Our Terms of Engagement

In these Terms, the following words have the following meanings: 1.1 "Agreement" means the contract between us and you for the provision of Services, formed in accordance with Clause 3, comprising these Terms, our Proposal, and any Event Schedule. 1.2 "Client", "you", "your" means the person, business, or organisation engaging Hi Events to provide Services, as named in the Proposal. 1.3 "Consumer" means a Client who is an individual acting wholly or mainly for purposes outside that individual's trade, business, craft, or profession. Where the Client is a Consumer, Clause 15 (Consumer Clients) applies in addition to, and where relevant in place of, the equivalent business-facing provisions. 1.4 "Event" means the event, occasion, or function described in the Proposal. 1.5 "Event Schedule" means the document(s) setting out agreed Event details, including date(s), venue, timings, guest numbers, and confirmed suppliers. 1.6 "Fee" or "Fees" means the total charges payable to us for the Services, as set out in the Proposal, including our planning fee and any Pass-Through Costs. 1.7 "Pass-Through Costs" means third-party costs incurred on your behalf, including but not limited to venue hire, catering, entertainment, AV, transport, and equipment hire. 1.8 "Proposal" means our written proposal, quotation, or scope of works setting out the Services, Fees, and key Event details. 1.9 "Retainer" means a fee payable to secure our ongoing availability and commence planning work, as further described in Clause 5. 1.10 "Services" means the event planning, design, management, coordination, and/or on-the-day delivery services described in the Proposal. 1.11 "Supplier" means any third-party venue, vendor, contractor, or service provider engaged in connection with the Event, whether engaged by us on your behalf or directly by you. 1.12 "Working Day" means Monday to Friday, excluding bank holidays in England and Wales.

2.1 We are Hi Events. 2.2 You can contact us by post, by email at hello@hievents.world, or by telephone on request. 2.3 References to "writing" or "written" include email.

3.1 Our Proposal is an invitation for you to make an offer to engage us; it is not itself a binding offer. 3.2 A binding Agreement is formed only when (a) you have signed and returned the Proposal or otherwise confirmed your acceptance in writing, and (b) we have received the applicable Retainer and/or deposit in accordance with Clause 5. Until both conditions are met, any booking is provisional only and we reserve the right to release the date to another client. 3.3 Any changes to the Services after the Agreement is formed must be agreed in writing and may result in revised Fees and/or timelines, as set out in Clause 7. 3.4 These Terms apply to the exclusion of any other terms that you seek to impose or incorporate, or which are implied by trade, custom, practice, or course of dealing, unless we have expressly agreed otherwise in writing.

4.1 We will provide the Services with reasonable skill and care, in accordance with the Proposal and any Event Schedule agreed between us. 4.2 Our role is to plan, coordinate, and (where agreed) manage the delivery of your Event, including liaison with Suppliers. Unless expressly stated in the Proposal, we do not ourselves provide catering, venue, entertainment, AV, transport, or similar services - these are delivered by third-party Suppliers under separate terms, as set out in Clause 9. 4.3 You are responsible for providing us with accurate, complete, and timely information reasonably required for us to perform the Services, including guest numbers, dietary and access requirements, and any relevant health and safety information. We are not liable for any delay or shortfall in the Services to the extent caused by inaccurate, incomplete, or late information provided by you. 4.4 Where we recommend or introduce a Supplier, this is done on the basis of our professional judgement and experience. Unless we have expressly agreed in writing to accept responsibility for a named Supplier's performance, our responsibility is limited to the reasonable care taken in selecting and instructing that Supplier, and we are not liable for the Supplier's acts, omissions, or insolvency. 4.5 Timings, guest numbers, and other Event details set out in any Event Schedule are estimates until confirmed in writing by both parties no later than 10 Working Days before the Event.

We offer a flexible range of payment structures depending on the scale, lead time, and nature of each Event. The specific structure for your Event will be set out in your Proposal and will be one (or a combination) of the following: 5.1 Retainer - For ongoing planning engagements, we may require a non-refundable Retainer to secure our availability and commence work. The Retainer is offset against the total Fee unless otherwise stated in the Proposal. 5.2 Deposit and Balance - For single-Event bookings, we typically require a non-refundable deposit of 25–50% of the estimated Fee to confirm the booking, with the balance due no later than 14 days before the Event. 5.3 Staged / Instalment Payments - For larger or longer-lead-time Events, Fees may be split into agreed instalments linked to planning milestones or dates, as set out in the Proposal payment schedule. 5.4 General Payment Terms: 5.4.1 All Fees are quoted exclusive of VAT unless stated otherwise. VAT will be added at the prevailing rate where applicable. 5.4.2 Invoices are payable by the due date stated on the invoice. Where no date is stated, payment is due within 7 days of the invoice date. 5.4.3 Bookings made within 20 Working Days of the Event date require payment in full at the time of booking. 5.4.4 If any payment is not received by its due date, we reserve the right to: (a) charge interest on the overdue amount at 4% per annum above the Bank of England base rate, accruing daily; (b) suspend performance of the Services, including any Supplier bookings, until payment is received; and (c) treat continued non-payment beyond 14 days as a material breach entitling us to terminate the Agreement under Clause 11. 5.4.5 Where the scope of the Event changes after the Proposal is agreed - including but not limited to increased guest numbers, additional Suppliers, or changes requested by you - we will notify you of any resulting change to the Fee before incurring the additional cost wherever reasonably possible, and any such increase will be invoiced separately. 5.4.6 Pass-Through Costs are payable by you in addition to our planning Fee, whether invoiced by us or billed directly by the relevant Supplier, as set out in the Proposal.

6.1 If you wish to cancel the Event, you must notify us in writing. The cancellation takes effect on the date we receive that notice. 6.2 Any Retainer and/or deposit paid under Clause 5 is non-refundable, reflecting the time, resource, and lost opportunity already committed by us and any Suppliers. 6.3 In addition to the loss of any Retainer or deposit, the following cancellation charges apply to the balance of the Fee, calculated by reference to the number of Working Days' notice given before the Event date: More than 90 days' notice: 25% of the remaining Fee 60–90 days' notice: 50% of the remaining Fee 30–59 days' notice: 75% of the remaining Fee Fewer than 30 days' notice: 100% of the remaining Fee 6.4 Where we have already incurred or committed to Pass-Through Costs with Suppliers on your behalf, you remain liable for those costs in full, including any cancellation charges levied on us by the relevant Supplier, regardless of the tiered charges in Clause 6.3. 6.5 If you wish to postpone (rather than cancel) the Event to an alternative date, we will use reasonable endeavours to accommodate this, subject to our availability and that of confirmed Suppliers. We reserve the right to charge a reasonable administration fee for postponement, and any Supplier costs arising from the change will be passed on to you.

7.1 We may cancel or suspend the Agreement by written notice if: (a) you fail to make any payment by its due date and remain in default for 14 days after we notify you; (b) you provide false or materially misleading information relevant to the Services; (c) you become insolvent or unable to pay your debts; or (d) continuing to provide the Services would, in our reasonable opinion, pose a risk to health, safety, or our professional reputation. 7.2 If we cancel under Clause 7.1, we will refund any Fees paid in advance for Services not yet provided, less: (a) our reasonable costs already incurred, including non-recoverable Supplier commitments; and (b) any cancellation charges that would otherwise have applied under Clause 6. 7.3 Other than as set out in this Clause 7 or Clause 12 (Force Majeure), we will not cancel a confirmed Event without reasonable cause and will use reasonable endeavours to assist you in making alternative arrangements if we are unable to perform the Services for reasons within our control.

8.1 Nothing in these Terms limits or excludes our liability for: (a) death or personal injury caused by our negligence; (b) fraud or fraudulent misrepresentation; or (c) any other liability which cannot lawfully be limited or excluded under English law. 8.2 Subject to Clause 8.1, our total liability to you arising out of or in connection with the Agreement, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, shall not exceed the total Fees paid by you to us in respect of the Event giving rise to the claim. 8.3 Subject to Clause 8.1, we shall not be liable to you for any: (a) loss of profit, revenue, business, contracts, or anticipated savings; (b) loss of goodwill or reputation; or (c) indirect or consequential loss, in each case whether or not such loss was foreseeable. 8.4 We are not liable for the acts, omissions, performance, insolvency, or negligence of any Supplier, except to the extent that such liability arises directly from our failure to exercise reasonable care in selecting or instructing that Supplier, as set out in Clause 4.4. 8.5 We strongly recommend that you (or, for corporate Events, your organisation) hold appropriate event cancellation and public liability insurance, and we may request evidence of such cover for higher-value or higher-risk Events.

9.1 Where we engage a Supplier on your behalf, we do so as your agent, and the contract for the relevant goods or services is between you and that Supplier, on that Supplier's own terms and conditions, unless we expressly agree in writing to contract with the Supplier as principal. 9.2 You are responsible for reviewing and accepting any Supplier-specific terms (including venue terms, catering terms, or hire agreements) that we pass to you, and for any deposits or payments required directly by that Supplier. 9.3 If a Supplier increases its charges, becomes unavailable, or ceases trading, we will notify you as soon as reasonably possible and use reasonable endeavours to source a suitable alternative, but we are not liable for any resulting cost increase, delay, or shortfall in service, save as set out in Clause 4.4.

10.1 Neither party shall be liable for any failure or delay in performing its obligations under the Agreement to the extent that such failure or delay is caused by an event outside that party's reasonable control (a "Force Majeure Event"), including but not limited to: natural disaster, extreme weather, fire, flood, pandemic or epidemic, war, terrorism, civil unrest, government action or restriction, strikes or industrial action, or failure of public utilities or transport networks. 10.2 If a Force Majeure Event prevents, delays, or makes commercially impracticable the holding of the Event: (a) the affected party will notify the other as soon as reasonably possible; (b) the parties will use reasonable endeavours to agree a postponed date; and (c) if no postponed date can be agreed within 12 months, either party may terminate the Agreement by written notice. 10.3 Where the Agreement is terminated under Clause 10.2(c), we will refund Fees paid less: (a) any non-recoverable costs already incurred or committed to Suppliers; and (b) a reasonable amount for planning work already carried out, calculated by reference to the time and resource expended. Any Retainer paid under Clause 5.1 remains non-refundable. 10.4 For the avoidance of doubt, a Force Majeure Event does not include your own change of mind, change of business circumstances, or ordinary commercial risk, which are governed by Clause 6 (Cancellation by You).

11.1 The Agreement begins on the date it is formed under Clause 3.2 and continues until the Services have been completed, or it is terminated earlier in accordance with these Terms. 11.2 Either party may terminate the Agreement immediately by written notice if the other party commits a material breach of these Terms which (if capable of remedy) is not remedied within 14 days of written notice requiring it to do so. 11.3 On termination for any reason: (a) you remain liable for all Fees and Pass-Through Costs accrued or committed up to the date of termination; and (b) the cancellation charges in Clause 6 apply where termination is initiated by you other than for our uncured material breach.

12.1 All concepts, designs, mood boards, proposals, itineraries, and other creative materials prepared by us remain our intellectual property unless and until the Fees relating to that work have been paid in full, at which point a licence to use those materials for the purpose of the Event is granted to you. We retain ownership of the underlying intellectual property at all times. 12.2 You may not use, reproduce, or share our proposals, designs, or creative concepts with third parties (including other event suppliers) for the purpose of obtaining competing quotations or replicating the Event without our prior written consent. 12.3 Unless you notify us otherwise in writing before the Event, you consent to Hi Events (and any photographer or videographer we engage) taking photographs and video footage at the Event for our portfolio, marketing, social media, and website use. Where the Event is private or includes confidential business content, please notify us in advance so that we can agree appropriate restrictions, including specific arrangements for any guests under the age of 18. 12.4 Where you or your guests engage your own photographer or videographer, ownership and usage rights for that content are a matter between you and that photographer/videographer, and we accept no responsibility for it.

13.1 Each party agrees to keep confidential all non-public information disclosed by the other in connection with the Agreement, including guest lists, business plans, and personal information, and to use it only for the purpose of performing or receiving the Services. 13.2 This Clause 13 does not apply to information that is or becomes public knowledge other than through breach of this clause, or that a party is required to disclose by law or regulatory authority. 13.3 This Clause 13 survives termination of the Agreement.

14.1 We will only use personal information you provide to us in accordance with our Privacy Policy, which forms part of these Terms by reference. 14.2 Where you provide us with personal information about third parties (such as guests or attendees), you confirm that you have the necessary authority or consent to do so.

15.1 Right to cancel: If you are a Consumer and the Agreement was entered into without your in-person attendance at our premises (for example, by phone, email, or online), you may have a legal right to cancel within 14 days of the Agreement being formed (the "Cooling-Off Period"), under the Consumer Contracts Regulations 2013. 15.2 Where you expressly request that we begin performing the Services (including making Supplier bookings on your behalf) within the Cooling-Off Period, you acknowledge that: (a) if you then cancel during the Cooling-Off Period, you will be required to pay for Services performed and costs reasonably and unavoidably incurred up to the point of cancellation; and (b) if the Event date falls within the Cooling-Off Period, your right to cancel under this Clause 15 may be lost once the Services have been fully performed. 15.3 Outside the Cooling-Off Period, the cancellation charges at Clause 6 apply, save that any term in these Clauses 5–9 will not apply to the extent it would be considered an unfair term under the Consumer Rights Act 2015. 15.4 Nothing in these Terms affects your statutory rights as a Consumer, including your right to Services performed with reasonable care and skill under the Consumer Rights Act 2015. 15.5 If you are a Consumer, you have the right to escalate an unresolved complaint to an alternative dispute resolution (ADR) provider. Details of an approved ADR provider will be supplied on request or set out in our complaints procedure.

16.1 If you are unhappy with any aspect of the Services, please contact us as soon as possible at hello@hievents.world so that we can address it promptly, ideally before or during the Event where the issue relates to on-the-day delivery. 16.2 We will acknowledge complaints within 5 Working Days and aim to provide a full response within 14 Working Days.

17.1 Assignment: You may not transfer your rights or obligations under the Agreement without our prior written consent. We may transfer our rights and obligations to another organisation, provided this does not materially affect the standard of Services you receive. 17.2 Sub-contracting: We may sub-contract elements of the Services to suitably qualified third parties while remaining responsible to you for their performance, save where Clause 9 (Suppliers) applies. 17.3 No partnership: Nothing in the Agreement creates a partnership, joint venture, or relationship of employer and employee between the parties. 17.4 Third party rights: No one other than a party to the Agreement has any right to enforce any of its terms, except where expressly stated. 17.5 Severance: If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will continue in full force and effect. 17.6 Entire agreement: The Agreement (comprising these Terms, the Proposal, and any Event Schedule) constitutes the entire agreement between the parties and supersedes all prior discussions, representations, or agreements, whether written or oral, save for any fraudulent misrepresentation. 17.7 Variation: No variation of the Agreement shall be effective unless made in writing and signed by both parties. 17.8 Notices: Any notice given under the Agreement must be in writing and sent to the address or email specified in the Proposal or Clause 2.

18.1 These Terms, and any dispute or claim arising out of or in connection with them or the Agreement (including non-contractual disputes), are governed by the laws of England and Wales. 18.2 The courts of England and Wales have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with the Agreement, save that if you are a Consumer resident in Scotland or Northern Ireland, you may also bring proceedings in your country of residence.