Policies / Bookings · Payments · Events
Clear expectations, from booking to event day.
These policies explain the practical terms that may apply when you book, change, postpone or cancel an event with Ssazi Events.
The essentials at a glance.
- Booking
- A booking is confirmed only after the required agreement and initial payment are completed.
- Payments
- Amounts and due dates are set out in the agreed payment schedule.
- Changes
- Tell us as early as possible; timing, scope and supplier commitments may affect what can change.
- Cancellations
- Refunds and outstanding charges depend on notice, work completed and non-recoverable costs.
Find the information you need.
Downloadable policy PDF — optional; final document to be supplied.
Business policies
Summary only — signed agreement controls
Booking & Confirmation
A clear booking record protects the client, Ssazi Events and the event date.
- Enquiries and proposals do not reserve a date.
- A booking becomes confirmed only when the required agreement is accepted and the stated initial payment clears.
- Any provisional hold period: [NUMBER OF DAYS — TO CONFIRM].
- Ssazi Events may release an unconfirmed date after the stated hold period.
- Final scope, deliverables and event details are recorded in the signed proposal or service agreement.
Deposits & Payments
The signed payment schedule should identify every required amount, deadline and payment condition.
Payment terms to complete
| Initial payment or deposit | [PERCENTAGE OR FIXED AMOUNT] |
|---|---|
| Payment schedule | [MILESTONES AND DUE DATES] |
| Final balance deadline | [NUMBER OF DAYS BEFORE EVENT] |
| Accepted currency | [GBP / OTHER — CONFIRM] |
| Late payment handling | [NOTICE, FEE OR SUSPENSION TERMS] |
| Taxes and VAT | [STATUS TO CONFIRM] |
| Third-party costs | [ADVANCE PAYMENT / REIMBURSEMENT RULE] |
| Payment processing | Secure card payments may be processed through Stripe. |
Amounts on /pay must come from a server-created Stripe payment session and cannot be edited by the client.
Stripe payment status does not by itself replace booking confirmation unless the signed agreement says so.
Cancellations & Refunds
Cancellation treatment must reflect notice, completed work and costs that cannot be recovered.
Cancellation treatment
| More than [X] days before event | [REFUND / RETAINED AMOUNT TO CONFIRM] |
|---|---|
| [X–Y] days before event | [REFUND / CHARGES TO CONFIRM] |
| Fewer than [X] days | [REFUND / BALANCE TERMS TO CONFIRM] |
| At any time | Completed work and non-recoverable third-party costs [TREATMENT TO CONFIRM] |
- Cancellation notice method and effective date: [TO CONFIRM].
- Treatment of supplier credits, refunds and cancellation charges: [TO CONFIRM].
- Any refund timeline and administration process: [TO CONFIRM].
Postponement & Rescheduling
A postponed event may affect availability, supplier pricing and the work already completed.
- Notice requirement: [TO CONFIRM].
- A requested new date remains subject to Ssazi Events’ availability.
- Rescheduling fee: [TO CONFIRM].
- Supplier prices and availability may change for the new date.
- Maximum transfer period: [TO CONFIRM].
- Treatment when no suitable new date is agreed: [TO CONFIRM].
Changes to Scope
Changes requested after agreement may affect scope, cost, timing and supplier commitments.
- Included revision rounds: [TO CONFIRM].
- Change request deadline: [TO CONFIRM].
- Approval method: [EMAIL / SIGNED CHANGE ORDER — CONFIRM].
- Pricing of added work: [TO CONFIRM].
Venues & Third-Party Suppliers
Venue and supplier responsibilities should be allocated clearly in the signed agreement.
Ssazi Events may
- recommend or coordinate suppliers within the agreed scope
- communicate timelines
- consolidate production information
Client may need to
- approve selections and costs
- enter direct supplier contracts where applicable
- provide venue terms
- pay supplier invoices according to agreed arrangements
Third-party services, contracts, deposits, cancellation terms and recoveries must be identified for the actual booking. Final responsibility wording requires legal review.
Client Responsibilities
The client’s timely decisions and accurate information support safe and effective delivery.
- Provide accurate event information.
- Identify decision-makers.
- Respond to approval requests.
- Make payments when due.
- Secure permissions or licences assigned to the client.
- Communicate venue restrictions.
- Disclose relevant safety or accessibility needs.
- Ensure guest information is lawful to share.
- Approval deadlines: [TO CONFIRM].
- Consequences of delayed information: [TO CONFIRM].
Event Conduct, Safety & Damage
Everyone involved in the event should follow lawful, venue and safety requirements.
- Guests, contractors and suppliers must follow lawful instructions and venue rules.
- The client should identify known access, welfare, safeguarding or accessibility needs relevant to delivery.
- Unsafe activity may require work to pause while the situation is assessed.
- Security, emergency, insurance and incident-reporting arrangements: [TO CONFIRM].
- Treatment of loss, breakage or damage: [TO CONFIRM].
- Responsibility for guest or supplier conduct: [FINAL LEGAL WORDING REQUIRED].
Events Beyond Reasonable Control
Some circumstances may prevent or materially affect an event despite reasonable planning.
Examples may include
- severe weather
- venue closure
- transport disruption
- public emergency
- utility or infrastructure failure
- supplier failure outside agreed control
- government restriction
- serious illness
Required final terms
- notice process
- mitigation
- postponement
- alternative delivery
- cost allocation
- supplier recoveries
- cancellation outcome
Complaints & Disputes
Concerns should follow a clear written process with realistic response and escalation steps.
- 01
Raise the issue
Contact method and deadline [TO CONFIRM].
- 02
Review
Acknowledgement and investigation timing [TO CONFIRM].
- 03
Response
Proposed resolution and escalation contact [TO CONFIRM].
- 04
Further options
Mediation, court jurisdiction or consumer-rights wording [LEGAL REVIEW REQUIRED].
Photography, Content & Intellectual Property
Event imagery and creative materials require clear permissions and agreed use.
Event imagery
- client consent
- guest notices
- photographer rights
- portfolio use and opt-out process [TO CONFIRM]
- no automatic marketing consent
Creative material
- Ownership and permitted use of concepts, plans, schedules, artwork and supplier materials [TO CONFIRM].
Contact & Policy Acceptance
Final business and contact details must be supplied before these policies are published.
| General policy email | [TO BE SUPPLIED] |
|---|---|
| Booking contact | [TO BE SUPPLIED] |
| Postal address | [TO BE SUPPLIED] |
| Business legal name | [TO BE SUPPLIED] |
Clients should receive or be directed to the applicable policies before accepting the service agreement.
The booking record should identify which policy version applied.
Final wording, fees, deadlines and legal terms must be supplied and reviewed before launch.