TERMS AND CONDITIONS

TERMS & CONDITIONS OF GLITTER BAR SERVICE

1. What these terms cover

Please find set out below the terms and conditions upon which we, Vanilla Chinchilla Ltd T/A Buttercup Bus Vintage Campers  will provide our glitter bar and or flower tattoo services to you. Please read the Terms carefully and make sure you understand them. If there are any Terms you do not understand, please do not hesitate to contact us and we will provide clarification If you think that there is a mistake in these terms, please contact us to discuss.

Please note that by ticking the checkbox on the booking form, you agree to be bound by these Terms. If you do not accept our Terms please refrain from proceeding with your proposed booking.

We recommend that you print a copy of this for future reference.

2. About us

2.1 Who we are. We are trading as "Buttercup Bus Vintage Campers" AND our sister company, registered as Vanilla Chinchilla Ltd a company in England and Wales. Our company registration number is 7459387 and our registered office is at 2 Waterworks Cottages, Waddon Way, Croydon, CR0 4HY.

In these Terms, we will refer to ourselves as per our trading name, “Buttercup Bus Vintage Campers”.

2.2 What services do we provide? We specialise in retro VW campervans, beetles, photobooths glitter and flower tattoo bars for a range of services to include wedding transport, campervan photobooths, indoor photobooths, glitter bars, dried flower tattoo bars, self-drive holidays and promotional tours. These terms are in relation to the glitter bar and dried flower tattoos services only.

2.3 How to contact us. You can contact us by telephoning us on 0203 582 0289 or by writing to us by email via our Contacts page.

2.4 How we may contact you. If we have to contact you, we will do so by telephone or by writing to you at the email address or postal address you provided to us in your booking, in line with our privacy policy.

2.5 The term “Writing” includes emails. When we use the words “writing” or “written” in these terms, this includes emails, WhatsApp, responses to social media enquiries and SMS.

3. Our contract with you

3.1 The booking process Once we have confirmed availability and pricing with you, we will issue you with an online booking form so that you can provide details of your booking, to include information on the date, timings, locations and contact details.

This booking form will also have a tick-box, which you must select to accept these terms and conditions.

Once we receive the booking form, we will confirm that we are able to fulfil the booking and will issue you with a booking deposit invoice/ or where a depsoit is paid directly via our online form, then a receipt.

3.2 How we will accept your booking. Our acceptance of your booking will take place when we email you a receipt for your booking deposit, at which point this contract will come into existence on these terms between you and Vanilla Chinchilla Ltd.

4. Our services

 Services may vary slightly from their pictures. The glitter bar or dried flower tattoo bar that you book will be the actual service provided on the day. Whilst we have made every effort to display the colours and sizes accurately, we cannot guarantee that your computer, mobile device or printer will accurately display the colour and dimensions of the glitter bar, hence any slight deviation from those images.

4.2 The scope of our services. Your booking form and subsequent contract is for the provision of glitter bar services and or dried flower tattoo bar services - these could be with our glitterbug VW Beetle, or in conjunction with one of our campervan photobooths or an an indoor popup bar - as selected on your booking form.

4.3 Special services included in the contract. Where selected in the booking form, we may include special services alongside the booked glitter bar or dried flower tattoo bar, to include photobooth services and additional hours of service.

If you have also selected the glitter bar and or dried flower tattoo bar in combination with our other services, the terms of that additional part of the service will be covered under separate terms and conditions.

4.4 Late alterations to booking. Any alterations made to the booking on the day of the service or a request for additional time above the agreed finish time in the booking form, is at the discretion of our staff attending your event. Alterations made on the day will incur an extra charge (which we will invoice to you after the event, at the advertised hourly rate on our website) or may not be honoured if that conflicts with another booking.

4.5 The hire period is when the glitter bar or dried flower tattoo bar will be open to guests. All setting up and dismantling of the glitter bar will take place up to 60 mins before and after the hire period.

4.6 Delays to the start time. In the event that the hire does not start at the agreed time as setup has been delayed due to either the venue not allowing access on time or your events are over running the hire will still end as per the agreed time on the booking form.

4.7 No food, drinks or smoking at the glitter bar or dried flower tattoo bar. We adopt a strict No Smoking policy at all our glitter bars, and also do not allow drinks or food to be consumed whist at the glitter bar or dried flower tattoo bar.

4.8 Hard surfaces. Glitter bar hire is for set up on solid, hard surfaces. We may consider other terrain on a case by case basis. Please let us in advance of any non-tarmac travel required (eg events in a field / forest etc). Where the ground may not be suitable for travel (eg after heavy rain), the glitter / flower artist may look for an alternative location for set up.

4.9 Weather and route closures No responsibility can be taken for route closures or for restrictions relating to glitter bar or dried flower tattoo bar access to any location, hold ups on route or adverse weather conditions. We cannot be held responsible for late arrival or cancellation due to circumstances beyond our control or for any subsequent consequential losses. In the event of extreme weather conditions such as ice or snow, we will make the decision as to whether the glitter bar is able to fulfil the contract. If an outdoor glitter bar or dried flower tattoo bar has been booked, and conditions make this impossible, an indoor glitter bar or dried flower tattoo bar will be sent with the prior approval of the customer. If an indoor glitterbar or dried flower tattoo bar service is provided, to replace an outdoor glitter or dried flower tattoo bar, then no refund will be given. If no glitterbar or dried flower tattoo bar is supplied then the full hire contract money will be refunded.

4.10 Damage to the glitter bar or dried flower tattoo bar. You will be responsible for the conduct of all guests using the glitter bar or dried flower tattoo bar service and Vanilla Chinchilla Ltd reserves the right to invoice or make a charge to you for any losses or damage sustained to any part of the glitter bar or dried flower tattoo bar caused by any guest. A minimum charge of £100 will be applied to cover costs should cleaning or parts be required, caused by any passenger through food, drink or illness.

4.11 Grease or dirt from mechanical parts in the vehicle (Beetle and campervan orientatied glitter or dried flower tattoo services only). The vehicles are cleaned thoroughly prior to hire, but no liability can be accepted for clothing stained or marked by road grime, oil or lubrication, however unlikely this may be, from any part of the vehicle. Where the vehicle may have a sliding roof or door, you must be aware that grease will be in the operational parts to function correctly, and care should be taken by the guests when using the glitter bar or dried flower tattoo bar service around the vehicle. 

4.12 Conduct of guests. Violence, foul language, intimidation, antagonism or any form of anti-social behaviour towards Vanilla Chinchilla Ltd's employees, agents or subcontractors will not be tolerated. We also hold the right to withdraw from the event if we believe the guests are compromising health and safety regulations. 

As a result no refund will be given. Acts of vandalism or malicious damage caused to the glitter bar or dried flower tattoo bar may face prosecution.

4.13 Belongings left at the glitter bar. Our glitter / flower artist will check the glitter bar / dried flower tattoo bar for guests'’ belongings after a service. However, Vanilla Chinchilla Ltd cannot be held responsible for any item broken during the glitter bar / dried flower tattoo bar service, or left at the glitter bar / dried flower tattoo bar after the service. It is up to you and your guests to ensure you have all your belongings at the end of the service.

All articles of property recovered from the glitter bar / dried flower tattoo bar after each event will be held at the premises at which the glitter bar / dried flower tattoo bar is based in accordance with relevant statutory regulations for up to 14 days. You may make arrangements with Vanilla Chinchilla Ltd for a mutually convenient time to collect your items or arrange postage at your own cost.

4.14 Glitter Bar / dried flower tattoo bar up-time. The Glitter Bar / dried flower tattoo bar will be operational for a minimum of 80% during the hire period; occasionally, operations may need to be interrupted for maintenance of the equipment (brush cleaning, replacing wipes, wiping down surfaces etc).

4.15 Equipment fault(s) that may arise outside of the 80% operational period during the event will be rectified as soon as possible and loss of time will be compensated on a pro rata basis based on the amount of service received.

4.16 Queue management

It is strongly advised that you have other activities planned for the guests, whilst the glitter bar / dried flower tattoo bar is in action, so all the guests don’t have to wait in a long line.

4.17 Working environment

Client agrees to provide an area with sufficient lighting and protection from extreme temperatures, sun, rain, snow and excessive wind. The glitter bar / dried flower tattoo bar cannot be set up near a sound system (our Glitter artist / dried flower tattoo bar need to be able to hear guests) or a bouncy castle or other inflatable (for safety reasons).

4.18 Working with children

The glitter artist / dried flower tattoo bar is not responsible for childcare and will not supervise children. Their behaviour and safety is the client and/or the parents’ responsibility.

4.19 Hygiene

Professional, cosmetic grade glitter for the skin will be used, and our glitter artist / dried flower tattoo artist will adhere to the strictest sanitation and hygiene procedures. Vanilla Chinchilla Ltd are not liable for allergic reactions to glitter / dried flowers. Children with skin allergies or sensitive skin should either not participate, or have a patch test done at the beginning of the event.

For safety reasons, children under 2 years of age may not participate.

For sanitary reasons, anyone who is or appears to be sick or suffering from: cold sores, pink eye, infectious skin condition, eczema, open wounds or lice may not participate.

It is client's responsibility to let guests know ahead of time (included in the invitations is a good idea) that there will be a glitter bar / dried flower tattoo bar at your event. If any guest prefers that they or their child do not have glitter / dried flowers applied (due to allergies or any other reason) please advise the glitter artist.

4.20 Glitter / dried flower contamination

The Glitter artist will use reasonable care, but is not responsible for glitter / dried flower damage to clothing or property.

5. Space requirements for Glitter Bar Setup

6.1 The Glitter Bar / dried flower tattoo bar requires space to operate allowing guests to line up outside the

glitter station area.

6.2 The space available for set-up should be at least:

• For the glitter / dried flower tattoo bar station in the beetle: 4.5m long, 3m wide and 1.5m height clearance.
• For the glitter / dried flower tattoo bar station area included with the campervan photobooth, 6m london, 4m wide, and 2.3m height clearance
• For an indoor glitter / dried flower tattoo bar station, without any vehicle, as a standalone, popup bar 1.5m wide and 1.5m long. 1.5m height clearance.

6.3 (Not used)

6.4 The ground where the glitterbar / dried flower tattoo bar is to be set up should be solid and level.

6.5 If the space is inadequate and insufficient we reserved the right to proceed with the cancellation policy.

6.6 Parking costs incurred during the event or at any time Vanilla Chinchilla Ltd is on site is calculated as an additional cost and the Hirer’s responsibility. We take no responsibility for time incurred and consequent delay of hire due to inadequate parking or access available.

7. Your rights to change the booking

7.1 If you wish to make a change to the booking before the event booking, please contact us. If it is possible we will let you know about any changes to the price, the timings, or anything else which would be necessary as a result of your requested change and ask you to confirm whether you wish to proceed on that basis. If we cannot make the change or the consequences of making the change are unacceptable to you, you may want to end the contract. Your rights to do this are set out below.

8. Our rights to make changes

8.1 Changes to our services. Vanilla Chinchilla Ltd may make changes to the glitter bar / dried flower tattoo service, but if we do, we will notify you and you may then contact us within 14 days to end the contract and receive a refund for anything that you have paid up to that date.

8.2 Changes to our terms. We may change these terms from time to time, but the terms applicable to your booking will be the terms in force when the booking was made, unless you agree to the change or the change is required due to a change in law.

9. Providing the services

9.1 When will we provide the services. We will provide the services on the date set out in the booking form completed by the Customer.

9.2 What will happen if you do not give required information to us. We may need certain information from you so that we can provide the services to you, for example, the venue address. If you do not give us this information within a reasonable time of us asking for it, or if you give us incomplete or incorrect information, we may either end the contract (and Clause 10.2 will apply) or make an additional charge of a reasonable sum to compensate for any extra work that is required as a result. We will not be responsible for providing the services late if this is caused by you not giving us the information needed within a reasonable time of us asking for it.

9.3 Delays outside of our control. If the supply of the services is delayed by an event outside of our control, for example, but not exclusive to, heavy traffic or road closures, then we will contact you as soon as possible to let you know and we will take steps to minimise the effect of the delay. Provided that we do this, we will not be liable for delays caused by the event. We recommend that you are covered with adequate insurance.

If our supply of the services are late due to the our fault, then you may treat the contract as at an end straight away, but must tell us before making use of the services. If you or your guests use the glitter bar, you will lose your right to terminate, but may still be entitled to a part refund.

9.4 If the glitter bar / dried flower tattoo bar becomes unavailable prior to the event. We will contact you in advance to tell you that we cannot provide the services agreed, unless the problem is urgent or an emergency, for example, but not exclusive to theft, damage or breakdown, which occurs less than 24hrs prior to the commencement of the planned itinerary. If we are unable to supply you with the contracted glitter bar / dried flower tattoo bar for example, but not exclusive to theft, damage or breakdown which cannot be repaired before the date of the booking, we will give you the possibility to choose another glitter bar / dried flower tattoo bar of a similar specification, if available. If we are unable to source a similar glitter bar / dried flower tattoo bar, we will offer you a full refund and the contract will be considered terminated.

9.5 If the glitter bar / dried flower tattoo bar becomes unavailable on the booking day. You acknowledge that if an issue arises with the glitter bar / dried flower tattoo bar or glitter / dried flower artist on the day of the booking (or within 24hrs of the commencement of the planned itinerary) or during the delivery of the service, the ability to source another similar glitter bar or artist may be limited.

We will contact you or the nominated point of contact on the booking form to bring any issue to your attention and to agree any contingency plan.

We may send a second similar glitter / dried flower tattoo bar as a replacement. If the value of the replacement glitter bar / dried flower tattoo bar is less than the hired glitter bar the difference will be refunded, if the value of the replacement is greater then there will be no extra charge added.

The decision will be given to the hirer whether to accept this option before we leave our base.

If this option is not accepted by the hirer then a full refund will be issued and our liability will be no further.

If the hirer or nominated point of contact cannot be contacted by phone using the details provided on the booking form, you will authorise us to make a decision on whether to dispatch a second glitter bar / dried flower tattoo bar on your behalf.

9.6 Your right to end the contract because of our actions. If you are ending a contract for a reason set out below, the contract will end.  If a refund or part refund is due, this will be paid proportionally and will not exceed the total booking value, within 7days of the termination, back into the account or onto the card from which the funds were received.  

From the point of issuing the refund, it can then take another two to seven business days — depending on the card issuer's refund-processing speed — for the refund to show up in your account.

The reasons for ending the contract are:

a) We have told you about an upcoming major change to the glitter bar / dried flower tattoo bar services we offer, or these terms which you do not agree to;

b) the supply of the glitter bar / dried flower tattoo bar is significantly delayed because of our fault

c) on the day we failed to deliver the agreed terms of service

d) We were unable to provide you with the contracted glitter bar / dried flower tattoo bar (and no suitable alternative was available)

e) you have a legal right to end the contract because of something we have done wrong.

10. Cancellation terms

10.1 All cancellations must be made in writing to Vanilla Chinchilla Ltd T/A either "Buttercup Bus Vintage Campers".

10.2 Deposits for bookings that are cancelled within 14 days from the date the booking is confirmed (cooling off period) are refunded 100% as long as the event date is more than 30 days away.

10.3 Deposits for bookings that are cancelled after 14 days from the date the booking is confirmed are non-refundable.

10.4 Should the Hirer cancel within 30 days prior to the agreed event date, then the outstanding balance, minus the deposit is still due in full. 

10.5 In the event of the Hirer changing the date of a confirmed booking we will transfer the booking fee to the new date, subject to availability (and no later than 12 months in advance). However, if the new date is unavailable the Hirer will forfeit the booking deposit.

10.6 In the event that the Hirer changes the date within 30 days of the original agreed event date, and the new date required is unavailable; then the full balance of the original hire will still be due in full.

10.7 We will allow bookings to be deferred for the first time, within a 12 month period, for free (subject to availability, on a like for like basis). Subsequent deferrals will incur a £25 +VAT booking fee. 10.8 All deferrals must be made within 12 months of the original booking. Any deferrals made for dates after this period, will be accepted (subject to availability, on a like for like basis), and will be subject to a £25 + VAT booking fee plus an invoice to cover any gap in pricing, should the advertised rates for the deferred date be higher.

11. How to end the contract with us

Tell us you want to end or cancel the contract by doing one of the following:

Phone or email. Call us on  0203 582 0289 or email us via our contacts page . Please provide your name, date of booking, details of the booking and contact details.

We will then respond to confirm that the cancellation has been made.

12. Our rights to end the contract

We may end the contract if you break it. We may end the contract for a service at any time by writing to you if:

• • you do not make any payment when it is due and following our reminder, do not make payment within 7 days; or
  • you do not, within a reasonable time of us asking for it, provide us with information that is necessary to provide the services, for example, the address and contact details.
  • If we end the contract in the situations set out above, we will keep any money you have paid in advance as a deposit and may charge you a cancellation fee as compensation for the costs incurred as a result of your breaking the contract.

13. If there is a problem with the service

How to tell us about problems. If you have any questions or complaints about the service, please contact us. Call us on  0203 582 0289 or email us via our contacts page.

14. Hire costs and payment

14.1 The price The price of the glitter bar / dried flower tattoo bar will be in the email correspondence, direct communications at a trade fair or phone calls leading up to the booking, and also the invoice (A booking deposit invoice, and second invoice for the balance - or for bookings less than 30 days in advance of the event, one invoice for the balance in full).

14.2 . Payment options. You can make payment with credit and debit cards via either our online Payments page, or “Pay Now” link on our invoices and in some cases, booking forms. There is no fee charged to you as a customer, the supplier absorbs the cost of processing the card payment, through our 3rd party card processing provider. We also accept payments by BACS, in which case no extra charges apply to you.

At the point of booking, we will issue you an invoice for the booking  deposit. You will have 7 days to make this payment. If you fail to do this, we will release the vehicle for other customers to book. Once the deposit comes through, we will email you a receipt to confirm the booking. Receipts sent directly from our accounts system sometimes go to the spam folder – so keep an eye out for them.

We will then send you a further invoice for the balance, due 30 days before the hire commences. You must pay the remaining balance of the invoice by 30 days before the event date shown on the booking form. In the event that you want to book our glitter bar / dried flower tattoo bar services at short notice, for these bookings (made within 30 days of the service) the full balance will be due at the time the booking is confirmed.

14.3 We can charge interest if you pay late. If you do not make any payment to us by the due date the Supplier may charge interest to you on the overdue amount at the rate of 2% a year above the base lending rate of Barclays Bank from time to time. This interest shall accrue on a daily basis from the due date until the date of actual payment of the overdue amount, whether before or after judgment. You must pay Vanilla Chinchilla Ltd interest together with any overdue amount.

15. Our responsibility for loss or damage suffered by you

15.1 We are not responsible to you for any loss or damage caused by failure to deliver the service. We are not responsible for any further loss or damage you may incur that is a result of our failure to deliver the service expected, other than the booking value of the hire of the service, provided we have taken reasonable care in the provision of our services. It is our recommendation and the responsibility of the customer to have an adequate event Insurance policy to cover loss or damage caused by a supplier failing to deliver their service.

15.2 We do not exclude or limit in any way our liability to you where it would be unlawful to do so. This includes liability for death or personal injury caused by our negligence or the negligence of our employees, agents or subcontractors; for fraud or fraudulent misrepresentation; for breach of your legal rights in relation to the services.

16. How we will use your personal information.

16.1 This is as set out in our Privacy Policy.

17. Other important terms

17.1Transfer of rights. You need the Supplier’s consent to transfer your rights to someone else. You may only transfer your rights or your obligations under these terms to another person if we agree to this in writing.

17.2 Nobody else has any rights under this contract. This contract is between you and Vanilla Chinchilla Ltd. No other person shall have any rights to enforce any of its terms.

17.3 Alternative dispute resolution. Alternative dispute resolution is a process where an independent body considers the facts of a dispute and seeks to resolve it, without you having to go to court. If you are not happy with how we have handled any complaint, you may contact us to request our alternative dispute resolution provider.

17.4 These Term & Conditions have Copyright protection.

This website and its content is copyright of Vanilla Chinchilla Ltd © 2021. All rights reserved.

Any redistribution or reproduction of part or all of the contents in any form is prohibited other than the following:

• You may print or download to a local hard disk for your personal and non-commercial use only
• You may copy the content to individual third parties for their personal use, but only if you acknowledge the website as the source of the material
• You may not, except with our express written permission, distribute or commercially exploit the content. Nor may you transmit it or store it in any other website or other form of electronic retrieval system.

Last updated 12/01/2021 by Nathalie Selvon-Bruce to reflect updated copyright date.