Avari Events, Avari Packages and Hive Packages – Terms & Conditions
- QUOTATIONS
All quotations issued remain valid for fourteen (14) calendar days from the date of issue and are subject to availability unless expressly stated otherwise. We reserve the right to withdraw or amend quotations after this period without prior notice.
- ACCEPTANCE
Booking confirmation is conditional upon receipt of a non-refundable deposit. Payment of this deposit constitutes full acceptance of these Terms and Conditions. We accept no liability for any misunderstandings resulting from verbal instructions; all instructions must be provided in writing.
- NON-REFUNDABLE DEPOSIT & FINAL PAYMENT
A minimum non-refundable deposit of 30% is required to secure any booking.
If less than 30% deposit is received, the outstanding deposit must be paid within 14 days of the initial payment, unless otherwise agreed in writing. Failure to comply may result in automatic cancellation of the booking without further notice.
The full balance must be paid no later than 30 days prior to the event date. Failure to clear the outstanding balance by this deadline will result in cancellation of the booking with no refund or compensation payable.
- CANCELLATION
All cancellations must be submitted in writing.
Deposits are strictly non-refundable and retained as administration charges.
Cancellations made within 30 days of the event date will incur liability for the full invoiced amount, which remains payable in full with no entitlement to refund.
- DELIVERY & SET-UP
Avari Events Limited will deliver and, where applicable, set up hired goods at our own cost unless otherwise agreed.
The client must ensure venue access is granted at the agreed times and that the venue is suitable for the equipment ordered. Delays caused by restricted access or venue readiness are the client’s responsibility, and additional labour or storage fees may be charged accordingly.
Delays in collection beyond the agreed time will incur labour charges of £150 per hour or part thereof.
If designated loading bays are unavailable and our vehicles incur parking fines, the client will be charged accordingly.
We may use strong adhesive tape to secure cables, wires, or carpets for safety reasons. We accept no liability for any residual marks or damage resulting from such measures.
Floor plans or layout specifications must be supplied to us in writing no less than four (4) weeks prior to the event date. If not provided, Avari Events Limited reserves the right to determine item placement at its sole discretion.
- STAGING & PLATFORMS
Any stages or platforms not supplied by Avari Events Limited must be installed and fully prepared prior to our arrival.
Stage dimensions must be confirmed in advance to ensure compatibility with other equipment and services.
- LOSS & DAMAGE
The client accepts full responsibility for loss, damage, or theft of any items supplied by Avari Events Limited from delivery until collection. All damaged or lost items remain the property of Avari Events Limited.
Costs for repair or replacement will be invoiced to the client and must be settled within 14 days of notification.
It is strongly recommended that a client representative remain on-site until all equipment is collected to confirm the condition and inventory of items.
- REFUNDABLE DAMAGE DEPOSIT
Where applicable, a refundable damage deposit may be requested alongside the final balance.
This deposit will be refunded within seven (7) days after the event, subject to no damages or losses being identified.
- TITLE
All items supplied remain the sole property of Avari Events Limited and/or its suppliers at all times, except where otherwise agreed in writing (e.g., fresh flowers).
- LINEN & CHAIR COVERS
When linen or chair covers are included in the booking and laying service is agreed, the client must ensure tables and chairs are arranged and ready at the agreed time. Failure to do so will result in linen and covers being left unplaced, and the client assumes responsibility for arranging them.
The client must ensure chair covers ordered are compatible with venue chairs.
- MISCELLANEOUS RESPONSIBILITIES
All client-owned goods brought onto the venue are at the client’s risk.
Avari Events Limited does not accept responsibility for the setup of tables, chairs, linen, decorations, or other client-provided items unless explicitly agreed.
If a Havan Kund is used, the client must ensure a working fire extinguisher is immediately available; Avari Events Limited accepts no liability for fire-related incidents or hazards.
We are not liable for blown bulbs or fuses during events. The client must ensure sufficient and functional power sockets are available.
Battery-operated equipment performance is subject to factors beyond our control (e.g., usage, temperature); no refunds or compensation will be provided for equipment failure.
The client must allocate adequate space for stage décor or mandaps. We cannot accept responsibility for insufficient space or inaccurate measurements.
Clients must inform us in writing of any venue restrictions (e.g., no stapling). We accept no liability for breaches arising from undisclosed restrictions.
Clients are responsible for checking all invoice and quote details carefully and notifying us immediately of any discrepancies. We accept no liability for issues arising from unreported errors.
- ALTERATIONS
Avari Events Limited reserves the right to amend any quotation or invoice in the event of client-requested changes.
Additional items added after the original quote will be charged at prevailing rates.
Items from one package cannot be substituted with those from another, nor can elements from multiple packages be combined for a single event. Such requests will be treated as separate bookings and charged accordingly.
All changes must be made no later than four (4) weeks prior to the event date. Requests made within this period may be declined or subject to additional charges.
- PACKAGE AND OFFER LIMITATIONS
Only one package, offer, or promotional discount may be applied per event booking.
Packages, offers, or discounts cannot be combined, split, exchanged, or used in conjunction for the same event date, venue, or occasion.
For the purposes of this clause, an “event” is defined as the entire function occurring on the booked date(s), regardless of multiple parts, locations, or sessions.
Attempts to combine packages or offers will result in the highest-priced package being charged in full, and all other discounts rendered void.
- FORCE MAJEURE
Avari Events Limited shall not be held liable for failure or delay in performance due to causes beyond its reasonable control, including but not limited to acts of God, adverse weather, fire, flood, pandemics, terrorism, war, strikes, government restrictions, venue closure, or supplier failure.
Deposits remain non-refundable in such circumstances.
Rescheduling is subject to availability and may incur additional costs.
- VENUE PERMISSIONS & LICENCES
The client is solely responsible for obtaining all necessary permissions, permits, and licences required by the venue or relevant authorities for their event.
Avari Events Limited accepts no liability for any costs, losses, or penalties arising from failure to secure such permissions.
- HEALTH & SAFETY
The client must ensure full compliance with all applicable health and safety regulations during the event.
Risk assessments will be provided upon request; however, ultimate responsibility for health and safety lies with the client.
Access routes must remain unobstructed throughout setup, the event, and dismantling.
- PHOTOGRAPHY & MARKETING
Unless explicitly agreed otherwise in writing, the client grants Avari Events Limited the right to use photographs and video footage of the event for marketing and promotional purposes.
Clients must secure all necessary permissions from guests for the use of their images or likenesses.
- COMPLAINTS
Any complaints must be raised immediately with an on-site Avari Events Limited representative during or at the conclusion of the event.
If this is not possible, complaints must be submitted in writing within seven (7) days of the event to:
Avari Events Limited
Unit 11, Waverley Industrial Park,
Hailsham Drive, Harrow HA1 4TR