The ‘Client’ and their responsibilities
The ‘Client’ is the individual making the booking; they are solely responsible for the booking and are the main contact. By the Client accepting our service verbally or in writing, they are entering into a legally binding contract with Air Cooled Weddings. Any changes to the booking, once made, must be notified in writing by the Client. The Client is also responsible for the conduct of all his or her party during the hire period and fully agrees to all terms and conditions as set out by Air Cooled Weddings; bookings are accepted only with the understanding that the Client fully understands and accepts the terms and conditions. By paying a deposit, this signifies acceptance of the said terms and conditions.
Deposit / Payment
Should you wish to proceed with a booking, we would then require a deposit. A pre-booked reservation requires a non-refundable £100.00 deposit to secure the vehicle/s for any booking date with Air Cooled Weddings, together with a completed booking form. Air Cooled Weddings will be happy to reserve a date for you for 7 days; if, however, another enquiry is made for that same date, we will get in touch with you to offer you first refusal. If we are unable to contact you or you fail to respond within 2 days of the enquiry, we will release the date to the other party. The outstanding balance must be paid no later than 30 days before the date of the event by bank transfer, cheque or cash. Bookings made with less than 30 days until the event will require full payment at the time of booking.
Payment methods
Air Cooled Weddings accept payment by cash, bank transfer or cheque. To keep costs down for you, we do not currently accept PayPal, debit or credit cards, as these companies charge a fee.
Price Quoted
The price quoted is the amount confirmed by Air Cooled Weddings to the Client once all hire requirements have been established and distances have been calculated.
Cancellation
Any cancellation must be made in writing by email or post, by the Client, at least 30 days before the event date. It is at the discretion of Air Cooled Weddings to cancel any remaining balance for the Client due to unforeseen or tragic circumstances, minus the deposit.
Our Right to Refuse Bookings and Termination of Service
Air Cooled Weddings reserve the right to refuse a booking. If, at any point during the period of hire, Air Cooled Weddings believes that the behaviour of any person/s becomes unreasonable or detrimental to others in any of our vehicles, or towards the vehicle itself, the hire service will be terminated immediately and no refund will be given. Ultimately, the driver is responsible for the vehicle and his/her decision is final.
Planned Routes
About a week prior to your event, we will check each route for any diversions due to road works, weekend traffic or excessive traffic hotspots. We pre-plan our routes to be as direct as possible but if you should wish to travel a specific route, this can be pre-arranged at the time of booking.
Vehicle Maintenance and Mechanical Breakdown
All our vehicles are maintained to the highest possible standard. However, due to their age, the Client agrees that Air Cooled Weddings cannot be held responsible for any mechanical, electrical or material breakdown. In the unlikely event of a breakdown, every effort will be made to repair the vehicle. If the vehicle cannot be repaired, we will transfer you to alternative transport for the remainder of the journey. Air Cooled Weddings cannot be held responsible for any timings being missed due to unexpected heavy traffic, road closures or accidents causing delays. Due to the age of the vehicles we recommend that all Clients plan for any unforeseen events and have alternative travel arrangements prepared and in addition an appropriate wedding insurance plan in place.
Seatbelts / Restraints
Our vehicles are fitted with seatbelts / lap belts. Booster seats are the responsibility of the parents or guardians and should be fitted where possible. Children under the age of 3 years cannot be transported. Children must remain seated at all times for their own safety and the safety of the driver.
Photographs on the day
Air Cooled Weddings sometimes like to take a few photographs of you and your party enjoying our vehicles, to use on our website or other marketing material. Please let us know at the time of booking if you would prefer us not to use any photographs. It is the responsibility of the Client to notify parents or carers of minors attending the wedding of these terms and conditions.
Weather Conditions
If unseasonal weather conditions mean our vehicles become unavailable for safety reasons, the Client agrees that Air Cooled Weddings are not liable for this. We would, in these circumstances, offer a full refund, minus the deposit paid.
No Eating, Drinking or Smoking Policy
All Air Cooled Weddings vehicles have a no smoking policy. This includes both inside and around the outside of the vehicles. Food or drink consumption is also not permitted, unless authorized by Air Cooled Weddings.
Damage to Vehicles
The Client will accept full responsibility for any damage to our vehicles, both inside and out by themselves or any member of their party. If any damage causes the vehicle/s to be unavailable for hire due to repairs, then the Client will be liable to pay any cost for repair, and also a daily rate whilst the vehicle is off the road. Air Cooled Weddings will levy a £100.00 valeting charge if any vehicle is misused through food, drink or illness to rectify the damage caused.
Missing Belongings
Air Cooled Weddings take no responsibility for any belongings left in our vehicles. If we do find any lost items, we will of course do our best to return same. Responsibility will not be accepted for the holding, storing or safeguarding of any items left in the vehicles.
Proper Law
These terms and conditions shall be governed by the law of Northern Ireland.
