Terms and Conditions: Party hire

These Terms and Conditions govern the booking and cancellation policies for party packages offered by DanceWest.

1. Booking Confirmation and Payment:

To secure your party booking, full payment is required at the time of booking. A non-refundable deposit of £150 is included in the total cost.
Partial payments or deposits are not accepted.

2. Recommended Child Limits:

Please note that we are unable to accommodate more than 25 children safely in the space so please don’t put us in a position where we have to turn any of your guests away.

3. Additional Charges for Extra Children:

£20 per additional child up to 4 additional children*. Bringing 5 or more additional children* will require an upgrade to the next tier Party Package.

*Up to max 25 due to capacity

4. Cancellation Policy:

Cancellations made 14 days or less prior to the party date will result in forfeiture of the £150 non-refundable deposit and an additional charge of 50% of the total party cost.
Cancellations made more than 14 days in advance will result in a refund of the total party cost, excluding the £150 non-refundable deposit.

5. Changes and Adjustments:

Any changes to the booking (such as date, time, or package) are subject to availability and must be confirmed with us in writing and may incur a £50 admin fee.

6. Day-of Event Policy:

While we strive to accommodate changes, additional children beyond the booked package on the day of the party may result in extra charges or an upgrade to a larger package, subject to availability.

7. Punctuality for a Smooth Celebration

Start and End Times: Please plan to arrive at the scheduled start time and be ready to leave by the end of your booking. This allows our staff to assist you fully and ensures everything runs smoothly from start to finish.
Need Extra Time? If you think you might need more time for setup or pack-down, please let us know in advance! We’ll do our best to accommodate any adjustments where possible, and additional time can be arranged for an extra fee, depending on staff availability.
Late Departures: If your event runs beyond the scheduled time without prior arrangement, there may be an additional charge to cover the extra time for our staff.

8. Catering:

Customers are welcome to bring their own birthday cake and catering for the party. DanceWest will provide indoor space, tables, and chairs for serving and enjoying the cake and refreshments.
For the safety and enjoyment of all guests, alcohol is strictly prohibited on the premises during birthday parties.

9. Decorations:

Celebrate with Air-filled Balloons: While we can’t have helium balloons at the venue, as they can be tricky due to our high ceilings, we welcome air-filled balloons as a fun and colourful alternative.
Keep Our Studio Beautiful: To protect our walls and mirrors, we ask that no sticky tape or adhesives be used. Instead, get creative with free-standing decorations or use any available hooks and fixtures.
Choose Eco-friendly Decor: Help us celebrate in a way that’s kind to the planet by opting for reusable or recyclable decorations. Think fabric bunting, paper and natural decorations that can be repurposed or easily recycled after the event. Your thoughtful choices make a big difference.
Easy Setup and Takedown: To ensure everything goes smoothly, please plan for all decorations to be set up and taken down within the time frame of your booking. We love to see our studio just as beautiful after the party as it was before, and your help with this is greatly appreciated.
Safe and Bright Celebrations: For everyone’s safety, open flames like candles or lanterns are not permitted. Instead, consider using battery-operated candles or LED lights to add a soft glow and charm to your decorations. These are safer and just as magical.

10. Liability:

DanceWest reserves the right to cancel or modify any party booking due to unforeseen circumstances. In such cases, reasonable efforts will be made to reschedule the party or provide a refund.
DanceWest holds public liability insurance. Personal belongings and valuables are the responsibility of the customer.

11. Customer Responsibility:

Customers are responsible for the behaviour and safety of all children attending the party. DanceWest reserves the right to terminate a party if any guests behave in a manner deemed unsafe or disruptive.
Ensure the studio space is left in good condition after use, including cleaning up and removing any brought-in materials or equipment (please see below for details of our floor).
Customers will be held responsible for any damage caused during the event, repair or replacement costs will be charged accordingly

12. Taking Care of our Floor:

We are incredibly fortunate to have a professional sprung dance floor that enhances your party experience. To help maintain its quality, we kindly ask that all guests adhere to the following guidelines:
- No marking soles, outdoor shoes, or wheels are allowed on the dance floor
- Keep food and drinks out of the studio
If you notice any marks or damage to the floor upon arrival, please inform our team immediately. This documentation will clarify any questions regarding responsibility for damages.
We appreciate your understanding and cooperation in helping us maintain this exceptional space for everyone to enjoy.

13. Agreement:

By booking with us, you acknowledge and agree to these Terms and Conditions, including the payment and cancellation policies outlined above.