Terms & Conditions

HOUR PRODUCTIONS LTD

(TRADING AS HOUR WEDDINGS & HOUR EVENTS)

1) Introduction

These Terms apply to all services provided by Hour Productions Ltd (“we”, “us”).
By engaging us, you (“the Client”) agree to these Terms.
If you do not accept them, please do not proceed with booking.
We recommend you print or save a copy.
These Terms are governed by Gibraltar law. The Gibraltar courts have exclusive jurisdiction.

2) Definitions

  • Agreement / Contract: These Terms together with any Engagement Letter, proposal, or invoice we issue and you accept.

  • Services: Wedding and event planning, coordination, styling, management, consultancy, and any agreed Additional Services.

  • Venue: Any location selected for the wedding or event.

  • Client Materials: All content and data you provide to us.

  • Company Materials: All documents, templates, designs, or intellectual property we create or supply.

  • Force Majeure: Events beyond a party’s reasonable control.

3) Scope of Services & Appointment

  • You appoint us to provide the Services outlined in your Engagement Letter or proposal.

  • Unless otherwise agreed, we act as planner, coordinator, and/or stylist and may subcontract suppliers as needed.

  • We maintain a portfolio of trusted suppliers who have demonstrated reliability and high-quality service.

  • You agree to provide timely information, approvals, and decisions to help us deliver the Services.

4) Booking & Payments Summary

  • A non-refundable deposit is required to secure your date. Further payments are due in four months (interim) and 2 months (final balance) payable in full by the stated deadline.

  • Prices may be adjusted annually by 3-7% to reflect supplier and cost increases.

  • Full details are outlined in your Letter of Agreement or online confirmation form.

  • All payments must be made in GBP to our UK account, as stated on your invoice.

5) Deposits for Venues & Suppliers

  • Separate deposits may be required for venues and suppliers and will appear on your invoice.

  • These deposits are usually non-refundable once paid.

  • We are not responsible for deposits or payments retained by third parties.

6) Client Responsibilities

You agree to:

  • Provide accurate and complete information.

  • Respond promptly to requests for confirmation or clarification.

  • Pay invoices on time as agreed.

  • Comply with all venue and legal requirements.

  • Co-operate with us and all suppliers involved.

If you cause delays or fail to provide required information, you may be responsible for any resulting costs or delays.
Direct communication with suppliers may affect our ability to manage outcomes and will incur an administration fee if corrections are required.

7) Outdoor Venues & Seasonality

  • Outdoor events may be affected by weather or restrictions.

  • You must arrange a weather contingency (e.g. marquee or indoor backup).

  • We are not liable for cancellations or damages due to weather.

  • The Dell and Open Air Theatre at the Gibraltar Botanic Gardens operate seasonally (April–October).

8) Registry Office Disclaimer (Gibraltar)

  • We act solely as a facilitator and are not responsible for any changes, delays, or cancellations made by the Gibraltar Registry Office.

  • We will assist where possible but cannot accept liability for any additional costs, rescheduling, or administrative decisions made by the Registry Office.

  • Proof of an overnight stay in Gibraltar is required by law. Scanned, laminated, or copied identification documents will not be accepted.

  • All original documents must be submitted to the Registry Office at least one working day before the ceremony (between 08:30 and 10:30). Certified translations must accompany any non-English documents.

  • It is your responsibility to ensure that all travellers hold the correct entry visa to enter Gibraltar (see the official Borders and Coastguard Agency website for guidance). We cannot be held responsible if the Registry Office rejects or cancels a wedding due to invalid entry or immigration issues.

9) Changes, Postponements & Cancellations

  • Written requests only
    All change, postponement, or cancellation requests must be made in writing by email and confirmed by all contracting parties named on the booking.

  • Rescheduling
    We will make every reasonable effort to reschedule to a new date or venue; however, you are responsible for all additional costs this creates (including supplier, venue, transport, customs, and staffing).

  • Work already completed
    All work completed for the original booking is non-refundable. Additional fees may apply to produce revised arrangements for a new date or venue.

  • Supplier and venue policies
    Any refunds or credits are subject to the applicable supplier and venue terms and their availability. We will reconcile these and confirm the outcome in writing.

  • Fees earned remain payable
    Our fees already earned up to the date of your written notice remain payable in full.

  • Effect of postponement/cancellation
    From the moment we receive your written notice, all prior quotations and invoices become null and void.

  • Re-quoting at current rates
    Any future services (including a rebooked date) will be re-quoted at our current rates and are subject to availability.

  • Further details
    Please refer to your Letter of Agreement and/or online confirmation form for the full schedule of fees, timelines, and payment terms.

10) Contract Term & Termination

  • This Contract begins on the Commencement Date and continues until the event is completed unless ended earlier in writing.

  • Either party may terminate the Contract for a material breach if it is not remedied within 21 days of written notice.

  • Either party may terminate immediately if the other becomes insolvent, ceases trading, or faces a similar situation.

  • We may also terminate if:

    • Payment is overdue.

    • You or your representatives engage in conduct that harms our reputation or creates a conflict of interest.

    • On termination, all fees and costs incurred remain payable.

  • Termination does not affect any rights or obligations that continue after the Contract ends.

  • Upon termination, we reserve the right to suspend all ongoing work and withhold any materials, documents, or deliverables until all outstanding payments are received in full.

11) Supplier Coordination

  • We coordinate suppliers on your behalf but are not liable for their performance, delays, or cancellations.

  • Clients must review and approve all major supplier contracts before confirmation.

  • If you hire or communicate directly with suppliers, we are not responsible for any resulting issues or mismanagement.

  • If this Contract is terminated or cancelled, our responsibility for supplier coordination ends immediately, and any further arrangements or communication become the Client’s responsibility.

12) Own Arrangements - Supplier Handling Fee

  • Where a client elects to use their own suppliers or any third-party vendors outside of Hour Wedding’s approved supplier network, a 10% management and handling fee will be applied to the total value of those third-party services.

  • This fee covers the additional time, coordination, and administrative work required to liaise with external suppliers and ensure their integration within the wider project scope. It also accounts for the added risk management responsibilities assumed by Hour Wedding Ltd when engaging with suppliers not directly contracted or approved by us.

  • The fee further includes the due diligence required to verify that all client-appointed suppliers hold the appropriate Public Liability Insurance, work permits, and legal permissions to operate within the jurisdiction of the project. This process ensures compliance with local laws and mitigates potential liabilities arising from the use of unregistered or uninsured suppliers.

  • Hour Weddings reserves the right to decline collaboration with any third-party supplier who cannot provide sufficient proof of valid insurance, registration, or legal authorisation to operate.

13) Intellectual Property & Confidentiality

  • Client Materials
     Anything you provide for your event (such as photos, music, text, or logos) must be your own or properly licensed.
    You confirm that using these materials will not infringe anyone else’s rights.
    If a claim arises, you agree to cover any related costs or losses.

  • Company Materials
    Anything we create or provide (including designs, plans, or documents) remains our property.
    You may use these only for your event and not for any other purpose without our written consent.

  • Confidentiality
    We’ll keep all information you share with us private and only disclose it when necessary to organise your event, deliver our services, or if required by law.
    We take appropriate steps to protect your data and will never sell or share it for marketing without your consent.

  • Use of Images & Marketing
    Unless you tell us otherwise in writing, you give permission for us to use selected images, videos, or design elements from your event for marketing or portfolio purposes.
    We will never share personal or sensitive information.

  • Ongoing Protection
    These intellectual property and confidentiality obligations continue to apply after your event has taken place or this Agreement has ended.

14) Data Protection & Privacy (GDPR)

  • Both you and we will comply with all data protection laws, including GDPR.

  • We will only use your personal data to deliver our services and may share it with trusted suppliers when necessary to organise your event.

  • You may request correction or deletion of your personal data at any time, unless we are legally required to retain it.

  • Please inform us in writing if you do not wish your images or event details to be used for marketing or social media purposes.

  • If we process personal data on your behalf, we will act as your data processor and handle all information safely, lawfully, and confidentially.

15) Health, Safety & Conduct

  • All guests must follow venue and local safety regulations.

  • We have a zero-tolerance policy for harassment, discrimination, or abuse towards staff, suppliers, or guests.

  • Please inform us in advance of any accessibility, dietary, or health requirements relevant to your event so we can accommodate them where possible.

16) Working Hours & Additional Costs

  • Our office hours are Monday–Friday, 09:00–17:00 (summer hours: 15 June–15 September, 08:00–16:00).

  • Meetings or work requested outside these hours may incur additional charges.

  • We kindly ask that you respect our team’s downtime outside working hours.

17) Post-Event & Equipment Return

  • We are not responsible for any items left behind after the event unless agreed in writing.

  • All hired décor and equipment must be returned in good condition. Any loss or damage will be charged at full replacement value.

  • We may require a safety deposit to cover for loss or damage.

18) Warranties & Liability

  • We will deliver Services with reasonable care and skill.

  • Our total liability per claim and in aggregate will not exceed the fees paid for the Services related to that claim.

  • You agree to indemnify us against any loss arising from your breach, negligence, or use of unauthorised materials.

  • You are strongly advised to obtain appropriate event or wedding insurance to cover unforeseen circumstances, cancellations, or supplier failure. We shall not be responsible for losses not directly caused by our own negligence.

19) Force Majeure

  • Neither you nor we will be responsible for any delay or failure to carry out our obligations (except payments) caused by events beyond our reasonable control.

  • These events may include natural disasters, war, terrorism, pandemics, government restrictions, civil unrest, strikes, or other circumstances outside our control.

  • The affected party must notify the other in writing as soon as possible and explain how long the disruption is expected to last.

  • Both parties must take reasonable steps to reduce the impact. If the situation continues for more than 14 days, either party may end this Agreement in writing.

  • If a Force Majeure event affects your booking, we will make reasonable efforts to reschedule your event, but any refunds will depend on the policies of suppliers and venues involved.

20) Notices

  •  “In writing” includes email.

  • Notices are deemed received:
    • When delivered by hand.
    • On the next Business Day after sending by email.

This does not apply to the service of legal proceedings.

21) Miscellaneous

  •  If any clause is invalid, the rest remain enforceable.

  • Changes must be in writing and signed by both parties.

  • This Contract creates no partnership, joint venture, or agency.

  • Each party warrants authority to enter into this Agreement.

  • We may subcontract parts of the Services.

  • Non-solicitation: You agree not to employ or solicit our staff or contractors within 12 months after your event.

  • Order of Precedence: Engagement Letter > these Terms > proposal/quote > schedules.

22) Acceptance

By engaging our services and/or paying your deposit, you confirm that you have read, understood, and agreed to these Terms and Conditions, which form a legally binding contract with Hour Productions Ltd.

End of Document – Hour Productions Ltd Terms & Conditions (Weddings & Events)