Last modified: 12/08/2026
 

By booking with Company Offsites you are agreeing to the following terms.
 

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PAYMENT TERMS: VENUES
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When booking a venue, the client will pay a 35% deposit to secure the venue. Any security deposit requested by the venue owner will also be collected from the client and held by Company Offsites until after the event. We will check with the venue owner after the event date before issuing a refund of any security deposit to the client.

The final balance is due 90 days before the event. If the booking is made within 90 days of the event, full payment is due upfront to secure the booking, along with any damage/security deposit requested by the venue owner. This will be confirmed in your original quote.
 

Customer Venue Cancellation

- If the client cancels more than 90 days before the event, the deposit (35% of the quote) is non-refundable.
- If the client cancels within 90 days of the event and the full balance has been paid, the deposit remains non-refundable, and it is at the venue's discretion whether to offer a partial refund of the final balance.
 

Venue Cancellation

If the venue owner needs to cancel the booking before the event, the total fee paid will be refunded in full. Company Offsites will support the client in finding an alternative venue.
 

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PAYMENT TERMS: CATERING & ACTIVITIES
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When booking catering and/or activities, the client will pay a 25% deposit to secure these services. The remaining 75% balance is due 90 days before the event. If booked within 90 days of the event, full payment is due upfront.
 

Customer Cancellation

- If the client cancels more than 90 days before the event, the deposit is non-refundable, and no further balance is due.
- If the client cancels within 90 days of the event and the full balance has been paid, the deposit remains non-refundable, and it is at the supplier's discretion whether to offer a partial refund of the final balance.
 

Final Number of Guests

- The final guest number is confirmed when the final payment is due (90 days before the event).
- Deposits for any individual guest who is subsequently removed are non-refundable.
- Clients may reduce guest numbers at any point before the 90-day deadline, provided the revised number still meets the supplier's minimum requirement.
- If a change in guest numbers affects the originally quoted cost per person, Company Offsites will re-quote the event and any difference must be paid by the client.
- If the event date is more than 3 months from the date of booking, the final price may be subject to change due to fluctuations in cost of living, food, and fuel prices. Any additional charge will be communicated to the client before the final payment date (90 days before the event) and reflected in the final payment.
 

Outdoor Activities & Weather

All outdoor activities are subject to weather conditions. The supplier will determine whether the activity can safely proceed. If weather conditions make it unsafe to continue, a partial refund will be offered to the client.
 

It is the client's responsibility to confirm that the chosen venue has adequate outdoor space for any booked outdoor activity. If an activity cannot proceed due to insufficient outdoor space, the deposit is non-refundable, and any partial refund is at the supplier's discretion.
 

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FORCE MAJEURE
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Neither Company Offsites, the venue, nor any supplier will be liable for any failure or delay in performing their obligations where this is caused by circumstances beyond their reasonable control. This includes, but is not limited to, extreme weather, natural disaster, fire, strikes or industrial action, transport disruption, pandemic or epidemic, government restrictions or regulations, war, terrorism, civil unrest, or damage to the venue.
 

Where a booking cannot proceed due to a force majeure event, Company Offsites will support the client, venue, and/or supplier in agreeing an alternative date. If an alternative date cannot be agreed:
 

- Where the event date was more than 90 days away, the deposit will be non-refundable and no further balance will be due.
- Where the event date was within 90 days and the full balance had already been paid, the deposit will be non-refundable, and any partial refund of the balance will be at the discretion of the venue or supplier.
 

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LIMITATION OF LIABILITY
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To the fullest extent permitted by law, Company Offsites' total liability to the client in connection with any booking is limited to the total fees paid by the client for that specific booking.
 

Company Offsites will not be liable for any indirect, special, or consequential loss, including but not limited to loss of profit, loss of business, or loss of reputation, arising from or in connection with a booking.
 

Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be limited or excluded under applicable law.

 

It is the client's responsibility to perform necessary risk assessments for the event, as Company Offsites do not attend on the day in person.
 

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CLIENT RESPONSIBILITIES & INSURANCE
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The client is responsible for the conduct of their guests and attendees while at the venue or during any booked activity, and for any loss or damage caused by their guests to the venue, its contents, or any supplier's property. Costs arising from such damage may be deducted from any security deposit held or invoiced separately to the client.

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We strongly recommend that clients hold appropriate event and/or travel insurance to cover cancellation, illness, injury, and loss or damage to property in connection with their booking.
 

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THIRD-PARTY SUPPLIER TERMS
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Venues, caterers, and activity providers booked through Company Offsites may have their own terms and conditions, which apply in addition to these terms. Company Offsites acts as an arranger between the client and these third parties and is not liable for any act, omission, or failure of a venue or supplier to perform their services, beyond our role in arranging the booking on the client's behalf.

 

Company Offsites will check for public liability insurance of the suppliers attending.

 

Risk assessments are the client's responsibility to conduct for on the day, at the venue and during the event.
 

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LATE PAYMENT
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If any payment is not received by its due date, Company Offsites reserves the right to suspend or cancel the booking without further notice. For business clients, overdue amounts may be subject to interest and compensation in accordance with the Late Payment of Commercial Debts (Interest) Act 1998.
 

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DATA PROTECTION
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Company Offsites processes personal data relating to clients and their guests in accordance with UK GDPR and our Privacy Policy. Guest details (such as names and dietary or accessibility requirements) may be shared with venues and suppliers solely for the purpose of fulfilling the booking. Full details of how we collect, use, and protect personal data are set out in our Privacy Policy.
 

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COMPLAINTS PROCEDURE
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Any complaint relating to a booking should be raised in writing within 14 days of the event date, quoting your booking reference. We will acknowledge complaints within 5 working days and aim to provide a full response within 28 days, liaising with the relevant venue or supplier where necessary.
 

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GOVERNING LAW & JURISDICTION
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These terms are governed by the law of England and Wales. Any dispute arising out of or in connection with these terms or a booking will be subject to the exclusive jurisdiction of the courts of England and Wales.
 

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RIGHT TO AMEND THESE TERMS
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Company Offsites reserves the right to amend these terms from time to time. The version of these terms in force at the date a booking is confirmed will apply to that booking.
 

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ENTIRE AGREEMENT & SEVERABILITY
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These terms, together with the relevant quote and booking confirmation issued to the client, form the entire agreement between the client and Company Offsites in relation to the booking, superseding any prior discussions or agreements.

If any provision of these terms is found to be invalid or unenforceable by a court or other authority, that provision will be deemed deleted, and the remaining provisions will continue in full force and effect.
 

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VAT
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Company Offsites is registered for UK VAT (VAT number: 518427778) and acts as principal for VAT purposes.
All prices quoted are exclusive of VAT unless stated otherwise.
 

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HOW TO CONTACT US
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To ask questions, contact us at:
www.companyoffsites.co.uk
 

Company Offsites is a trading name of My Event Concierge Limited.

Company Reg No:
13809219
 

Registered Address:
The Oakley,
Kidderminster Road,
Droitwich,
Worcestershire,
WR9 9AY