Our Role as Booking & Event Management Agent
My Event Concierge Limited acts as a booking and event management agent, organising experiences, catering and activities on behalf of a network of independent, third-party suppliers (chefs, entertainers, mixologists, activity providers and similar). We do not ourselves deliver the experiences, catering or activities booked through us; these are provided directly by the relevant independent supplier that we co-ordinate as a booking and event management agent.

Final Number of Guests
The final guest number is confirmed at final payment (30 days before the event). Deposits for any dropped guests are non-refundable. Guest numbers may be reduced at any point before the 30-day deadline, provided the supplier's minimum numbers are still met. If guest changes affect the originally quoted per-person cost. Where changes affect the supplier’s charges, My Event Concierge will obtain revised pricing from the relevant supplier(s) and provide an updated quotation to the customer. For bookings made more than 3 months ahead, the price quoted at booking is honoured, and any additional charges will be communicated before the final payment date.

Marketing Terms
By paying an invoice or booking online, you agree that My Event Concierge Limited may retain your contact details for booking purposes and may send marketing emails about partner offerings and our own products and services. You may unsubscribe at any time via the link in the email.
 

Who You Contract With
When you book through My Event Concierge, you enter into two separate agreements:
- An agreement with My Event Concierge Limited for our booking and event management service (including sourcing, coordinating and managing your event).
- A separate agreement with the independent supplier (e.g. the chef, entertainer, mixologist, activity provider or venue) for the delivery of the specific service you have booked.

The supplier is responsible for the performance, quality, and delivery of their own service, while we are responsible for our management and coordination service.
 

Payments & Fees
The customer will pay a deposit to secure the date for any experiences, catering or activities booked.
Usual deposits are £10 per person for multiple experiences. Deposits for single experiences may vary.
The final balance is due 30 days before the event date. If booking within 30 days of the event, full payment is due upfront to secure the booking.
Payments (deposits and final balances) are collected by My Event Concierge Limited on behalf of the relevant supplier. Out of these sums, My Event Concierge retains its agreed commission or management fee, with the remainder passed to the supplier as payment for their services.
By booking online, you agree to these terms.
Payment collection by My Event Concierge does not alter the contractual relationship between the Customer and the Supplier for the provision of the Supplier’s services.

Our Event Planning Fees
We charge a small event planning fee depending on group size, payable upon final payment, in addition to any commission retained from supplier payments as above:
- 20 guests or under: £50 event planning fee.
- 21 guests or over: £100 event planning fee.
This is clearly stated on any quote and within our booking system.
 

Unforeseen Circumstances
If your booking cannot proceed due to unforeseen circumstances (including pandemics), we will help you and the supplier agree an alternative date. If no alternative date can be agreed and the event is outside the 30-day window, the deposit is non-refundable and no final balance is due. If within 30 days and full balance paid, the deposit is non-refundable, and the supplier decides whether to offer a partial refund of the balance, as this refund relates directly to the service the supplier was to deliver.

Outdoor activities are weather-dependent, and the relevant supplier decides whether it is safe to proceed. Where poor weather prevents the activity going ahead, a partial refund will be offered, at the supplier's determination. Where a booked outdoor activity cannot proceed because the venue lacks suitable outdoor space, the deposit is non-refundable, and any partial refund of the balance is at the supplier's discretion, since this relates to the supplier's own service.
 

Customer Cancellation
If you cancel before 30 days of the event, the deposit is non-refundable and no final balance is payable. If you cancel within 30 days of the event and the full balance has been paid, the deposit remains non-refundable, and it is at the relevant supplier's discretion (not My Event Concierge's) whether to offer a partial refund of the final balance, as the refund relates to the service they were contracted to provide.

Liability
As booking and event management agent, My Event Concierge Limited acts as an intermediary between customers and independent third-party suppliers (venues, caterers, activity providers and other partners). Consistent with this agency role, each supplier - not My Event Concierge - is responsible for the acts, omissions, and performance of the service they contract directly with you to deliver, including relevant risk assessments, safety measures, and participant instructions.

Accordingly, My Event Concierge accepts no liability for injury, loss, damage, or claims arising from the acts, omissions or negligence of third-party suppliers or venues. Any such claims should be directed to the relevant supplier whose service gave rise to the issue. This reflects our role as agent facilitating your booking with independent suppliers, rather than as the direct provider of the experience, catering or activity delivered.
 

My Event Concierge Limited
Company Number: 13809219
UK VAT Registration Number: 518427778
Contact: contact@myeventconcierge.co.uk

Last Updated: July 10th 2026