Meet The Beasts: Terms & Conditions

DEFINITIONS

Important Definitions:

• Booking: the activities, session or event mutually agreed & confirmed in writing by the Customer & Meet The Beasts.
• Services: provision of workshops, training, activities, events, presentations by Meet The Beasts.
• Customer: the individual, school, academy, college, business, club or organisation who purchases the Services from Meet The Beasts.
• Site: the location at which Meet The Beasts is required to deliver the Services.
• Crowd Control: controlling access of visitors to a stand or location manned by Meet The Beasts, for the collection of payment, limitation of numbers, compliance with Health & Safety requirements & regulations.
• Force Majeure Event: an event or circumstance beyond a party's reasonable control.
• Intellectual Property Rights: copyright & neighbouring & related rights, moral rights, trademarks, business names & domain names, goodwill, database rights, rights to use, & protect the confidentiality of, confidential information, & all other intellectual property rights, in each case whether registered or unregistered & in any part of the world.

When engaging the Services of Meet The Beasts the Customer Agrees to the following ('The Agreement'):

1. BACKGROUND & DOCUMENTATION

Meet The Beasts:

• is a Trading Name of Waywood Enterprises Limited, Company Registration Number 06455974, Registered in England & Wales
• has full Public Liability Insurance (£1000000)
• is governed by the requirements of the UK Animal Activity Licence
• -  Licence: MALCOLM STUART WOOD CBCAAL/062
• -  Procedures & records are available for inspection at any time by the authorities
• has up-to-date Risk Assessments for event organisers
• has Disclosure & Barring Service (DBS) Enhanced Disclosures.

A copy of the above documents will be supplied to the Customer in electronic form (PDF, JPG, PNG) for their records & to check compliance with appropriate records & registers.

2. BOOKING MEET THE BEASTS

All Bookings are accepted in good faith as confirmed in writing.

• 
  Initial Contact
• Initial contact by the Customer may be in writing (letter, e-mail, text, message via social media) or verbal (telephone, in-person).
• The Customer should include the following information, wherever possible in the initial contact:
• -  Contact name
• -  Name & address of location at which event will be held
• -  Name & address of Booking organisation (if different from above)
• -  Contact e-mail address & telephone number
• -  Date of required Booking (date/month/term/year) if known
• -  Brief summary of event, expected audience & expectations of Meet The Beasts
• -  Any additional information that the Customer feels is helpful or necessary
• 
  Confirmation of Booking
• A full & comprehensive letter, based upon what Meet The Beasts has found to be most successful from experience, will be sent viae-mail to the Customer containing the important information, including:
• -  Types of animals available for the Booking
• -  Group size (if applicable)
• -  Outline of what we require on the day
• -  Pricing (with a separate detailing of any travel costs) & payment schedule
• -  Suggested dates & availability
• -  Details of legal documentation that will be sent to the Customer
• After consideration of the information given in this letter, the Customer will confirm either in writing or verbally a selection of preferred dates (if not previously specified) & include any details not previously provided.
• Once details have been finalised, formal confirmation of the Booking will be made, in writing, by the Customer or Meet The Beasts, as agreed.
• Meet The Beasts will send an electronic copy (PDF, JPG or PNG) of the Public Liability Insurance, Animal Activity Licence & where applicable the DBS Certificate to the Customer for their records & to check compliance with appropriate records & registers.
• A copy of the relevant Health & Safety Risk Assessment(s) (See 8. HEALTH & SAFETY below) will also be forwarded to the Customer by Meet The Beasts.
• 
  Provisional Bookings
• Meet The Beasts accepts provisional bookings, that is, a booking where a date or event is not yet confirmed.
• Provisional dates for the Booking will be valid for a period of 14 days from the date of original enquiry, or time agreed between the Customer & Meet The Beasts, for example, if there is an upcoming meeting at which decisions will be made or ratified. Failure to confirm the date will render the provisional booking void and release the date for booking by other customers.

3. RESCHEDULING & CANCELLATION

It is understood that, on occasions, dates will need to be adjusted due to unforeseen circumstances.

Where the Booking is to be re-scheduled, the party responsible for requesting a change of date will make initial contact, in writing. This should be, wherever possible, at least 14 days in advance of the originally agreed date of the Booking.

A revised date will be agreed & re-scheduled & confirmed in writing.

If a re-scheduling is not possible & it is necessary to cancel the Booking:

• Providing the date of cancellation is greater than 14 days before the planned date of the Booking, neither the Customer nor Meet The Beasts will be liable for any further costs
• If the cancellation is 14 days or less before the planned date of the Booking, the Customer will be required to pay 50% of the Price agreed, without transport costs to Meet The Beasts.
• Neither the Customer nor Meet The Beasts shall be liable in the case of Force Majeure.

4. PRICING

Price will be agreed before confirmation of the Booking.

This price is binding & comprises two components:

• -  Cost for time
• -  Cost for travel (starting from £0.00 upwards based on distance travelled)

Meet The Beasts does not, at this time, charge VAT & therefore, the price quoted is final, with no extras added later, except by mutual agreement with the Customer.

5. PAYMENT

Meet The Beasts operates a 14-day payment term unless agreed otherwise prior to, or at, the time of Booking.

Invoicing is usually on or after the day that the work is performed.

Where a Customer requires an earlier invoice for their payment systems, Meet The Beasts will provide the invoice within the required time period, on the understanding that payment is not required until after delivery of work is completed.

In exceptional circumstances, payment from the Customer will be accepted before the event by mutual agreement with the Customer at the time of confirmation.

Payment in Pounds Sterling, will be made in full, preferably by bank transfer (BACS), or by cheque or in cash.

A receipt will be provided by Meet The Beasts for all payments received.

• Late Payment
• Payments not received by 28 days after the date of delivery of the work, without prior mutual agreement between Meet The Beasts & the Customer, will be subject to an additional charge of 10% of original quoted price per 28 day period.

6. THE BOOKING (ACTIVITY, SESSION OR EVENT)

The Customer agrees to:

• Comply with all requirements specified by Meet The Beasts at confirmation of the Booking, including:
• Provide a suitable space in which the Booking can take place (including control of temperature, out of direct sunlight, draughts etc, ambient & background noise (especially where a presentation talk is involved) as agreed at confirmation of the Booking
• Provide an area of secure, safe storage for the animals during any time that a break is required
• Parking space close to the location of the event & where Meet The Beasts' vehicle is within easy & rapid reach for animal welfare if needed in an emergency
• Make refreshments available to Meet The Beasts personnel during the event (a minimum of one cold or hot drink per hour)
• Provide sufficient support staff to maintain a safe environment for the animals, their handler(s) & attendees, including any statutory legal or health & safety requirements.

Meet The Beasts agrees to:

• Arrive at the Booking in good time to be set-up & ready to start at the agreed time
• Provide water secure housing for all animals brought to the event, during transportation & at the Customer's site
• Maintain security of all animals whilst they are on site for the Booking, including escape-proof containers. In the event of an escape of either an animal or any insect live food, all escapees will be returned to the enclosure from which they escaped
• Monitor & take any steps necessary to maintain safety of animals & attendees at all times. This may include halting animal activities until the situation has been resolved
• Comply with statutory legal or health & safety requirements, such as, Animal Activity Licence & risk assessments/requirements.

Meet the Beasts will NOT be responsible for the quality of the workshop, event or activity where the Customer has failed to comply with the requirements agreed at the time of Booking & reserves the right to cease activities at any time, especially where safety of animals, staff or attendees is at risk of being compromised.

7. TRANSPORT & STORAGE OF ANIMALS

Meet The Beasts will ensure that all animals are:

• Assessed before transport to ensure that they are healthy & of suitable temperament for safety of animals & attendees, including shedding status (skin or exoskeleton), pregnancy, time after feeding, etc
• Suitably, safely & securely housed for transport to & from the Customer, including animal comfort, safety, security & requirements for heating, food & water according to the requirements of the Animal Activity Licence.

8. HEALTH & SAFETY

Meet The Beasts provides Health & Safety Risk Assessments for each type of event we attend.

The Customer is required to:

• Read, assess & adhere to these Assessments, in to any other legal requirements to their event & setting
• Provide suitable car parking to enable removal of animals to a secure vehicle in the event of any emergency
• Provide suitable personnel to ensure adequate monitoring & execution of safety procedures for attendees, animals & Meet The Beasts staff, especially in public settings where 'Crowd Control' will be required

Meet The Beasts will ensure that:

• The requirements of all governing legislation, including Animal Activity Licence, Public Liability Insurance & Child Safeguarding Procedures (DBS) are fulfilled
• The display area & the arrangement of articles such as banners, cages, tanks & information presents minimum hazard risk to attendees
• Anti-bacterial hand sanitiser is provided at every event for use by handlers & by attendees.

9. CONFIDENTIALITY & RECORDS

Confidentiality

Meet The Beasts agrees to:

• Keep all Customer information confidential, unless
• specific permission is granted, in which case only minimally identifying information (generic address or organisation/establishment name) will be disclosed or
• required to do so for legal purposes.
• Keep the identification of individuals undisclosed unless specific permission is granted for the information to be shared. Sharing of such 'information' will be limited to
• photographs
• images
• videos.
• Even where permission to disclose information is granted, Meet The Beasts will ensure the publication of minors is restricted those for whom parental or guardian consent is given.
• Vulnerable individuals will NOT be used in any promotional activities.
• Promotional activity may be via the following:
• Meet The Beasts Website meetthebeasts.com
• Meet The Beasts Facebook Page (www.facebook.com/meetthebeastsuk)
• Meet The Beasts Twitter Page (http://twitter.com/meetthebeasts)
• Geoff The Boa^TM Facebook Page (www.facebook.com/geofftheboa)

Records

The Customer agrees to keep records of events, activities & emergencies as required by their own procedural requirements.

Meet The Beasts will keep full records of events & activities, including emergencies, as specified in our procedures, compliant with the Animal Activity Licence, available on request.

10. FORCE MAJEURE

Neither Customer nor Meet The Beasts shall be in breach of this Agreement nor liable for delay in performing, or failure to perform, any of its obligations under this Agreement if such delay or failure result from a Force Majeure Event.

11. INTELLECTUAL PROPERTY

All Intellectual Property Rights in or arising out of or in connection with the Activities, Sessions & Events or handout materials supplied as agreed by the Customer & Meet The Beasts (other than Intellectual Property Rights in any materials provided by the Customer) shall be owned by Meet The Beasts.