Definitions
“Agency” refers to ACE Event Partners Ltd
“Client” refers to the individual or organisation engaging the Agency
“Event” refers to any service, project, or experience delivered by the Agency
“Suppliers” refers to third-party providers including (but not limited to) venues, caterers, AV, production, and entertainment
2. Scope of Services
ACE Event Partners acts as a corporate event management agency, providing services including (but not limited to):
Venue sourcing
Event concept and design
Supplier sourcing and management
Budget management
Full event planning and delivery*
On-site event management*
The exact scope will be outlined in the Client Proposal and Agreement* Charges applicable
3. Agency Role
The Agency acts as an extension of the Client’s team, managing and coordinating third-party Suppliers.
The Agency does not own or directly control third-party services
Contracts may be between the Client and Suppliers unless otherwise agreed
The Agency will use reasonable endeavours to ensure Supplier performance
4.Fees & Payment Terms
4.1 Agency Fees
Fees will be agreed in advance and may be structured as:
A fixed management fee
A percentage of total event budget
A day rate (e.g. £850 per day + VAT plus travel and other expenses)
4.2 Payment Schedule
Unless otherwise agreed:
50% payable upon appointment
50% payable prior to the Event
4.3 VAT
All fees are exclusive of VAT, which will be charged at the prevailing UK rate.
4.4 Late Payments
Late payments may:
Delay delivery of services
Incur interest at 4% above Bank of England base rate
5. Supplier Costs & Payments
All third-party Supplier costs will be clearly outlined
Payments may be:
Paid directly by the Client, or
Managed through the Agency (if agreed)
Where the Agency manages payments:
Full pre-payment may be required
The Agency is not liable for Supplier failure where due diligence has been undertaken
6. Changes & Amendments
Any changes requested by the Client:
Must be confirmed in writing
May impact costs and timelines
The Agency reserves the right to:
Adjust fees accordingly
Requote where scope significantly changes
7. Cancellations
7.1 By the Client
If the Event is cancelled:
Deposits are non-refundable
The Client remains liable for:
Work completed to date
Any non-recoverable Supplier costs
7.2 By the Agency
The Agency reserves the right to cancel services where:
Payments are not received
There is a breach of contract
8. Force Majeure
The Agency is not liable for failure to deliver services due to circumstances beyond reasonable control, including:
Extreme weather
Government restrictions
Venue closure
Supplier failure due to unforeseen events
9. Liability
The Agency’s liability is limited to the value of its fees
The Agency is not liable for:
Indirect or consequential losses
Supplier failures beyond its control
The Client is responsible for ensuring:
Appropriate event insurance is in place
10. Insurance
The Client is advised to obtain:
Event cancellation insurance
Public liability insurance (where applicable)
The Agency holds appropriate business insurance but does not cover all event risks.
11. Confidentiality
Both parties agree to:
Keep all commercial information confidential
Not disclose details to third parties without consent
12. Intellectual Property
All concepts, proposals, and creative materials remain the property of the Agency until:
Full payment is received
The Client may not share or use Agency materials without permission.
13. Data Protection
ACE Event Partners complies with UK GDPR.
Client data will be:
Stored securely
Used only for the purpose of delivering services
14. Non-Circumvention
The Client agrees not to:
Engage directly with Venues and Suppliers introduced by the Agency
Circumvent the Agency to avoid fees
This applies for 12 months following introduction.
15. Complaints
Any concerns should be raised:
Promptly and in writing
The Agency will:
Act swiftly and professionally to resolve issues
16. Governing Law
These Terms & Conditions are governed by the laws of England and Wales.
17. Acceptance
By confirming services, the Client agrees to these Terms & Conditions.
Commission Transparency Clause
Where the Agency receives commission from venues or suppliers:
This does not impact the Client’s pricing
The Agency acts in the Client’s best interest at all times
Exclusivity Clause
Where agreed:
The Client appoints ACE Event Partners as the exclusive agency for the Event
