Terms & Conditions
By paying a booking deposit or agreed booking payment and/or submitting a completed booking form, the hirer confirms they have read, understood and agreed to the following Terms and Conditions.
1. BOOKING, PAYMENT & HIRING CHARGES
1.1. Provisional bookings will be held for 3 days. If the required booking deposit or agreed booking payment is not received within this time, the date may be released and made available again.
1.2. A booking is only confirmed once the required booking deposit or agreed booking payment has been received and the completed booking form has been submitted.
1.3. A refundable security/damage deposit of £50–£100 may also be required. This is separate from the booking deposit or agreed booking payment and is held to cover damage, loss, staining, missing items, late access, late handover, late collection, or other issues caused during the hire period.
1.4. The refundable security/damage deposit will be returned within 48 hours after the event, once all equipment, accessories and styling items have been inspected.
1.5. The full remaining balance is due 14 days before the event date. At this time, final guest numbers, theme, location, timings and any extras will be confirmed. Any changes requested after this point are subject to availability and may incur additional charges.
1.6. The hire period is 3 hours for The Duo, The Six and The Twelve. An additional hour is included at no extra charge for The Twenty Five and The Thirty.
1.7. We will always aim to set up and collect at the agreed times; however, delays may occur due to traffic, road closures, weather conditions or unforeseen circumstances.
1.8. All prices are subject to change; however, the prices quoted at the time of booking will be honoured.
1.9. Equipment, styling items and themes shown in photography may vary slightly and are subject to availability.
1.10. Late access, handover, extended hire and collection fees are outlined in Section 3.
1.11. Delivery, travel and collection fees will be confirmed in the quote or invoice before booking. Any additional charges for parking, permits or difficult access will be confirmed where possible, or deducted from the refundable security/damage deposit or invoiced separately if incurred on the day.
2. CANCELLATION POLICY
2.1. Bookings can be changed up to 14 days before the original event date and must be mutually agreed by the hirer and Poshnics. All changes are subject to date availability.
2.2. Cancellations made more than 14 days before the event date will result in the loss of the booking deposit. Any additional payments made may be refunded, less any costs already incurred by Poshnics.
2.3. Cancellations made within 14 days of the event date may result in the loss of any payments made, as preparations, staffing, travel planning, personalised items and hire allocation may already have taken place. Where possible, Poshnics will consider whether any costs can be reduced or whether the date can be rescheduled, subject to availability.
2.4. Outdoor bookings are weather dependent. Poshnics does not offer full refunds due to unsuitable weather. Where poor weather is forecast, we will offer one complimentary reschedule within 3 months, subject to availability. If a second reschedule is requested for reasons not related to weather, a 25% rescheduling fee may apply.
2.5. Force Majeure — Poshnics will not be held liable for events beyond our control, including but not limited to severe weather, fire, flood, natural disasters, global pandemics, government restrictions, road closures, illness, supplier disruption or other circumstances outside of our reasonable control.
3. SETUP, ACCESS, TIMING AND SPACE
3.1. The hirer, or an agreed representative, must be present and contactable at the agreed setup handover time and agreed pack-down/collection time.
3.2. A 10-minute grace period will be allowed for handover and collection. After this grace period, if the hirer is not present, the setup area is not ready, access is delayed, or Poshnics is unable to begin setup or pack-down, a late/waiting fee of £25 per 30 minutes, or part thereof, may apply.
3.3. If the setup is not vacated by the agreed pack-down time, or guests continue using the setup after the agreed hire period, a late collection/extended hire fee of £25 per 30 minutes, or part thereof, may apply.
3.4. If access is delayed by more than 45 minutes, Poshnics reserves the right to cancel, shorten, or adapt the setup depending on the remaining time and availability. No refund will be due where the delay is caused by the hirer, guests, venue access, incorrect information provided, or lack of access.
3.5. Any late fees may be deducted from the refundable security/damage deposit or invoiced separately if the deposit does not cover the full amount.
3.6. The hirer is responsible for ensuring there is adequate, level and safe space for the setup.
3.7. No full or partial refunds will be given if there is insufficient, unsuitable or unsafe space to set up.
3.8. The setup area must be clear and ready before our arrival. For outdoor bookings, this includes removing garden furniture, toys, waste, pet mess or other obstructions. Poshnics is not responsible for moving items, and delays due to the setup area not being ready may result in late/waiting fees.
3.9. The hirer is responsible for providing accurate parking, access and location information before the event. Any parking charges, permits, congestion charges, venue access fees, or access-related costs must be covered by the hirer unless agreed otherwise in writing.
3.10. For setups in public spaces, parks, gardens, hired venues or shared grounds, the hirer is responsible for obtaining any required permission, permit or venue approval before the event. Poshnics is not responsible if the setup cannot go ahead due to lack of permission.
3.11. Poshnics reserves the right to refuse, adapt or relocate a setup if the location is deemed unsafe, unsuitable, or at risk of damaging equipment. This includes but is not limited to uneven ground, high winds, heavy rain, unsafe access, restricted space or hazardous surroundings.
3.12. Once styled, the setup must not be moved, rearranged, packed away or removed by the hirer or guests. Setup and pack-down must only be carried out by a member of the Poshnics team.
3.13. The hirer is responsible for all equipment while in their care and must ensure guests use it appropriately.
3.14. An alternative indoor space should be arranged in advance if rain or unsuitable weather is forecast. This must be suitable for the setup and agreed by both parties.
4. DAMAGE TO EQUIPMENT
4.1. Any damage, staining, breakage or loss of equipment, including but not limited to soft furnishings, rugs, tableware, glassware, décor, signage, florals and accessories, may result in the full or partial loss of the refundable security/damage deposit.
4.2. If the cost to clean, repair or replace damaged or missing items exceeds the refundable security/damage deposit, an additional invoice will be issued for payment.
4.3. The hirer is responsible for the conduct of all guests. Poshnics will not be held liable for injuries or property damage caused by misuse, negligence or failure to follow these Terms and Conditions.
4.4. Food and drink must be handled with care. Stains, burns, spillages or odours caused by food, beverages, candles or other items may result in cleaning charges, replacement charges or deposit loss.
5. PHOTOGRAPHY
5.1. Poshnics may take photographs or videos of the picnic setup for use on our website, social media channels, portfolio, marketing materials or promotional content.
5.2. No identifiable images of guests will be used without permission. If you would prefer your setup not to be photographed, please let us know in advance.
6. HEALTH & SAFETY
6.1. The hirer is responsible for the safety of all guests during the event and for choosing a suitable location.
6.2. Poshnics is not liable for injuries caused by uneven ground, weather conditions, unsuitable locations, guest behaviour, misuse of equipment, or hazards at the chosen location.
6.3. Pets must be kept away from the picnic area unless agreed in advance. Any damage, mess, staining or disruption caused by animals may result in additional charges.
6.4. Nothing in these Terms and Conditions excludes or limits Poshnics’ liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence.
6.5. Children must be supervised by the hirer or responsible adults at all times. The hirer remains responsible for any damage, staining, breakages, injury or safety issues caused by children, pets or guests misusing the setup.
6.6. Smoking, vaping, BBQs, fire pits, sparklers or any additional open flames are not permitted near the setup unless agreed in advance. Any damage, burns, staining or odour caused may result in additional cleaning or replacement charges.
7. THIRD-PARTY SUPPLIERS, CATERING AND ALLERGIES
7.1. Where catering, food, drinks, cakes, grazing boards, balloons, florals or any other services are provided by a third-party supplier, Poshnics is not responsible for the preparation, quality, delivery, delays, allergens, dietary requirements, service or conduct of that supplier.
7.2. Any agreement with a third-party supplier is between the hirer and the supplier unless otherwise stated in writing.
7.3. The hirer is responsible for informing Poshnics and/or any catering supplier of allergies, intolerances and dietary requirements in advance. Poshnics cannot guarantee an allergen-free environment unless specifically agreed in writing.
8. PERSONAL INFORMATION
8.1. Personal information provided through the booking form, email, Instagram or any other booking method will be used to manage the booking, communicate with the hirer, prepare personalised items, and deliver the agreed service.
8.2. Guest names provided for place cards will only be used for event personalisation.
8.3. Information may be shared with relevant third-party suppliers only where necessary to deliver the agreed service, such as catering or event suppliers.
8.4. Personal information will be kept securely and will not be used for unrelated marketing without permission.
9. GOVERNING LAW AND UPDATES
9.1. These Terms and Conditions are governed by the laws of England and Wales.
9.2. Poshnics may update these Terms and Conditions from time to time. The version provided at the time of booking will apply to the hirer’s booking.