Booking terms & conditions

1. Booking confirmation and details

Your booking is secured when Crescent Events Limited confirms it in writing and receives the agreed deposit. An enquiry, availability check or website price alone does not reserve a date. We will provide the booking summary and applicable terms before asking you to confirm.

Please check the event date, address, access arrangements, guest count, services and times on your summary and tell us promptly about errors. The agreed summary records your package, quantities, serving or hire duration and optional extras. Keep a copy of the terms issued with your booking; later website updates do not change an existing contract.

For corporate bookings, provide the correct legal organisation name, authorised contact and any purchase-order or supplier-registration requirements before confirmation. An internal purchase-order process does not change an agreed payment deadline unless we agree this in writing.

2. Prices, deposit and final payment

The deposit and total price are those stated in your booking summary. Travel, parking, congestion charges, optional extras and any applicable VAT will be identified in your quotation before you book. Additional services, time or charges require agreement before supply.

The remaining balance must be paid by bank transfer and received no later than two calendar days before the event, unless a different arrangement is agreed in writing. Use your invoice number as the payment reference. If payment is overdue, we will contact you and give a reasonable deadline to pay before considering cancellation. Service will not start until the balance is received, subject to any legal right to withhold a genuinely disputed amount.

3. Confirmed services, guest numbers and changes

Your confirmed booking reserves equipment, stock, staff and an event slot. Reducing the guest count does not automatically reduce an agreed fixed package price. This does not remove any cancellation or refund right you have by law.

Services cannot be removed or reduced as a free booking change after confirmation. Requests to cancel, postpone, replace or add services must be made in writing and are subject to availability and agreement. We will explain any revised price or applicable cancellation loss before you agree a change. A request is not confirmed until accepted in writing.

4. Cancellations, deposits and refunds

Please send cancellations in writing to [email protected]. Where you cancel without fault on our part, we may retain or recover reasonable losses directly caused by the cancellation, including unrecoverable preparation costs and net lost profit where legally recoverable. We will take reasonable steps to reduce those losses, account for costs saved or replacement bookings, and avoid recovering the same loss twice.

A deposit is a payment towards the booking, not an automatic penalty. Any amount retained must be fair, proportionate and legally recoverable. We will explain the calculation on request and refund payments exceeding the amount properly due. Any statutory cancellation rights take priority.

If government restrictions make the event unlawful, we will discuss postponement or cancellation and provide any refund required by law. An administrative deduction of up to £25 will be made only where legally permitted, reasonable, justified and explained; it will not be deducted automatically from a refund you are legally entitled to receive in full.

5. Service duration, stock and setup

The specific serving or hire window and any portion, drink, print or guest allowance are those agreed in your booking summary. Setup and takedown are included, with venue access and their timing agreed around the service window. Do not assume that setup time forms part of the advertised serving time.

Food and drink packages described as “up to” a duration have a maximum serving window starting at the agreed time. We bring stock for the agreed package and confirmed guest numbers. Service may finish earlier if that agreed stock is exhausted; demand and repeat servings can affect how long it lasts. We will explain the allowance before confirmation. This does not permit us to supply less than the agreed quantity or remove remedies for inadequate stock.

Food and drink allowances do not change an agreed photobooth hire period. Photobooth printing, visits and any guestbook, USB or other extras must be confirmed in the summary; unlimited use is not implied unless expressly included.

6. Venue permission, access and facilities

Please obtain venue permission for the booked services and tell us about access times, loading, stairs or lifts, parking, suitable space, power supplies and venue restrictions before confirmation. We will explain the relevant requirements for your equipment. Outdoor services need suitable agreed shelter, ground conditions and power arrangements.

Low fog and spark effects require prior venue approval and a suitable agreed setup. Do not assume that an effect is permitted because it is advertised. We will not bypass venue fire-safety or other safety requirements.

If a failure to provide agreed permission, access or facilities prevents service, we will try reasonable alternatives with you. Any cancellation charge or retained payment will be assessed under the cancellation terms, taking account of who caused the problem and losses actually incurred. There is no automatic forfeiture of every payment simply because a venue refuses permission.

7. Delays, safety and equipment care

Please tell us promptly about changes to your event schedule. If client- or venue-caused delays prevent an agreed start, an extension beyond the agreed finish cannot be guaranteed. We will discuss practical alternatives and confirm any additional time and cost before supplying it.

Delays caused by Crescent Events will not simply be deducted from your agreed service time. We will take reasonable steps to put matters right, such as an available extension or an appropriate price reduction or refund. We plan travel reasonably and will communicate promptly about disruption.

We may pause or stop an unsafe activity, equipment misuse, threatening behaviour or a situation that creates a genuine risk to guests or staff. Where practical we will explain the problem and give an opportunity to resolve it. Payment and refund consequences will be assessed fairly according to the cause and service provided.

Equipment must be treated with reasonable care. Damage charges are limited to evidenced reasonable repair or replacement costs for loss or damage for which the client is legally responsible. Normal wear and tear, pre-existing faults and damage caused by our team are excluded.

8. Chocolate fountain breakdown

If a chocolate fountain develops a fault, we will first try to restore service or arrange a suitable replacement where reasonably possible. If the fountain cannot operate, we may offer an alternative chocolate-dipping service using appropriate food-safe serving bowls and the agreed chocolate and dips. This alternative will only be provided with your agreement.

Where you accept that alternative and it is supplied, we will refund 10% of the amount paid for the affected chocolate-fountain service, after any package saving. This percentage applies to that service, not the entire multi-service booking.

The 10% arrangement is not a cap on your legal remedies. If no suitable alternative is accepted or supplied, or a greater remedy is required because of the service shortfall, we will provide the appropriate price reduction, refund or other remedy required by law. A completely undelivered fountain service will not be treated as fully supplied merely because an alternative was offered.

9. Other equipment failure or inability to supply

We will take reasonable steps to repair a fault or offer a suitable replacement without materially changing the agreed service without your consent. If we cannot provide an agreed service, we will notify you promptly and refund the undelivered affected service, or provide an appropriate proportionate remedy for an interrupted service. Unaffected services are assessed separately.

For exceptional events genuinely beyond reasonable control, we will communicate promptly, take reasonable steps to reduce disruption and discuss alternatives or postponement. This does not automatically allow us to retain payments for services not delivered or exclude responsibility for avoidable failures.

10. Food, allergies and dietary requirements

Tell us about allergies and dietary requirements before booking so we can discuss ingredients and suitability. Ingredients and suppliers can vary. Guests with allergies or intolerances should speak to staff before consuming food or drinks; do not assume an allergen-free service.

We will provide relevant allergen information and take the care required by law. This wording does not transfer responsibility for inaccurate information or negligent food handling to the client or guests.

11. Corporate packages, add-ons and repeat bookings

The advertised corporate 20% saving applies to the service prices of two or more distinct main services booked together for the same event. Popcorn and candyfloss are add-ons only: they require a main service, do not qualify as main services and do not receive a further 20% discount. Displayed add-on prices are final add-on rates, with any included saving already reflected.

Travel, parking and congestion charges are excluded from the service-price saving. Repeat-booking rates are individually quoted and cannot be combined with the multi-service offer. If a change is agreed, any package saving will be recalculated against the services retained and explained before the change is accepted.

Corporate guest bands and serving times are package-specific. Soft serve is currently offered only in the up-to-100-guest, two-hour corporate package. Other arrangements must be expressly agreed in writing.

12. Photographs, styling and branding

Service photographs show examples of our work; venue surroundings, arrangements and optional extras can differ. Images labelled as AI illustrations are styling or service concepts, not photographs of our actual equipment or past client events. The setup, equipment, branding and inclusions you book will be confirmed in writing; an illustration does not replace the agreed description.

Please provide any required logos, artwork and approvals by the agreed deadline and ensure you have permission to use them. We will agree the design and any extra charges before production.

13. Concerns, legal rights and contract information

Contact [email protected] promptly about a problem so we have an opportunity to help. This is not a short deadline that removes a legal right to raise a concern later. We use booking information to arrange and deliver services; our Privacy notice explains how we handle personal information.

We are responsible for providing the agreed services with reasonable care and skill. Nothing in these terms excludes liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or removes cancellation, refund, compensation or other rights that cannot lawfully be excluded. We are not responsible for losses that do not result from our breach or negligence, and remain responsible where the law makes us responsible for people we engage to deliver the booking.

English law applies, subject to any mandatory consumer protections that apply where you live. The courts of England and Wales may deal with disputes, without restricting any right a consumer has to use another court or applicable law. Separately agreed written arrangements must be provided before confirmation and cannot remove non-excludable rights.

Contact & company details

CRESCENT EVENTS LIMITED, registered in England and Wales, company number 15816862. Registered office: 128 City Road, London, United Kingdom, EC1V 2NX.

[email protected] · Privacy notice · Discuss your booking