Maxfield & Dyer Mixology Ltd.

Event Terms and Conditions

Introduction

These Terms and Conditions apply to all bookings made with Maxfield & Dyer Mixology Ltd. ("we", "us", "our", or “M&D”), of registered address: Maxfield & Dyer Mixology Ltd., CBA Services, 45 East Street, Blandford Forum, Dorset, DT11 7DX. By accepting a quote, referred to as an “estimate”,  and proceeding with an event booking by paying a deposit invoice, you (the "Client", or “Host”) agree to these Terms and Conditions. In cases where a 3rd party is organising an event for a client, both the client and third party are considered to be agreeing to these Terms & Conditions and may be held equally liable. We reserve the right to change these Terms & Conditions at any time, such changes will take effect when posted on our website or otherwise brought to your attention at which point they will apply.

1. Services Provided

[1.1] Maxfield & Dyer Mixology provides cocktail and bar services for private and corporate events.

[1.2] Our services include, but are not limited to, professional bartending, cocktail design, ingredient sourcing & supply, hospitality consultancy, bar hire, supply of staff for events, and bar equipment supply.

[1.3] Specific services will be detailed in your bespoke estimate and discussed with you before the event. Services outside of those listed above may be provided by M&D if agreed with the client beforehand. We do not accept any responsibility for any other services provided at any event beyond those detailed in our estimate -  i.e. catering, lighting, waste disposal, health & safety, music, sound, security, etc.

2. Booking Process

[2.1] After an initial phone consultation or an enquiry between M&D and the Client, we will generate a bespoke estimate based on the Client's requirements. Estimates are issued by M&D to the Client online via Xero or by email.

[2.2] These estimates are provided at no cost, or obligation, however they usually are only valid for 14 days. We may revise or withdraw an estimate at any time prior to deposit payment. 

[2.3] To confirm a booking, the Client must accept the estimate online or provide written acceptance via email, or confirm acceptance with M&D on the phone. 

[2.4] After an estimate is accepted, we will issue a deposit invoice covering 50% of the service fee, 50% of the staffing costs, and 100% of the ingredient costs. Payment terms for deposits are 7 days. 

[2.5] Any other elements of the estimate may require full upfront payment or partial payment in the form of a deposit.

[2.6] By paying the deposit invoice, the client accepts Maxfield & Dyer Mixology’s Terms and Conditions of Booking / Events. Once payment is received, a confirmation email will be sent to the client that funds have been received and that the booking is confirmed. At this point, the Client is bound by the booking and these Terms & Conditions.

[2.7] In cases of a last minute booking, within 30 days of the event date, M&D reserve the right to request that the deposit payment be up to the full amount of the estimate.

[2.8] All bookings are regarded as provisional until the deposit payment is received. We are not under any obligation to reserve a booking date if the estimate has been accepted within the valid period, until a deposit invoice has been raised and payment received.

[2.9] Any queries regarding an estimate should be raised by the client within the valid period, so that any amendments can be made. After the expiration of an estimate we reserve the right to no longer provide our services at our previously estimated price.

[2.10] Bookings are not transferrable to another individual, client, or other parties.

3. Payment Terms

[3.1] The deposit invoice must be paid in full to secure the booking.

[3.2] The remaining balance, reflecting any additional costs incurred during the event, will be invoiced within 7 days following the event.

[3.3] Payment of the final invoice is due within 7 days of issue. 

[3.4] Late payment of a final invoice may be subject to fees or interest applied at the discretion of M&D.

4. Changes and Additional Costs

[4.1] Our quotes are estimates based on the information provided at the time of booking and may be subject to change.

[4.2] Additional costs may apply if guest numbers, service times, drinks served, or other event requirements change.

[4.3] Should there be a large change to the estimated cost of ingredients, we aim to notify the Client of this change, but retain the right to adjust ingredient prices as per market rate. 

[4.4] If any unforeseen expenses arise during the event (e.g., extra ingredients, additional preparation, additional or overtime staffing), these will be reflected in the final invoice.

[4.5] In the event that travel time for our staff increases due to unforeseen circumstances, the additional time spent travelling will be added to the final invoice at the travel rate outlined in our estimate.

[4.6] Staff hours worked after 01:00am are charged at overtime (OT) rates - this is 1.5 times the standard hourly rate for any member of staff. Additional OT staff hours worked on site, beyond our estimate, will be added to the full and final invoice at OT staff rates to reflect the actual OT hours worked.

[4.7] In the event that staff hours on site increase beyond the estimated hours, we will aim to inform the event hosts, but reserve the right to use our discretion if our time worked on site is critical to the proper completion of the event. 

5. Cancellation Policy, Modifications, and Refunds

[5.1] The 50% deposit on our service fee is non refundable. In the event the client cancels a booking with M&D, this amount will be retained by us in full.

[5.2] Cancellations made more than 45 days prior to the event will receive a full refund of the deposit on staffing costs. 

[5.3] If the cancellation is within the first 30 days of the deposit being paid, but not within 30 days of the event, the ingredients deposit may be eligible to be refunded to the client. (i.e. We order event ingredients 30 days after the deposit is paid). After this point we reserve the right to retain the full ingredients deposit should the client cancel their booking.

[5.4] Cancellations made within 30 days of the event date will forfeit the full deposit.

[5.5] In exceptional circumstances, we may issue partial refunds at our discretion.

[5.6] Should a client request to modify the requirements of their booked event, at any point, M&D may be able to accommodate changes, but reserve the right to refuse any changes to the initial estimate. 

[5.7] In the case of a reduction or increase in staffing required for an event, M&D will not refund or request further staffing deposits, however if the changes are accepted by M&D, we would reflect these changes in the full and final invoice.

[5.8] Refunds for our service fee are not issued due to a reduction in guest count or service hours. 

[5.9] Refunds for ingredients provided by us are not issued due to a reduction in guest count. 

[5.10] Should the Client request to move the event date or postpone the booking, due to extenuating circumstances, deposits received may be transferred to, or used towards another event booking at the discretion of M&D, provided the new date is within 12 months of the initial booking and M&D are able to facilitate the new event date. 

6. Client Responsibilities

[6.1] The Client must provide an appropriate space for our services, including physical access to the site, running water, power, adequate lighting, and sufficient setup time. 

[6.2] The Client is required to provide information asked for by M&D that pertains to the event in a timely manner.

[6.3] The Client is responsible for any damages caused to our equipment or hire equipment due to guest negligence. Penalties, fees, or charges may be applicable in the case of lost, damaged, or destroyed equipment, or equipment hired by M&D through a 3rd party hire company.

[6.4] The Client is considered responsible for all guests in attendance at the event, M&D take no responsibility for the actions or damage that may be caused or inflicted by any guest in attendance.

[6.5] The Client is considered responsible for the organisation of the event being held, in cases where a Temporary Event Notice (TEN), or a premises licence is required,  M&D act under the assumption that this has been arranged and put in place by the host.

[6.6] The client is responsible for meeting all necessary Health & Safety and insurance requirements for the venue and for the event. In certain circumstances M&D may require the Client to provide proof of insurance or copies of carried out risk assessments, or relevant Health & Safety documentation.

7. Liability

[7.1] Nothing in this section limits, or attempts to limit, our liability for death or personal injury caused by negligence / fraud or any other matter for which it would be illegal or unlawful for us to exclude or attempt to exclude our liabilities.

[7.2] We maintain public liability insurance for all events up to a maximum value of £5 million.

[7.3] We maintain employer liability insurance for our staff at all events.

[7.4] We are not liable for any injury, loss, or damage arising from circumstances beyond our reasonable control.

[7.5] M&D’s total financial liability for the breach of the Booking, including any wilful or deliberate breach of the Booking and a tortious act or omission (including negligence), breach of statutory duty or misrepresentation in connection with the Booking, shall be limited to the whole or part of the estimated cost of services - laid out in our quote - as agreed to by the Client. 

[7.6] In no event shall M&D be liable, whether for breach of Booking, any tortious act or omission (including negligence) or otherwise, under or in connection with the Booking for

  • Loss of profit

  • Loss of reputation

  • Loss of business

  • Loss or damage to a relationship

  • Loss of revenue or goodwill

  • Loss of anticipated savings

  • Loss or damage to data

  • Any consequential or indirect loss, regardless of whether the loss of damage would arise in the ordinary course of events, is reasonably foreseeable, is in the contemplation of the parties, or otherwise.

[7.7] The Client shall not be entitled to withhold payment of any amount payable in a booking with M&D because of any disputed claim of the Client in respect of service provided or any other alleged breach of the booking, nor shall the Client be entitled to offset against any amount payable to M&D that is not presently payable by the Client or for which M&D disputes liability.

8. Aggression, Abuse and Refusal of Service 

[8.1] M&D reserve the right to refuse service to any individual attending an event at any point, without giving notice or a reason. When doing so we will inform the client.

[8.2] M&D will not tolerate any aggression or abuse directed towards our staff. Aggressive or abusive behaviour includes language that may cause staff to feel afraid, threatened or abused and may include threats, personal verbal abuse, derogatory remarks and rudeness. The use of swear words in written or verbal communication will not be tolerated and these communications will not be responded to. Swearing at members of staff will not be tolerated. We also consider inflammatory statements, remarks of a racial or discriminatory nature and unsubstantiated allegations, to be abusive behaviour.

9. Privacy, Data & Media Usage

[9.1] M&D complies with all applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

[9.2] Personal data collected from clients and event organisers is used solely for the purpose of managing and delivering our services, including but not limited to: processing bookings, communicating event details, issuing invoices, and post-event follow-up.

[9.3] We do not sell or share client data with third parties for marketing purposes. However, limited information may be shared with trusted third parties directly involved in delivering our services (e.g., staff, logistics providers, or hire companies), and only when necessary to perform the agreed services.

[9.4] All personal data is stored securely and retained only for as long as required for business and legal purposes. Clients have the right to request access to, correction of, or deletion of their data at any time by contacting us in writing.

[9.5] By agreeing to these Terms and Conditions, the Client grants M&D the right to take photographs and/or video recordings at the event for the purposes of marketing and promotional use, including but not limited to our website, social media, and print materials. 

[9.6] If the Client, or any guest at the event, does not wish to have their image captured or used, it is the responsibility of the Client to notify M&D in writing at least 48 hours prior to the event. In such cases, we will take all reasonable steps to exclude those individuals from any photos or videos taken. 

[9.7] No names or identifying personal information will be published alongside images or footage unless explicit written consent is obtained.

[9.8] All communication between M&D and the client may be used for internal training material, or for promotional purposes by M&D unless otherwise agreed in writing by the client.

[9.9] Our trademarks, imagery, and branding or branding material may not be used in connection with any product or service without prior written consent of M&D. The Client assigns all rights, titles and interest in any use of the above to M&D. If for any reason such assignment is ineffective, the Client agrees to grant M&D a non-exclusive, perpetual, irrevocable, royalty free, worldwide right and licence to use, reproduce, disclose, sub-licence, distribute, modify and exploit such uses without restriction.

10. Force Majeure

[10.1] In the event of circumstances beyond our control, including but not limited to lockouts, natural disasters, government restrictions, death, outbreak of war or fire, we reserve the right to cancel the booking without liability. In such cases, we may issue a refund where applicable.

[10.2] Limitation of our liability under such circumstances is explained in section [7]

11. Severance

If any part or provision of these Terms and Conditions is considered invalid, illegal or unenforceable for any reason by any relevant court such provision shall be severed and the remainder of the provisions shall continue in full force and effect as if these Terms and Conditions had been agreed with the invalid, illegal or unenforceable provision eliminated.

12. Governing Law

These Terms and Conditions shall be governed by and construed in accordance with the law of England and the parties hereby submit to the exclusive jurisdiction of the English courts.

13 . Acceptance   

By accepting the estimate and paying the deposit invoice, the Client confirms their understanding and agreement to these Terms and Conditions.