Private Workshop Booking Terms & Conditions

Private Workshop Booking Terms & Conditions

Aroma Quartz

Published From: 12th April 2023

Last Updated: 4th February 2025

These Terms & Conditions apply to all Private Workshop bookings made with Aroma Quartz (“we”, “us”, “our”). By paying a deposit, submitting a booking form, or confirming a date with us, you (“the Client”) agree to these terms on behalf of yourself and all attendees.

1. Definitions

1.1 “Private Workshop” refers to any exclusive, privately booked workshop, event, party or activity delivered by Aroma Quartz.

1.2 “Attendees” refers to all individuals attending the Private Workshop.

1.3 A booking is only confirmed when Aroma Quartz issues written confirmation. Until that point, all dates remain provisional.

2. Booking, Deposit & Payment

2.1 A non-refundable holding deposit of £100 is required to secure the date.

2.2 The deposit is strictly non-refundable and non-transferable under all circumstances.

2.3 The remaining balance is due 4 weeks before the workshop date.

2.4 If the balance is not paid by the deadline, the booking will be cancelled automatically and the deposit forfeited.

2.5 Prices are based on the agreed number of attendees and may adjust if numbers change.

2.6 Final attendee numbers must be confirmed at least 14 days before the event

3. Client Cancellations — No Refunds, No Rescheduling

3.1 Aroma Quartz does not offer cancellations or rescheduling for Private Workshops under any circumstances.

3.2 If the Client chooses to cancel the booking at any time, for any reason, they will:

• forfeit the £100 deposit, and
• forfeit any remaining balance paid, and
• not be offered a rescheduled date, credit, or transfer.
  3.3 This policy applies regardless of:
• illness (including COVID or other contagious illness),
• changes in personal circumstances,
• travel issues, venue issues, or weather,
• reduced attendee numbers,
• dissatisfaction with group availability,
• inability to attend for any reason.
  3.4 No refunds or credits will be provided for non-attendance of individual attendees.

4. Cancellations or Changes by Aroma Quartz

4.1 In rare cases where a workshop must be cancelled or amended due to circumstances beyond our control (e.g. staff illness, venue issues, supply problems, severe weather, or force majeure), we will offer either:

• a full refund, or
• an alternative date.
  4.2 We are not liable for any additional costs incurred by the Client such as travel, accommodation, childcare, or venue hire.
  4.3 Aroma Quartz reserves the right to terminate a workshop early or refuse participation if safety instructions are not followed or behaviour is unsafe/disruptive. No refund will be issued.

5. Venue Requirements & Client Responsibilities

5.1 If held at a Client-provided venue, the Client is fully responsible for ensuring the venue is safe, accessible, and compliant with all necessary safety, fire and legal requirements.

5.2 If the venue is deemed unsuitable on arrival, Aroma Quartz may refuse to deliver the workshop and no refund will be issued.

5.3 The Client is responsible for all venue hire costs, access arrangements, and parking.

5.4 The Client will be liable for any damage caused by attendees to property, equipment, or Aroma Quartz materials.

5.5 Children under 16 must be accompanied by a parent or legal guardian who must sign a waiver and take full responsibility throughout.

6. Health & Safety

6.1 Attendees must follow all safety instructions at all times.

6.2 Participation is at each attendee’s own risk.

6.3 Risks include (but are not limited to) minor burns, allergic reactions, spills, slips, and general workshop-related accidents.

6.4 Aroma Quartz accepts no liability for injury, loss or damage to personal belongings.

6.5 We may remove any attendee whose behaviour risks the safety or enjoyment of others, without refund.

7. Allergies & Medical Conditions

7.1 The Client must inform us of any known allergies or medical conditions at least 7 days prior to the event.

7.2 Aroma Quartz cannot guarantee an allergen-free environment.

7.3 Attendance is at the individual’s own discretion and risk.

8. Intellectual Property

8.1 All workshop materials, formulas, instructions, designs, and content remain the intellectual property of Aroma Quartz.

8.2 They may not be copied, shared, recreated, or used commercially without written consent.

9. Media, Photography & Promotion

9.1 Aroma Quartz may take photographs or short videos during workshops for marketing purposes.

9.2 If the Client does not wish any attendees to be photographed, they must notify us in writing 48 hours prior.

9.3 Client photos or videos may not be used commercially without permission.

10. Liability & Indemnity

10.1 Aroma Quartz’s total liability shall not exceed the total cost paid for the workshop.

10.2 We are not liable for consequential or indirect losses including travel, accommodation, missed work, emotional upset, or venue costs.

10.3 The Client agrees to indemnify Aroma Quartz against any claims arising from:

• attendee misconduct,
• unsafe venue conditions,
• breach of these terms,
• failure to follow safety instructions.

11. Force Majeure

Aroma Quartz is not liable for events beyond our control, including severe weather, fire, flooding, pandemics, government restrictions, strikes, or any event making delivery unsafe or impossible. An alternative date or refund will be offered.

12. Data Protection

Personal data is handled in accordance with UK GDPR and our Privacy Policy.

13. Amendments

We may update these Terms & Conditions at any time. .

14. Acceptance of Terms

By booking, paying a deposit, or attending a private workshop, the Client confirms acceptance of these Terms & Conditions on behalf of themselves and all attendees.