Booking terms & conditions

These terms apply to every booking with Stem Events Limited (company number [Company number]), referred to as “Stem”, “we”, “us” or “our”. “You” or “the Client” means the person or organisation making the booking.

“Event” means the event described in your quotation. “Services” means everything we have agreed to provide, including event management, artists and entertainment, brand activations, staff, equipment, catering and bar services.

Your quotation, booking form and these terms together make up the agreement between us (“the Agreement”).

Quotations are valid for 30 days. Prices and availability are not guaranteed until your booking is confirmed, so we recommend booking early to secure artists, equipment and dates.

Your booking is confirmed once we have received your signed booking form (or written acceptance by email) and your deposit. We will confirm this in writing.

Deposit. A deposit of 50% of the total quotation is due on booking to secure your date. The deposit is non-refundable and will be deducted from the total amount.

Balance. The remaining balance is due no later than 14 days before the Event date (“the Balance Due Date”). Bookings made within 14 days of the Event must be paid in full on booking.

If the balance has not been paid by the Balance Due Date, we may treat the booking as cancelled by you and the cancellation charges below will apply.

Prices are shown exclusive of VAT, which will be added at the current rate where applicable. For business clients, we reserve the right to charge interest on late payments under the Late Payment of Commercial Debts (Interest) Act 1998.

Date changes. Requests to move your Event must be made in writing at least 14 days before the Event. A new date is subject to availability and both parties’ agreement. We will transfer your deposit and payments to one new date within 12 months of the original date; any price difference for the new date will be charged or credited.

Changes to services. You can add services at any time, subject to availability. Reductions made within 30 days of the Event may not be refunded where we have already committed staff, artists or suppliers.

Extra time. Additional time on the day is charged at £195 per hour (or as stated in your quotation) and must be agreed and paid before it is provided. If the Event finishes earlier than planned, no refund is given for unused time.

Cancellations must be made in writing. The following charges apply, based on the date we receive your written notice:

Where you have already paid more than the charge due, we will refund the difference within 14 days. Any costs we have already paid to third parties on your behalf (for example venue fees, bespoke builds, printed or branded items) will be charged in full.

Because our services are provided for a specific date, the 14-day cancellation period under the Consumer Contracts Regulations 2013 does not apply to bookings made online or by phone. Nothing in these terms affects your other statutory rights as a consumer.

In the unlikely event that we have to cancel for reasons within our control, we will refund all money you have paid us in full. Our liability will be limited to that refund.

Neither of us will be responsible for failing to perform the Agreement due to events beyond reasonable control, including extreme weather, fire, flood, illness or accident, venue closure, government restrictions, pandemic, strikes or failure of transport or utilities (“Force Majeure”). If this happens we will work with you to move the Event to a new date. If a new date cannot be agreed, we will refund money paid less any costs already incurred.

We strongly recommend you take out event insurance to cover cancellation and postponement.

We work with a trusted network of artists, performers and specialist suppliers, and may use subcontractors to deliver parts of your Services. We remain responsible for managing them on your behalf.

If a booked artist or item becomes unavailable due to illness or circumstances beyond our control, we will provide a replacement of equal or higher standard. If you do not accept the replacement, we will refund the cost of that element only.

Artists may have technical and hospitality requirements (riders). We will share these in advance and you agree to meet them where they form part of your booking.

You are responsible for arranging suitable space, safe access, parking and load-in at the venue, along with any power supply we specify. We will tell you our requirements for space, shelter and power in advance.

You are responsible for obtaining any venue permissions, licences or permits needed for the Event (including alcohol licences or Temporary Event Notices) unless we have agreed in writing to arrange them.

If we are delayed by the venue or by access not being available at the agreed time, we will do our best to keep to schedule, but additional time may be charged and we cannot be responsible for a reduced service.

Our team will operate safely at all times. We may pause or stop any part of the Services if we reasonably believe there is a risk to guests, staff or equipment, including inclement weather at outdoor events. In these cases no refund will be due.

Outdoor set-ups require suitable cover and flat, stable ground. Our staff may refuse service to anyone who is abusive, intoxicated or behaving unsafely, and our bars operate Challenge 25.

Food and drink allergen information is available on request. Please tell us about dietary requirements at least 14 days before the Event. We cannot guarantee a completely allergen-free environment.

All equipment we supply remains our property (or our suppliers’ property). You are responsible for any loss, theft or damage caused by you or your guests, other than normal wear and tear, and we will charge the cost of repair or replacement.

If any equipment fails and we cannot fix or replace it on the day, we will refund the cost of the affected item.

You will receive copies of photos and videos created by our photobooths and photographers as set out in your quotation.

Unless you tell us otherwise in writing before the Event, you give us permission to use photos and videos of the Event for our portfolio, website and social media. We will never use images of children without your prior consent.

We handle personal data in line with UK data protection law and only use it to deliver your Event and manage your booking.

We hold public liability insurance and can provide a certificate on request.

Our total liability to you under this Agreement is limited to the total price of your booking. We are not liable for indirect or consequential loss, including loss of profit, business or reputation.

Nothing in these terms limits liability for death or personal injury caused by our negligence, or for anything else that cannot legally be limited.

You agree to indemnify us against claims arising from the actions of you or your guests, except where caused by our negligence or that of our staff or subcontractors.

If something isn’t right on the day, please tell your Stem event manager straight away so we can put it right. Any complaint after the Event should be made in writing within 7 days.

This Agreement is the entire agreement between us. Any changes must be agreed in writing by both parties.

These terms are governed by the laws of England and Wales, and the courts of England and Wales have jurisdiction.