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1. CANCELLATION POLICY
Should you need to cancel any service that Pokadot has been booked to supply, please be aware of our cancellation charges:
Date of Cancellation charge payable by you:
Between 12 & 6 weeks before the event is scheduled to take place 25% of the total booking value
Between 6 & 2 weeks before the event is scheduled to take place 50% of total booking value
Less than 2 weeks before the event is scheduled to take place 90% of total booking value
Within 5 working days of the scheduled event date 100% of total booking value
In the event that the client cancels a booking that Pokadot has made on its behalf, for any service, entertainment, audio visual equipment, furniture or otherwise, all cancellation charges shall be met by the client
2. What If Pokadot cancels the client?
Only in the following exceptional circumstances:
If any part of the event location is closed due to events beyond our control
If you, or we, become insolvent, or in the case of the individual, become apparently insolvent
If the booking, the persons associated with booking and/or the purpose of the event might damage the reputation of Pokadot
If Pokadot deems the location for the event to be unsafe or dangerous
If Pokadot is not satisfied that sufficient insurance provision is held by the contracting client
If credit application form is not completed where appropriate
3. Final changes to arranged Project Brief:
The client must notify Pokadot in writing of any changes needing to be made to a project within a realistic time frame, allowing Pokadot the review and feedback on these changes
For events involving guest lists and seated bookings final numbers must be received 5 days prior to the event date. The Client will be expected to cover any loss gained if correct numbers are not received.
Pokadot cannot guarantee to supply service to numbers of guests arriving at a function in excess of the agreed final number.
3. PAYMENT / DEPOSITS / Suppliers Invoices
Pokadot reserves the right to ask for a deposit to Confirm a Booking
Unless you have a preauthorized credit account with the company a payment request for approx 75% of the Total Estimated Charge of an event will be issued by Pokadot. Payment must be made by the client within 14 days of the date requested or prior to the event, whichever is earlier.
Should the Payment Request be outstanding by more than 14 days from the date of request or remain outstanding on the date of the event, Pokadot may treat the Confirmed Booking as being cancelled by the client, our Cancellation Policy will then be applied.
Pokadot reserves the right to retain any payments previously made by the client in relation to the specific event in accordance with the Cancellation Policy.
All payments requests and invoices must be paid in full.
Pokadot reserves the right to charge interest at the rate of 5% per month above the base rate of the Royal Bank of Scotland from the due date of payment until the date on which the outstanding amount is paid in full.
Payments may be made by Cheque, BACS, or cash.
Supplier's invoices must be received with in 28 days of the service provided.
4. CONDUCT OF GUESTS
The client shall be responsible for the conduct of their guests at any said event, failure to do so will lead to Pokadot having the right to ask said guests to leave the event, and the client will indemnify us for any damage coursed, including legal expenses for any claims brought against Pokadot as a result of the client. Pokadot is not liable to their clients, or client's guests conduct.
Pokadot is not liable for any defect or damage to any items or equipment supplied in kind by a client's guest.
The client will be responsible for any damage to the property caused by it or its guests during the event.
5. BEVERAGE SALES
Should you wish Pokadot to operate a cash bar and apply for an occasional license, twenty-one weekdays notice is required and you are liable for the cost incurred by Pokadot. You will be responsible for the orderly conduct of the guests and will ensure that their behavior in no way jeopardizes any liquor license in force during the time of the event.
6. EQUIPMENT USE
Should you wish to bring your own equipment to the location, you must ensure it has been tested and is safe to use. Pokadot accepts no liability for any equipment you bring to the event location and we would ask you to comply with all relevant statutory legislation.
7. ADDITIONAL EQUIPMENT OR FACILITIES
All prices are quoted on the basis of suitable and sufficient catering facilities or areas being made available to us. You must notify us at least 10 weekdays in advance of your event if you require Pokadot to provide any catering facilities or areas. Additional charges may be levied where no such facilities or areas exist.
8. BREAKAGES
The client is liable for all costs resulting from breakages and loss or damage to any equipment or fixtures and fittings not caused by Pokadot.
9. PRICES
1 Pokadot will quote all estimated costs for every event prior to all events. Any extra costs accrued through the event due to the client will be added to the final invoice.
2 Pokadot prices will differ depending on size of event, shift times, number of supplier staff needed, changes in dates, programme, and any external matters which may effect the production of the event.
11. FREELANCE SUPPLY STAFF
Staffing charges included in prices are based on "normal" scenario. It may be necessary to increase the staffing level should circumstances dictate. Any price alteration will be notified to the client in advance of the event.
Prices for staff will also incur expenses.
Staff are contracted as freelance suppliers and not employed directly by Pokadot.
EXPENSES:
1 Travel- all fares will be reimbursed, Mileage will be billed at 30p a mile minimum.
2 Car parking will be covered by client on relevant projects.
3 Overtime- Will be covered at the daily rate, and any costs incurred due to the over running will be covered by the client.
13. VENUE
It is the client's responsibility to make all necessary bookings and reservations to ensure that their desired venue for the function is available to Pokadot for a reasonable time in advance of, for the duration of and after the event. The client must also ensure the venue is suitable for the provision of the catering services requested. The client is responsible for ensuring that the said venue complies with health & safety regulations that are appropriate to the venue.
It is the client's responsibility to ensure that nothing is affixed to the fabric of the building including walls, floors and ceilings.
It is the client's responsibility to adhere to the Scottish Offices Environmental & Natural Resources PAN:56 Planning & Noise. Full details can be found on www.scotland.gov.uk.
14. DELIVERY CHARGE
Events which have a net value of less than £50.00 will be subjected to a delivery charge of £20.00 per booking. A transportation charge will be made for any event conducted outside the Edinburgh city zone. Charges will be dependent upon final location. Pokadot reserves the right to make transportation charges on any order. For same day delivery, regardless of order value, accounts will attract a surcharge of £20, including delivery.
15. INDEMNITY
The client shall indemnify the company and its Directors, Officers and Employees against all charges, claims, damage, liabilities, proceedings, demand fees, costs or expenses (to include legal expenses) including but not limited to, loss or goodwill, loss of profit of opportunity suffered by Pokadot directly and indirectly as a result of any breach of these Terms and Conditions of Trading and /or the negligence or willful default of the client or any of its guests. The client shall ensure that it has sufficient insurance provision in place to meet any and all claims leveled against it; Pokadot reserves the right to request a copy of client's insurance details in advance of an event to satisfy itself that sufficient cover is in place.
Pokadot may cancel an event if it does not consider that sufficient insurance provision is held by a client in order to indemnify the company fully.
Pokadot may rescind its contract with the client if it is prevented, hindered or delayed from performing any of its obligations under the contract by a Force Majeure event.
17. Use of information
Information that we acquire from our clients will be treated as confidential and will not be disclosed other than in the normal course of performing services on our client's behalf unless their consent has been obtained or the information is required by a Court of competent jurisdiction or is already in the public domain or it has been received from a third party whom we reasonably believe is permitted to supply such information to us.
Information supplied by clients may be used for research and statistical purposes and may also be used to provide clients with information about products and services that we believe could be of interest. Clients may remove themselves from such mailings by request.
For a copy of these terms and conditions of trading please contact us
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