General

1. The Client is the lead name on the booking form. The contract for the services being received is
between Afmena Events Limited and the client, not the venue.
2. We will liaise with your photographer to acquire any photographs which feature our work. These
images may be used for our portfolio, website, and any marketing materials/collateral.
3 .Afmena Events do not share booked services with other companies. For example, if you are using
us for your Event Design, you are agreeing to the condition that it is exclusively our team that will be
providing the full decor.
4. We offer your first face-to-face consultation and one visit to your venue free of charge. Additional
meetings and venue visits, will incur a charge. If for any reason you fail to attend the first
consultation without adequate notice, a fee will be payable for the rescheduled consultation.
5. It is usually the case that placing soft drinks on the guest tables negatively interferes with the
appearance of the decor. This affects any photographs taken and can have an undesirable impact on
the all important first impression of the venue styling. We therefore request that clients arrange for
drinks to be served in jugs, at a bar or designated area, or brought out by the waiting staff once
guests are seated.

Flowers
1. Prices quoted for flowers exclude the cost of delivery.
2. We endeavour to meet requests for fresh flowers, however we are subject to the natural seasons
in which particular types may be available. This may have an impact on price and/or availability. Our
design team will recommend alternatives in keeping with your colour scheme in such circumstances.
Fresh flowers are also prone to wilting prematurely in hot weather, every effort will be made to
maintain the quality of the flowers but this cannot be guaranteed for the duration of your event.

Setting Up
1. We require a minimum duration of 3 hours uninterrupted and free from distraction to set up the
venue decor. This may be more, depending on the nature of the decor and the number of guests.
The exact time required will be confirmed during the final consultation.
2. It is expected that the client will provide details (name and telephone number) for a point of
contact for the duration of the set up/down. This is in the event of difficulties for example with
access at the venue. You will need to ensure the nominated individual is available and so ideally
should not be a part of the bridal party if your event is a wedding.
3. Should we be required to dress an event on a Bank Holiday there will be an additional charge for
this. Please contact us for more information.
4. All arrangements for linen must be made separately unless this is otherwise agreed as part of your
Event Design Service.
5. Afmena Events do not take responsibility for the set up of crockery, glassware or cutlery. Please
arrange for this to be dealt with by your catering company or venue provider.

6. We will not take responsibility for the set up of favours and stationery that we have not provided.
Upon discussion, we are happy to assist with this, however the set up of the dcor will take priority.
7. Guests are to be instructed not to enter any rooms being decorated before the agreed time. It is
the clients responsibility to ensure there is a representative at the venue to communicate this to
guests and usher them to an appropriate location. In the event of our staff having to manage your
guests, it is at the clients risk that either there is a delay in the venue being ready, or a deduction
being applied to the holding deposit for the additional tasks.
8. It will be necessary for the venue providers to un-stack or put out chairs or tables. If there is an
issue on the day and we do need to do this, there is an additional charge for this and the charge will
be removed from the security deposit. There may be a delay in time as a result.
9. You must arrange with the venue to have the correct amount of chairs available for us to dress. In
the case where chair covers are being used, we will only cover the chairs that have been put out for
us. We are unable to leave any spare covers/sashes
10. If an event includes a ceremony, it must be checked with the venue if they supply the extra
chairs for registrars. Many venues will have four chairs at the front and will need an extra two covers
and sashes for this if chair covers and sashes are being used.
11. Standard laundering of hired items is included in all of our prices, which include stains from food
and drinks and light scuff marks from shoes. We consider these stains as part of an event. However,
if upon inspection after your event we find that irreversible or damage through mistreatment has
been caused to our hired items, for example rips, footprints, evidence of guests drawing on the
linen, cigarette burns, candle wax and excessive food and drink stains etc. this will result in a
deduction from the deposit to replace the damaged stock.
12. On occasion, circumstances beyond our control dictate that we have to alter or adjust at the
point of delivery what weve agreed with clients. In such circumstances, we may have to improvise
and make adjustments in keeping as close as possible with what our clients have requested. Our
clients are required to acknowledge this possibility and allow for our creative judgment in achieving
the best results. Any such amendments will be justified.

13. It is the clients responsibility to ensure that the venue is clearly instructed so that the terms and
conditions are met. Afmena Events Limited will charge the client for any costs due to terms and
conditions being broken. It is then the responsibility of the client to reclaim any of these costs from
the venue if the venue was at fault.


Setting Down
1. We require a minimum of 2 hours to set down, pack away and de rig after an event. If this
cannot be accommodated by your venue, please inform us as soon as possible. To be given
less time than this will require the hiring of additional staff to facilitate the quick turnaround
which will implicate the overall cost of our services.
2. We will arrive at 11pm to begin the packing away process. This will always be carried out
with complete discretion. If for any reason we are required to arrive later than this, an
additional charge will be incurred.

Payment

1. A non refundable 30% deposit is required to secure all bookings. The identified date on the
booking form is only deemed reserved when we are in receipt of the deposit. The further
70% is due 4 weeks prior to the event.
2. The deposit payment made to secure your booking is non-refundable.
3. Payment of your non-refundable deposit is deemed as you having read, understood and
accepted the terms and conditions of our services. Please do not hesitate to contact us if you
would like clarification on any of the items.
4. Invoices and Receipts for all payments are sent via email.
5. The full balance is due 4 weeks prior to your event date and an invoice will be sent in
advance of this date. (If for any reason you do not receive an invoice please contact our
Business and Administration Manager). If payment is not received by this time, we will
assume our services are no longer required and we reserve the right to offer your date to
another client.
6. Once the invoice and any instalments have been paid, refunds will not be issued.
Cancellation will result in the forfeit of the deposit and any money paid prior to the event.
7. Payments will be accepted via bank transfer only.
8. If any of our items are damaged, misplaced or taken during your event by you or your
guests, the cost of this will be deducted from your refundable security deposit.
9. Shortages and damages to goods will be charged at full replacement value inclusive of
delivery to The Owner. No substitute item will be accepted by The Owner.
10. The security deposit will be refunded if applicable within 10 working days of your event.
11. Changes to your requirements can be made up to the point of 8 weeks in advance of the
event. Significant changes may change the quote you originally obtained. However please
bear in mind that once the invoice or any instalments have been paid we are unable to offer
any refunds for unwanted services.
12. Please remember that by paying the non-refundable deposit you are agreeing to the terms
clearly identified above.

Complaints Procedure:

If you are not completely satisfied with the level of service you have received, please let us know so
we can put things right! At the first instance please email our Business and Administration Manager
at admin@afmenaevents.co.uk who will respond within 72 hours of receipt of your complaint.