Big Smoke Events Basic Terms & Conditions

PAYMENT TERMS

1. No booking is confirmed with The Big Smoke Events (BSE) until we have received a non-refundable deposit, as agreed in the booking invoice.

2. Full payment is due prior to the date of your event - on the production of your final balance invoice. 

3. If payment has not been received after 7 days from the due date, a late payment penalty charge of 10% of the total fee (net of VAT) will be applied. This will increase to 15% if payment has not been received within 31 days.

4. Cancellation within 5 working days from the date of your event (or 10 working days for Ping Pong Challenge Show & Crazy Golf Challenge Show) will result in the full event cost being due. *This is inclusive of rail strikes as unions are obliged to give 14 days notice.

5. Rescheduling of date/time must be requested in writing no less than 14 days prior to the event. This is then subject to availability. *valid within 3 months of the original event date

6. If you cancel within 30 days prior to your event, we reserve the right to retain your deposit.

6. Payment can be made by BACS transfer, or credit/debit card.

EVENT TERMS

1. No less than 5 working days before the event the client must supply BSE with their final numbers.

2. If there is a required change to the confirmed event schedule this must be requested in writing no less than 10 working days prior to the event. This is subject to availability. If this is within the 10 working day time frame there could be an additional admin fee applied.

3. If there is more than a 20% variation in final numbers based on original booked numbers - BSE needs 10 working days notice from the client.

4(i). If numbers increase by more than 20% BSE needs to agree they can staff the event. There may an additional host cost applied to be confirmed by BSE.

4(ii). If numbers decrease by more than 20% the final invoice will be based on the original booking numbers - less 10% to cover costs incurred by BSE.

5. The client may at their option provide information, material, content to BSE to personalise the event.

6. If required BSE can source an appropriate venue to suit your requirements (after receiving your event deposit). The client is then subject to the rules of the venue, and the venue maintains rights to refuse entry to persons not abiding by those rules - for which BSE will not accept responsibility. 

7. Food and drink is not provided by BSE. Upon request BSE may assist the Client in making arrangements for catering at the Event but payment obligations shall be direct between the Client and the catering supplier. BSE shall have no liability in that regard.

8. During the event, BSE will allow a grace period of 30 minutes only beyond the official end time of the event. Beyond this time the host will not be obliged to stay.

9. If one or more members of the group are late it may not be possible to incorporate them after the event has started.

10. BSE maintains the right to refuse participation in the event to persons who are intoxicated or displaying inappropriate behaviour, and therefore deemed not fit to take part in the event.

11. BSE will provide at its own cost a trophy/medal for the winning team prize.

12. Zoom is the default platform for BSE virtual events. T’s & C’s apply as per https://explore.zoom.us/en/terms/

13. Big Smoke creates and personalises event packages with information provided by its clients, whilst retaining creative control throughout the process. It is not BSE policy to share all the challenges/questions in advance.

For Scavenger Hunt bookings it is possible to request a copy of your Scavenger Hunt pack in advance if you wish to view and make one edit to your personalised challenges. Additional cost: £175 (+VAT) includes 1 edit. Additional edits (up to a maximum of x3) are £50 (+VAT).

*Rail Strike policy: If you need to reschedule due to planned rail/tube action we will endeavour to reschedule your event within 3 months of the original booking. However we must receive at least 5 working days notice.
Event timing, and start/finish locations must remain unchanged - or an admin fee may apply.

MARKETING TERMS

1. BSE maintains property rights to all media (photos/videos), created during the event.

2. BSE and its partners/agents are able to use the media generated on events across their website and other marketing platforms.