terms and Conditions are not paid in full by the due date JCEM may, without limiting its other rights, charge interest on such sums (including any period after the date of any judgment or decree against the Client), and late payment fees will fall due and be payable calculated upon the basis set out in the Late Payment of Commercial Debts (Interest) Act 1998 (as amended).

7 Bookings

7.1The Booking shall specify where the Event will take place.

7.2 The Client shall (and shall procure that each Attendee shall) comply with any rules, policies and procedures of the venue of the Event at all times, including all health and safety policies and procedures and all reasonable instructions of the venue staff and JCEM’s representatives at the Event. JCEM reserves the right in its absolute discretion to exclude or remove any Attendee from the Event whose presence is or is likely to cause a disturbance, or who is drunk or may in JCEM’s sole discretion be undesirable.

8 Cancellation

8.1 In the event that the Client wishes to cancel the whole or part of a Booking the terms of clause 8.2 shall apply.

8.2 In relation to any Booking cancelled or part cancelled under clause 8.1, the Client shall pay:

Where written notice of cancellation is received by JCEM 30 days or more before the date of the Event.An administration fee of 25% of the Price plus any payments made to JCEM to cover Non-refundable Items.
Where written notice of cancellation is received by JCEM less than 30 days before the date of the Event.100% of the Price.

8.3 Where the Client has paid a deposit the amount due from the Client under clause 8.2 shall be taken from the Deposit and the Client shall be liable to pay the difference between the Deposit and the amount required under clause 8.2.  JCEM shall have sole discretion in identifying and quantifying Non-refundable Items.

9 Force Majeure

9.1 In the event that the Event is prevented or altered due to Force Majeure JCEM shall be entitled but not obliged (in its sole discretion) to either:

9.1.1 provide alternative facilities or venue for the Event; and/or

9.1.2 reschedule the Event; and

the Client shall not be entitled to object to such rearranged or rescheduled Event or have any right to claim any compensation.

9.2 In the event that the Event is prevented or altered due to Force Majeure and JCEM at its sole discretion does not offer the alternatives in clause 9.1, the Client shall be obliged to pay an amount as an administration charge equivalent to 25% per cent of the Price plus the actual cost incurred by JCEM on any Non-refundable Item.

9.3 JCEM shall not be liable for any delay in or failure of performance caused by Force Majeure.  JCEM shall have the sole discretion in identifying and quantifying Non-refundable Items.

9.4 The Coronavirus (COVID-19) pandemic, client contracts, cancellation and refunds Only

Clients will be offered a refund less 25% of the total costs where:

1. JCEM has cancelled a contract without providing any of the promised goods or services;

2. No service is provided by JCEM, for example because this is prevented by Government public health measures;

3. The client cancels, or is prevented from receiving any services, because Government public health measures mean they are not allowed to use the services.

Limited exceptions to refunds

Sometimes, a client will already have received some of the services or is contracted for a bespoke build/service they would had paid for in advance. In those cases a refund would not apply. 

Credits and re-booking

Clients can normally be offered credits, vouchers, re-booking or re-scheduling as an alternative to a refund.

10 Intellectual Property Rights and Image Rights

10.1 All IPR in the Creative Brief and in the Event belongs to and shall remain vested in JCEM or the relevant third party owner. Where third party IPR is part of the Creative Brief and the Event, JCEM will ensure that it has the right to use and licence such third party content for the benefit of the Client at the Event.

10.2 Save with the express written consent of JCEM the Client may not copy, transfer or otherwise make use of the IPR in the Creative Brief or in the Event and the Client may not make the IPR in the Creative Brief or in the Event available to any third party or make any commercial use of the IPR in the Creative Brief or in the Event beyond the Event itself. 

10.3 The Client shall own all Client Created IPR.

10.4 The Client and each Attendee consents to such capture of audio-visual material containing the Client or any Attendee and agrees to release use of image rights to JCEM to publicise the Event of as publicity material for the use of JCEM after the Event.

11 Anti-bribery

11.1 For the purposes of this clause 11 the expressions ‘adequate procedures’ and ‘associated with’ shall be construed in accordance with the Bribery Act 2010 and legislation or guidance published under it.

11.2 Each party shall comply with applicable Bribery Laws including ensuring that it has in place adequate procedures to prevent bribery and use all reasonable endeavours to ensure that:

11.2.1 all of that party’s personnel; and

11.2.2 all others associated with that party;

involved in performing the Contract so comply.

11.3 Neither party shall make or receive any bribe (as defined in the Bribery Act 2010) or other improper payment, or allow any such to be made or received on its behalf, either in the United Kingdom or elsewhere, and shall implement and maintain adequate procedures to ensure that such bribes or payments are not made or received directly or indirectly on its behalf.

11.4 Each party shall immediately notify the other as soon as it becomes aware of a breach or possible breach of any of the requirements in this clause 11.

12 Liability

12.1 The extent of the parties’ liability under or in connection with the Contract (regardless of whether such liability arises in tort, contract or in any other way and whether or not caused by negligence or misrepresentation) shall be as set out in this clause 12.

12.2 Subject to clause 12.6, JCEM’s total liability shall not exceed 150% of the total amount paid pursuant to the Booking.

12.3 Subject to clause 12.6, JCEM shall not be liable for consequential, indirect or special losses.

12.4 Subject to 12.6 JCEM shall not be liable for distress or upset or disappointment or hurt to feelings.

12.5 Subject to clause 12.6, JCEM shall not be liable for any of the following:  loss of profit, loss or corruption of data, loss of use, loss of production, loss of contract, loss of opportunity, loss of savings, discount or rebate (whether actual or anticipated) and harm to reputation or goodwill.

12.6 Notwithstanding any other provision of the Contract, the liability of the parties shall not be limited in any way in respect of the following:

12.6.1 death or personal injury caused by negligence;

12.6.2 fraud or fraudulent misrepresentation;

12.6.3 any other losses which cannot be excluded or limited by applicable law;

12.6.4 any losses caused by wilful misconduct.

13 Personal Data

13.1 Each party shall comply with its respective obligations and may exercise its respective rights in accordance with Data Protection Laws.

13.2 Subject access requests can be made to the following address: sales@juliacharleseventmanagement.co.uk

13.3 JCEM’s data protection policy is set out at http://www.juliacharleseventmanagement.co.uk/content/privacy-policy

14 Termination

14.1 JCEM may terminate the Contract or any other contract which it has with the Client at any time by giving notice in writing to the Client if the Client has failed to pay any amount due under the Contract on the due date.

14.2 Termination or expiry of the Contract shall not affect any accrued rights and liabilities of JCEM at any time up to the date of termination.

15 Notices

15.1 Any notice or other communication given by a party under these Terms and Conditions shall be in writing and in English, signed by, or on behalf of, the party giving it and be sent to the relevant party at the address set out in the Contract.

15.2 Notices may be given, and are deemed received:

15.2.1 by hand: on receipt of a signature at the time of delivery; or

15.2.2 by Royal Mail Recorded Signed For post: at 9.00 am on the second Business.

15.3 This clause does not apply to notices given in legal proceedings or arbitration.

16 Entire agreement

16.1 The parties agree that the Contract and any documents entered into pursuant to it constitutes the entire agreement between them and supersedes all previous agreements, understandings and arrangements between them, whether in writing or oral in respect of its subject matter.

16.2 Each party acknowledges that it has not entered into the Contract in reliance on and shall have no remedies in respect of, any representation or warranty that is not expressly set out in the Contract or any documents entered into pursuant to it. No party shall have any claim for innocent or negligent misrepresentation on the basis of any statement in the Contract.

16.3 Nothing in these Terms and Conditions purport to limit or exclude any liability for fraud.

17 Assignment

17.1 The Client may not assign, subcontract or encumber any right or obligation under the Contract, in whole or in part, without JCEM’s prior written consent, which it may withhold or delay at its absolute discretion.

18 Third party rights

18.1 A person who is not a party to the Contract shall not have any rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any of the provisions of the Contract.

19 Governing law

The Contract and any dispute or claim arising out of, or in connection with, it, its subject matter or formation (including non-contractual disputes or claims) shall be governed by, and construed in accordance with, the laws of England and Wales.

20 Jurisdiction

The parties irrevocably agree that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of, or in connection with, the Contract, its subject matter or formation (including non-contractual disputes or claims).

21 Definitions

21.1 In these Terms and Conditions the following definitions apply:

Artistmeans a performance artist or celebrity or speaker or any individual or group of individuals important or crucial to an Event;
Attendeemeans an invitee or individual connected to the Client attending an Event;
Bookingmeans the order for the Event placed by the Client which may include some or all of the following: the Creative Brief, budget plan, event details, contractor requirements and Event price quotation;
Bribery Lawsmeans the Bribery Act 2010 and associated guidance published by the Secretary of State for Justice under the Bribery Act 2010 and all other applicable UK legislation or equivalent legislation in any other relevant jurisdiction;
Business Daymeans a day other than a Saturday, Sunday or bank or public holiday in England;
Contractmeans the agreement between JCEM and the Client for the supply and purchase of the Event incorporating these Conditions and the Booking;
Client or Youmeans the person who makes  the Booking from JCEM and whose details are set out in the Booking;
Client Created IPRmeans any IPR created by the Client solely for the Event or previously owned by the Client;
Creative Briefthe conception or plan or synopsis for the Event created by JCEM;
Data Protection Lawsmeans General Data Protection Regulation (GDPR) and Data Protection Act 2018;
Depositmeans an advance payment made by the Client to JCEM being either a specified amount or a specified percentage of the Price;
Eventmeans any event, exhibit or conference organised or managed by JCEM under these Terms as specified in the Booking;
Force Majeuremeans an event or sequence of events beyond a party’s reasonable control (after exercise of reasonable care to put in place robust back-up and disaster recovery arrangements) preventing or delaying it from performing its obligations under the Contract including an act of God, fire, flood, lightning, earthquake or other natural disaster, war, riot or civil unrest, interruption or failure of supplies of power, fuel, water, transport, equipment or telecommunications service, or material required for performance of the Contract, strike, lockout or boycott or other industrial action including strikes or other industrial disputes involving JCEM’s or its suppliers’ workforce, but excluding the Client’s inability to pay or circumstances resulting in the Client’s inability to pay;
Intellectual Property Rights (IPR)means copyright, including moral rights and performers rights, rights in inventions, rights in confidential information knowhow and trade secrets, service marks, trade marks and design rights, database rights, domain names, business names, patents and computer software;
JCEM, We or Usmeans Julia Charles Event Management Limited;
Non-refundable Itemmeans materials and services paid for by JCEM prior to an Event the creation or purchase of branded or bespoke items for Clients and the payment of deposits of any sort which are not refundable to JCEM;
Pricehas the meaning set out in clause 2.1;
Schedulemeans the Schedule to this agreement containing agreed Client compliance.
VATmeans value added tax under the Value Added Taxes Act 1994 or any other similar sale or fiscal tax.

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