Terms & Conditions

1. Who We Are

These terms govern the booking and supply of experiential activation services by Theme Team Group Ltd ("Theme Team", "we", "us"), a company based in Birmingham, United Kingdom. By submitting a booking enquiry, confirming a quote, or paying a deposit, you ("the Client") agree to be bound by these terms.

2. Bookings & Quotes

All quotes are valid for 14 days from the date issued unless otherwise stated. A booking is only confirmed once a deposit (or full payment, where applicable) has been received and a written confirmation has been issued by us.

Prices may vary based on activation type, duration, location, branding requirements and travel distance from Birmingham. Any changes to the brief after confirmation may result in a revised quote.

3. Payment Terms

• A non-refundable deposit (typically 50%) is required to secure your date, unless otherwise agreed in writing.
• The remaining balance is due no later than 7 days before the event date, unless a different schedule has been agreed.
• For bookings confirmed within 7 days of the event, full payment is required upfront.
• Late payment may result in delayed delivery of post-event data and content.

4. Cancellations & Rescheduling

• Cancellations made more than 14 days before the event: deposit is non-refundable, no further charges apply.
• Cancellations made within 14 days of the event: full balance may become payable, at our discretion depending on whether the date could be resold.
• Rescheduling is subject to availability and may be accommodated free of charge once, with reasonable notice (at least 7 days).
• If we need to cancel due to circumstances beyond our control (illness, equipment failure with no available replacement, extreme weather where no safe contingency exists), we will offer a full refund or a rescheduled date.

5. On-Site Requirements

The Client is responsible for providing adequate space, power access, and (for outdoor events) weather protection or a suitable indoor contingency. Failure to provide a safe and suitable environment may result in the activation being unable to run, without entitlement to a refund.

Our staff reserve the right to pause or stop an activation if site conditions become unsafe for guests, staff, or equipment.

6. Content, Data & Intellectual Property

The Client receives a full, non-exclusive licence to use all photo and video content generated at their event for their own marketing purposes. Theme Team retains the right to use anonymised or client-approved highlights for our own portfolio and marketing, unless otherwise agreed in writing.

Any guest data (such as email addresses) collected during an activation is gathered on an opt-in basis only, and is processed in accordance with UK GDPR. The Client is responsible for how they subsequently use any data shared with them, and must comply with applicable data protection law in their own marketing activity.

7. Branding & Custom Assets

Where branding, overlays or custom assets are supplied by the Client, the Client confirms they hold the necessary rights and permissions to use such material, including any third-party trademarks, logos or imagery, and agrees to indemnify Theme Team against any claim arising from misuse of such material.

8. Liability

Theme Team holds public liability insurance and PAT-tested equipment. We are not liable for indirect or consequential loss, including loss of business, profits, or anticipated savings. Our total liability for any claim arising from a booking is limited to the total fees paid for that booking.

Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, or any other liability that cannot be excluded under UK law.

9. Force Majeure

Neither party will be liable for delay or failure to perform obligations due to events beyond their reasonable control, including extreme weather, strikes, power outages, venue closure, or government restrictions.

10. Governing Law

These terms are governed by the laws of England and Wales, and any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

11. Contact

Questions about these terms can be sent to hello@themeteam.uk or via WhatsApp on +44 7763 792971.