1. Definitions

“Company”, “we”, “us”, “our” refers to Playbox Events Stoke Ltd

“Client” refers to the individual, school, council, organisation, or entity booking services

“Participants” refers to children and/or adults attending the event

“Event” refers to all services provided including birthday parties, school events, community fun days, and charity events

2. Booking and Payment

2.1 A booking is confirmed upon receipt of a deposit or written confirmation (e.g. purchase order for schools/councils).

2.2 Full payment is due no later than 1 day prior to the event unless otherwise agreed in writing.

2.3 For schools and councils, invoicing terms may be agreed (e.g. 14–30 days).

2.4 We reserve the right to cancel bookings where payment terms are not met.

3. Cancellations and Refunds

3.1 If the Client cancels:

– More than 14 days before the event: deposit refundable (minus reasonable admin costs)

– 14 days or less: deposit non-refundable

– 48 hours or less: full payment may be retained

3.2 We will always act reasonably and may offer rescheduling where possible.

3.3 The Company may cancel or amend events due to:

– Severe weather

– Equipment failure

– Staff illness

– Force majeure circumstances

3.4 In such cases, we will offer:

– A rescheduled date, or

– A refund where appropriate

4. Safeguarding and DBS

4.1 Playbox Events Stoke Ltd is committed to safeguarding children and vulnerable adults.

4.2 Where required:

– All relevant staff hold valid DBS (Disclosure and Barring Service) checks

– Staff operate in line with safeguarding best practice

4.3 Playbox staff may act as activity supervisors as part of the agreed service.

4.4 Safeguarding Responsibility

The Company shares responsibility for participant safety during activities it delivers

The Client retains overall duty of care and safeguarding responsibility for all Participants

4.5 For school and council bookings:

– We will comply with the Client’s safeguarding policies and procedures

– Our staff will operate under the direction of the Client’s designated safeguarding lead (DSL) where applicable

4.6 Playbox Events Stoke Ltd does not provide regulated childcare services and does not assume sole supervisory responsibility unless explicitly agreed in writing.

5. Health and Safety

5.1 We comply with all relevant legislation including the Health and Safety at Work etc. Act 1974.

5.2 We will:

– Carry out suitable and sufficient risk assessments

– Maintain and inspect equipment regularly

– Provide trained staff where required

5.3 Risk Assessments and Method Statements (RAMS) are available upon request prior to the event.

5.4 We reserve the right to stop activities if safety is compromised.

6. Supervision Responsibilities

6.1 Playbox Events Stoke Ltd staff will act as both activity facilitators and supervisors where this forms part of the agreed service.

6.2 Where supervision is provided by the Company:

– Staff will oversee activities and manage participant behaviour within activity areas

– Staff will take reasonable steps to ensure the safety and wellbeing of Participants

6.3 Shared Responsibility

Supervision remains a shared responsibility between the Company and the Client:

– The Client retains overall duty of care for children and/or vulnerable adults

– Parents, guardians, teachers, or responsible adults must remain present and accessible at all times

6.4 For schools and organised groups:

– The Client must provide staff in line with their internal safeguarding and supervision policies

– Playbox staff will operate alongside school/council staff, not replace them unless explicitly agreed in writing

6.5 For private parties:

– A minimum of one responsible adult must remain present throughout the event

– Playbox staff are not responsible for general childcare outside of activity areas

6.6 The Company reserves the right to:

– Pause or stop activities if supervision is deemed inadequate

– Refuse participation where safety is at risk

7. Participant Health and Medical Information

7.1 The Client must inform us in advance of:

– Medical conditions

– Allergies

– Additional needs

7.2 Participation is at the individual’s own risk unless caused by our negligence.

8. Equipment Use (Including Inflatables)

8.1 All equipment must be used in accordance with staff instructions.

8.2 The following are prohibited:

– Shoes, food, drink, sharp objects on inflatables

– Rough or unsafe behaviour

8.3 We reserve the right to:

– Remove participants

– Stop use of equipment

9. Insurance

9.1 We hold Public Liability Insurance of £5 million.

9.2 Insurance documentation can be provided upon request.

9.3 The Client is responsible for any additional event insurance required by their organisation.

10. Liability

10.1 Nothing in these Terms limits liability for:

– Death or personal injury caused by negligence

– Fraud or fraudulent misrepresentation

– Any liability that cannot be excluded under the Unfair Contract Terms Act 1977

10.2 We are not liable for:

– Loss or damage to personal belongings

– Injuries caused by failure to follow instructions

– Undisclosed medical conditions

11. Damage to Equipment or Property

11.1 The Client may be liable for damage caused by:

– Negligence

– Misuse

– Failure to follow instructions

11.2 Costs for repair or replacement may be charged.

12. Venue Requirements

12.1 The Client must ensure:

– Safe and suitable environment

– Adequate space and access

– Appropriate permissions (especially for public/council land)

12.2 We reserve the right to refuse setup if conditions are unsafe.

13. Weather Policy

13.1 Outdoor events are weather dependent.

13.2 We reserve the right to:

– Modify activities

– Delay setup

– Cancel where safety is at risk

13.3 Safety decisions are final.

14. Accessibility and Inclusion

14.1 We aim to make activities inclusive and accessible where reasonably practicable.

14.2 Clients should inform us of any specific requirements in advance.

15. Photography and Media

15.1 We may take photos for promotional use unless the Client opts out in writing.

15.2 The Client is responsible for obtaining appropriate consent where required (especially for schools).

16. Data Protection

16.1 We comply with the UK GDPR and Data Protection Act 2018.

16.2 Personal data will only be used for:

– Booking

– Communication

– Service delivery

17. Force Majeure

We are not liable for failure to perform due to events beyond reasonable control including:

– Severe weather

– Government restrictions

– Pandemics

– Natural disasters

18. Complaints Procedure

18.1 Complaints should be raised:

During the event where possible, or

Within 7 days in writing

18.2 We will investigate and respond promptly.

19. Governing Law

These Terms are governed by the laws of England and Wales.

20. Acceptance

By confirming a booking, the Client agrees to these Terms and Conditions.