Terms & Conditions Gigi's Vintage Wonder Ice Cream

Terms & Conditions of business of Vintage Wonder Ice Cream.

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We/us = Vintage Wonder Ice Cream. You = The Hirer.

 

1. Bookings with Vintage Wonder Ice Cream (us) are secured with a 25% non-refundable booking fee paid by the Hirer (you). The remaining balance must be paid no later than 30 days before the event. If a cleared payment has not been received 30 days prior to the event date we reserve the right not to attend and the full hire charge will be retained and forfeited as we will have considered you to have breached these terms and conditions.

 

2. Prior to us receiving a cleared booking fee from you we can formally and in writing withdraw the quote. 

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3. On receipt of the balance you will receive a booking information form which needs completion as soon as possible and prior to 30 days before the event..

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4. Any cancellations must be made in writing to us. All cancellations by you or a third party will incur a charge. The minimum charge is the booking fee of 25% of the full hire charge. Should you or any third party cancel within 30 days of the agreed event date, then the outstanding balance of the full hire charge, minus the booking fee, is still required to be paid in full. If a booking is cancelled, in the event that we are able to secure a subsequent booking for the same date, we will refund any prepaid monies minus the booking fee.

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5. When booking with us, you are booking the agreed number of guests/package, location, date and service time as per the booking information form.

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6. In the event that you change the date or location of your event more than 30 clear days before the confirmed date, we may transfer the booking fee to the new date or venue subject to availability. However, if the new date or vehicle requested is unavailable or the location is in excess of 20 miles from our base in Brackley, Northants NN13 you will forfeit the booking fee.

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7. In the event that you change the date within 30 clear days of the original agreed event date we will always try to accommodate an alternative date but this cannot be guaranteed. If the new date required is unavailable, then the full hire charge will be due.

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8. Please advise us at the time of booking of any access requirements. The ice cream van is approximately the same size as a transit van, weighs 3 tonnes and does not have power assisted steering - they are tall and wide and so do need room to manoeuvre. We therefore reserve the right to refuse any request which may put the driver or vehicle at risk.
Note - Any drive or track that the van is expected to use must be sufficiently wide (at least 8'3" or 2.5 metres) and free of potholes or other impeding or potentially damaging obstructions. The van needs a minimum height clearance of 8'8" or 2.7 metres (consider bridges, trees etc.) and a 4 x 4 metre, solid, level base to operate from that can take 3 tonnes in weight. Also, please bear in mind that we serve ice cream from a window on the passenger side of the vehicle. If we deem the access or the work space to be inappropriate we retain the right to cancel the booking and you will forfeit the booking fee.

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9. It is your responsibility to notify your venue and/or wedding planner that you have booked us. We are happy to liaise with them if they have any questions.

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10. Please make sure that you have permission from your venue for our ice cream van to attend.  If we are refused entry you may lose your booking and the booking fee.

 

11. Gigi is a private hire vehicle, we do not have a street licence, please make sure you make arrangements with your venue for the ice cream van to be parked on private land, that does not block a pedestrian right of way, endanger your guests or block a road.  We will not be able to carry out your booking if legal parking arrangements have not been organised and you will not be refunded.

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12. We understand the complexities of the event/wedding day and timings involved and our staff will typically arrive up to 1 hour before service time to liaise with a member of staff to set up. Any subsequent delay in accessing our services will not be deemed to be the responsibility of Vintage Wonder Ice Cream and the hire period starts and ends at the agreed times on the signed booking form, not when the first guests access the services of the van. The ice cream van will depart at the specified departure time as recorded in our confirmation correspondence.

 

13.  Travel is not included in the price unless stated. Any additional Travel Costs will be quoted and detailed on the booking agreement.

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14. Whilst we take every measure to ensure our vehicles and machinery are maintained and kept in full working order, unfortunately there may be an occasion (such as unforeseen mechanical failure or any other circumstances beyond our control) where we are unable to fulfil our agreement. We do not accept any liability for this. Should an alternative vehicle/tricycle be available we will offer this is as an agreed alternative. In the extremely unlikely event of a delay leading to a missed booking, a full refund will be offered, as long as it can have been proven and accepted that we are deemed to be wholly responsible.

 

15. All our vehicles and operatives will be immaculately presented. Our ice cream van holds a current and valid food hygiene certificate issued by the local regulatory authority.

16. We cannot be held responsible if the booking is completely missed due to the time keeping of you or any third parties.

 

17. We have quoted a price on the information provided at the time of booking and have calculated the time required for your event/party. We have been generous in our estimates however in the rare event that a significant amount of extra time is required an additional charge may be made proportionate to the original booking quote. Should the event/party significantly over run for a reason outside your control no extra charge will be made.

 

18. We will choose the route(s) to your event/party/ wedding based on local knowledge and or satellite navigation. The drivers will use their judgement driving at a lawful and sensible speed in relation to the road and weather conditions. Whilst every effort will be made to arrive at scheduled locations in good time, no responsibility can be taken for unforeseen road closures or for restrictions relating to vehicle access to any location or unforeseen physical hold ups en-route to the event or adverse weather conditions. We cannot be held responsible for late arrival or cancellation due to any other circumstances beyond our control. In the unlikely event due to unforeseen circumstances (such as heavy traffic, accident) that we are unable to reach your venue by the agreed time, we will contact you en-route and your service will commence once we have arrived and set up. In the event of bad weather conditions, such as ice / snow we will assess the situation on the forthcoming day and communicate with you as to whether we will be able to attend. We will always endeavour to fulfil our agreement.
 

19. You are responsible for any accidental or intentional damage caused to the vehicle(s) by you and or your guests. A minimum charge of £100 will be charged to cover the valet costs should damage or spillage be caused by any guest.
 

20. No responsibility will be taken for any loss or damage to any personal possession of you or your guests. Unless negligence or recklessness can be proven by any member of our staff.

 

21. Please advise us at the time of booking of any specific dietary requirements. We cannot be held responsible for any adverse medical reaction or allergy to anything consumed or subsequently later or any injury or loss caused through allergy or excess consumption of our products. Every effort is made to make guests/customers aware of allergens in our products but it is their sole responsibility to ask prior to consumption if they have any specific dietary requirements.

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22. We will serve a selection of flavours of ice creams/ sorbets to you and your guests at your selected venue on the date and time as agreed in advance.  Special requests for ice cream/ sorbet flavours are subject to availability.  Should any variety of ice cream/ sorbet be unavailable a suitable replacement will be chosen.
 

23. We cannot be held responsible if you or your guests think that insufficient ice creams were consumed due to adverse weather conditions on the day of the hire.

 

24. We may take photographs for our own promotional use, they may appear on our social media sites and by paying the booking fee you have given us permission to do so.

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25. Brides and grooms who would like to have their photo taken inside an ice cream van do so at their own risk and we cannot be held responsible for any marks or damage that occurs to clothing during this action.
 

26. We reserve the right to amend our Terms and Conditions at any time.

 

27. By paying the booking fee you will have deemed to have agreed and accepted the above terms and conditions.

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Thank you for booking with Vintage Wonder Ice Cream, we look forward to seeing you and your guests at your event, party or wedding.