Terms and Conditions

AGREEMENT BETWEEN IN THE MIDDLE EVENT PLANNERS (ITM) AND THE CLIENT

This agreement is made effective as of the Effective Date between In the Middle Event Planners (hereinafter referred to as “ITM”), an independent event planning business operating in Barnet, London, and the “Client”. 

Both parties agree to accept and abide by the terms and conditions specified in this agreement.

1. INTERPRETATION

1.1 In these conditions:

• “Client” refers to the person named in ITM’s Quotation for whom ITM has agreed to provide the Service in accordance with these Terms.
• “Contract” means the contract for the provision of the Service.
• “Quotation” refers to the document detailing the agreed services and fees.
• “Service” means the event planning services provided by ITM for the Client as outlined in the Quotation.
• “Company” means In The Middle Event Planners (“ITM”).

1.2 Headings in these Terms are for convenience only and shall not affect interpretation.

2. SUPPLY OF SERVICE

2.1 ITM shall provide the Client with the agreed services subject to these Terms. Any changes or additions must be agreed upon in writing by both parties.

2.2 The Client shall supply all necessary documents, materials, and information within sufficient time to enable ITM to provide the Service in accordance with the Contract.

2.3 ITM may recommend third-party suppliers for certain services, but the Client retains the final decision and is responsible for entering into contracts directly with these suppliers. ITM shall not be liable for the performance or actions of third-party suppliers, and any issues arising from their services, including delays or cancellations, will be the Client’s responsibility.

2.4 If the event location is more than 45 minutes or outside a 15-mile radius from ITM’s primary business location, accommodation for all coordinators must be provided in a hotel with quick access to the event venues.

2.5 Travel and transfer fees outside a 15-mile radius from ITM’s base must be arranged by the Client for all coordinators.

2.6 A booking fee of 50% of the total quoted fee is due upon acceptance of the Quotation. This secures the date, time, and services.

2.7 ITM does not guarantee the personal attendance of any specific team member at the event.

2.8 ITM shall not be liable for non-fulfilment of services due to reasons beyond its control, including but not limited to illness, mechanical breakdown, equipment failure, adverse weather, or civil unrest. Clients are encouraged to secure event insurance.

2.9 ITM is not responsible for structural, physical, or technical deficiencies at the event venue that affect service delivery.

2.10 The Client is responsible for providing food and refreshments for the ITM team at appropriatate times, ideally in line with when guests are being served. If this is not provided, ITM reserves the right to make its own arrangements for meals and refreshments and invoice the Client for the associated costs

2.11 All images, videos and content captured by ITM on the event day shall remain the sole property of ITM.

3. CHARGES

3.1 The Client shall pay the charges specified in the Quotation, along with any additional costs incurred as a result of agreed additions or changes in requirements, or delays caused by the Client.

3.2 Payment, including VAT, must be made by the deadline specified in the Quotation.

3.3 Late payments may result in the suspension of services. If payment remains unpaid seven days post-event, a 3% late fee per week applies until the invoice is cleared.

4. CANCELLATION POLICY

4.1 The Client has a 14-day cooling-off period after signing the contract. If cancellation occurs within this period, the booking deposit is refundable.

4.2 Cancellations outside the cooling-off period are subject to the following fees:

• 50% of any outstanding payments if cancelled 150+ days before the event.
• 80% of any outstanding payments if cancelled 91-150 days before the event.
• 100% of any outstanding payments if cancelled within 90 days of the event.

4.3 Either party may terminate the contract if the other party breaches these Terms and fails to rectify the breach within seven days of written notice.

4.4 In the event of a Force Majeure (e.g., natural disasters, government restrictions, adverse weather, transport disruptions), ITM shall not be liable for cancellation. All payments made up to that point remain non-refundable.

4.5 In the event that the Client decides to cancel the event due to personal reasons, all payments made up to that point remain non-refundable. No refunds will be given for any work already completed or expenses incurred.

5. TRAVEL EXPENSES

5.1 Mileage beyond a 15-mile radius from ITM’s primary business location is charged at 45p per mile. One site visit within South East England is exempt from travel costs.

5.2 Travel expenses can include, but are not limited to, mileage, congestion charges, parking, tolls, and transfers. For destination events, the Client must cover:

• Travel, transfers, and visas for all coordinators.
• Accommodation for all coordinators.
• Any transfers requiring cash payments.

6. WARRANTIES AND LIABILITY

6.1 ITM will provide services with reasonable care and skill.

6.2 When ITM arranges third-party services, the Client is responsible for all payments and liabilities.

6.3 ITM does not guarantee third-party services and is not liable for their performance.

6.4 ITM is not responsible for delays or non-performance caused by third parties or events beyond its control.

6.5 All third-party service expenses arranged by ITM on behalf of the Client must be reimbursed within 14 days.

7. INDEMNITY

7.1 The Client indemnifies ITM against any liability resulting from the Client’s actions, including legal fees and enforcement costs.

8. GENERAL

8.1 These Terms constitute the entire agreement and supersede any prior agreements.

8.2 ITM may use imagery and footage from the event for marketing. 

8.3 This contract is governed by English law, and disputes shall be settled in English courts.