THE ROLLING BAR – TERMS AND CONDITIONS

These terms apply to every booking with The Rolling Bar (the “Company”, “we”, “us”). By paying a deposit, signing a booking form, or confirming a booking in writing or by email, you accept these terms in full. Verbal promises do not count. Any change must be agreed in writing.

1. WHO WE ARE The Rolling Bar is a partnership. Both partners are jointly and severally responsible for the business. We provide a mobile bar service from a converted goods vehicle. We do not sell alcohol except under an occasional licence held by a licensed partner pub, where that option is booked.

2. QUOTES Quotes are valid for 7 days from the date issued. After that the date is not held and prices may change.

3. HOW A BOOKING IS MADE A booking is only confirmed when:

• you have accepted the quote in writing (email is fine); and

• we have received the deposit in cleared funds.

Until both happen, the date is not yours.

1. DEPOSIT A non-refundable deposit of 20% of the total quoted price is due on booking. The deposit reserves the date, staff and vehicle. We turn other work away once the date is held. That is why the deposit is not refundable, except where these terms say otherwise.

2. BALANCE The remaining 80% must be paid in cleared funds no later than 14 days before the event, unless we agree a different date in writing. If the balance is not paid on time we may cancel the booking. The deposit is then lost and we have no obligation to attend.

3. PAYMENT Bank transfer is free. Card payments carry a 2% admin fee (3% American Express). We do not start work, load the vehicle or apply for any licence until the balance is paid.

4. WHAT THE PRICE COVERS The quote states what is included. Unless written otherwise, a standard booking includes:

• travel within the agreed radius

• setup and pack-down

• the agreed number of staff for the agreed service hours

• use of the bar vehicle and equipment

It does not include extra hours, extra staff, overnight leave of the vehicle, damage, broken glass, stock you have not paid for, or council or street-closure costs.

1. DRY BAR AND ALCOHOL BAR Dry bar: we supply the bar, staff and equipment. You supply the drink. No occasional licence is needed for us to serve what you provide, but you remain responsible for how drink is supplied and consumed on your site.

Alcohol bar: sale of alcohol is only possible where our licensed partner applies for and is granted an occasional licence for that place and those dates. The court fee is added to your invoice and is payable by you. If the licence is refused, delayed or limited, we will run a dry bar or cancel that part of the booking. Court fees already paid to the court are not refundable by us.

We do not sell alcohol off the vehicle except as authorised by that occasional licence.

1. GUEST NUMBERS You must give final guest numbers no later than 14 days before the event. We staff and stock to those numbers. If numbers rise on the day we will do what we reasonably can, but extra staff, stock or time is chargeable. If numbers fall, the quoted price still stands unless we agree otherwise in writing.

2. YOUR RESPONSIBILITIES You must provide, at your cost:

• a suitable off-road or agreed parking position for a 15-tonne rigid lorry

• safe access for loading and unloading

• a 13-amp socket within a short distance of the bar, or agreed generator arrangements

• permission from the landowner or venue for a third-party bar

• accurate times, address and contact details

• enough space and ground that will take the vehicle

If we cannot get the vehicle on site, or access is delayed more than 30 minutes through no fault of ours, waiting time is chargeable and we may treat the booking as cancelled by you.

1. HOURS AND OVERTIME Service hours are those on the invoice. Setup and pack-down are included. Extra service time is charged at 1.5 times the agreed hourly staff rate and invoiced within 7 days after the event. Extra time is not guaranteed and depends on staff and vehicle availability.

2. CANCELLATION BY YOU Cancellations must be in writing (email is fine). Charges are:

More than 60 days before the event: deposit only 30 to 60 days before the event: 25% of the total price 14 to 30 days before the event: 50% of the total price Less than 14 days before the event: 100% of the total price

A no-show, or a cancellation on the day, is treated as less than 14 days.

If you have already paid more than the amount due under this table, we will refund the difference within 14 days. If you have paid less, the shortfall is due immediately.

1. MOVING THE DATE One free date change is allowed if requested more than 30 days before the original date and the new date is available. After that, or for a second change, a £50 admin fee applies. The deposit transfers to the new date. If we cannot offer a new date within 12 months, clause 12 applies.

2. CANCELLATION BY US If we cancel because we cannot perform (vehicle failure we cannot reasonably cover, staff illness we cannot cover, licence refused where alcohol was booked, or similar), we will refund all money you have paid for the cancelled service. That is the limit of our liability.

3. EVENTS OUTSIDE ANYONE’S CONTROL War, flood, storm that makes the site unsafe, government order, epidemic restrictions, or similar events beyond reasonable control: neither side is in breach. We will try to move the date. If that cannot be agreed, we refund what you have paid less costs we have already properly incurred (for example a court fee already paid). We are not liable for your other losses.

4. CONSUMER COOLING-OFF If you booked at a distance (phone, email, website) you may have a 14-day cooling-off right under the Consumer Contracts Regulations. By paying the deposit and asking us to reserve a specific date, staff and vehicle, you request that we start work immediately. If you then cancel within those 14 days, you still pay for work and costs already incurred, which will normally be at least the deposit.

5. DAMAGE AND GLASSWARE You are responsible for damage to the vehicle, bar or equipment caused by you or your guests beyond fair wear and tear. We will inspect at pack-down and invoice reasonable repair or replacement cost. Hired glassware: lost or broken items are charged at four times the hire rate per item.

6. OVERNIGHT LEAVE The vehicle does not stay on site overnight unless agreed in writing. If it does, an extra deposit and a next-day collection charge apply.

7. ALCOHOL SERVICE RULES We and our staff may refuse service to anyone who appears under 18, drunk, or likely to cause a problem. That is not a breach by us. You must be 18 or over to book an alcohol service.

8. INSURANCE We hold public liability insurance. Copies available on request. You should have your own event or homeowners cover for the site. We are not liable for loss of enjoyment, loss of profit, or indirect losses.

9. COMPLAINTS Raise problems on the day with the person in charge on site. After the event, complaints must be in writing within 7 days and, where relevant, with photos or video. Refunds or discounts are only given where we are clearly at fault (for example we arrived late through our own fault or we cut hours without agreement).

10. DATA We use your name, contact details and event details to run the booking. We keep them as long as needed for the contract, tax and any dispute. We do not sell your data. Ask if you want a copy or deletion where the law allows.

11. LATE PAYMENT Unpaid sums after the due date attract statutory interest and fixed charges where the law allows. We may pass unpaid accounts to a collector. You pay the collector’s reasonable fees.

12. AGE AND CAPACITY You confirm you are 18 or over and have authority to bind whoever is paying.

13. LAW These terms are governed by the law of Northern Ireland. Disputes go to the courts of Northern Ireland.

14. CHANGES TO THESE TERMS We may update these terms for future bookings. The version that applies is the one sent with your quote or booking confirmation.