Terms and Conditions of Booking and Hire
This agreement is made between Sage & Sprig Weddings and the person/persons signing this document OR NRD (Non refundable deposit payment is made), the Hirer. Once signed by all parties the agreement becomes legally binding and serves as a contract between the Hirer and Sage & Sprig Weddings. Hereinafter ‘Sage & Sprig Weddings’ shall be known as The Company and the named person making the booking shall be known as The Hirer.
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It will be deemed that The Hirer accepts responsibility for every person in his or her party and agrees to the conditions of hire as follows:
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1. Conditions of Booking
1.1 Bookings are only valid upon a receipt of a completed and signed booking form available from the Sage & Sprig Weddings website that includes the terms and conditions along with a 50% non- refundable deposit for any product hire (paid via BACS or invoice) and payment terms and timeframe to be agreed upon booking.
Once the Hirer has received a written confirmation via email of a confirmed date the booking is then secure upon deposit payment. The final, outstanding balance must be paid 8 weeks prior to the wedding date. Should a booking be made within 8 weeks (60 days) of the booked event date, immediate full and final payment of the booking value will be required to secure your booking
1.2 Sage & Sprig Weddings will not be responsible for late or missed guest collections due to inaccuracies with the booking form. It is the responsibility of the Hirer to ensure the booking form is accurate, complete and submitted at least 28 days before the day of the wedding.
1.3 Sage & Sprig Weddings reserves the right to accept alternative bookings if this amount is not paid by the due date.
1.4 We are able to accept payment by cash (we do not advise sending cash by post) or via bank transfer.
1.5 In the event of the Campervan, Garden Games or Audio Guestbook being unavailable for your wedding due to unforeseen circumstances (eg. mechanical breakdown or involvement in an accident, loss or illness) and an alternative camper van is unavailable that is in agreement between the two parties; we will refund all money (including deposit). The deposit is otherwise non refundable. The minimum booking time is 4 hours. This time is allocated strictly from departure from our address to the return of the hired vehicle to our address.
1.6 Once a booking confirmation has been received in writing from Sage & Sprig Weddings , the price quoted will be fixed unless the Hirer wishes to make alterations to the booking. Examples of this are extra requests such as change of venue or additional collections incurring extra mileage, extra flowers/decorations or additional hours needed.
1.7 Sage & Sprig Weddings reserve the right to raise the price quoted on their website at any time. However, this will not affect existing quotes and agreements/bookings.
2. The Vehicle (and products)
2.1 Every effort has been made to maintain the serviceability of our vehicle and products; responsibility cannot be accepted for mechanical, electrical or material breakdown. In this unlikely event, every effort will be made for the immediate repair to the vehicle. However, if this is not possible a full refund will be paid with onward travel to the service only covered by means within our control. We will always advice planning a 20 minute emergency window from collection to the service to allow for any unforeseen circumstances.
2.2 The Company reserves the right to substitute vehicles in the event of mechanical failure or other circumstances beyond their control.
2.3 In the event of conditions mentioned in points 2.1 and 2.2 or any other breakdown or accident, no responsibility will be accepted for missed connections and/or functions, howsoever caused.
2.4 In the event of a breakdown or accident to the vehicle prior to the date of booking, every effort will be made to supply an alternative vehicle(s) at Sage & Sprig Weddings discretion. If this is not acceptable to The Hirer a refund will be made of moneys paid.
3. Hire cancellations
3.1 If the Hirer chooses to cancel a booking for any reason, the deposit will be lost. If a cancellation is made with less than 28 days prior to the wedding date the full amount will be due payable.
4. Unforeseen Circumstances
4.1 Sage & Sprig Weddings cannot accept responsibility for acts beyond our control that may impact on or cause delay during the hire period. This includes traffic congestion, en route to and between the agreed collection and drop off point including from our location (NG3) as this is out of our control. Where adverse weather conditions are experienced we will endeavour to keep to the agreed schedules where possible but changes may be needed in the agreement where the weather makes it dangerous to proceed (Snow, Ice etc)
5. Your Bookings
5.1. A written quote will be given and emailed to the Hirer and will be based upon the information provided. The Hirer may chose to alter the arrangements at a later date (further pick-ups or other arrangements) Sage & Sprig Weddings reserves the right to make changes to the original quote and charge extra accordingly.
5.2. Distances that exceed our mileage limitations from our base in Nottingham (NG3) will incur extra mileage. This is charged at £1.50 per mile and is calculated using Google Maps. Mileage costs will be included in the quote. Quoted price includes leaving HQ in NG3, collection, transport to venue and reception and return to our HQ in NG3 within the 4 hour hire. An additional £35 per hour will be charged for time above the standard 4 hour hire and must be pre paid and pre arranged with us prior to the day.
5.3. The chauffeurs will choose the route based on experience, knowledge of the local area and use of satellite navigation, they will accept a route requested by the Hirer, however, should this result in extra mileage or time being added to the journey a charge may be made.
5.4. The vehicle will arrive dressed with your colour choice of ribbons and bows available from our stock, please indicate this upon sending the booking form. Additional options such as fresh flowers or other decorations can be arranged at extra cost or supplied by the Hirer prior to departure from Sage & Sprig Weddings. Please let us know your final requirements at least 28 days prior to the wedding date.
6. Consumables (Food and Drink)
6.1 Eating or Drinking is not permitted within the Campervan without the consent of Sage & Sprig Weddings.
6.2 Sage & Sprig Weddings are allowed to serve alcohol provided by the Hirer in-line with UK licensing Laws. We are not licensed to provide and/or purchase any type of Alcohol even for Free. It will constitute a breach of the UK Law Licensing Act.
7. Smoking
7.1 No smoking is permitted in the vehicles at any time.
8. Vehicle or product damage (games hire and audio guestbook)
8.1 The Hirer shall be liable and fully responsible for any damage caused both internally and externally to the vehicles or products by themselves or any member of their party. This includes incitement to any third party which results in damage to the vehicle, products or its contents. In the event of any damage, Sage & Sprig Weddings will determine the location of the repairer, and the Hirer agrees to be liable for the total cost of the repair or replacement. Additionally, The Hirer will be liable to pay to Sage & Sprig Weddings a fixed daily rate (determined by the Company) whilst the vehicle or products is out of commission for such repairs, plus any further losses incurred, i.e. lost bookings.
8.2 The driver reserves the right to refuse to drive or position the camper van into an environment, which they feel may damage the vehicle. For example, a beach, field, unsuitable road surface, obstructions that may cause damage such as flood, trees, mud or snow. Any specific requirements should, where possible, be discussed in advance of the day.
9. Personal Possessions
9.1 Sage & Sprig Weddings takes no responsibility for the personal property of the Hirer or any member of their party during the period of hire of our vehicles. Please ensure that all possessions are removed at the end of the rental period.
10. Conduct of passengers
10.1 Sage & Sprig Weddings reserves the right to refuse passengers entry to vehicles and can terminate the journey if any person(s) behave in a manner that may be detrimental to any other person or the vehicle and its contents. In this event no refund of monies paid will be given.
10.2 In the event of food or drink spillages or illness which require additional cleaning, a £100.00 valeting cost will be charged to The Hirer.
11. Travel Safety
11.1 Our vehicle is not fitted with rear lap belts in the rear and has one lap belt in the front for any passengers. UK seat belt law states that children under the age of 3 are not allowed to travel in the vehicle due to the vehicle being a classic car. Any children over the age of 3 must travel in the front of the vehicle in a suitable customer supplied car seat (at your risk – Please contact us to ensure this is applicable no less than 28 days prior to the booking date). Access will be allowed whilst the vehicles is stationary for the purpose of photos as long as accompanied by a responsible adult.
12. Photographs
12.1. Sage & Sprig Weddings may take photographs of your wedding to be used on our website, Facebook page or promotional material. If you would prefer that photos of your special day/event are not used on our website, please advise us at the time of your booking.
13. Personal Data
13.1 When you book the vehicle we will collect personal data from you, such as name, address, email address and telephone number. We will not use your personal data for any other reason.
13.2 Sage & Sprig Weddings reserves the right, at its sole discretion, to change, modify, add or remove any portion of these terms in whole or in part, at any time. Changes to the terms will be effective when notice of such changes is posted.
14. Garden Games + Guestbook Hire
14.1 The games and phone are hired but the Hirer from Sage and Sprig Weddings and shall be the responsibility of the hirer at all times. All items will be itemised and are to be returned after the hire period. Any losses or damage to be paid for by the hirer. A deposit to be to paid upon final balance payment
14.2 All items must be returned to us in good time to allow for the next wedding where appropriate.