Terms and Conditions

Terms and Conditions of Hire

  1. The Hirer

 

  • The person making the booking shall be referred to as ‘The Hirer’ and assumes full responsibility for all aspects pertaining to the booking;
  • By accepting our service, either verbally or in writing, The Hirer enters into a binding contract with Bus and Bug Vintage Weddings;
  • Should the Hirer wish to change the booking once confirmed, this must be done in writing;
  • The hirer is fully responsible for the conduct of their wedding party and in paying the nominated deposit agrees in full with the terms and conditions as set out by Bus and Bug Vintage Weddings.

 

 

  1. Wedding Car Hire: Retaining fees and Payment

 

  • The Hirer agrees to pay a retaining fee of £100 (per vehicle), payable at the time of booking to secure the chosen vehicle(s) and date;
  • The Hirer has the right to cancel the booking within seven days, at which point the retaining fee will be refunded in full;
  • After seven days, the retaining fee becomes non-refundable;
  • The remaining balance of any booking is due no later than one calendar month prior to the wedding/event date;
  • Bus and Bug Vintage Weddings accepts direct bank transfer, cheque, cash or PayPal (additional charges apply);
  • All funds must be cleared in full no later than one calendar month prior to your wedding/event date to avoid the chosen vehicle being released;
  • In the event that the remaining balance of the booking remains outstanding after this point, the chosen vehicle may be released without further notice;
  • Any additional mileage/toll charges will be added to the final invoice.

 

 

 

  1. Photobooth Hire: Retaining fees and Payment

 

  • The Hirer agrees to pay a retaining fee of 50% of the total booking cost, payable at the time of booking to secure the chosen photobooth and date;
  • The Hirer has the right to cancel the booking, in writing, within seven days, at which the retaining fee will be refunded in full;
  • After seven days the retaining fee becomes non-refundable;
  • The remaining balance is due no later than one calendar month prior to the wedding/event date;
  • Bus and Bug Vintage Weddings accepts direct bank transfer, cheque, cash or PayPal (additional charges apply);
  • All funds must be cleared in full no later than one calendar month prior to your wedding/event date to avoid the chosen photobooth being released for rebooking;
  • In the event that the remaining balance of the booking remains outstanding after this point, the chosen photobooth may be released without further notice;
  • Any additional mileage/toll charges will be added to the final invoice.

 

  1. Cancellations, complaints and refunds

 

  • The Hirer has the right to cancel the booking, in writing, within seven days, at which the retaining fee will be refunded in full;
  • After seven days the retaining fee becomes non-refundable;
  • Should The Hirer wish to cancel the booking in full at any point, this must be done in writing in the first instance;
  • The Hirer accepts that cancellations made after seven days but prior to one calendar month before the wedding/event date will result in the withholding of the retaining fee;
  • After seven days, but prior to one calendar month before the wedding/event date, any funds paid over and above the retaining fee will be refunded. The retaining fee will not be refunded;
  • Any cancellation made within one calendar month of the wedding/event date will be subject to the full balance remaining outstanding;
  • It is at the discretion of Bus and Bug Vintage Weddings to consider any mitigating or extraordinary circumstances upon cancellation of any booking;
  • It is at the discretion of Bus and Bug Vintage Weddings to agree to the transferring of any deposits/retaining fees to an alternative date. Due to varying availability throughout the year we cannot guarantee that we will be able to honour a change in date, time or venue;
  • All refund requests must be made in writing;
  • Bus and Bug Vintage Weddings reserves the right to investigate any complaints and requests for refunds and The Hirer will be given a formal response within seven working days;
  • Any refunds will be made by cheque or bank transfer to The Hirer at their nominated address or account details (unless otherwise stated) upon receipt of a signed settlement agreement within a further 5 working days;
  • The decision of Bus and Bug Vintage Weddings is final and no correspondence shall be entered into following the settlement agreement.

 

  1. Risk Assessments, PAT testing, Public Liability and Wedding Hire Insurance

 

  • Photobooth bookings: We endeavour to visit the chosen venue on at least one occasion to carry out a full risk assessment at least 2 weeks prior to the wedding/event date, however this will be agreed with your venue and may or may not be required;
  • Our electronic equipment has been fully PAT tested by an independent local electrician;
  • Bus and Bug Vintage Weddings holds public liability insurance to the value of £5 Million for photobooth bookings and £2 million for wedding car bookings;
  • Copies of all insurances can be provided on request.

 

 

 

  1. Vehicle Capacity and Carriage

 

  • Mr Tickle, our beetle is permitted to carry up to three passengers;
  • Rupert, our 1970 campervan is permitted to carry up to seven passengers;
  • Peggy, our 1959 campervan is permitted to carry up to six passengers;
  • Pearl is permitted to carry up to five passengers;
  • We regret that we are unable to carry passengers under the age of three;
  • Please note that seatbelts are not provided in all vehicles due to age and requirements at the time of manufacture;
  • Please check prior to booking with Bus and Bug Vintage Weddings if you require a vehicle with seatbelts for your wedding party;
  • Bus and Bug Vintage Weddings reserves the right to refuse carriage in the event of adverse behaviour including, but not limited to; excessive drunkenness, sickness/vomiting, verbal or physical assault on our staff, wedding party or guests.

 

  1. Vehicle breakdown, mechanical or electronic failure & delays

 

  • Each of our vehicles is maintained to the highest possible standard, however due to the age and nature of our aircooled vehicles, Bus and Bug Vintage Weddings cannot be held responsible for any breakdown, mechanical or electronic failure on the day whilst en route with the wedding party on board;
  • In the event of any breakdown en route with the wedding party on board we will call the emergency number as supplied on the booking form to advise of our contingency plan in each case;
  • In the event of any breakdown en route with the wedding party we will do our very best to minimise any impact and swiftly implement a suitable contingency plan as agreed by the emergency contact noted on the booking form;
  • In the event that the emergency contact is unavailable/ does not answer, The Hirer authorises Bus and Bug Vintage Weddings to make the appropriate executive decision based on the individual situation to ensure the safe onward transport of the wedding party;
  • Contingency plan 1: Bus and Bug Vintage Weddings will endeavour to supply a similar vehicle to continue the onward journey(s), subject to location and time constraints. The Hirer accepts that this may not always be possible;
  • The Hirer accepts that if Contingency Plan 1 is accepted by the emergency contact (where possible) and an alternative similar vehicle is provided and accepted by the wedding party, that no refund will be due as per these terms;
  • Contingency plan 2: In the event that it is not possible to supply a similar alternative vehicle due to but not limited to, time, capacity or location constraints, Bus and Bug Vintage Weddings will arrange for a taxi or taxis to provide onward transport for the wedding party at our expense;
  • The Hirer accepts that if Contingency Plan 2 is accepted by the emergency contact (where possible) and a Taxi or Taxis are accepted by the wedding party then no refund shall be given;
  • In the event that neither Contingency Plan are accepted by the emergency contact and/or wedding party, a pro rata refund of the incomplete journeys will be issued within twenty-four hours;
  • In the unlikely event that your chosen vehicle(s) experiences difficulties en route to the pick-up address and does not arrive due to breakdown, mechanical or electronic failure we will call the emergency contact as supplied on the booking form;
  • Bus and Bug Vintage Weddings endeavours to supply a similar alternative vehicle or a Taxi, subject to but not limited to time, location and vehicle capacity constraints to complete the booking on our behalf;
  • In the event that a similar alternative vehicle or Taxi is accepted by the emergency contact/wedding party, no refund shall be given;
  • In the event that the alternative vehicle is NOT accepted by the emergency contact/wedding party, a full refund will be given within 24-hours;
  • In the event that Bus and Bug Vintage Weddings becomes aware of a fault with any vehicle at least three hours before the required pick up time due to mechanical or electrical failure we will endeavour to supply an alternative vehicle with your prior approval. In the event that we are unable to supply a suitable alternative, we will provide The Hirer with a full refund;
  • Bus and Bug Vintage Weddings reserves the right to offer an alternative non-aircooled vehicle in the event of breakdown or adverse weather conditions such as but not limited to heavy rain, high winds, snow and/ or ice;
  • Our decision on whether it is safe to drive our vehicles is final. This includes driving conditions, weather conditions and road conditions. We will not drive across any terrain, roads or tracks that could cause damage to our vehicles. In the event that a road becomes impassable, passengers will be allowed to exit the vehicle and make their way on foot to their destination.
  • Bus and Bug Vintage Weddings cannot be held responsible for any delays caused by excessive and unplanned traffic, accidents or breakdowns en route to the pick-up point, en route to the ceremony or the reception.
  • We endeavour to monitor any traffic and plan our route accordingly to avoid any delays where possible and allow plenty of time to get to the destination.
  • Where no alternative route is possible and a delay is inevitable, we will call the emergency contact immediately to discuss the most suitable contingency plan.

 

 

  1. Camper Van Photobooth/ Indoor open-air Booth – Equipment failure and adverse weather conditions

 

  • In the event that our photobooth equipment should malfunction due to, but not limited to, camera failure, printer failure, computer failure, flash failure and we are unable to continue with the booking as agreed, we will refund (pro rata) for the time booked but not completed;
  • We carry spare equipment, including a spare printer, ink, paper, USB cables, kettle leads, flash bulbs, USB mouse and will endeavour to rectify any issues promptly and efficiently to ensure the smooth running of the event;
  • In the event that both printers become unserviceable during an event, all prints will be printed and posted within seven working days.
  • Any service time accrued by the client while the photobooth is out of service will be added on to the service time unless agreed otherwise by The Hirer;
  • We endeavour to provide two operators for each event; however, this may change depending on the event size and the requirements of the business;
  • The use of our camper van photobooth outside is subject to the weather. Bus and Bug Vintage Weddings cannot be held responsible for bad weather or unforeseen changes in the weather. We will always keep an eye on the local weather reports prior to the event and discuss with the client any possible situations arising.
  • In the event of bad weather, including high winds and heavy rain, we reserve the right to amend or cancel the booking prior to the event;
  • If, 24 hours prior to the event the weather is deemed to be unsuitable to provide the camper van photobooth and it is not possible to move the equipment inside, a refund minus a fixed fee of £50 to cover the cost of the bespoke guest book and personalised USB will be arranged within 24 hours.
  • If, 24 hours prior to the event the weather is deemed to be unsuitable and our photobooth equipment can be moved inside, we would endeavour to agree this with The Hirer and continue the booking as agreed. Any cost difference between hiring the camper van photobooth and the indoor booth will be refunded within 24 hours.
  • In the event Bus and Bug Vintage Weddings arrives at the event and the weather deteriorates significantly, rendering the camper van photobooth unsafe to use outside, Bus and Bug Vintage Weddings will endeavour to move the equipment inside in order to ensure minimal disruption to the event. No refund will be given.
  • In the event Bus and Bug Vintage Weddings arrives at the event and the weather deteriorates significantly and the equipment cannot be moved inside, Bus and Bug Vintage Weddings reserves the right to cancel the booking and refund the client the amount paid minus a pro rata amount based on time completed and a fixed fee of £100 to cover the cost of the bespoke guest book, personalised USB, staffing costs and travel costs/ tolls (if applicable);
  • Bus and Bug Vintage Weddings requires an uninterrupted supply of 240V electricity to power our photobooths. Our booths are not battery operated and will not run without electricity. In the event that this has been agreed by The Hirer and the venue but not provided, we cannot be held responsible for the non-commencement of any booking or equipment malfunction during the duration of a booking;
  • In the event that electricity is not provided the booking will be terminated and a refund will not be given;
  • In the event that the chosen venue is unable to provide an uninterrupted supply of electricity then we can supply our own generator at an additional cost of £150 per weekend hire. We require a minimum of 14 days’ notice to provide any generator or additional electronic equipment.

 

  1. Insurances

 

  • All vehicles are fully and appropriately insured for chauffeured wedding hire;
  • Bus and Bug Vintage Weddings recommends the provision of personal wedding insurance in the event of any unforeseen circumstances. 

 

 

  1. Smoking and Drug Use

 

  • Smoking is not permitted in or around our vehicles at any time;
  • Vaping is not permitted in or around our vehicles at any time;
  • Any persons found to be in the possession of or using illegal drugs in our vehicles will be refused carriage.

 

 

  1. Pets

 

  • Well behaved pets are permitted to travel with the wedding party at the discretion and prior approval of Bus and Bug Vintage Weddings;
  • The Hirer accepts responsibility for any damage sustained to any vehicle as a result of pet transportation;
  • The Hirer agrees to the payment of any invoice pertaining to the repair or professional cleaning of any vehicle, seats, carpeting or headlining subject to damage by any pet whilst being transported.

 

  1. Safety

 

  • Bus and Bug Vintage Weddings performs a number of safety checks prior to departure to ensure your safety while travelling with us;
  • Bus and Bug Vintage Weddings cannot be held responsible for the actions of other road users;
  • Bus and Bug Vintage Weddings requests that all passengers remain seated while in transit;
  • Bus and Bug Vintage Weddings requests that all passengers wait for the driver to open any doors before alighting the vehicle;
  • Lastly, we want you to get to your chosen destination as safely and as quickly as possible; please avoid unnecessarily distracting the driver of the vehicle at any point;
  • Bus and Bug Vintage Weddings are happy to stop en route, please make the driver aware of any additional stops or diversions prior to setting off.

 

  1. Data Protection, GDPR, Personal Information and Variance of Terms

 

  • Bus and Bug Vintage Weddings is fully GDPR compliant and as such when you submit your enquiry/booking to us you acknowledge and provide your consent to our storage and use of your personal data only for use to administer your enquiry;
  • Some data e.g invoices may be held by us for up to seven years;
  • We will remove all data upon request as required by GDPR;
  • If we are unable to remove any data, we will endeavour to give you a full and formal response detailing this;
  • To be notified of the data we hold for you or request its removal please email hello@busandbugvintageweddings.co.uk;
  • Please be assured that your personal information is never shared with any third party without your explicit permission;
  • We may, with your permission pass any enquiry that we are unable to fulfil to our preferred alternative suppliers for fulfilment;
  • We may from time to time take a handful of discreet photos of the wedding party with our cars to use on our gallery, blog or social media pages;
  • If you would prefer we didn’t use any photos then please do let us know at the time of booking;
  • Bus and Bug Vintage Weddings reserves the right to add to or amend these terms and conditions in line with current business practices and will notify you of any changes at that time.

 

Updated July 2019