Crafty Workshop Experience
Supplier Booking Terms & Conditions
Many thanks for teaming up with The Crafty Hen. We are very much looking forward to working together and running our fun craft experiences for you and your clients. Below we have outlined the terms of your booking with us.
FEES
All payments due are inclusive of VAT.
The fee includes all workshop materials, equipment and expert tuition (unless agreed otherwise).
On occasion, depending on location, we may need to apply a travel fee, but will make you aware of this in advance of accepting your booking if applicable.
We have a minimum charge for 10 people to attend a live session. This is not a minimum attendance required, we can still come to you if your group is less than 10.
The minimum charge is applicable to the live workshop cost plus venue surcharge which is charged at a minimum of 10 people (where required).
We reserve the right to change prices at any time up until a booking is confirmed and to correct errors in the prices of confirmed arrangements.
You, the supplier, accept responsibility for collecting monies and paying for all members of the group. We can not accept individual payments.
VENUE
Should the group have a suitable venue in place (holiday accommodation, own home, glamping site, private venue, etc), or if you / the group would like to arrange somewhere, we are happy to come to most venues.
(i). For most sessions we require a clear table space for everyone to all work and sit around. Additionally we often require a side table to set up equipment and access to plug sockets. With our textile workshops we may also bring an iron, ironing board and / or a sewing machine, please allow space to set up this equipment. Each workshop differs in requirements, so if you are unsure, please ask. We are generally very flexible and can work within most spaces. Please let us know if a space you are providing differs from our requirements.
(ii). Remember to allow time for our team to arrive beforehand for set up and clear up.
Should the group require The Crafty Hen to organise a venue for the workshop to take place in this is subject to a small venue surcharge.
(i). Venues are subject to availability. The majority of which are a city centre bar, in either a private function room, semi-private space or area within the bar.
(ii). We will arrange for fizz upon arrival. Should Prosecco not be available, we’ll substitute with an alternative (ie, cocktail jug, soft drinks, etc.).
(iii). Some venues will require additional minimum spend on the day, but we will make you aware of any such requirements in advance. The group is responsible for reaching any such minimum spend, and settling payments for purchases made on the day.
(iv). As our host venues are typically bars, groups are under no circumstances permitted to bring their own food or drink to the venue. Should this happen, the workshop may be terminated, with no refunds due. You, the agent, will be liable for any charges incurred in penalties from the venue should the group bring in outside food and drink.
(v). We pick appropriate venues in good faith. Please keep in mind these are public spaces, and as such we cannot accept any liability or recompense for unseen issues on the day that are beyond our control.
BOOKING CONFIRMATION
We advise enquiring (via phone or email) to check availability before committing to provide a service to your client, as some sessions / dates do book up in advance. After enquiring, availability is subject to change, so endeavour to confirm your booking within 48 hours to avoid missing out. An enquiry does not form a binding contract to deliver any services.
A booking is confirmed by email only, and forms a binding contract to deliver workshop services following the terms outlined here.
Confirming Group Size -
(i). Four weeks before your workshop we require a final head count.
(ii). Bookings made within less than 4 weeks before the event will require a final head count immediately upon booking.
PAYMENT FOR EVENTS
Invoices -
On the occasion of our first event working together, we may require a deposit of £100 (inclusive of VAT) settled to secure your initial booking. Once a working relationship is established, we will only invoice you at the four week stage, as below.
For regular going forward bookings, we will invoice you once final group numbers are confirmed. Payment is due at least one week before the date of the event.
Payment - Bank transfers are preferred. When making payment, please use the reference / invoice number provided.
Late Payments - Any overdue payments are subject to a 3% fee. Which will increase should payment continue to go unpaid.
International Transactions - If processing the payment from abroad (outside of the UK) the sender is liable for all and any transaction charges / exchange fees. To ensure the full and correct payment reaches The Crafty Hen on time.
Refunds - The group size is confirmed upfront, and places cannot be refunded / credited post-event. After the four week point we cannot refund payments made / offer credit for any person no longer able to attend or changes to the run time.
AMENDMENTS TO GROUP SIZE
After the four week point we cannot refund payments made for any person no longer able to attend.
We will try our best to accommodate any additional people wanting to attend the workshop after the four week point, however we cannot guarantee this will be possible. Adding extra people may incur an additional charge on top of the workshop fee.
If the party arrives at the activity with an increased number of persons to those confirmed, The Crafty Hen’s responsibility to the group and / or the activity will no longer apply. In this instance The Crafty Hen reserves the right to cancel or consider cancelling the activity. Should the activity proceed after confirming with head office, an admin charge of £75 plus fees due for those individuals is to be settled within 7 days. Failure to pay on time will incur an additional £100 fee.
SAFETY AND BEHAVIOUR
Although the majority of tools and equipment we use are very safe, on occasion participants may be required to operate hot or sharp items (irons, scalpels, sewing machines, etc). While we encourage participants to enjoy their workshop as much as possible with tea / cake or something a little stronger, please remind them to keep in mind their own safety with tools and equipment.
Workshop leaders will show participants safe use of all equipment.
Our team will be happy to help and may step in if they feel any participants are unable to operate equipment or tools safely. Please advise your groups not to take offence at this; it is for their own safety. We are not responsible for unsafe operation of any equipment should any member of the party be intoxicated.
All our electrical items are PAT tested, and we hold Public Liability Insurance to cover all our sessions. Should you need copies of these, contact us on info@thecraftyhen.co.uk to request.
Photographs - Workshop leaders may take photos at the session, please check with your group and let our team know before the session if anyone does not want to be photographed. Photographs may be used for published / digital media, as well as on our own social media / website.
FOOD & DRINK
While we encourage groups to enjoy food and drink alongside their workshop we ask that they limit this to snacks and food you can pick at during the workshop. Drinks are of course fine.
If the group is having an afternoon tea or a meal, please arrange / advise them to arrange the majority of this before or after so both can be enjoyed fully!
If organising a food and drink package with The Crafty Hen, we will advise of the additional time required to allow for food to be enjoyed before or after.
COVID-19
Whilst our guidelines are currently more relaxed as we navigate out of the pandemic. We will have a number of steps and procedures in place to keep both your group and our team as safe as possible. Government guidance will be reviewed at all times and the procedures we implement or ask you to adhere to are subject to change.
We respectfully request guests to be responsible, practise good hand hygiene, minimise risk of cross contamination, and if any guests are unwell or who may have been in contact with COVID-19, to consider staying home or test negative before attending.
Individual members of our workshop team may have reasonable additional requirements which they will make clear on the day.
If any member of your group does not wish to cooperate with these requests, follow appropriate hygiene requirements or adhere to social distancing should it be required, it is at the discretion of the workshop team on the day as to whether the workshop continues / the individual can participate. No refund or compensation will be applicable in the instance of the workshop team not being confident that running the workshop can proceed in a safe way.
In the instance of any local-lockdowns preventing the workshop taking place as planned, we will work closely with you on a case by case basis to make alternative arrangements.
INCLUSIVITY & DISCRIMINATION
The Crafty Hen is an inclusive organisation, and we strive for our workshops and experiences to be comfortable and accessible environments for all.
Our team has a right to work without discrimination, on the grounds of racism, sexism, gender, sexual orientation, religion, disability or any other prejudice. Should our team experience any such forms of direct or indirect discrimination, we have a right to terminate your session. No refund or compensation will be applicable in this instance.
If you or your client should witness or experience any discrimination or prejudice on any grounds, we ask you to contact us immediately on info@thecraftyhen.co.uk or via our out of hours contact number.
VIRTUAL EVENTS
Fees - A virtual event is costed in two parts, firstly a flat workshop fee (based on groups size), and the individual materials (per person).
Payments are non-refundable.
The fee includes all logistical preparation, dispatch of individual parcels of materials to guests in advance, access to the online workshop, and expert tuition. On occasion, depending on final group size, we may need to apply an additional fee should the group size increase so that the logistical prep (ie, delivery charges) increase beyond the costs covered, but will make you aware of this as soon as possible when applicable.
Confirming Group Size - Three weeks before your workshop we require a final head count. At this stage, we also need to know the following information for each household / guest taking part:
Name
Delivery Address
Email Address
Any additional information required (ie, colour requests, etc.)
Materials -
We dispatch all the materials out to individual guests ahead of the workshop date using Royal Mail.
The Crafty Hen cannot be held responsible, nor be financially liable for any materials which do not reach their intended recipient ahead of the workshop due to delays or losses within the postal service.
Whilst we’ll send out all the main materials in advance, some activities will need additional tools to be provided by individuals on the day, for example, scissors, an iron, lighter, etc. We will make you aware of such items in advance.
International deliveries:
We will advise on timescales for international deliveries, however, any bookings placed less than four weeks in advance, we cannot be held responsible for any parcels that do not arrive in time.
The Crafty Hen is not responsible for any custom duties or fees required to be settled once a parcel reaches it’s destination.
On the day -
Online workshops take place via Zoom, we will email a link and password to all participants in advance of the day.
We ask all individuals taking part to connect to the online workshop via a good internet connection, using a laptop / large screen rather than a phone where possible.
Sitting at a table to spread all your materials out would be perfect, you may need access to a plug socket. Each workshop differs in requirements, so if you are unsure, please ask.
After the two week confirmation stage (three weeks if the event includes international guests) we cannot refund payments made for any person no longer able to attend. We will try our best to accommodate any additional people wanting to attend the workshop after the final confirmation week, however we cannot guarantee this will be possible. Adding extra people may incur an additional charge should express postage be required. We cannot guarantee and cannot be held responsible for workshop materials not arriving in time when guests are added on after the three week point, and cannot refund places.
If you require a virtual event to be rescheduled after the two week point (three weeks if the event includes international guests) and / or materials have already been dispatched to guests, there may be an additional fee required to process this amendment. Rescheduled dates and times are subject to availability.
DELAYS, CHANGES OR CANCELLATIONS
Delays -
(i). If the group is late arriving / starting a session, the session will still finish at the previously confirmed time. Workshop staff are booked for the times agreed, they may use their discretion but this will be on an individual basis.
(ii). On the extremely rare (and unavoidable - due to circumstances beyond their control) occasion a workshop leader is late to the session, they will endeavour to provide your group with the full session time, and will work with the group to get the best time balance based on any plans following the session.
Changes to Booking -
(i). Where possible, we will try to accommodate any requests to amend the main event details, (including, but not limited to; location, workshop activity, event date, etc.), made after the booking has been confirmed, but cannot guarantee being able to do so. Where amendments are achievable, this will incur a charge of £20 per file to cover administration costs.
Cancellation -
(i). If you (the supplier or the group) chose to cancel, no refunds, compensation or damages will be due.
(ii). Cancellation of a session by yourselves within 4 weeks of the session will still require full payment.
(iii). Cancellation or changes may be made by ourselves when safety conditions are compromised or due to unforeseeable circumstances. If cancellations occur in such circumstances we will endeavour to make every effort to reschedule where possible. If not possible we will arrange a refund. With the exception of the force majeure clause below.
Force Majeure - The Crafty Hen will not be liable or pay you compensation, damages or a refund if our contractual obligations to you are affected by any event which we cannot, even with all due care, foresee or avoid. This includes but is not limited to; war, or threat of war, strikes, riot, civil strife, industrial dispute, terrorist activity, natural or nuclear disaster, fire, pandemic, adverse weather conditions, technical problems affecting transport or any similar events beyond our control.
DATA PROTECTION
Essential contact information (ie. name, phone numbers, and venue address) will be shared with our workshop team in order for them to reach your group on the day of the workshop itself.
Any contact details for other people shared with us, must be done so with their consent.
We do not share your data outside of our organisation or with third parties.
Please review ourPrivacy Policy as outlined here on a regular basis.
