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Terms & Conditions

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Free Mobile Bar T&C

Free Mobile Bar T&C & Wet Bar Hire

Hirer

When hiring a service that provides alcohol, our Free Mobile Bar T&C’s state that you must be over 18 years of age to book this service.

Power Supply Required

The client shall ensure 2 x 13amp power supply is at or near to the bar location.

Hot Water Supply Required

The client shall ensure that hot water is located near to the bar location. This is to ensure that we can clean glasses quickly, hygienically and effectively.

Damage To The Bar Structure

If any damage occurs to any section of the bar, a fee will be required to compensate for any repairs/replacement.

Damage To The Venue

Utopia Bars takes all reasonable care when setting up the bar; however, we cannot be held responsible for the following:

  • Scratches on the venue floor
  • Drink spillages during service or by guests.
  • Any damage caused by guests
  • Any damage whilst carrying out normal bartender duties.

If your event is in a marquee, you should ensure that the floor has protection against dirt whilst contractors are setting up. We cannot unload a lorry full of equipment into a marquee with a cream carpet, without the carpet getting dirty. So please ensure that the area where the equipment is entering through, as well as the area for the setup, has protection! Where the venue requires the floor to have protection underneath the bar. It is the client’s responsibility to ensure that the floor has a covering prior to our arrival for set up.

Alcohol Licence

Utopia Bars take care of the license, and liaise with the venue. Under our Free Mobile Bar T&C, it is Utopia Bars responsibility to apply for all Temporary Event Notices. In order to apply for the license, we require a maximum capacity, bar open/close times and full venue contact details. As stipulated by the local Council, we require a minimum of 10 working days’ notice to apply for a temporary alcohol license. Few councils around the UK may require up to 60 days’ notice. In some occasions, the license is conditional to security staff being present and if this is the case the client must cover the associated costs. Refusal to do so will forfeit the deposit. In the unlikely event of a refusal for the sale of alcohol at the venue and/or the event. Then the booking fee minus any costs in the license application process will be refunded.

Change Of Venue After Initial Booking

Once the deposit has been completed, your booking will be placed into the diary with the required licences and addresses sent off to the local council. Our Free Mobile Bar T&C state, that any change of address will result in a £50 fee to resend all of the documents to the required councils. There may also be an extra charge of £2 per mile, if the venue is further than the previous address from West Bromwich, West Midlands.

Number Of Guests

Our fees are specifically based on the number of guests, adults and children, as well as the location, specified on the booking form. Should there be a change to the numbers attending, either more or less, it is a condition of the booking that you inform us. In the case of a FREE or prepaid bar, should less people attend than have been paid for, either adults or children, we will give you the opportunity to pay for the missing number of guests at the agreed price per head. All money must be with the bartenders before the tab can open. In the event that we cannot locate you, or you refuse to pay we reserve the right to close the bar and remove all our goods and equipment with immediate effect. We do allow a small leway as we understand illnesses and a emergencies may happen.

Tab Policy

All money must be with the bartenders before the tab can open. We do not allow any other types of tabs this includes tabs per customer.

Payments For Drinks

Utopia Bars accepts cash and most major credit and debit cards. However, being a mobile bar, we require a strong mobile signal to take card payments. We are unable to accept card payments if our terminal does not receive sufficient signal. Unfortunately, the card terminals do not currently run off of any Wi-Fi, and only run off of mobile signal in the area. Please ensure that your guests are aware of this so that they can have plenty of cash for the duration of the event. We are currently working on this issue.

Welcome & Toast Drinks

Utopia Bars can offer both Welcome Drinks & Toast Drinks for your special occasions. However, if you decide to go with your own drinks or a separate supplier. Utopia Bars charge £7.00 corkage fee PER BOTTLE, if you or another provider are supplying Welcome/Toast drinks. During which the licence times that have been provided to the council. We would ask that you inform us if this is the case, so we know what arrangements have been made.  All other drinks provided for your event, must be by Utopia Bars.

Wedding Breakfast

Utopia Bars can Table Wine for your special occasions. However, if you decide to go with your own drinks or a separate supplier, Utopia Bars charge £7.00 corkage fee PER BOTTLE if you or another provider are supplying Table Wine during which the licence times that have been sent off to the council. After the meal, all drinks must then be removed from the tables. We would ask that you inform us if this is the case in advance so that we know what arrangements have been made.  All other drinks provided for your event, must be by Utopia Bars.

Foreign Alcohol

As our Free Mobile Bar T&C’s state, we are a personal licence holder, and are responsible for all alcohol present at the venue. It is illegal for anyone to bring their own alcohol, without informing us. Our bartenders are well within their rights to remove any foreign alcohol found. If the guest refuses to give up the alcohol then Utopia Bars will inform the event organiser. In the case that the alcohol is still present then Utopia Bars has a right to pack up and leave the event. If guests become drunk and disorderly from alcohol not served by ourselves. Then Utopia Bars may call police to the scene, who will investigate the matter and question the organiser of the event. Please note, bringing your own alcohol to the event puts our future events such as weddings at risk, so it is a risk we would rather not take!

No ID policy

As our Free Mobile Bar T&C state. We operate a strict policy on No ID, no sale of alcohol. If you are lucky enough to look under the age of 21. Then we will be asking for proof of ID. If this is not something the guest is able to provide, our bartenders may refuse service to you as a guest.

Drunk And Disorderly

We are unable to serve any guests who are drunk or disorderly. If ever we see signs of aggressive behaviour, we will contact police who will deal with the matter at the scene. If a guest has continuously been coming up to the bar and is completely and obviously drunk. Then our bartenders have the right to refuse serving any alcoholic beverages.

Last Orders

As our Free Mobile Bar T&C state. We will always call last orders 15-30 minutes before the agreed deadline. We will not be able to extend this deadline no matter how busy the venue may be. This is due to it being agreed at the beginning with the times sent off to the local council. If we extend these times without the local council’s knowledge, we will be breaking the law.

Unattended Drinks

As our Free Mobile Bar T&C state, Utopia Bars is not responsible for any drinks left unattended. If drinks have been left unattended for a long period of time, they may get disposed of.

Injuries

Utopia Bars is not responsible for any injuries happening at any events.

Equipment Replacement

As our Free Mobile Bar T&C state, in the event of us being unable to provide your chosen bar/equipment style on the day. We reserve the right to supply an alternative bar/equipment style. This may occur in the unlikely event of damage to a bar or its equipment immediately prior to your event which has proven non-repairable.

Parking

We must be able to manoeuvre and park our large Luton Vans close to the entry/exit doors for unloading and reloading. It is therefore essential that no parking restrictions apply that might prevent us from carrying out these activities. And that sufficient space is available to enable us to carry out these tasks. Once unloaded, the vehicles can then be moved to a suitable, secure and convenient parking area. Which must be close to and within the boundary of the venue. If suitable and sufficient space is not freely available, then you will be responsible for payment of any tickets. Please note: Under no circumstances will we park or unload in any area where our vehicles may be towed away, fined, clamped or locked in. The decision of our driver(s) shall be final with regard to any issue relating to parking, or vehicle/staff safety.

Health & Safety

As our Free Mobile Bar T&C state, Utopia Bars reserves the right to refuse delivery if our delivery personall believes that the venue or site is unsuitable. Or if the client has failed to notify the company of any delivery obstructions. Such as stairs or excessive loading distances from our vehicle to the installation site. In such a case no refund will be provided and the full hire fee will be due. Utopia Bars reserves the right to cease operation and remove hired equipment from site if at any time a representative of the company feels that staff, guests or clients conduct endangers the safety of the staff, guests, clients, themselves or the safety of the hired equipment. In such cases no refund will be provided and full contracted fees will be due to Utopia Bars.

Security & Crowd Control

The client is responsible for ensuring that suitable security and crowd control measures are in place. This is to be in place before the start of your event.

Disclaimer

Utopia Bars does not accept any liability for any failure to provide our services due to an ‘Act of God’, i.e. circumstances beyond our control, (including flooding, fire, severe traffic congestion, car accidents or any foul weather conditions). A full refund of the booking fee minus any costs e.g. licence fee, will be provided in such event.

Prices, Deposit & Balance Payments

All hires are subject to a deposit of at least 25%, with the remainder paid at least 5 Days prior to the event start date. Failure to pay the remainder before the 5 day deadline, may result in cancellation of the bar hire. No refund will be provided.

Any surplus charges e.g. damage to our equipment, is to be provided in full within 14 days after the event start date. Unless previously approved by Utopia Bars. Failure to do so will result in Utopia Bars charging 1.5% interest per day on all overdue accounts. As well as legal action via the small claims court and our special solicitors.

Cancellations

Cancellation of events must be provided via email, any cancellation is subject to the following cancellation charges;
In less than 8 weeks prior to event 25% of order value
Within 6 weeks prior to event 50% of order value
In less than 4 weeks prior to event 75% of order value
Within 2 weeks prior to event 100% of order value

If you do not give us enough notice, it may result in our arrival at the empty venue. A surcharge of £300.00 will apply to all hirers in the event of cancellation of the event.

The above conditions are subject to change at the discretion of Utopia Bars in part or in whole for one or more of its clients where the company has grounds deemed necessary.

Dry Bar & Equipment Hire

Lost/Broken Equipment & Glassware – If a number of glasses appear cracked/chipped or disappeared by the end of the event, a fee will be occur to help cover the costs of the new equipment. This would be as an invoice after the event.

Damage To The Bar Structure

If any damage occurs to any section of the bar, a fee will occur to compensate for any repairs/replacement.

Change Of Venue After Initial Booking

Once the deposit is complete, your booking will be put into the diary. We will send all of the necessary licences and addresses off to the local council in due course. Any change of address will result in a £50 fee to resend all of the documents to the required councils. There may also be an extra charge of £2 per mile, if the venue is further than the previous address from West Bromwich, West Midlands.

Hirer

When hiring a service that provides alcohol, you must be over 18 years of age to book this service.

Prices, Deposit & Balance Payments

All hires are subject to a deposit of at least 25%, with the remainder paid at least 5 Days prior to the event start date. Failure to pay the remainder before the 5 day deadline, may result in cancellation of the bar hire. No refund will be provided.

Any surplus charges e.g. damage to our equipment, is to be provided in full within 14 days after the event start date. Unless previously approved by Utopia Bars. Failure to do so will result in Utopia Bars charging 1.5% interest per day on all overdue accounts. As well as legal action via the small claims court and our special solicitors.

Cancellations

Cancellation of event must be provided via email, any cancellation order is subject to the following cancellation charges
In less than 8 weeks prior to event 25% of order value
Within 6 weeks prior to event 50% of order value
In less than 4 weeks prior to event 75% of order value
Within 2 weeks prior to event 100% of order value

If no notice has been provided to us in advance, resulting in our arrival at the venue as booked, a surcharge of £300.00 will apply to all hirers in the event of cancellation of the event.

Injuries

Utopia Bars will is not responsible for any injuries occuring at any events.

Parking

We must be able to manoeuvre and park our large Luton Vans close to the entry/exit doors for unloading and reloading. It is therefore essential that no parking restrictions apply that might prevent us from carrying out these activities. And that sufficient space is available to enable us to carry out these tasks. Once unloaded, the vehicles can then be moved to a suitable, secure and convenient parking area. Which must be close to and within the boundary of the venue. If suitable and sufficient space is not freely available, then you will be responsible for payment of any tickets. Please note: Under no circumstances will we park or unload in any area where our vehicles may be towed away, fined, clamped or locked in. The decision of our driver(s) shall be final with regard to any issue relating to parking, or vehicle/staff safety.

Health & Safety

As our Free Mobile Bar T&C state, Utopia Bars reserves the right to refuse delivery if our delivery personall believes that the venue or site is unsuitable. Or if the client has failed to notify the company of any delivery obstructions. Such as stairs or excessive loading distances from our vehicle to the installation site. In such a case no refund will be provided and the full hire fee will be due. Utopia Bars reserves the right to cease operation and remove hired equipment from site if at any time a representative of the company feels that staff, guests or clients conduct endangers the safety of the staff, guests, clients, themselves or the safety of the hired equipment. In such cases no refund will be provided and full contracted fees will be due to Utopia Bars.

Disclaimer

Utopia Bars does not accept any liability for any failure to provide our services due to an ‘Act of God’, i.e. circumstances beyond our control, (including flooding, fire, severe traffic congestion, car accidents or any foul weather conditions). A full refund of the booking fee minus any costs e.g. licence fee, will be provided in such event.

Equipment Replacement

In the event of us being unable to provide your chosen bar/equipment style on the day, we reserve the right to supply an alternative bar/equipment style. This may occur in the unlikely event of damage to a bar or its equipment immediately prior to your event which has proven non-repairable.

Insurance

Any equipment booking under ‘dry hire’ is not under protection by the Utopia Bars insurance policy. The client is responsible for suitable insurance cover.

Damage To The Bar Structure

If any damage occurs to any section of the bar. To compensate for any for any repairs/replacement, a payment will be required.

Damage To The Venue

Utopia Bars takes all reasonable care when setting up the bar; however, we are not responsible for the following:

  • Scratches on the venue floor
  • Drink spillages during service or by guests.
  • Any damage caused by guests
  • Any perceived damage whilst carrying out normal bartender duties.

If your event is in a marquee, you should ensure that the floor has protection against dirt whilst contractors are setting up. We cannot unload a lorry full of equipment into a marquee with a cream carpet, without the carpet getting dirty. So please ensure that the area where the equipment is entering through, as well as the area for the setup, has protection! Where the venue requires the floor to have protection underneath the bar. It is the client’s responsibility to ensure that the floor has a covering prior to our arrival for set up.

The above conditions are subject to change at the discretion of Utopia Bars in part or in whole for one or more of its clients where the company has grounds deemed necessary.

Please note: Delivery and collection costs calculated after checkout.

If you want to know more about us please visit our youtube page to learn more about-us and how we work. Please click here to visit our FAQ section to get answers to all of your queries. Additionally Contact us now for your order and more information.

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