TERMS & CONDITIONS
Chai Cart UK
These Terms & Conditions (“Terms”) apply to all bookings made with Chai Cart UK (“we”, “us”, “our”). The person or entity making the booking is referred to as the “Client”.
By paying a deposit or confirming a booking in writing, the Client agrees to be legally bound by these Terms.
1. Contract Formation
1.1 A binding contract is formed only when:
The Client submits booking details in writing;
A non-refundable deposit is received; and
Chai Cart UK issues written confirmation.
1.2 Until written confirmation is issued, no date is secured.
1.3 These Terms override any terms proposed by the Client unless expressly agreed in writing.
2. Deposits & Payment
2.1 A non-refundable deposit of 50% of the total booking fee is required to secure the Event date.
2.2 The remaining balance is due no later than 28 days prior to the Event date.
2.3 For bookings made within 28 days of the Event, full payment is required immediately.
2.4 Failure to pay the balance by the due date constitutes a material breach of contract and may result in cancellation without refund of deposit.
2.5 All payments are non-refundable except as expressly stated in these Terms.
3. Cancellation by Client
All cancellations must be made in writing via email.
If the Client cancels:
More than 28 days before the Event: deposit retained.
Between 15–28 days before the Event: 75% of total booking fee payable.
14 days or less before the Event: 100% of total booking fee payable.
3.1 Cancellation fees reflect loss of business, staffing commitments, ingredient purchases and loss of opportunity.
3.2 Deposits are strictly non-refundable under all circumstances except where performance is rendered illegal by binding UK Government legislation.
3.3 If the Event can legally proceed but guest numbers are reduced, venue changes occur, or circumstances change, full contractual fees remain payable.
4. Cancellation or Refusal by Chai Cart UK
4.1 We reserve the right to refuse or terminate Services without refund if:
The environment is unsafe;
Guests behave in a threatening, abusive or dangerous manner;
Venue access is materially different from what was agreed;
Payment has not been made as required.
4.2 If we cancel due to circumstances within our control and cannot provide a suitable alternative, liability is limited to refund of monies paid.
5. Guest Numbers & Minimum Spend
5.1 Final guest numbers must be confirmed 7 days prior to the Event.
5.2 Pricing is based on agreed minimum guest numbers or minimum spend. Reductions do not reduce the total fee.
5.3 Increases may incur additional charges and are subject to availability.
5.4 We reserve the right to impose minimum spend requirements for peak dates including weddings and summer weekends.
6. Venue, Access & Client Responsibilities
The Client warrants that:
Full venue permission has been obtained;
Adequate space and safe, level ground is provided;
Suitable power supply (if required) is available;
Loading access is available at agreed times;
All relevant venue restrictions have been disclosed.
Additional charges may apply where:
Access is delayed or restricted;
Setup time is reduced due to venue constraints;
Parking is unavailable or chargeable.
7. Outdoor Events & Weather
7.1 For outdoor Events, suitable shelter must be provided unless otherwise agreed.
7.2 We reserve the right to suspend or cease service where weather conditions create risk, including high winds, heavy rain, flooding or unsafe ground.
7.3 No refunds shall be provided where service is interrupted due to weather or environmental conditions beyond our control.
8. Food Safety, Allergens & Consumption Risk
8.1 We comply with UK food hygiene regulations.
8.2 Our products may contain or come into contact with allergens including (but not limited to) milk, dairy, nuts, gluten and spices.
8.3 While precautions are taken, we cannot guarantee an allergen-free environment.
8.4 Guests consume products at their own risk. The Client is responsible for communicating allergen information to guests.
8.5 Hot beverages present an inherent burn risk. The Client accepts responsibility for ensuring appropriate supervision of children and vulnerable persons.
9. Equipment Ownership & Damage
9.1 All equipment remains the sole property of Chai Cart UK.
9.2 The Client is liable for any loss, theft or damage to equipment caused by guests, venue staff or third parties during the Event.
9.3 Repair or replacement costs will be invoiced and payable within 7 days.
10. Service Duration & Overtime
10.1 Service duration is as specified in the booking confirmation.
10.2 Overtime is charged at £250 per hour (or part thereof) and must be agreed on site where possible.
10.3 We are not obligated to extend service beyond the agreed time.
11. Equipment Failure & Limitation of Liability
11.1 In the unlikely event of equipment failure:
If service cannot commence at all, liability is limited to refund of monies paid.
If service is partially delivered, a discretionary partial refund may be issued.
11.2 Our total liability under any circumstances shall not exceed the total amount paid by the Client.
11.3 We shall not be liable for:
Indirect or consequential losses;
Loss of profits, reputation or business;
Delays caused by traffic, accidents or venue restrictions;
Force majeure events beyond reasonable control.
11.4 Nothing in these Terms limits liability for death or personal injury caused by negligence or liability which cannot be excluded under law.
12. Force Majeure
We shall not be liable for failure or delay in performing obligations due to events beyond reasonable control including but not limited to:
Extreme weather
Government restrictions
Power failures
Industrial action
Natural disasters
In such cases we may offer rescheduling at our discretion.
13. Photography & Marketing
Unless expressly prohibited in writing prior to the Event, we may use photographs or videos from the Event for marketing purposes.
14. Damage / Security Deposit (Large Events)
14.1 For large events (including but not limited to weddings, corporate functions, festivals, or events exceeding 100 guests), Chai Cart UK reserves the right to require a refundable Damage / Security Deposit in addition to the booking fee.
14.2 The amount of the Damage Deposit will be confirmed in writing prior to the Event and must be paid no later than 14 days before the Event date.
14.3 The Damage Deposit is held as security against:
Loss, theft or damage to equipment
Damage caused by guests, venue staff or third parties
Excessive cleaning requirements
Overtime service not pre-paid
Breach of contract terms
Additional costs arising from unsafe, undisclosed or materially altered venue conditions
14.4 The Client remains fully liable for all loss or damage whether caused directly or indirectly by guests, contractors or third parties attending the Event.
14.5 Following the Event, Chai Cart UK will inspect equipment and notify the Client of any deductions within 7 days.
14.6 Where no deductions are required, the Damage Deposit will be refunded within 14 days of the Event.
14.7 If damage or losses exceed the Damage Deposit amount, the Client remains liable for the full balance and payment shall be due within 7 days of invoice.
14.8 The Damage Deposit does not limit the Client’s liability under this Agreement.
15. Right to Withdraw or Suspend Service Without Refund
15.1 Chai Cart UK reserves the absolute right to suspend or withdraw Services immediately, without refund or compensation, where:
The safety of staff, guests or equipment is at risk;
Guests or attendees display abusive, aggressive, intoxicated, unlawful or inappropriate behaviour;
The Event environment becomes unsafe due to overcrowding, disorder, or hazardous conditions;
Venue conditions materially differ from those disclosed at booking;
The Client breaches any material term of this Agreement.
15.2 In such circumstances:
No refund (partial or full) shall be payable;
Any outstanding balance remains payable in full;
Any additional costs incurred will be invoiced to the Client.
15.3 Chai Cart UK shall not be liable for any consequential losses arising from suspension or withdrawal of Services under this clause.
16. Client Indemnity
16.1 The Client agrees to indemnify and hold harmless Chai Cart UK, its owners, staff, contractors and agents against all claims, demands, losses, liabilities, damages, costs and expenses (including legal costs) arising out of or in connection with:
Injury, loss or damage caused by guests or third parties at the Event;
Damage to our Equipment;
Failure by the Client to disclose material information regarding the venue or Event conditions;
Breach of these Terms by the Client;
Any act or omission of the Client, guests, venue staff or third-party suppliers.
16.2 This indemnity applies whether claims arise during or after the Event.
16.3 The Client’s liability under this clause is unlimited and survives termination of this Agreement.
15. Governing Law
These Terms are governed by the laws of England & Wales. The parties submit to the exclusive jurisdiction of the English courts.
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