1. Booking & Payment
A retainer is required at the time of booking to secure your chosen date.
Bookings are not confirmed until the retainer has been received.
The remaining balance must be paid in full at least 48 hours prior to the scheduled event.
For last-minute bookings made within 8 days of the event date, full payment is required at the time of booking and is non-refundable.
2. Cancellations & Rescheduling
Cancellations made less than 72 hours before the scheduled event are non-refundable.
A £70 cancellation fee applies to all cancellations.
Each booking includes up to 2 rescheduling opportunities. After this, the retainer will be retained.
All rescheduled dates are subject to availability.
For bookings made within 8 days of the event date, all payments are non-refundable.
3. Retainer
The retainer secures your booking and reserves your date and time.
As your date is held exclusively, the retainer is non-refundable under all circumstances once the booking has been confirmed.
4. Damages & Responsibility
Clients are fully responsible for all items provided during the setup.
All items must be returned in the same condition in which they were delivered.
Charges will apply for:
damaged items
missing items
breakages
London Picnic Club reserves the right to charge the client for the full replacement or repair cost of any damaged or missing items.
5. Hire Duration
All bookings include a standard hire time of 2 hours.
Additional time is available at a rate of £35 per hour and must be agreed in advance.
Late departures or delays caused by the client may result in additional charges.
6. Weather Policy
All setups are outdoors.
London Picnic Club does not cancel bookings due to weather conditions.
In the event of unsuitable weather:
bookings may be rescheduled (subject to availability)
or moved to an indoor location provided by the client
London Picnic Club does not provide indoor venues.
Clients are responsible for arranging a suitable indoor backup location where necessary.
7. Location & Permissions
Clients may choose their preferred location or request recommendations.
Some locations (including certain parks and public spaces) may require:
permits
licences
approval from local authorities
Unless agreed otherwise in writing, obtaining permissions and covering any associated fees is the client’s responsibility.
London Picnic Club is not responsible for fines, penalties, or disruptions caused by lack of permission.
8. Travel
Additional travel charges may apply depending on location.
Parking must be reasonably accessible to the setup area. Where access is restricted, additional time or labour charges may apply.
9. Food & Allergies
Where food is provided, dietary requirements must be communicated in advance.
While we will do our best to accommodate, we cannot guarantee a completely allergen-free environment.
London Picnic Club is not liable for allergic reactions where information has not been provided.
10. Customisation
All styling, add-ons and personalised elements must be agreed in advance.
Requests are subject to availability and may incur additional charges.
11. Children’s Parties
Setups for children’s parties must be supervised at all times.
London Picnic Club is not responsible for accidents, injuries or misuse of equipment during the hire period.
12. Corporate Events
Corporate bookings must be confirmed in writing with agreed details, including guest numbers, timings and setup requirements.
Clients are responsible for ensuring the location is suitable for the setup and that any required permissions or venue approvals are in place.
13. Influencer & Collaboration Bookings
Collaboration Agreement
All collaborations are subject to approval and are not confirmed until agreed in writing.
By proceeding with a collaboration, the client confirms acceptance of these Terms & Conditions.
Security Deposit
A £100 security deposit is required for all collaboration bookings.
This deposit will be refunded within 1 to 3 days after the event, once all items have been checked.
Deductions will apply for:
damages
missing items
breakages
excessive cleaning
Content Requirements
Collaborations are agreed based on content delivery.
All agreed deliverables must be completed within the agreed timeframe.
Failure to deliver agreed content may result in:
deposit being retained
future collaborations being declined
Content must accurately represent the London Picnic Club brand.
Usage Rights
London Picnic Club may use all content created for marketing, including website and social media.
Cancellations (Collaborations)
If a collaboration is cancelled, the security deposit may be retained.
14. Agreement
By making a booking and paying the required retainer, the client confirms that they have read and agreed to these Terms & Conditions in full.
15. General
London Picnic Club reserves the right to update these Terms & Conditions at any time.
16. Liability
London Picnic Club is not liable for:
All setups are used at the client’s own risk.
Clients are responsible for ensuring that all guests behave safely and appropriately during the event.
17. Force Majeure
London Picnic Club is not liable for failure or delay in performing services due to circumstances beyond its control, including but not limited to extreme weather, government restrictions, natural events or unforeseen disruptions.
18. Access & Setup Conditions
Clients must ensure that the location is accessible and suitable for setup.
Where access is difficult (e.g. long walking distance, stairs, restricted parking), additional charges may apply.
London Picnic Club reserves the right to adjust or refuse setup where conditions are unsafe or unsuitable.
19. Delays & Late Arrivals
Clients are expected to arrive at the agreed booking time.
The hire period begins at the scheduled time, regardless of the client’s arrival time.
If the client is more than 25 minutes late, London Picnic Club reserves the right to begin pack down of the setup.
Delays exceeding 30 minutes will not be accommodated under any circumstances, and the booking will be considered forfeited without refund.
London Picnic Club is not responsible for any loss of hire time due to late arrival.
We recommend arriving at least 5–10 minutes early to ensure full use of your booking time.
20. Use of Setup
All items must be used appropriately.
London Picnic Club reserves the right to charge for misuse of equipment, excessive mess, or failure to follow reasonable instructions.
1.London Picnic Club is responsible for your personal data.
If you have any questions about this policy or how your data is handled, you can contact us at:
2. Information We Collect
We may collect and store the following personal information:
name
email address
phone number
event details (date, location, guest numbers, preferences)
any information you provide during enquiries or bookings
This information may be collected via:
website contact forms
phone or WhatsApp
social media enquiries
3. How We Use Your Information
We use your personal information to:
With your consent, we may also use your contact details to send updates, offers or promotions.
4. Legal Basis for Processing
We process your data based on:
your consent (when you contact us or opt in)
contract (to provide services you have booked)
legitimate interest (to manage and improve our business)
5. Data Sharing
We do not sell, rent or trade your personal data.
We may share your information with trusted third parties where necessary to deliver your booking, including:
catering suppliers
event-related service providers
logistics or setup support
All third parties are expected to handle your data securely.
6. Data Security
We take reasonable steps to protect your personal data from:
unauthorised access
misuse
loss or disclosure
Access to your information is limited to those who need it to provide our services.
7. Data Retention
We only keep your personal data for as long as necessary to:
fulfil your booking
meet legal or accounting obligations
manage customer relationships
8. Your Rights
Under UK data protection law, you have the right to:
access your personal data
request correction of inaccurate data
request deletion of your data
object to or restrict processing
To exercise any of these rights, please contact us directly.
9. Cookies
Our website may use cookies to improve your browsing experience and understand how visitors use the site.
You can disable cookies through your browser settings if preferred.
10. Third-Party Links
Our website may contain links to external websites.
We are not responsible for the privacy practices or content of those sites.
11. Policy Updates
This Privacy Policy may be updated from time to time.
Any changes will be published on this page.
By continuing to use our services, you agree to the latest version of this policy.