Coxtails – Terms & Conditions
1. Formation of Contract
A legally binding contract between the Client (“you”) and Coxtails (“we”, “us”) is formed upon receipt of your deposit payment. By paying the deposit, you confirm that you have read, understood, and agreed to these Terms & Conditions. No physical signature is required for this contract to be valid.
2. Booking and Payment
A non‑refundable deposit is required to secure your booking. The remaining balance must be paid in full by the due date stated on your invoice. Payment can be made by BACS transfer or by credit/debit card.
If your event is booked less than 30 days before the event date, a deposit equal to 50% of the total balance will be due immediately.
Failure to make payment within the specified timeframe may result in cancellation of your booking and loss of any deposit paid.
3. Cancellations
If you wish to cancel your booking, a minimum of 28 days’ written notice prior to the event date must be provided to Coxtails to avoid full payment of the total invoice amount.
All deposits are non‑refundable and non‑transferable unless otherwise agreed in writing by Coxtails.
If cancellation is made within 28 days of the event date, the full balance will remain payable. Once your deposit is paid, it remains due even if you later cancel, as staff and resources will have been allocated to your booking.
4. Insurance
Coxtails holds full Public Liability and Employers’ Liability Insurance. This insurance only applies to equipment, stock, and staff provided by Coxtails.
If you supply any of your own equipment, stock, glassware, or staff, you must ensure adequate insurance cover for these items, as Coxtails’ insurance will not apply.
5. Access, Loading, and Parking
If bars, glassware, or other equipment are hired, suitable access for loading and unloading must be provided as close to the event location as possible.
You must inform Coxtails of any access restrictions at the time of booking. Failure to provide adequate access or parking may result in cancellation of the booking without refund.
Any parking charges incurred by Coxtails due to your event will be payable by you and may be invoiced after the event.
6. Charges and Overdue Payments
All outstanding payments not received within 30 days of the invoice date may be referred to solicitors or a debt collection agency. You will be liable for all costs incurred by Coxtails in recovering any outstanding sums, including but not limited to interest, legal fees, and court costs.
7. Breakages and Damage
You are responsible for all costs arising from breakages or damage to glassware, bars, or equipment caused by you, your guests, or your contractors.
If a bar or equipment is delivered before our staff arrive, you are responsible for its care until collection. Any damage or loss will be deducted from your deposit. If repair is not possible, the full replacement cost will be charged.
A detailed list of breakage and replacement costs is available on request.
8. Liability and Event Conditions
Coxtails shall not be liable for any loss, delay, or cancellation arising from circumstances beyond our reasonable control, including but not limited to weather, transport problems, illness, or supplier failure.
You must ensure that the area provided for our services is suitable, safe, and adequately protected. Coxtails will not accept liability for damage or spillages caused during normal operation.
We are not responsible for the overall success of the event. Our liability in any circumstance shall not exceed the total fee stated in this contract.
9. Waste Disposal
If you require Coxtails to remove waste from the bar area, this must be agreed in advance. A charge of £50 will apply.
We will only remove waste generated by our bar service. Waste from other sources (e.g., catering, table wine, decorations) must be disposed of separately by the venue or organiser.
10. Alcohol Policy and Pay Bars
For all pay bar services, Coxtails must be the exclusive supplier of alcohol during the service period unless agreed otherwise in writing prior to the event.
If other sources of alcohol are provided without prior agreement, a charge will apply. You may serve your own drinks (e.g., welcome or table drinks) earlier in the day, but these must be cleared before the evening bar service begins.
A minimum spend applies to all pay bar services and will be as agreed with your event manager based on your booking requirements. If the minimum spend is not reached by your guests’ purchases, you as the organiser will be invoiced for the difference.
11. Disputes
Any disputes or complaints must be submitted to Coxtails in writing within seven (7) days of the event date.
12. Variation of Terms
Coxtails reserves the right to amend these Terms & Conditions at any time. Any variations will only apply to future bookings and will not affect contracts already formed.
By paying the deposit, you agree to these Terms & Conditions and acknowledge that your booking with Coxtails is legally binding under UK law.
