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Terms & Conditions of booking

These terms and conditions are applicable to all contracts for the provision of services to the exclusion of any other terms and conditions. Booking confirmations made verbally or via written form i.e. email, letter, are subject to these terms and conditions.

Please read the following terms and conditions of sale carefully before ordering products or services from us. By purchasing products or services from us, you agree to these terms of sale. These terms do not replace or affect your statutory rights. In these terms, “you” and “your” refer to the customer and “we”, “us”, “TheBartender” and “our” refer to TheBartender Hire Company Ltd. TheBartender accepts no variation of these terms & conditions unless agreed in advance in writing.

ACCEPTANCE OF THESE TERMS

In paying for your services via invoice, the customer is bound to these terms and conditions. Any changes to your booking prior to 48 hours before the event date may be subject to a charge. Any changes to your booking within the 48 hours before your event date will be subject to a charge, dependent upon your requests.

DEPOSIT

In order to secure a service with TheBartender, we ask for a deposit of 50% of your required service total to secure the date of your booking. This is non-refundable.

Up until 30 days before your secured date, the deposit is transferable to a future date within 12 months, subject to availability, minus a £50 administration fee (inc. VAT).

Within 14 days before your secured date, the total invoice for the event must be paid in full, and is non-refundable or transferable.

PAYMENTS

If choosing to pay by debit or credit card, we will apply a 2% administration fee (amex incurs 3%). 

CANCELLATIONS

In the event of cancellation, thirty (30) days minimum notice in writing to TheBartender before the planned event is required to avoid the full invoice being charged. Booking deposits are transferable or refundable as per the above Deposit information, unless previously discussed in writing. Full payment is required if above terms are not met.

BOOKINGS

All verbal and emailed quotations will be valid for seven days from date of enquiry. TheBartender can not guarantee that your date will be available after these seven days. To confirm a booking, the client must provide a booking deposit either by credit or debit card or electronic transfer within seven  days of receiving an invoice.

The remaining balance is due 10 days prior to the event date. Any additional hours or fees requested on the event date must be paid no later than seven days following the event, unless a contract is prepared and signed stating otherwise. Debtors following this date will be passed to a collections agency whose fees the client will be liable for.

ACCESS (PARKING, LOADING)

Adequate parking is required for all events and must be provided by the client. Registrations can be provided if required. If TheBartender is providing mobile bars, stock , ice or glasses, suitable unloading and loading locations must be provided. Any delays to service arising from poor unloading facilities will not be the responsibility of TheBartender.

TheBartender requires step-free access to deliver our heavier items, included but not limited to; mobile bar units, mobile bar finishes, shelving and storage equipment, glassware, drinks including draft beer equipment, and other items as necessary. If step-free access is unavailable, we need to know at the time of booking, so we can make an assessment to see if we're able to proceed with the equipment hire - this may require a site visit (charges may apply).

Any changes to the scheduled delivery/collection of your hired equipment, drinks, and staff, may be subject to a charge. If we are unable to deliver or collect hired equipment due to changes made by the customer or their vendors, will be considered a cancellation, and we will need to rebook at a minimum of the previously quoted rate. This also applies if our team are forced to wait due to delays made by the customer or their vendors, beyond a reasonable period, being a maximum of 30 minutes. 

 

If we are unable to collect our equipment due to changes made by the customer or their vendors, you will be subject to a daily hire charge until the customer is able to provide access to our items, in accord with our access and loading requirements.

BARTENDER HIRE

The bartender(s) will provide service for the agreed service hours from their start time until the end time, as dictated by your booking and confirmed with you on your invoice. This time cannot be adjusted within 12 hours of your event start time and cannot be adjusted by any more than three hours either earlier or later than the original start and end times. The bartender(s) reserve the right to not provide service after the end time unless the client signs the appropriate bartender’s job sheet (provided at every event).

We will always make drinks making our priority. When hiring a flair bartender, please bear in mind that if the bar is busy, your bartender may not have an opportunity to flair and entertain. We would rather ensure that clients have their drinks over entertainment. If you prefer otherwise, please let us know in writing.

If you are providing your own stock, glassware, bar, and / or ice, we will advise on this with a shopping list service. If you provide inadequate or poor supplies of any of the above, this may impair on your enjoyment of the drinks. The Bartender Hire Company cannot be held responsible for this.

COMPLETE SERVICE

When providing the Complete Cocktail Service (where TheBartender supplies mobile bar, staffing, drinks, glassware, ice, delivery for a price per head), we estimate for a reasonable number of drinks per person. If the client supplies incorrect information relating to the number of guests, our estimations will be incorrect and this can jeopardise the longevity of drinks supplies. We do not provide an unlimited amount of drinks when supplying this service. Any stock remaining at the specified end time will be taken back by TheBartender. Any additional time requested on the night will be calculated after the event and invoiced accordingly to the client.

MOBILE BARS

When hiring our mobile bars or purchasing the Complete Cocktail Service or Cocktail Clinic™ when a bar is supplied, a reasonable amount may be billed to the client in respect of any damage to the bar, other than reasonable wear and tear, which is shown to have been caused by guests of the client upon inspection of the damage to the bar. If the client requests that the bar be left overnight at the party, we will require a deposit as well as a next day collection charge.

The client is responsible for providing a 13 amp socket within reasonable locality of the required bar positioning. We will supply an extension cord of no greater than ten (10) metres. All due care and attention is taken to not stain or damage any flooring under the bar area however it is the responsibility of the client to choose an appropriate location for the mobile bar.

We do aim to provide our bars in a perfect state, however with working several events general wear and tear, light scratches and marks may appear on your hired bar. We do repair and replace these minor areas regularly.

GLASSWARE

When glassware is hired by the client, we will aim to provide this from our own resources, however in some circumstances (availability, locality) we may have to use a third party company who may want to deliver on different days surrounding your event. In this case, we will liaise between client and third party company to ensure delivery and collection are briefed and prepared correctly in the interests of all parties. All glassware is audited after the event and the client will be charged at four (4) times the hire rate for each broken or lost glass.

If TheBartender collects glassware after the event, we will need to charge a collection fee. We are not an after-party cleaning service and as such we ask that all glasses are emptied of contents and placed back within the glassware racks provided for you to speed up collection time. It is advisable to make a note of glassware numbers at this point to ensure that you are billed correctly after the event for any lost or broken glassware.

COMPLAINTS

We treat all complaints about our service, either in advance, during or after the event seriously. If you are not happy with the service whilst the party is happening, the best thing to do is speak with the staff on site and see if the problem can be rectified. If this is difficult or unrealistic to do, please call the out of hours mobile number on your pre-arrival document and we will do everything we can to resolve the problem. Your event cannot be replicated at a later date, so we need to know as soon as possible if there is a way for us to enhance your enjoyment of your event right there and then.

Complaints made post-event are much harder for us to deal with, and we ask that video or photographic evidence be supplied where possible in order to assist your claim, as well as noting down any issues on the bartender’s job sheet at the end of the shift, so that the bartender(s) can view these and verify the validity of these. When it is found that TheBartender is at fault, we will recompense with a discount or free service for a future event, for the party organiser or a nominated person.

We will only provide refunds where TheBartender has to change the service against the organisers’ plans; for example if the staff member is booked for 3 hours, arrives late and only serves for 2 hours.

LICENSING

TheBartender is not responsible for acquiring temporary event notices for paid bar events unless required to in writing and therefore is also not responsible for any breaches of licenses outside of TheBartender’s control. TheBartender promotes responsible drinking and are licensed with drinkaware.co.uk

RATES

Rates and invoices are subject to change dependent on client’s requirements, additional hours and stock. TheBartender will give reasonable notice to the client of changes to rates and invoices and rates set out in the quote provided to the client shall not change. Any additional hours not previously discussed will be charged at the full hourly rate, regardless of discount applied at time of booking.

INSURANCE

TheBartender has both public liability and employers insurance for all events.

Insurance via Mark Richard Insurance Brokers
Public Liability: £5,000,000
Employers Liability: £10,000,000

Copies of our latest insurance documents are available upon request.

We strongly recommend that you understand why it is important to book with a full insured company.

BALANCING PAYMENT

If full payment is not received by the event date, we will be unable to provide our services and any deposits pre-paid will be non-refundable.

ADDITIONAL

TheBartender shall not be liable for any delay, loss or cancellation of service arising from contingencies beyond their control e.g. hurricane, snow-caused road closure, flooding, ‘act of God’ etc, however if TheBartender is at fault a full refund will be issued. Although we do aim to provide a highly professional and entertaining service, TheBartender is not responsible for the success or non- success of an event.

We ask that the client thoroughly checks through the invoice to ensure that the venue address, mobile contact, times and date are correct. We cannot be held accountable if our bartenders are late and cannot contact the client to confirm. Likewise we provide you with an out of office mobile contact in case of the above.

When hiring a service that provides alcohol, you must be over 18 years of age to book this service.

We do not tolerate verbal or physical abuse to any of our staff, and we reserve the right to abandon service and leave an event if we feel that our team are put in an uncomfortable or dangerous situation. No refunds will be given in the case of this arising.

The above conditions are subject to change at the discretion of TheBartender in part or in whole for one or more of its clients where the company has grounds deemed necessary.

 

TheBartender Hire Company VAT Registration number 979 4642 56

TheBartender Hire Company Registered UK Business number 07194382

MODERN SLAVERY STATEMENT

The Bartender is committed to acting against slavery or human trafficking in the business as well as the supply chains relied on by the business. This statement is made in accordance with section 54 of the Modern Slavery Act 2015

The Bartender is committed to ensuring there is no modern slavery or human trafficking in our supply chains or in any part of our business. Our anti-slavery policy reflects our commitment to acting ethically and with integrity in all our business relationships and to implementing and enforcing effective system and controls to ensure slavery and human trafficking is not taking place anywhere in our supply chains.

Our Due Diligence Processes for Slavery and Human Trafficking

As part of our initiative to identify and mitigate risk we have systems in place to:

 Identify and assess potential risk areas in our supply chains

  • Mitigate the risk of slavery and human trafficking occurring in our supply chains

  • Monitor potential risk areas in our supply chains

  • Protect whistle blowers

Supplier Adherence to Our Values and Ethics

The Bartender has a zero tolerance to slavery and human trafficking. To ensure all those in our supply chain and contractors comply with our values and ethics, we have in place a supply chain compliance programme. This consists of ethics and compliance being a factor when qualifying a new supplier as well as maintaining a compliance supporting company culture.

Training

To ensure a high level of understanding of the risks of modern slavery and human trafficking in our supply chains and our business, we provide training to the relevant members of our staff. All directors have been briefed on the subject matter.

Our Effectiveness in combating slavery and human trafficking

We use the following key performance indicators (KPIs) to measure how effective we have been to ensure that slavery and human trafficking is not taking place in any part of our business or supply chains:

  • Completion of internal procurement reviews

  • Monitoring completed by external payroll advisors

Human Trafficking and Modern Slavery Policy 1. Policy statement

  1. 1.1  Modern slavery is a crime and a violation of fundamental human rights. It takes various forms, such as slavery, servitude, forced and compulsory labour and human trafficking, all of which have in common the deprivation of a person's liberty by another in order to exploit them for personal or commercial gain. We have a zero-tolerance approach to modern slavery, and we are committed to acting ethically and with integrity in all our business dealings and relationships and to implementing and enforcing effective systems and controls to ensure modern slavery is not taking place anywhere in our own business or in any of our supply chains.

  2. 1.2  We are also committed to ensuring there is transparency in our own business and in our approach to tackling modern slavery throughout our supply chains, consistent with our disclosure obligations under the Modern Slavery Act 2015. We expect the same high standards from all of our contractors, suppliers and other business partners, and as part of our contracting processes, we include specific prohibitions against the use of forced, compulsory or trafficked labour, or anyone held in slavery or servitude, whether adults or children, and we expect that our suppliers will hold their own suppliers to the same high standards.

  3. 1.3  This policy applies to all persons working for us or on our behalf in any capacity, including employees at all levels, directors, officers, agency workers, seconded workers, volunteers, interns, agents, contractors, external consultants, third-party representatives and business partners.

  4. 1.4  This policy does not form part of any employee's contract of employment, and we may amend it at any time.

2. Responsibility for the policy

  1. 2.1  The Directors has overall responsibility for ensuring this policy complies with our legal and ethical obligations, and that all those under our control comply with it.

  2. 2.2  The Directors have primary and day-to-day responsibility for implementing this policy, monitoring its use and effectiveness, dealing with any queries about it, and auditing internal control systems and procedures to ensure they are effective in countering modern slavery.

  3. 2.3  Management at all levels are responsible for ensuring those reporting to them understand and comply with this policy and are given adequate and regular training on it and the issue of modern slavery in supply chains.

  4. 2.4  You are invited to comment on this policy and suggest ways in which it might be improved. Comments, suggestions and queries are encouraged and should be addressed to the company Directors.

3. Compliance with the policy

3.1 You must ensure that you read, understand and comply with this policy.

  1. 3.2  The prevention, detection and reporting of modern slavery in any part of our business or supply chains is the responsibility of all those working for us or under our control. You are required to avoid any activity that might lead to, or suggest, a breach of this policy.

  2. 3.3  You must notify your manager as soon as possible if you believe or suspect that a conflict with this policy has occurred, or may occur in the future.

  3. 3.4  You are encouraged to raise concerns about any issue or suspicion of modern slavery in any parts of our business or supply chains of any supplier tier at the earliest possible stage.

  4. 3.5  If you believe or suspect a breach of this policy has occurred or that it may occur you must notify your manager as soon as possible.

  5. 3.6  If you are unsure about whether a particular act, the treatment of workers more generally, or their working conditions within any tier of our supply chains constitutes any of the various forms of modern slavery, raise it with your manager.

  6. 3.7  We aim to encourage openness and will support anyone who raises genuine concerns in good faith under this policy, even if they turn out to be mistaken. We are committed to ensuring no one suffers any detrimental treatment as a result of reporting in good faith their suspicion that modern slavery of whatever form is or may be taking place in any part of our own business or in any of our supply chains. Detrimental treatment includes dismissal, disciplinary action, threats or other unfavourable treatment connected with raising a concern. If you believe that you have suffered any such treatment, you should inform the compliance manager immediately. If the matter is not remedied, and you are an employee, you should raise it formally using our Grievance Procedure.

4. Communication and awareness of this policy

  1. 4.1  Training on this policy, and on the risk our business faces from modern slavery in its supply chains, forms part of the induction process for all individuals who work for us, and regular training will be provided as necessary.

  2. 4.2  Our zero-tolerance approach to modern slavery in our business and supply chains must be communicated to all suppliers, contractors and business partners at the outset of our business relationship with them and reinforced as appropriate thereafter.

5. Breaches of this policy

  1. 5.1  Any employee who breaches this policy will face disciplinary action, which could result in dismissal for misconduct or gross misconduct.

  2. 5.2  We may terminate our relationship with other individuals and organisations working on our behalf if they breach this policy.

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