Terms of service

AURA EVENTS BOOKING TERMS AND CONDITIONS

Please read the terms in full. If you do not accept these terms, please speak to us before making a booking. Booking with us implies that you accept these terms. We do occasionally update these terms so please refer back to them in the future.

1.0 TERM.

The client and Aura Events agree that this contract between the parties is for services that shall commence on the above date and complete on event date. The contract may be extended and/or renewed by agreement of all the Parties in writing thereafter.

2.0 PAYMENT.

The client agrees to pay Aura Events, in consideration of the services contracted for, agreed amount, with a non-refundable retainer fee due within 5 days of signing this contract and the remaining balance shall be paid in full 30 days prior to the event. Payment shall be made to Aura Events. If the client is booking an event within 28 days of the event date, full payment will be due at the time of booking and is non-refundable except under the circumstances set forth below in the cancellations section.

Aura Events. reserves the equipment, time and date for the client’s event once client signs this agreement and pays the initial retainer. Any Services requested that exceed the contracted time period and which are granted by Aura Events will be charged at the going rate per hour.

  • 2.1 Service Fee Summary. The service fee encompasses only those items included in the description of services section above. Payments are not transferable, not assignable, nor refundable except as explicitly described in this contract. Once the agreement has been signed, no reduction in services are allowed. Any added services, confirmed in writing (email suffices) after the agreement has been signed do not require an additional contract, but will be charged for accordingly.
  • 2.2 Initial Deposit. An initial deposit payment of 25% is required to secure any booking unless otherwise agreed upon or indicated during a special. The initial retainer fee may be paid automatically through our online booking system or via bank transfer. Alternatively, client’s event date can be reserved for 5 days over the phone or text until we receive payment.
  • 2.3 Cancellation Charges. If your booking is cancelled less than 21 days before the event, your deposit is non-refundable. If your booking is cancelled less than 96 hours before the event, a charge of 65% of your booking cost will be incurred. If your booking is cancelled less than 48 hours before the event the full cost of your booking is payable.
  • 2.4 Travel Fee. If the event location is within 25 miles of Aura Events’s offices, there is no travel fee. If the event location is greater than 25 miles from Aura Events’s offices, the client will pay a travel fee equal to £0.35 per mile, past the 25-mile radius of Aura Events’s offices.

3.0 MODIFICATIONS

  • 3.1 Postponements/Date Change. In the event of a postponement, Aura Events. will retain all funds received until a new date is established. Once a mutually beneficial date is agreed upon, the contract will be updated to reflect the new date and all received funds will be applied to the rescheduled event.

If client changes the date of the event, client will immediately notify Aura Events in writing (email suffices). Aura Events. will make best efforts to accommodate and provide its services on the changed date within the same calendar year. If Aura Events is not available on the new event date, Aura Events shall be entitled to keep the retainer and neither party shall have any further liability or obligation under this agreement. All date modifications will be subject to a fair rescheduling fee as determined by Aura Events.

  • 3.2 Additional Time. Should client desire additional time beyond the contracted hours, then both parties must unanimously agree to extra time extension. Client agrees to pay company in cash, or by credit card in the amount of £150.00 for each additional hour immediately for additional time to commence.

4.0 CANCELLATION POLICY.

All cancellations must be made by contacting Aura Events and must be in writing. Once the event has been cancelled, the event date will immediately be available for other bookings. Should the Client cancel and there are no legally binding reasons to restrict the event from taking place, all monies received will remain on file as a credit for 1 year. (Situations not recognized as legally binding reasons include, but are not limited to, mandatory mask orders, mandatory social distancing orders or reduced attendance orders.) In addition, Client will owe any outstanding payments under the following schedule:

  • If your booking is cancelled less than 30 days before the event, your deposit is non-refundable
  • If your booking is cancelled less than 14 days before the event, a charge of 65% of your booking cost will be incurred.
  • If your booking is cancelled less than 7 days before the event the full cost of your booking is payable. The single exception to the policy is for death with verifiable death certificate. If a death situation is activated, all but the deposit will be refunded.

Should the Client cancel due to a city/state/national “shut down” or “stay at home” order, or mandatory closure of event venues, and the event cannot legally take place, a refund will be issued for any payments received, minus the deposit. The deposit will remain on file as a credit and credit may be transferred to another event, service or person/Client. Any additional monies or payments owed will be waived in this scenario.

5.0 LATE PAYMENT.

In the event payments are not received by Aura Events within 5 calendar days after becoming due, Company may:

  • Charge a late fee in the amount of £100.
  • Charge a late fee in the amount of £250 if such payment is more than 10 calendar days late: or
  • Suspend performance for all Services without any obligation to secure replacement services for the Event.

6.0 HIRED PERIOD SPECIFICATIONS

  • 6.1 Set-up of Services. The hire period will be for a set period, as specified in the booking form and as agreed by both parties before. In addition, this will cover the 60-90 minute setup time and 30-60 minute pack down time. Use will commence at the agreed time and finish at the agreed time in the booking form unless due to technical difficulties on our behalf, when we provide the service for the set period once rectified. Aura Events will arrive to set up approximately 60-90 minutes before the hire period is due to commence. If Client requires us to be set up earlier an idle time charge will apply. It is the Client's responsibility to ensure that the venue allows the company in their venue to perform services and at the agreed time. This also includes ensuring that there is access to enter the venue and enough space with a power socket within 2 yards of where the services are to be. If there is insufficient space for us to set up Client will still be charged the full hire amount.

It is Client’s responsibility to inform us of any circumstances that may make setting up take longer, these may include but are not exhaustive to; going upstairs, a long distance from unloading area to set-up area, restricted access. If we are not aware of these and the set-up takes longer than normal Client’s hire period may be intruded into.

If a Client's event simply starts late or runs late, our period of hire will still be for the agreed period and times unless we agree to provide additional hours as per our additions.

  • 6.2 Downtime. Aura Events takes the utmost care regarding equipment function, photo quality, and printing. However, due to the nature of technology, some downtime may occur. Aura Events guarantees its equipment to be operational at least 80% of the scheduled hire time, and will refund a prorated amount of the hire price for any downtime beyond this caused by equipment malfunction. This is not to include equipment malfunction resulting from abuse of the photo booth equipment by guests.
  • 6.3 Termination of Hire for Damages. Aura Events retains the right to terminate a hire if they feel that any equipment or property belonging to Aura Events is in danger of being damaged or has been damaged due to unruly behavior from client/clients guest. We also reserve the right to refuse guests to participate in the activities if we feel they are too unruly.
  • All guests will be given instructions by the attendant on how to get on the booth and use it safely. It is the responsibility of the guest to use the booth in line with the guidance given by our trained attendant.
  • In any instances where Aura Events may have a need to terminate the hire, Aura Events will attempt to speak with the client or the hosting venue first, if possible to try to resolve the matter before termination. The client will be fully responsible for any damages caused by client or any other attendees at the event to the booth or booth equipment however caused, with the sole exclusion of Aura Events staff. In the event of any damages caused by those present to property or equipment in use by Aura Events, the client will be charged the full replacement cost and are liable to cost involved in termination of future events due to sourcing replacements. Any damages must be reported to a member of Aura Events staff immediately upon discovery.
  • We may decide to use some of the content captured at the event for our social media. If you do not agree with this, please let us know in advance.

7.0 LIMITATIONS OF LIABILITY

  • 7.1 Entire Liability and Uniqueness of the Event. Aura Events’s entire liability to client for any claim for damages, reimbursement or loss suffered, relating to or in any way arising out of Aura Events’s performance, is limited to a refund of the Service Fee. 
  • 7.2 Explicit Liabilities.

Company shall not accept liability under any circumstances for:

    1. Loss of or damage to property belonging to or travelling with the members of any group. (For example, watches, jewelry, cameras or clothing.)
    2. Personal injury or death of any participants however caused unless by proven negligence of Aura Events..
    3. Client emotional distress, mental anguish, punitive damages, consequential damages, lost profits, loss of enjoyment, lost revenues and/or replacement costs.
  • 7.3 Attendant’s Illness or Injury/acts of God.

If, for whatever reason including injury, illness, acts of God, Aura Events’s attendants or specialised staff are unable to attend the event, Aura Events will make best efforts to find a substitute attendant for the event. If a substitute attendant cannot be found, Aura Events will promptly reimburse the client any and all service fee and deposit amounts the client previously paid to Aura Events, and neither party will have any further obligations or additional liability under this agreement.

8.0 Indemnification

Client agrees to protect Aura Events from all claims, damages, or legal fees caused by third-party actions, including issues like damage or loss of photographic materials or theft outside Aura Events’s control.

9.0 Force Majeure

If Aura Events is unable to perform due to reasons beyond control (e.g., natural disasters, illness, pandemics), the company will notify the Client and may offer an alternative date or refund for services not performed, excluding any prep costs.

10.0 Venue & Access

Client must ensure venue approval for services, provide accurate venue details, and confirm access for setup. If services are blocked by venue, Client is not entitled to a refund. Client also accepts responsibility for any parking-related fines or delays.

11.0 Harassment

If Aura Events’s attendant feels unsafe or harassed, services will be terminated immediately without refund.

12.0 Intellectual Property

All products created by Aura Events are copyrighted. Unauthorised reproduction is prohibited. Clients can use purchased digital files for personal use only. Aura Events stores files for 6 months and can not retrieve files after 6 months. 

13.0 Insurance

Aura Events maintains liability insurance for its setup area. Any additional insurance required by local authorities or venues is the client’s responsibility.

14.0 Dispute Resolution

Any disputes will first go to mediation, and if unresolved, can proceed with legal actions.

15.0 Entire Agreement

This contract is the entire agreement between both parties and overrides any previous agreements.

16.0 Severability

If any part of the contract is found invalid, the remaining provisions remain enforceable.

17.0 GOVERNING LAW.

This contract shall be construed in accordance with UK laws.

18.0 WAIVER OF CONTRACTUAL RIGHT.

The failure of either party to enforce any provision of this contract shall not be construed as a waiver or limitation of that party’s right to subsequently enforce and compel strict compliance with every provision of this contract.

19.0 SURVIVAL.

Provisions of these Terms, which by their nature should apply beyond their terms, will remain in force after any termination or expiration of this agreement.

20.0 SIGNATORIES.

This Agreement shall be agreed by client and is effective as of the booking date.