Terms and Conditions - Bus and Bug Vintage Weddings

Being at your wedding or event is our absolute priority; whether that’s providing awesome wedding cars to transport you and your bridal party or providing a cool photobooth for your evening entertainment.

We want to make sure that we do everything we can to mitigate the chances of something going wrong on your day and with this in mind, please see below details of the steps we will take to ensure the safe arrival of your wedding party or the use of our photobooths.

Terms and conditions of Hire

General terms

The person making the booking shall be referred to as ‘The Hirer’ and assumes full responsibility for all details pertaining to the booking;
The terms “We” and “Us” refer to Bus and Bug Vintage Weddings;
By accepting our service, in writing, The Hirer enters into a binding contract with Bus and Bug Vintage Weddings;
Should the Hirer wish to amend the booking once confirmed, this must be done in writing;
The Hirer is fully responsible for the conduct of their guests/ wedding party and in paying the nominated retaining fee agrees in full with the terms and conditions here as set out by Bus and Bug Vintage Weddings.

Wedding Car Hire: Retaining fees and payments

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 7 days, at which point the retaining fee will be refunded in full;
After 7 days the retaining fee becomes non-refundable;
The retaining fee covers administrative costs pertaining to the booking, including but not limited to printing costs, accounting fees to reconcile any payments, card payment fees, time spent on emails, telephone calls, face to face meetings, site visits and viewings conducted along with reserving the vehicle(s) for the required date;
The remaining balance of any booking is due no later than six weeks prior to the wedding/event date;
Bus and Bug Vintage Weddings accepts direct bank transfer, cheque, cash, credit or debit card;
Credit and debit cards may only be processed at our office in Cowfold, West Sussex. We do not currently have the capacity to take card payments over the phone;
All funds must be cleared in full no later than six weeks 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.

Photobooth Hire: Retaining fees and payment

The Hirer agrees to pay a retaining fee of £100, payable at the time of booking.
The Hirer has the right to cancel the booking within 7 days, at which point the retaining fee will be refunded in full;
After 7 days, the retaining fee becomes non-refundable;
The retaining fee covers administrative costs pertaining to the booking, including but not limited to printing costs, accounting fees to reconcile any payments, card payment fees, time spent on emails, telephone calls, face to face meetings, site visits and viewings conducted along with reserving the chosen vehicle(s) and photobooth equipment for the required date. The fee also covers ordering and reserving of any bespoke items such as guest books, personalised USB equipment and the design and proof service of any bespoke templates;
The remaining balance is due no later than six weeks prior to the wedding/event date;
Bus and Bug Vintage Weddings accepts direct bank transfer, cheque, cash, credit or debit card;
Credit and debit cards may only be processed at our office in Cowfold, West Sussex. We do not currently have the capacity to take card payments over the phone;
All funds must be cleared in full no later than six weeks prior to your wedding/event date to avoid the chosen vehicle and photobooth being released for rebooking;
In the event that the remaining balance of the booking remains outstanding after this point, the chosen vehicle and/or photobooth may be released without further notice;
Any additional mileage/toll charges will be added to the final invoice.

Cancellations, postponements and refunds

The Hirer has the right to cancel any booking, in writing, within 7 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 any 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 six weeks before the wedding/event date will result in the withholding of the retaining fee;
After seven days, but prior to six weeks 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 six weeks of the wedding/event date will result in the withholding of the full balance;
Bus and Bug Vintage Weddings reserves the right to cancel any booking at any time and in doing so, a full refund shall be given;
Should The Hirer wish to postpone or defer any booking, this must be done in writing in the first instance;
Bus and Bug Vintage Weddings will honour a single postponement or deferral of any booking at no charge within 12 months of the original booking date, subject to availability. Further changes to the booking date and/or vehicle, or cancellation after a single postponement will be subject to an administration charge of £35 per change;
Deferrals requested outside of 12 calendar months will be subject to a price increase to cover an increase in costs (insurance, storage fees, fuel prices and associated business costs) any price increase will be confirmed at the time of deferral;
Due to varying availability throughout the year Bus and Bug Vintage Weddings cannot guarantee that they are able to honour a change in date with the same vehicle or photobooth service and reserves the right to offer an alternative vehicle or photobooth for the new date chosen;
In the event that Bus and Bug Vintage Weddings is not available on any new date or The Hirer does not wish to proceed with an alternative date, vehicle or photobooth, our standard cancellation policy applies;
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 and amended payment terms may be agreed;
Upon mutual agreement of a new service date, these terms will apply to any new date going forward, along with payment deadlines and schedules unless otherwise agreed;
All refund requests must be made in writing;
Bus and Bug Vintage Weddings will investigate all complaints and requests for refunds and The Hirer will be given a formal response within seven working days;
All refunds will be made by cheque or bank transfer to The Hirer at their nominated address or account details (unless otherwise agreed) upon receipt of a signed settlement agreement within a further seven working days;
The decision of Bus and Bug Vintage Weddings is final and no correspondence shall be entered into following the settlement agreement.

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

Bus and Bug Vintage Weddings will carry out a risk assessment prior to any photobooth booking;
All electronic equipment is fully PAT tested by an independent electrician of which documentation can be provided;
All vehicles are comprehensively insured for chauffeured wedding hire and photobooth hire;
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, method statements and risk assessments can be provided on request;
Bus and Bug Vintage Weddings recommends that The Hirer obtains personal wedding insurance.

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, our 1969 campervan is permitted to carry up to five passengers;
Betsie, our 1970 beetle is permitted to carry up to three 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;
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;
Bus and Bug Vintage Weddings cannot be held responsible for any loss or damage to personal effects or belongings during the period of hire.

General limitations to our liability

Bus and Bug Vintage Weddings holds appropriate insurance cover for our services. We will use reasonable care and skill in delivering the services. Where any valid claim in respect of the good or services provided by us is made, you may be entitled to a refund of the price paid, or a portion of the price paid. Our liability in respect of any loss of good will, loss of business, loss of profits, loss of anticipated savings, loss of use or for any other consequential, special or indirect loss or damage will be NIL. Nothing in these Terms will exclude or limit liability for death or serious injury caused by our negligence.
If we are limited or hindered from providing any of our services, which have been booked by you due to circumstances beyond our control e.g. Government intervention, Acts of God, civil disturbance, war, national or local disaster, strikes, labour disputes, then our liability to you shall not exceed the amount paid in respect of the services agreed. The retaining fee shall be non-refundable, and we shall be entitled to be paid for all goods and services delivered up to that point. We shall not be liable for any additional losses incurred by you in such circumstances.

Wedding Transport – Vehicle breakdown, adverse weather conditions and delays

Each of our vehicles is maintained to the highest possible standard by a Classic Volkswagen Specialist, however due to the age and nature of our classic vehicles, Bus and Bug Vintage Weddings cannot be held responsible for any breakdown, mechanical or electronic failure on the day whilst en route to the pick up address or with the wedding party on board.
In the event of vehicle breakdown, mechanical or electronic failure en route to the pick-up address or with the wedding party on board we will do our very best to minimise any impact and swiftly implement a suitable contingency plan as agreed by the Emergency Contact/ The Hirer. In the event that the Emergency Contact is not available, we will endeavour to agree a suitable contingency plan with The Hirer.
Contingency plan 1: Bus and Bug Vintage Weddings will endeavour to supply a similar alternative vehicle to continue the onward journey(s), subject to location, vehicle capacity 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 shall be given;
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. A partial, pro rata refund will be given for services booked but not received;
In the event that neither Contingency Plan are accepted by the Emergency Contact or The Hirer, a partial, pro rata refund of incomplete journeys will be issued within 24 hours; or a full refund if the breakdown occurs prior to the scheduled booking time;
Bus and Bug Vintage Weddings reserves the right to offer an alternative non-aircooled vehicle in the event of adverse weather conditions such as, but not limited, to heavy rain, high winds, snow and/ or ice;
Our vehicles are in excess of fifty years old and do not have the driving capabilities of modern cars and as such our decision on whether it is safe to drive our vehicles is final;
We allow plenty of time to travel to our destination and endeavour to monitor traffic levels prior to departure to plan our route accordingly. We do our best to avoid any delays, however Bus and Bug Vintage Weddings cannot be held responsible for any delays caused by unexpected unplanned traffic, accidents, road closures or breakdowns en route to the pick-up point, ceremony or reception;
Where no alternative route is possible and a delay is inevitable, the driver will call the emergency contact/ The Hirer as soon as it is safe and legal to do so to discuss the most suitable contingency plan.

Camper Van Photobooth/ Indoor open-air Vintage Booth/ Photobooth Lounge* – Equipment failure, adverse weather conditions and delays

We carry spare equipment, including a spare printer (where possible), ink, paper, USB cables, power cables, flash bulbs, USB mouse and will endeavour to rectify any issues promptly and efficiently to ensure the smooth running of the event however 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;
Any service time accrued by The Hirer while the photobooth is delayed or out of service will be added on to the end of the booking;
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 your wedding or event and discuss any possible situations arising with The Hirer. In the event of severe adverse weather conditions, including but not limited to, high winds and heavy rain prior to the event, we reserve the right to amend or cancel the booking and offer a partial refund minus any costs incurred for bespoke/ personalised items;
Contingency Plan 1: In the event of adverse weather upon arrival or during any period of hire, Bus and Bug Vintage Weddings will conduct an additional risk assessment to ascertain the safety of guests and booth operators prior to setting up the camper van photobooth or during the period of hire. In the event that the use of the camper van photobooth outside is deemed unsafe, Bus and Bug Vintage Weddings will endeavour to move the photobooth equipment inside upon agreement with The Hirer to continue the booking and no refund shall be given;
Contingency Plan 2: In the event of adverse weather upon arrival or during any period of hire and the photobooth equipment cannot be moved inside safely, Bus and Bug Vintage Weddings reserves the right to cancel the booking and offer a partial refund based on service time completed and a fixed fee of £150 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 electricity to power our photobooths. In the event that this has been agreed by The Hirer and The Venue but not provided, we cannot be held responsible for equipment malfunction. The booking may not be completed 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. We require a minimum of 14 days’ notice to provide any generator or additional electronic equipment.

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.

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.

Safety

Bus and Bug Vintage Weddings performs a number of safety checks to ensure your safety while travelling with us or using our photobooths;
Any minor personal injury or accident should be immediately recorded in the Accident Book;
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 until the vehicle comes to a complete stop;
Bus and Bug Vintage Weddings requests that all passengers wait for the driver to open any doors before attempting to alight any vehicle;
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.

Equipment damage and liability

Bus and Bug Vintage Weddings has invested many tens of thousands of pounds in their vehicles and photobooth equipment and therefore it is recommended that The Hirer is fully insured for any accidental loss or damage;
The Hirer accepts full liability for any accidental or deliberate damage caused to any vehicle or equipment by The Hirer or member of their wedding/ party guests;
In the event of any damages or loss to a vehicle or equipment, Bus and Bug Vintage Weddings reserves the right to terminate any booking immediately and within reason, to issue an invoice to the Hirer for the full amount of any repairs or replacements required.

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;
Relevant data e.g. invoices may be held by us for up to seven years;
We will endeavour to 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 to 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, written 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 do not consent to the use of discreet photographs 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.
The Fees will be paid after invoices rendered from time to time. No VAT is applicable. Payment terms are on invoice, and payment is not deemed to have been made until the fees have been paid in full. If payment is not made in full and within time the services may be suspended and payment in advance may be required before the services are re – commenced.
We reserve the right to require some, or all, of the fees to be paid in advance of the commencement of the services where applicable and agreed in writing. If payment is not made in accordance with the above clauses, we reserve the right to charge an administration fee of £50 to late payments together with interest at the rate prescribed by the Late Payment of Commercial Debt (Interest) Act 1998 from the date payment was due until the date payment is made.
The Services may be terminated if payment of the fees is not made in accordance with these terms, or if you commit a material breach of any of these terms and fail to remedy the breach within 14 days of being notified in writing, or you make any statements or behave in any way or request us to undertake any actions that are discriminatory, illegal or immoral, or if you enter into any form of insolvency arrangement or suspends its business. Upon termination, you shall immediately pay any outstanding sums to us.
NOTE: We operate a zero-tolerance policy to anti-social or abusive behaviour by you or your guests. If we or our staff or representatives, are subjected to unacceptable levels of verbal abuse, drunken or lewd behaviour or actual or perceived threats, we shall be entitled to immediately withdraw the services and leave site without penalty or refund to you.
Each party will keep the confidential information of the other party and any third party confidential and secret, and only use it for the purposes of supplying the services or making proper use of the services. Each party recognises and accepts its obligations with regard to the control and the processing of personal data under the current data protection legislation and regulations. For more information on this, please see our Privacy Notice on our website.
Nothing in these terms are intended to create a partnership or joint venture between us, and no party has the right to act as agent for the other or to bind the other party in any way.
These terms and any dispute arising from them shall be governed by the laws of England and Wales.