Terms & Conditions
Effective Date: 1st January 2025
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1. Introduction
These Terms & Conditions are the legal agreement between Chilify Ltd ("Chilify") and the Client. Chilify provides consultancy and agency services for conferences, meetings, and similar events.
2. Definitions (Key Terms)
- Affiliate: Companies related to the Client.
- Commencement: Start date of the event.
- Costing: Total estimated cost of the event.
- Documents: All materials created by Chilify.
- Event: Conference, meeting, or similar activity Chilify is asked to organise.
- Event Contract: Specific agreement related to one or more events.
- Expenses: Costs incurred by Chilify while delivering services.
- Force Majeure: Uncontrollable events (like natural disasters) preventing service.
- Management Fee: Chilify's fee for its services.
- Participants: Attendees of the event.
- Proposal: Event plan and cost estimate prepared by Chilify.
- Services: Event services agreed between Chilify and the Client.
- Third Party: External suppliers (e.g., hotels, transport companies).
- Third Party Costs: Costs paid by Chilify to suppliers for the Client.
- Total Costs: Everything the Client pays to Chilify.
- VAT: Value Added Tax.
- Written Approval: Approval given by email or letter.
3. Services
Chilify acts as the Client's agent to book third-party suppliers. Chilify will:
- Prepare a Proposal based on the Client’s needs.
- Select appropriate suppliers.
- Handle bookings and payments with suppliers.
- Protect the Client's interests and follow lawful instructions.
Services may be provided at Chilify’s offices, the venue, or other locations.
4. Event Costing
Chilify provides a cost estimate including management fees, third-party costs, and expenses (excluding VAT). Final costs may vary based on transport, tax, currency, or event changes. A revised final invoice will be issued before the event.
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5. Payment Schedule
- Upon signing: 75% of estimated total.
- 90 days before the event: 25% of estimated total.
- 30 days after final invoice: Remaining balance.
Payments must be made by bank transfer. Full payment is required immediately if the contract is signed less than 12 weeks before the event.
6. Liability
Chilify is not responsible for:
- Losses like profit, data, or business interruption.
- Property loss at the event.
Chilify's total liability is capped at £250,000 or 10x the management fee. Clients should have their own insurance.
7. Changes & Cancellations
Clients can request changes or cancel events. Clients are responsible for non-refundable supplier costs.
Cancellation charges (based on Management Fee):
- 120+ days before: 75%
- 90–120 days: 80%
- 30–90 days: 90%
- <30 days: 100%
8. Confidentiality
Both parties agree to keep information private unless legally required to disclose it. Confidential information must be returned on request.
9. Staff Recruitment
Neither party can hire each other’s staff for 6 months after the contract ends.
10. Passports & Visas
It’s the Client’s responsibility to ensure attendees have valid travel documents.
11. Insurance & Inspection
Clients must ensure participants have travel insurance. They must also ensure venues are suitable.
12. Termination
Either party may end the contract with 3 months’ notice or immediately if there are serious issues like non-payment or insolvency.
13. Miscellaneous
Chilify acts as an agent, not a partner or employer. English law applies, and disputes will be resolved in England and Wales. If any part of this agreement is invalid, the rest remains effective.
Contact Details
Chilify Ltd
5 Brayford Square, London, E1 0SG, UK
Phone: +44 (0) 7351 317898
Email: info@chilify.co.uk
Website: www.chilify.co.uk
Company No: 16083103