Terms and conditions

These terms cover how RL Events quotes, books, and delivers services. They are written to keep expectations clear and to avoid surprises. If you have questions, contact [email protected] before booking.

Who we are

Definitions

• We, us, our: RL Events
• You, your, client: the person or organisation booking services
• Services: any hire, staffing, setup, and event support provided by RL Events
• Venue: the location where the services are delivered
• Event date: the date or dates we are booked to deliver services

Quotes and bookings

1. Quotes are based on the information you provide, including date, venue location, guest numbers, access, timings, and services requested.
2. A booking is confirmed once we have written acceptance of the quote and the agreed deposit is paid.
3. If key details change, such as venue, access times, or guest numbers, we may need to revise the quote.

Payment terms

1. Deposit: 30 percent to secure the booking.
2. Balance: due 4 weeks before the event date.
3. If the event is booked within 4 weeks, full payment may be required to confirm.
4. Payment methods: bank transfer, card, or other options listed on the invoice.

What is included and what is not included

Your quote will confirm inclusions clearly. If something is not listed, assume it is not included. Common examples:

• Bar hire may include staffing and equipment, but drinks supply is confirmed in the quote.
• Outdoor cinema and big screens require a suitable power plan. If a generator is needed, it should be included in the quote or added as an option.
• Camping and accommodation setups are subject to site suitability and venue approval.

Venue responsibilities

You are responsible for confirming that the venue allows the planned services and that we can access the site within agreed windows. This includes, where applicable:

• Access routes, loading areas, and parking
• Setup and pack down windows
• Ground conditions and protection requirements
• Noise restrictions and curfews
• Permissions needed for the venue and event

If a venue requires documents such as insurance certificates or risk assessments, tell us early so we can confirm what is available.

Safety and site rules

We work to practical safety standards and we expect all guests to follow venue rules and reasonable instructions on site. If a site is unsafe to operate due to access, wind, ground conditions, or other risks, we may pause or adjust delivery. Where possible, we agree a practical approach with you in advance.

Weather and outdoor delivery

Outdoor events depend on conditions. We plan for weather early and avoid overpromising. If weather impacts delivery, we may need to:

• Adjust layouts
• Delay setup within agreed windows
• Pause operation for safety
• Reduce screen use where wind limits apply

Refunds and rescheduling in weather scenarios are covered in the cancellations policy.

Licensing and permissions

Some services are affected by licensing and permissions. Examples:

• Alcohol service arrangements depend on venue rules and the agreed bar service model.
• Film screenings and public content may require permissions or licences depending on the venue and audience.

We can give general guidance, but you are responsible for confirming venue permissions unless agreed otherwise in writing.

Damage and loss

You are responsible for damage caused by guests, contractors, or third parties under your control. Fair wear and tear is excluded. If equipment is damaged or missing, we may charge for repair or replacement.

Changes by the client

If you request changes to date, timings, or scope after booking, we will do our best to accommodate. Changes may affect price and availability.

Cancellation by RL Events

If we must cancel due to serious illness, equipment failure, or circumstances outside our control, we will:

• Offer a rebook date where possible, or
• Refund payments received for services not delivered

We do not accept liability for indirect losses, such as venue costs or third party supplier costs, unless agreed in writing.

Liability

We aim to deliver services professionally and safely. Our liability is limited to the value of the services booked, except where liability cannot be limited by law.

Complaints

If something is not right, tell us as soon as possible so we can fix it. Our complaints process is listed in the Complaints policy page.

Governing law

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