1. Introduction

1.1 These Terms and Conditions are the standard conditions by which Luke Remfry, trading as east-side-events.co.uk (hereinafter referred to as the Supplier), agrees with the client (the Client) to supply the service specified in the booking form or confirmation email.
1.2 These Terms and Conditions, together with the completed booking form and the confirmation email from the Supplier, constitute the full agreement between the Client and the Supplier.
1.3 This agreement supersedes all prior discussions, and these Terms and Conditions can only be varied if expressed in writing by the Supplier.

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2. Confirmation

2.1 A £50 non-refundable booking fee is required to secure a booking.
2.2 This fee can be paid via bank transfer.
2.3 A confirmation email will be issued upon receipt of the booking fee, at which point this agreement becomes binding.

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3. Client’s Obligations

3.1 The Client must ensure that permission has been obtained from the venue for use of a magic mirror or photo booth, as applicable.
3.2 The Client must ensure that the Supplier has access to the venue at least 60 minutes prior to the hire start time.

• If an earlier setup time is required, an additional charge will apply.

3.3 The Client must ensure there is clear access for loading and unloading, along with a free parking space for the Supplier for the duration of the event.

• The Client is responsible for any parking or toll fees incurred.

3.4 The Client must inform the Supplier of any circumstances that would make setup more demanding (e.g. stairs, long distances from unloading to setup area).

• This will be taken into account before accepting the booking, and an additional charge may apply.

• Bookings for city centre venues with difficult access and no onsite parking are subject to a minimum surcharge of £50.

3.5 The Client must ensure there is a sufficient, level surface area at the venue (minimum 1.5m x 1.5m), indoors or under cover, with access to a standard 240v 13-amp mains socket within 5 metres of the setup area.

3.6 If an extension lead is required to meet the above requirement, it must be securely taped to the floor. The Supplier accepts no responsibility for accidents arising from this.

3.7 If the setup area is located in a marquee, the same level surface and power requirements apply.

3.8 The Client is responsible for any damage caused to the Supplier’s equipment due to negligence by the Client or their guests.

• The Client will be charged the full cost of any repairs or replacements required.

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4. Supplier’s Obligations

4.1 The Supplier will provide the service as specified in the confirmation email.
4.2 The Supplier agrees to have the unit operational for a minimum of 80% of the hire period, allowing for short interruptions due to maintenance or service requirements.
4.3 In the event that the Client’s digital images are corrupted, lost, or stolen, the Supplier will refund the Client 10% of the total fee.
4.4 If the service cannot commence at the agreed time due to the Supplier’s fault, the hire period will be extended to compensate for the delay.
4.5 If the Supplier is unable to set up or start on time due to delays caused by the Client or venue (e.g. previous activities overrunning), no extension will be granted.
4.6 If the Supplier is unable to attend the event due to circumstances beyond their control — including, but not limited to, severe weather, traffic delays, vehicle breakdowns, sickness, or equipment failure — the Client or venue will be notified as soon as possible.

• The Supplier will endeavour to arrange a replacement service at no additional cost to the Client.

• If this is not possible, the total fee paid, including the booking fee, will be refunded in full.

• The Supplier will not accept responsibility for any further incidental or consequential damages arising from non-attendance.

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5. Cancellation & Deposit Policy

5.1 To confirm a booking, a non-refundable deposit of £50 is required.
5.2 The booking is not secured until the deposit has been received and confirmed by the Supplier.
5.3 The remaining balance is due 21 days before the event date.
5.4 If full payment is not made by this date, the Supplier reserves the right to cancel the booking and retain the deposit.

5.5 All cancellations must be made in writing (email is acceptable).

• Cancellations made more than 90 days before the event: only the £50 deposit will be forfeited.

• Cancellations made between 90 and 30 days before the event: 50% of the total booking fee will be payable.

• Cancellations made less than 30 days before the event: 100% of the total booking fee will be payable and no refund will be issued.

5.6 The Client may request to reschedule their booking with at least 30 days’ notice before the event.

• Rescheduling is subject to availability.

• If a new date is agreed, the deposit will be transferred but not refunded.

• If a suitable new date cannot be arranged, the standard cancellation terms will apply.

5.7 In the unlikely event that the Supplier must cancel due to circumstances beyond their control (e.g. equipment failure, staff illness, severe weather, or transport issues), the Client will be offered either:

• a full refund of all payments made, or

• the option to reschedule to a mutually agreed alternative date.

5.8 The Supplier will not be liable for any further compensation beyond this refund or rescheduling.

5.9 “Total booking fee” refers to the full cost of the hire, including travel, setup, staffing, and additional services.

• If the Client cancels or alters part of the booking close to the event date, a proportionate fee may be charged to cover any costs already incurred.

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6. General

6.1 Guests are expected to behave in a polite and safe manner at all times while using the equipment and must follow the instructions of the booth attendant.
6.2 The booth attendant must be treated with respect and will not tolerate any aggressive, abusive, violent, or threatening behaviour.

• If the attendant feels their safety or the equipment is at risk, the service may be terminated immediately without refund.

• The attendant will attempt to discuss any issues with the Client before terminating service where possible.

6.3 Guests must not remove any props from the setup area.

6.4 Children are welcome to use the equipment; however, an adult must be present at all times to take responsibility for them while using the Magic Mirror.

6.5 All images captured by the Magic Mirror remain the property of the Supplier, who retains full copyright under the Copyright, Design and Patents Act 1988.

6.6 Unless otherwise agreed in writing before the event, the Client grants the Supplier full rights to use digital images taken at the event on:

• the Supplier’s website,

• social media platforms, and

• other marketing materials,
  without limitation.

6.7 All appropriate images may also be uploaded to the Supplier’s Facebook or Instagram pages for the Client and guests to tag and share.

• Guests must inform the attendant if they do not wish their photos to be used in this way.

• The Supplier will not upload any images deemed unsuitable for public viewing.

6.8 The Client’s statutory consumer rights are not affected.

6.9 By ticking the agreement box, the Client confirms that they agree to all Terms and Conditions outlined herein.

6.10 The Client is encouraged to contact the Supplier with any questions or to clarify any part of these Terms and Conditions before making a booking.