Terms and Conditions for Private Hire: Parties, Schools, and Nurseries

Last Updated: January 10, 2025

These terms and conditions govern the services provided by Tots Farm, a mobile role-play service for children under five years old, based in Hitchin, Hertfordshire.

1. Definitions

We, Us, or Our: Refers to Tots Farm, providing services in Hitchin and the surrounding areas.
You or Your: Refers to the individual or entity engaging our services and responsible for payment.
Deposit: A payment amounting to twenty-five percent (25%) of the total Price, required to secure a booking.
Equipment: All materials, toys, clothing, and property owned by Tots Farm and utilised in delivering our services.
Price: The total amount communicated by us for the services, whether verbally, in writing (including email), or as displayed on our website.
Private Hire: Provision of services at a venue chosen by you for events such as birthday parties or educational settings.
Premises: The location where the services will be provided.
Services: The mobile role-play events and activities organized by Tots Farm.

2. Contract Formation

A binding contract is established upon your completion of our booking form and payment of the Deposit via our booking platform, for which a payment link will be provided.
We recommend reviewing these terms and conditions before completing the booking form. If you have any questions, please contact us.
Please retain a copy of these terms and conditions for your records.

3. Provision of Services

Upon entering into a binding contract, we will deliver the services for a maximum of twenty-five (25) children at the designated premises using the agreed-upon equipment.
We commit to providing services with:
- Reasonable care and skill.
- Compliance with industry best practices and standards.
- Adherence to all applicable laws and regulations.

4. Venue Responsibilities

Unless otherwise agreed in writing, you are responsible for securing the venue. In doing so, you must:
- Cover all costs associated with hiring the premises.
- Ensure the venue is suitable for accommodating between twenty-five (25) and thirty (30) children.
- Confirm that the venue is appropriately booked for the date and time agreed upon.
- Prepare the venue for the event.
- Inform us at least one (1) week in advance of any rules or restrictions that may affect our service provision

5. Cancellation and Rescheduling

If we are unable to perform the services at the agreed date and time, we will notify you as soon as possible. You may cancel the contract in such cases, and we will provide a full refund of the deposit and any other payments made.
If you wish to cancel:
- Notify us using the contact details provided below.
- If cancelled more than one (1) month before the service date, we will retain the deposit but refund any additional payments.
- Cancellations less than one (1) month in advance may allow us to reschedule your booking or transfer it to another service provider. An administrative fee of £50 will apply for rescheduling.
- If rescheduling is not an option, we will retain the full price due to the commitment of staff and resources.
- The Consumer Contracts Regulations 2013 regarding cancellation rights do not apply, as the contract relates to specific leisure activities on a set date.

6. Payment Terms

Our charges are based on a maximum service duration of two (2) hours.
- An additional fee of £50 applies for each thirty (30) minutes beyond the initial service period.
Payment Schedule:
- The Deposit is due at the time of booking. The booking is not confirmed until the Deposit is received.
- The remaining balance and any additional charges must be paid no later than one (1) month before the service date.
- Additional charges incurred due to extended service time must be paid immediately upon request.
Late Payments:
- - Failure to pay on time may result in contract cancellation, with retention of the Deposit.
  - Overdue amounts may incur interest at a rate of 4% per annum above the Bank of England’s base rate.

7. Your Responsibilities

During the event, you must:
- Cooperate with our team and ensure an adult is present for the duration of the event.
- Provide any information necessary for safe service delivery.
- Comply with all applicable laws and any venue rules.
- Supervise children at all times, ensuring safe usage of equipment.
- Ensure no food or beverages are consumed near the equipment.
- Confirm all attendees are in good health.
- Limit attendance to between twenty-five (10) and thirty (15) children.
- Obtain consent from guardians before taking photographs or videos, which must be for personal use only and not shared publicly.

8. Our Obligations

Tots Farm will:
- Ensure all equipment meets safety standards.
- Comply with applicable laws.
- Clean all equipment after each use.
- Have a representative present during the event to assist and answer questions.

8. Right to Refuse Service

We reserve the right to refuse service if:

Any person present shows signs of illness.
Any individual appears to be under the influence of drugs or alcohol.
The number of children exceeds the agreed limit.
Payment for the services is not made in accordance with these terms.

9. Contact Us

If you have any questions about this privacy policy or our data practices, please contact us at:

Thank you for trusting Tots Farm with your information!

Tots Farm

Play Sessions & Party Kids

Tots Farm is an imaginative play studio in Hitchin with mobile areas and farm role play experiences for toddlers ages 1-5.