Event Prices Terms and Conditions
All prices exclude VAT (unless stated otherwise). Prices are reviewed annually and therefore may increase each year.
Prices are for a single event, set on one day Monday to Sunday (*excluding the dates listed below), based at one venue and for an event taking place between 07:00am and 19:00 unless specified on the quote.
Prices includes experienced staff, hire of equipment, give-away cycling guides, set up, pack down, transportation to and from your event for our staff and public liability insurance.
* Prices do not apply to the dates below. Please get in touch with the team for a quote.
- Christmas Eve (24 December)
- Christmas Day (25 December)
- Boxing Day (26 December)
- New Year’s Eve (31 December)
- New Year’s Day (1 January)
A 4-hour event price includes planning and stock preparation time, delivery to and from the venue, live event time of up to 4 hours and setting up and dismantling of event (total duration of 8 hours). Due to logistical costs, events lasting less than 4-hours will be charged at a 4-hour rate.
A 6-hour event price includes planning and stock preparation time, delivery to and from the venue, live event time of up to 6-hours and setting up and dismantling of event (total duration of 10 hours).
Prices assume that access is available immediately before and after the event for set up and pack down. If road closures, or other factors related to the event, impact on the setup and pack down times, additional charges may apply.
Quotations
Quotes are valid for 2-months from the date of issue.
By accepting a quote, you agree to the Terms and Conditions outlined.
All bookings are provisional pending a purchase order and/or deposit payment.
Dates and availability of products/services cannot be guaranteed until confirmation has been received from Everybody’s Cycling and a PO or deposit payment has been made.
Payment Terms
Our payment terms are as follows:
- For orders £500 (ex VAT) or under, 100% of the price is expected upon order confirmation.
- For orders over £500 (ex VAT), a 30% non-refundable deposit is expected upon order confirmation, with the 70% balance due at least 14-days before the event start date.
We may cancel your booking if we do not receive full payment at least 14 days prior to your event, in line with our cancellation terms below.
We accept payment by bank transfer or cheque.
Cancellation Policy
Cancellation of products / services by the client
If you wish to cancel your booking, this must be done in writing (including by email, for which you must have confirmation of receipt by us). You will be liable for the following cancellation charges:
For cancellations made over 30 days before the event, we refund all monies paid less 30% of the total booking amount. For cancellations made within 30 days before the event, there can be no refund unless at our discretion. We will always try to act in the interests of the long-term relationships between ourselves and our customers.
Cancellation of products / services by the Company
We may cancel your hire including in the following circumstances:
- Where circumstances beyond our reasonable control arise, for example, war, civil or political unrest, terrorism, severe weather conditions, disease outbreaks, where technical problems arise with the product, and/or;
- If technical problems arise with product(s), and we deem it unfit for use, we reserve the right to replace with similar product(s).
- If we do not receive full payment prior to the hire by the required payment date.
Covid cancellation policy
If the event is not legally permitted to take place due to Covid legal restrictions, we can transfer your booking to an alternative date without penalty if they are reinstituted within 9 months. Additional charges may apply if the event takes place in a different location or venue to the original booking. If the product (s) or service (s) you originally booked are not available on this alternative date, we will replace these with similar ones subject to availability. If we do not have suitable alternative products or services available on the alternative date and we are unable to source these elsewhere, then a full refund will be provided.
If your booking is definite cancellation with no postponement, then our usual cancellation terms will apply.
We have always, in the past, come to a bespoke agreement which keeps everyone happy and preserves good long-term relationships. We are a charity keen to provide events one way or another! Whatever the situation we do need to have covered any unrecoverable direct costs we have incurred such as design and print costs to date, social marketing costs to date, accommodation booked, and similar. Proof of expenditure on these items can be supplied upon request.
If we consider that we can operate safely, but you are unable or unwilling to go ahead including if you or your party are required to self-isolate due to Covid, our normal terms will apply.
Bike Doctor
- Bike Doctor prices include all labour in the form of full bike safety checks (via the M check), minor repairs and cycle advice. Also included in the cost is optional electronic event artwork (such as a digital Bike Doctor poster) for publicity and a 3m x 3m marquee with open sides for our staff to carry out checks and repairs.
- Bike doctor consumables include the basic necessary parts needed for cycle repairs e.g. standard brake pads, inner tubes, gear and brake cables, nuts and bolts. For any additional parts or repairs beyond our basic repair, we will suggest to the bike owner that they take their bike to their local bike shop. We can recommend local (York based) bike repair shops if needed.
- We cannot accept liability for parts not fitted by us. For example, we do not provide bicycle chains, but we do check them and advise if they need replacing.
- The bicycle and any personal items left on the bicycle are left at the customers own risk and Everybody’s Cycling accepts no liability for any loss or damage to these items. We recommend you remove any such items prior to dropping off your bicycle and ensuring you have adequate insurance in place. Please check your Home Insurance policy as bicycles may be covered on this.
- We will carry out a safety check (M check) on a bicycle and provide a paper bike health form for the owner’s reference on collection. This form is a guide only and not a replacement of regular bike servicing.
- Under no circumstances will we be liable to you for any indirect or consequential loss, damage or expenses (including loss of profits, business or goodwill, stress or inconvenience) howsoever arising out of any problem after a Bike Doctor service and we shall have no liability to pay any money or compensation.
Bike Try-Out
Clients are expected to provide crowd-control barriers (preferable metal and inter locking) for each attraction requiring a designated track. For security reasons, the barriers for a try-out track will need to be set up prior to our arrival onsite and removed once our equipment is removed from the space. The client is responsible for setting up and removing the barriers. Crowd-control barriers may not be required if the host space is already enclosed and secure e.g. school playgrounds, sports courts, and fenced-off areas; please ask us about the suitability of your event space.
Rickshaw
- All bookings are provisional pending the hire payment, and deposit payment if dry hiring the rickshaw.
- For dry hires, a £250 refundable deposit is required to be paid via bank transfer at least 1 week prior to the hire. We do not accept payment via cash, cheque or any other payment method.
- The payment terms are 100% of the hire price is expected upon order confirmation and the deposit is due at least 1 week prior to hire. The deposit is to cover any potential damage. Any damage costs incurred will be deducted from the deposit.
- Dates and availability of the rickshaw cannot be guaranteed until confirmation has been received from Everybody’s Cycling and payment has been received.
- Due to logistical costs, events lasting less than 4 hours will be charged at a 4 hour (half day) rate.
- Prices assume that access is available immediately before and after the event for set up and pack down. If road closures, or other factors related to the event, impact on the setup and pack down times, additional charges may apply.
- Any discounts offered are at the discretion of Everybody’s Cycling and are only applicable for the agreed order confirmation.
- Terms and conditions apply when ‘dry hiring’ the rickshaw (using your own driver and not one of our staff members.) Please contact us to request a copy of the Rickshaw Dry Hire Disclaimer Form.
For a bespoke quote or to make a booking, please contact Everybody’s Cycling on hello@everybodyscycling.org.uk or on 01904 951900.