Terms & Conditions

Introduction

Welcome to Bokatinos (referred to herein as “we”, “us”, “our”, or “the Company”). We are a luxury hospitality and event management business incorporated in England & Wales; registered office at [insert address]). These Terms & Conditions (the “Terms”) govern all bookings and use of our website and services, including event planning, catering, décor, beauty & wellness, and concierge.

Please read these Terms carefully. By placing a booking, making a request, or using our services via website or contact, you agree to be bound by these Terms.

Definitions

• Client: Individual or entity booking or using our services.
• Services: Any service provided by us, including but not limited to event planning, catering, décor, venue hire, beauty & wellness, transfer arrangements, and digital experiences.
• Booking: Assignment of Services by the Client via written, online, or oral order, accompanied by agreed fees and/or deposit.
• Supplier: Any third party engaged by us to deliver Services.
• Confirmed Booking: A Booking is confirmed once we issue written confirmation or invoice and a deposit is received (where applicable).

Booking, Payments & Invoices

How to Book

Bookings must be made in writing (email or online) and are subject to availability. We will issue an invoice or confirmation which constitutes acceptance of your Booking.

Deposit & Payment Schedule

• A non‑refundable deposit of [AMOUNT HERE]% of the total fees is required upon confirmation.
• The balance is payable no later than [xx] days before the event.
• For Services under £[AMOUNT HERE], full payment may be required at booking.
• Failure to pay by the due dates may result in cancellation or suspension of Services, with loss of deposit.

Forms of Payment

We accept bank transfers and approved debit/credit cards. Payments via third‑party gateways may incur additional fees.

Changes & Cancellations

Client Changes

Changes to Booking (date, venue, scope) must be confirmed in writing. We will endeavour to accommodate, but may incur additional charges.

Cancellation by Client

Cancellation fees based on when we receive written notice:

• More than 90 days: Deposit refunded less admin fee of £[AMOUNT HERE].
• 60–90 days: 50% of total fees.
• 30–59 days: 75% of total fees.
• Less than 30 days: 100% of total fees.

Cancellation by Us (Force Majeure)

We may reschedule or cancel due to factors beyond our control (e.g. extreme weather, venue issues, supplier failure). We will promptly notify you and endeavour to offer suitable alternatives or refund payments made for unused Services. Our liability is limited to amounts already paid; we are not liable for indirect, special or consequential losses.

Supplier Engagement

We may engage reputable Suppliers. The Contracts (Rights of Third Parties) Act 1999 does not apply, so Clients have no recourse against Suppliers through these Terms, although we warrant Suppliers’ competence and compliance.

Client Responsibilities

Clients shall:

• Provide accurate information (guest numbers, dietary/allergy details, accessibility).
• Secure necessary venue permissions.
• Obtain relevant licences or permissions required for events.
• Ensure venue access and facilities are suitable.
• Assign a suitable representative at the event who can coordinate with us.

Failure to do so may result in delays, additional costs or service suspension. We will not be liable for loss or disruption arising from Client’s default.

Liability, Insurance & Indemnity

Our Liability

• We carry professional indemnity and public liability insurance.
• Liability for death or personal injury caused by our negligence cannot be excluded.
• Except as required by law, our liability is limited to direct losses up to the total fee paid.
• We exclude liability for indirect, consequential, punitive or loss of profit.

Client Liability

Clients are responsible and liable for any loss, damage or liability caused by themselves, their guests, or contractors at events (excluding our Suppliers).

Indemnity

Clients shall indemnify and hold us harmless from any third-party claims, losses, expenses (including legal costs) arising from breach of these Terms, wrongful act/negligence, or failure to comply with regulations or obligations.

Intellectual Property

We or our licensors retain all rights to website materials and creative outputs (text, images, design concepts). You may not copy, distribute or reproduce without written consent. On full payment, we grant a worldwide, non-exclusive licence to use materials for the event only. All other rights reserved.

Privacy & Data Protection

We process personal data as outlined in our Privacy Policy (see below). By using our Services, you consent to the collection, use, retention and disclosure of your data in accordance with that Policy.

Confidentiality

Each party must keep confidential information received during the engagement private, and not disclose it except as legally required. This obligation survives termination.

Marketing & Photography

We may take photos/videos during events for marketing, unless you inform us in writing before the event. We retain rights to use such media in promotional materials.

Force Majeure

We are not liable for failure caused by events beyond reasonable control, including war, strikes, pandemics, natural events, acts of terrorism, or governmental action.

Termination

Either party may terminate these Terms if the other commits a material breach and fails to remedy it within 14 days written notice. Termination does not affect accrued rights or liabilities.

Governing Law & Jurisdiction

These Terms are governed by the laws of England & Wales. Any dispute shall be submitted to the exclusive jurisdiction of the English courts.

Amendments

We may revise these Terms periodically. Current Terms will be published on our website. Continued use/bookings post-update constitute acceptance of revised Terms.

Notices

All notices shall be in writing and delivered by email (with receipt acknowledgement) or pre-paid registered post to addresses provided at booking.

Severability

If any provision is found invalid or unenforceable by a court, it will be severed and the remaining provisions remain in force.

Entire Agreement

These Terms and any booking confirmation constitute the entire agreement and supersede all prior arrangements. No third party has the right to enforce any term under the Contracts (Rights of Third Parties) Act 1999.