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Terms & Conditions

| INTRODUCTION |

Securing your booking with us, ZoLo, by making a non-refundable 25% payment on account or paying the required refundable security deposit constitutes affirmation that you have read, understood, and agreed to the following terms and conditions. Please read these terms carefully upon payment as you, the client, agree to be bound by the terms within.

These are the only terms and conditions upon which we will contract with you. No alteration or substitution to these terms and conditions shall be valid unless agreed to in writing.

| GENERAL |

1.1 Agreement of contract: The contracted client is the lead name on the invoice. For weddings, this has to be the couple due to be wed; however a third party can make payment on your behalf.

1.2 Photographs: Please be aware that we will take photographs of our work. We may also liaise with your photographer to acquire any photographs which feature our work. These images may be used for our portfolio, website, and any marketing materials/collateral. Photos taken by us of your arrangements remain our property. Our photos are not to be reproduced, copied or edited in any way by you or any third party without our prior permission in writing to do so. Photographer’s credits will only be displayed when provided as a watermark on the image. We take no responsibility for your photos being used in any way which is not permitted.

1.3 Service provision:

  1. ZoLo does not share services with other companies. For example, if you are to use us for your event styling service, it is exclusively our team that will be providing the full decor, unless agreed in writing in advance.
  2. All services arranged directly by the client will be the responsibility of the client. ZoLo will only be responsible for services undertaken by ZoLo. When ZoLo is contracted for event planning or coordination services, the client remains responsible for entering into and managing contracts with third-party vendors unless ZoLo is explicitly contracted to do so, the client remains to be the contracting in party. ZoLo does not accept any liability for third-party service performance, liability, costs, or compliance with relevant laws or venue regulations as you are the client and ZoLo are assisting with planning/co-ordination only.

1.4 Consultations & Venue visits: For full service styling, planning or co-ordination, we offer your first face-to-face consultation free of charge. Additional meetings and venue visits, will incur a charge of £125 per one hour appointment, and travel expenses may be applied depending on the location. If, for any reason, you fail to attend any consultations without reasonable notice, a charge of £30 will be incurred for the rescheduled consultation. We are available on email or phone if you wish to discuss your booking or make any changes to it.

1.5 Décor presentation: It is usually the case that placing soft drinks on the guest tables negatively interferes with the initial appearance of the decor. This affects any photographs taken and can have an undesirable impact on the all-important first impression of the venue styling. We therefore request that clients arrange for drinks to be served in jugs, at a bar or designated area, or brought out by the waiting staff once guests are seated. Drinks in glass bottles such as wine are completely fine.

1.6 Sundays & Public Holidays: No additional charge will be applied to Sunday bookings. A 10% surcharge applies to the total value of any bookings on Public Holidays.

1.7 Mockups: A mockup of your guest table decor prior to your event can be arranged upon request, additional costs may be incurred depending on the services being provided by ZoLo, this will be confirmed in your timeline/estimate. If you fail to show for the viewing, there will be a £100 fee added to your invoice and you will receive a video of the setup. The mock up will be held at our Douglas base and we allow up to two additional people to attend the maximum one hour session. With our experience and creativity, the majority of our clients however, seldom request for mockups.

 

| FLOWERS |

2.1 Type: We use only quality, lifelike artificial flowers for our centrepieces, top table arrangements and other florals, however fresh flowers can be supplied by a preferred, reputable third-party supplier on request.

2.2 Deliveries: Any prices quoted for flowers only exclude the cost of delivery, as required.

2.3 Availability & Variations: We endeavour to meet requests for fresh/faux flowers however this is subject to the natural seasons in which particular types may be available. This may have an impact on price and/or availability. The chosen florist will recommend alternatives in keeping with your colour scheme in such circumstances. When working with nature, there are no guarantees. We will do our absolute best to supply exactly what you order, however due to variances in the weather & seasonal availability of some flowers, we cannot guarantee availability, exact colours or shades. Should we need to substitute any flowers for you, we will select what we feel is the next best option based on our experience.

2.4 Flower conditions: Fresh flowers are prone to wilting prematurely in hot weather, every effort will be made to maintain the quality of the flowers but this cannot be guaranteed for the duration of your event.

 

| SET UP |

3.1 Timings: We require a minimum duration of four hours to set up the venue decor, especially for a full styling service. This may be more, depending on the nature of the decor and the number of guests. The exact time required will be confirmed during the final consultation. If the time constraints given for setting up are extremely limited, depending on your decor requirements, additional staff may need to brought in to ensure a timely turnaround. This will incur an additional charge to you and will be clearly detailed on your final invoice.

3.2 Conditions: Where an installation and set up service has been requested, it is the client’s responsibility to ensure that the venue is ready at the times stated including tables, chairs, lighting, heating etc. Failure to comply can result in further charges being incurred by you or abandonment.

3.3 Point of contact: It is expected that the client will provide details (name and telephone number) for a point of contact for the duration of the set up/clear up. This is in the event of difficulties with access at the venue or set up on the day. You will need to ensure the nominated individual is available and so ideally should not be a part of the wedding party if your event is a wedding.

3.4 Linen: On the day of setup we will require that all linen is on the tables ready for us to dress the tables, if we are not supplying the linen, should this not be the case then additional charges will be incurred.

3.5 Cutlery, crockery & glassware: ZoLo do not take responsibility for the setup of crockery, glassware or cutlery as this can impose on our time for setup, unless the same are being provided by ZoLo and in this case additional fees would already be know to you . Please arrange for this to be dealt with by your venue or catering company, unless agreed with ZoLo in advance as this will incur additional charges.

3.6 Favours & stationery: We will not take responsibility for the setup of favours and stationery that we have not provided as this can infringe upon the time required for setup, unless agreed in advance as additional charges will be incurred. Where ZoLo are putting out favours on behalf of the client, whilst we endeavour to look after the favours to the best of our ability, we will not be held responsible for any errors, breakages or otherwise. Where ZoLo are putting out stationary, in particular place names cards or similar, these are to be organised by table. Where ZoLo are preparing the table plan, ZoLo will require the names/tables in excel format no less than 4 weeks before the date or additional charges will be incurred, and any amendments to will also incur additional charges.

3.7 Guest interference: Guests are to be instructed not to enter any rooms being decorated before the agreed start time. It is the client’s responsibility to ensure this is communicated  to guests and the venue . In the event of our staff having to manage your guests, it is at the clients risk that either there is a delay in the venue being ready or an additional fee being applied to the final invoice.

3.8 Stacking and un-stacking of chairs & tables: It will be necessary for the venue providers to un-stack or put out chairs or tables. If there is an issue on the day and we do need to do this, there is an additional charge for this and the charge will be removed from any security deposit or added to any final invoice. There may be a delay in time as a result of this. Please note that this does not apply to chairs that we provide, we will take full responsibility for the stacking and un-stacking of these chairs.

3.9 Chair covers:

  1. You must arrange with the venue to have the correct amount of chairs available for us to dress. We will only cover the chairs that have been put out for us. We are unable to leave any spare covers/sashes.
  2. If an event includes a ceremony, it must be checked with the venue if they supply the extra chairs for registrars. Many venues will have four chairs at the front and will need an extra four covers and sashes for this if chair covers and sashes are being used so this cost will be added to any final invoice as needed.

3.10 If you are using the same function room for both your Ceremony and Reception, you will need to arrange with the venue or catering company for the setup of the furniture after the ceremony. We are unable to wait until the ceremony is finished to dress the tables, unless pre-arranged with us as additional charges will be incurred.

3.11 We cannot accept responsibility for any of our items that are used outside should they be damaged, soiled or affected by weather conditions after we have left them e.g. aisle runners becoming extremely wet or soiled.  Arches, swagging & draping, florals are intended as temporary constructions, therefore severe weather conditions, wind and rain, may affect the completed look if used outdoors and may need to be removed sooner than arranged. Once items have been setup by ZoLo, we cannot be held responsible for any changes to items should there be a change in weather, amendments made by venue/guests or similar when ZoLo have finished.

3.12 Punctuality and timing: We allow 30 minutes on either side of any given time, to allow for traffic, stock movement and any delays we may come across. If we are going to be earlier or later than 30 minutes either side of your scheduled delivery time, we will be in contact with you or your point of contact as soon as possible to give you an estimated time of arrival, if required.

3.14 Replacement of hired items: We will endeavour to supply the specific items requested, however we reserve the right to substitute an appropriate alternative where necessary due to failings with local postage system, breakages during packaging or transit and similar circumstances.

3.15 Delivery and collection:

  1. We will make every effort when delivering the decor items / furniture to park our vehicle(s) without contravening parking restrictions. If where we are required to deliver falls outside this category (i.e. double yellow lines, resident’s parking, etc) and a penalty charge is incurred, this will be payable by the client.
  2. Delivery and collection charges ONLY cover step free access. Venues with no step free access might incur additional costs but this will be clearly displayed on your final invoice.

 

| CLEAR DOWN |

4.1 Timings: We require a minimum of two hours to clear up and pack away after an event, especially for full styling services. If this cannot be accommodated by your venue, please inform us as soon as possible so we can ensure additional team members are available, which will incur additional costs.

4.2 We will arrive at 10am the following day of the event to begin the packing away process. This will always be carried out with complete discretion. If for any reason we are required to arrive earlier or later than this, an additional charge will be incurred.

4.3 All charger plates hired must be returned to us reasonably clean.  Please note that charger plates cannot be used as dinner plates. If there is excessive food on the charger plates, we would expect that the catering company would take responsibility for cleaning these plates. Excessive food remnants left on the plates would incur a charge that would be deducted from the refundable security deposit.

4.4 Stock damage:

  1. Standard laundering of hired items is included in all of our prices, which include stains from food and drinks and light scuff marks from shoes. We consider these stains as part of an event. However, if upon inspection after your event we find that irreversible or damage through mistreatment has been caused to our hired items by the client, the venue, the guests or similar parties for example rips, footprints, evidence of guests drawing on the linen, cigarette burns, candle wax and excessive food / drink stains etc. this will result in the cost being deducted from any refundable security deposit or us issuing the client an invoice to replace the damaged stock.
  2. Severe damage of hired goods or missing items will be charged at full replacement value plus a £20 administrative charge and delivery fees.
  3. Substitute items will not be accepted and all damaged items will still remain the property of ZoLo.

4.5 If your venue require that all rubbish is taken off site after the event, please note that we will expect for any rubbish we acquire during set up to be removed by your catering company. We will not be able to take excessive rubbish off site with us.

 

| DRY HIRE |

By proceeding with the hire, the client acknowledges that they have read, understood and agreed to the below additional terms and conditions for dry hire.

5.1 Hire period: The hire period shall commence on the agreed-upon date of collection or delivery and shall end when the equipment is returned to or collected by ZoLo, if agreed in advance and charged for.

The client is responsible for the equipment during the entire hire period, including transit and storage, if applicable.

5.2 Deposit & Payment: A security deposit is required and the full balance will be due prior to the hire period, as detailed in the | Payment | section that follows.

5.3 Client’s responsibilities:

  1. The client is responsible for the proper handling, transportation, and care of the hired equipment during the hire period.
  2. The client must ensure the hired equipment is used for its intended purpose and must not alter or modify any items without ZoLo’s consent in writing in advance.
  3. The client must make sure that the items are stored securely and protected from damage, theft, or weather conditions that may cause damage.
  4. The client  is responsible for coordinating the setup and breakdown of the hired equipment, unless otherwise agreed upon with ZoLo.

5.4 Condition and Return:

  1. The client must inspect all hired equipment upon delivery or collection and report any defects or damages immediately to ZoLo or you will be liable for those.
  2. The hired equipment must be returned in the same condition as received, subject to fair wear and tear, including being packaged in a similar way in the same boxes and material as received.
  3. The client must return all hired equipment by the agreed return date and time. Failure to do so may result in late fees.
  4. Any missing or damaged items will be charged at full replacement value plus a £20 administrative charge and delivery.

5.5 Damage, Loss and Insurance:

  1. The client is fully responsible for any loss, theft, or damage to the hired equipment during the hire period.
  2. Any damage or loss must be reported to ZoLo immediately.
  3. The client agrees to pay for any repairs, replacements, or cleaning costs that exceed normal wear and tear.
  4. The client is responsible for ensuring that appropriate insurance is in place to cover any damage, theft, or loss of the hired equipment, as they deem necessary.

5.6 Indemnity:

  1. The client agrees to indemnify and hold ZoLo harmless from any claims, damages, liabilities, or expenses arising from the use or misuse of the hired equipment during the hire period.
  2. ZoLo shall not be held responsible for any injury, loss, or damage to persons or property caused by the hired equipment during the hire period.

5.7 Limitation of Liability:

  1. ZoLo’s liability for any breach of this agreement or negligence is limited to the hire fee paid by the client for that particular service (ie styling, planning, on-the-day con-ordination.)
  2. ZoLo shall not be liable for any indirect, consequential, or financial losses incurred by the client or any third parties as a result of the use of the hired equipment.

5.8 Cancellations:

  1. Cancellations must be made in writing.
  2. ZoLo reserves the right to charge a cancellation fee based on the notice period provided by the client:
    • Cancellations made more than 14 days prior to the event will incur no additional fee, except for the non-refundable deposit.
    • Cancellations made less than 1 month prior to the event may incur a fee of up to 50% of the total hire cost.

5.9 Force Majeure: ZoLo will not be liable for any delay or failure to provide hired equipment due to circumstances beyond our control, including but not limited to natural disasters, strikes, or other unforeseen events. In the event of cut circumstances, ZoLo will endeavour to refund any payments made, less reasonable expenses incurred.

5.10 Collection & Delivery:

  1. The client may collect the hired equipment from ZoLo’s Douglas base at any pre-arranged time, or ZoLo may provide delivery/collection services for a fee if agreed in writing in advance.
  2. The client is responsible for ensuring safe transport of the hired equipment and must use appropriate vehicles and protective materials during transit, any delays in collection or due to inappropriate vehicles will incur additional costs.
  3. The client must return all hired equipment on the agreed return date or be available for collection at the agreed time and location, if agreed in advance, or late fees will be applied.

5.11 Termination: ZoLo reserves the right to terminate the hire of the equipment at any time if the client breaches any of these terms and conditions. In the event of termination, the client must immediately return the hired equipment or arrange collection by ZoLo, which may incur additional costs.

| PLANNING |

6.1 Planning Role Defined:
ZoLo provides planning services which may include vendor recommendations, scheduling assistance, timeline creation, coordination of deliveries and setup, budget advice, and other related services as agreed upon in writing. The scope of planning services will be detailed in your invoice or service agreement.

6.2 Exclusions from Scope:
ZoLo does not provide legal advice, enter into contracts on behalf of the client, nor act as a guarantor for any third-party service providers. All contracts with venues and vendors are to be signed directly by the client as ZoLo are planning and not the contracting party.

6.3 Decision Authority:
The client retains full responsibility for making final decisions and providing timely approvals for all elements of the planning process. ZoLo will not be held liable for outcomes resulting from decisions made by the client or delays in decision-making.

| PAYMENT |

7.1 Deposits or payments on account depend on services required:

Dry Hire

a. Deposit payment to secure dry hire bookings:

A refundable £100 security deposit (Refundable Security Deposit) will be taken to process your booking when hiring goods from ZoLo. We reserve the right to increase the deposit amount, should the total value of the hired items be in excess of £1,000. This is considered to be your Refundable Security Deposit and secures your booking with ZoLo. This deposit is refundable and is held as a retention for ZoLo. In the event that any of the Terms and Conditions are not adhered to, deductions will be made from the deposit to cover expenses or time. The deposit, in full or part as appropriate is refunded within 10 working days after your event, or longer should this be the height of the wedding season or there be a requirement to determine costs for breakages arisen.

Your booking is guaranteed as soon as we receive your Refundable Security Deposit. After booking with ZoLo, 50% of the total fee is required within 12 weeks of securing your booking. If however we do not receive this within the 12 weeks, your booking may be cancelled and the date/hired stock will become available again, unless agreed in advance with us. In the instance of a cancellation, the Refundable Security Deposit will not be refunded.

Styling and/or Planning and/or Co-ordination

b. Payment of account to secure styling, planning and co-ordination or any combination of these services:

A 25% payment on account (Initial Payment) will be required for the total quoted balance, should the estimate amount be positively adjusted then we reserve the right to request additional funds to be transferred to bring the total payment on account back up to 25%.

7.2 Besides the payment of the Refundable Security Deposit, all other monies paid are completely non-refundable including the Initial Payment.

7.3 Payment of your Refundable Security Deposit or Initial Payment is deemed as you having read, understood and accepted the terms and conditions of our services. Please do not hesitate to contact us if you would like clarification on any of the items.

7.4 Invoices & receipts: Invoices and confirmation of receipt for payments will be sent via email or social media messaging services, as required.

7.5 Balance payment: The full balance is due 2 months prior to your event date and an invoice will be sent in advance of this date, (if for any reason you do not receive an invoice, please check your junk mail or contact us at hello@zolo.co.im). If payment is not received by this time, we will assume our services are no longer required and we reserve the right to offer your date/hired stock to another client or withhold our services.

7.6 Late payments: Any late payments may incur interest charges of 5% per day after the due date.

7.7 Amendments: Significant changes may require the quote/invoice you originally obtained to be adjusted. Absolutely no deletions are permitted within 2 months of your event date. Please bear in mind that once the invoice or any instalments have been paid we are unable to offer any refunds for unwanted services or hired stock, including a reduction in guest numbers. Items can be added on as long as they are in stock and available on your chosen date.

7.8 Cancellations: Bookings are transferable to another date (subject to our availability). In the event of a cancellation, all payments made remain ours. Cancellations within 2 month of the event date remain payable in full. Bookings following a cancellation can be rescheduled to another date, subject to our availability. A minimum of 2 months’ notice is required.

Any bookings postponed must fall within 6 months from the original event date booked. After 6 months, prices will be subject to change to take into account inflation, delivery and other business critical factors.

ZoLo reserves the right to cancel the booking in the following conditions:

  1. If the venue is closed on the day of the event due to circumstances beyond our control.
  2. If it might unduly prejudice the reputation of ZoLo if the client does not comply with any of the conditions to be complied with which are set out herein.
  3. In the event of exceptional circumstances due to forces of nature such as earthquakes, flooding or extreme bad weather conditions such as snow or ice that may jeopardise the safety of our staff.

7.9 Refunds: Once the invoice and any instalments have been paid, refunds will not be issued. Cancellations will result in the forfeit of the Refundable Security Deposit/Initial Payment and any money paid prior to the event. No refunds or credits will be issued for any items that are unused.

7.10 Accepted payments: Payments can only be accepted via bank transfer and the full amount must be received by ZoLo. These details will be provided with your invoice only, do not accept any imitations. We will not accept any responsibility for payment to the incorrect bank details.

7.11 Damage: If any of our items are damaged, misplaced or taken during your event by you, your guests, your venue, third-party suppliers or similar the cost of this will be deducted from your Refundable Security Deposit and/or an additional  invoice will be issued for any value for or beyond this amount.

7.12 Please allow for up to 10 working days for the return of the Refundable Security Deposit after the event (if for any reason you do not receive this refund, please contact us at hello@zolo.co.im).

7.13 Privacy: Your booking, event date, contact details (address, phone, email), & other details provide to us will be treated with complete privacy. We will not speak with any media representative or release any information unless you give us consent to do so.  Please visit https://www.zolo.co.im to view our Privacy Notice.

 

| CLIENT’S RESPONSIBILITIES |

8.1 Information: The client is responsible for providing accurate information and making timely decisions to assist ZoLo in fulfilling their duty.

8.2 Changes: The client must inform ZoLo of any changes to any plans or preferences as soon as possible. Significant changes will result in additional fees being incurred.

8.3 Communication: The client agrees to communicate with all vendors arranged by ZoLo in a timely manner to ensure reputations are remained.

8.4 Timeline: The client must adhere to any timelines provided by ZoLo to avoid delays and/or additional costs being incurred.

8.5 Payments: The client is solely responsible for hiring, paying, and contracting with all third-party vendors, unless expressly agreed otherwise in writing. Any financial or legal disputes arising from such vendors must be resolved directly by the client.

 

| ZOLO’S RESPONSIBILITIES |

9.1 Services: ZoLo will provide services as outlined to the best of their ability, ensuring the event runs smoothly, where hired for such services, and reflects the agreed-upon style/theme, where hired for such services.

9.2: Communication: ZoLo endeavours to communicate to the client at regular intervals during the styling and/or planning process but the client accepts that there may be delays in responses due to deliveries, busy periods during the height of wedding season and such like.

9.3 Styling: ZoLo will make every effort to deliver the styling as envisioned however, certain decor elements may be subject to availability or restrictions imposed by the venue or vendors.

9.4 Vendors: ZoLo may recommend reputable third-party vendors (florists, photographers, caterers, DJs etc) as part of planning services. However, ZoLo accepts no responsibility for the performance or services provided by the third-party vendor, including but not limited to late arrival or breach of the vendors terms. The client will be responsible for direct settlement of third-party vendors fees, unless agreed otherwise, as you are the client and ZoLo are only assisting with planning. ZoLo will not be liable for any disputes or issues that arise between the client and any third-party vendor.

 

| LIABILITY AND INDEMNITY |

10.1 Services: ZoLo will take reasonable care in providing services but cannot guarantee that the event will be completely free from errors or incidents.

10.2 Indemnity: The client agrees to indemnify and hold ZoLo harmless from any liability, loss, damage, accident or death or otherwise that may arise as a result of the event or the use of ZoLo’s services, including any issues or otherwise caused by third-party vendors, including legal costs.

10.3 Liability: ZoLo will not be liable for any delays caused by the client, vendors or unforeseen circumstances beyond their control. ZoLo will not be liable for any services provided by vendors. ZoLo’s liability for any claims or damages is limited to the amount of fees paid by the client for services provided.

10.4 Compliance: We encourage clients to ensure all vendors hold appropriate insurance, licenses, and documentation

 

| FORCE MAJEURE |

ZoLo will not be held responsible for delays, interruptions, cancellation or the inability to perform services due to circumstances beyond their control, such as a sickness, natural disasters, pandemic, or acts of government. In the event of force majeure, ZoLo will work with the client to reschedule the event, wedding or provide alternative solutions. The client remains liable for any non-recoverable costs already incurred. Clients remain responsible for cancellation or postponement fees payable to third parties in such cases.

 

| OWNERSHIP |

All hired equipment, goods and similar remain the property of ZoLo at all times. The client has no right to sell, lease, or transfer any equipment to any third party at any point in time.

 

| COPYRIGHT AND INTELLECTUAL PROPERTY |

All designs, styling concepts, materials and documents provided by ZoLo, including lookbooks, floor plans, timelines, budget planners, and design concepts are the intellectual property of ZoLo. The client acknowledges that any design, planning, and styling work created by ZoLo is protected by copyright and cannot be reproduced, replicated, or shared with any other party (including family, friends, venue and vendors) without the prior written consent of ZoLo. The client may not use, modify, or distribute any materials, including documents, templates, or designs provided by ZoLo for any purposes other than the event and recipient for which they were intended. Any infringement of this clause will result in legal action, and the client will be liable for any damages and costs incurred by ZoLo.

 

| COMPLAINTS & DISPUTES |

You should first raise any complaints with ZoLo in writing within 21 days from the date of the event. Any disputes arising under or in connection with these terms and conditions will be amicably resolved between the client and ZoLo. If resolution cannot be reached, the parties agree to submit to confidential mediation before pursuing any other action.

 

| INSURANCE |

ZoLo holds full public liability insurance. We would always recommend the client take out specific event  insurance.

 

| GOVERNING LAW |

The terms and conditions are governed by and construed in accordance with the laws of the Isle of Man and any disputes shall be subject to the exclusive jurisdiction of the courts in the Isle of Man.

 

| REVIEW |

We reserve the right to change these Policies, Terms & Conditions at any time without notice. These Policies, Terms and Conditions will always be current, and override any prior Policies, Terms & Conditions provided in any other form. No alteration or substitution to these Terms and Conditions shall be valid unless agreed in writing.  These terms and conditions were last reviewed on 15 May 2025.