VINES – TERMS & CONDITIONS OF SERVICE

  1. Booking & Agreement

By signing this agreement, the client confirms they have read, understood, and agreed to these terms.
A booking is only confirmed once the booking fee (deposit) has been received. Until payment is made, Vines reserves the right to release the date without notice.
However, by signing this agreement, the client acknowledges they are entering into a legally binding agreement and accept the applicable cancellation and administration charges outlined below.
No services will be provided unless full payment has been received in cleared funds prior to the event date.

  1. Booking Fee (Deposit)

The booking fee secures your date and covers initial administration, planning, and reservation of services.
The booking fee is refundable only where cancellation occurs more than 18 months prior to the event date.

  1. Cancellation Policy (After Deposit Payment)

By confirming a booking, the client acknowledges that Vines will incur costs and potential loss of business upon reserving the date.

  • Cancellations made more than 18 months prior to the event date:
    The booking fee will be fully refunded. No further charges will apply.

  • Cancellations made between 12–18 months prior to the event date:
    The booking fee will be retained. No further balance will be payable.

  • Cancellations made less than 12 months prior to the event date:
    100% of the total booking value will be payable.

These charges represent a genuine pre-estimate of loss, including loss of business, administration, planning time, and reserved capacity.

  1. Pre-Booking Cancellation (Before Deposit Payment)

If the client cancels after signing this agreement but before paying the booking fee, an administration and reservation fee will be payable.
This fee will be calculated as follows:

  • Bookings up to £1,000: £100

  • Bookings between £1,000 and £3,000: £150

  • Bookings over £3,000: £150 or 5% of the total booking value (whichever is higher), capped at £300

This fee reflects time spent on communication, planning, and reserving availability and is a genuine pre-estimate of loss, not a penalty.
Payment of this fee will be required within 7 days of cancellation. Failure to make payment may result in recovery action.

  1. Date Changes

If the client wishes to change the event date, the following will apply:

  • Requests made more than 6 months prior to the event date may be accommodated subject to availability and will not incur an additional fee.

  • Requests made within 6 months of the event date will not be treated as a cancellation. However, an administration fee of £150 will be payable.

  • Any change of date is subject to availability. If Vines is unavailable on the requested new date, the original cancellation terms will apply.

  • Vines reserves the right to amend pricing based on the new event date.

  • The original booking fee (deposit) will be transferred to the new date and remains non-refundable.

All date changes must be confirmed in writing.

  1. Service & Operations

At the start of the service we may offer half portions to reduce the initial queue, then allow guests to return for seconds.
Service style is at the discretion of Vines staff on the day, based on guest flow and operational efficiency. Where queues become excessive, Vines may adapt service to a more buffet-style setup at the serving hatch.
In such circumstances, pizzas may be prepared and rotated as a selection rather than made to individual order. This may result in guests not being able to choose specific toppings at all times.
We are not responsible for managing queues and will serve in order of guests arriving at the serving hatch. Delays caused by guests may result in service time ending before all guests are served.
Service time is fixed and will not be extended due to queue length or delays caused by guests.
We recommend sharing menus in advance and assigning someone to help manage queues.
All food and drink items are subject to availability. We reserve the right to substitute items with those of equal or greater value if required.
Portions are based on our biodegradable 10” paper plates unless otherwise agreed in writing.

  1. Venue & Access

The client is responsible for ensuring suitable space, access, and permissions.
Access to the venue must be available at the agreed setup time. Delays in access may result in reduced service time and do not entitle the client to an extension of service or refund.
Delays may also result in additional charges of £50 per hour.

  1. Utilities

Client must provide suitable electricity/WiFi where required.
Failure may result in £50 per hour additional charges.

  1. Waste Management

Client responsible unless agreed otherwise.

  1. Final Booking Form & Final Payment

The final booking form must be completed no later than 3 weeks prior to the event date. This form confirms all final details including guest numbers, menu selections, and any additional services.
The remaining balance is due in full at the same time, no later than 3 weeks prior to the event date.
Any items not included on the final booking form will be assumed no longer required. However, full payment will still be required for all services and products reserved within the original booking.
Guest numbers may increase but cannot be reduced under any circumstances and will be charged as agreed.
Failure to submit the final booking form or make full payment by this deadline may result in cancellation of services without refund.

  1. Equipment & Damage

The client is responsible for any loss or damage to Vines equipment caused by themselves or their guests.

  1. Health, Safety & Conduct

Vines will not tolerate abuse or threatening behaviour toward staff. We reserve the right to terminate services immediately if staff safety or equipment is at risk.
Vines reserves the right to refuse service to any individual who is abusive, excessively intoxicated, or behaving in a manner that may impact staff safety or service delivery.

  1. Operations Guarantee

Vines will aim to be operational for a minimum of 90% of the service time. Short interruptions may occur for restocking.

  1. Complaints

Any complaints must be submitted in writing within 24 hours of the event to:
info@vinescommunities.co.uk

  1. Liability

Vines accepts no responsibility for damage to grounds, including grass, access routes, or surrounding areas (including tyre marks or oil).

  1. Non-Payment & Recovery

Where payment is not made in accordance with this agreement, Vines reserves the right to:

  • Charge statutory interest

  • Recover reasonable costs incurred

  • Pursue legal action to recover outstanding amounts

The client agrees to be liable for all reasonable recovery costs.

  1. Weather & External Conditions

Vines is not responsible for disruption caused by adverse weather conditions. It is the client’s responsibility to ensure suitable cover and conditions are in place for service to be carried out safely.
Where conditions are deemed unsafe or unsuitable, Vines reserves the right to adjust or suspend service.

  1. Force Majeure

Vines shall not be liable for failure or delay in performing services where such failure is due to circumstances beyond reasonable control, including but not limited to severe weather, accidents, illness, equipment failure, or government restrictions.