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Terms and Conditions Templates

Events and Hospitality Terms and Conditions

Hospitality, events and functions are rarely simple transactions. Even a small private booking can involve venues, suppliers, entertainment, equipment, timings, special requirements, and (crucially) the risk of last-minute changes or cancellations.

Having clear terms and conditions in place before you start taking bookings gives you a reliable starting point for negotiations and helps set expectations on scope, responsibilities, payment, and what happens if plans change.

When should you use these templates?

These templates are designed for businesses providing services in and around events and hospitality, including event management, venue hire, catering, photography, wedding planning, DJs and musicians, children’s entertainers, and hotels.

They are particularly helpful if you want to:

  • Set out deposits, payment timing, and late payment clearly;
  • Manage cancellations, postponements, and last-minute changes;
  • Define what’s included (and what isn’t) so scope creep doesn’t derail the job; and
  • Address practical essentials such as access, health & safety, conduct of guests, and venue rules (where relevant).

Consumer vs business customers (B2C vs B2B)

Several templates are available in both consumer (B2C) and business (B2B) versions. Choosing the right version matters: consumer terms typically include additional protections and information requirements that don’t apply in the same way to B2B contracts.

What templates are included?

This range includes templates for a variety of events and hospitality businesses, including:

Event management

Event Management Terms and Conditions (Business to Consumer)

Consumer-friendly event management terms covering the contract, fees, service delivery and cancellation (for on-premises contracts).

Event Management Terms and Conditions (Business to Business)

B2B event management terms for corporate events and business clients, drafted for use where the client is another business.

Venue hire

Venue Hire Terms and Conditions (Business Functions)

Terms for hiring venues for corporate and business events (e.g., conferences, conventions, AGMs), with detailed operational provisions.

Venue Hire Terms and Conditions (Private Functions)

Terms for private bookings (e.g., parties, wedding receptions) and not suitable for business functions.

Catering

Catering Terms and Conditions (Small Function) (B2C)

Consumer-facing catering terms for smaller private functions where you provide the catering itself (without additional services).

Catering Terms and Conditions (Small Functions) (B2B)

B2B equivalent for small functions where the customer is purchasing wholly or mainly for business purposes.

Catering Terms and Conditions (Medium – Large Function) (B2C)

Consumer-facing catering terms for larger private functions, with the same clear B2C framing.

Catering Terms and Conditions (Medium – Large Functions) (B2B)

B2B equivalent for medium/large functions (e.g., receptions, meetings, conferences).

Photography and Videography

Photographer Terms and Conditions (Non-Commercial)

For photographers providing services to consumers for non-commercial purposes, structured around “packages” chosen by the customer.

Photographer Terms and Conditions (Commercial)

For photographers working on commercial projects (e.g., marketing materials/websites), with licensing provisions appropriate to business use.

Videographer Terms and Conditions (Non-Commercial)

For consumer/non-commercial projects (e.g., weddings), including key provisions on copyright and licensing and rescheduling/cancellation.

Videographer Terms and Conditions (Commercial)

For videographers providing services for commercial projects (e.g., advertising or marketing, training, recording business events).

Entertainment and planning services

Children’s Entertainer Terms and Conditions

For children’s entertainment services at parties/events (e.g., magic, disco, activities).

Wedding Planner Services Terms and Conditions

B2C terms for wedding planning/design services provided by an individual or company.

DJ Services Terms and Conditions (B2C)

For mobile DJs providing services to private individuals (consumers).

DJ Services Terms and Conditions (B2B)

For DJs providing services to business customers, where the customer organises the event and provides the venue (and the DJ provides DJ services only).

Musicians Booking Terms and Conditions (B2C)

For bands/musicians taking bookings from consumers for events such as parties and weddings.

Musicians Booking Terms and Conditions (B2B)

For bands/musicians taking bookings from business clients for the client’s own use, where the client provides the venue.

Hotels

Hotel Terms and Conditions (B2C)

Consumer hotel terms covering booking, payment, cancellations and house rules, with optional provisions (e.g., late cancellation/no-show charges).

Hotel Terms and Conditions (B2B)

Hotel terms tailored for business customers (i.e., where services are wholly or mainly for business purposes).

Related Templates

Depending on your offering, you may also want to consider our range of Events and Hospitality Agreement templates (for example, where you prefer a signed agreement format instead of (or in addition to) standard terms).

For more information about each document in this range, please click on the links below:

Events and Hospitality Terms and Conditions is part of Business . Just £38.50 + VAT provides unlimited downloads from Business for 1 year.

Frequently Asked Questions

I take bookings for events. Can I keep a deposit if the customer cancels? +
Usually yes, if your terms set out the deposit and cancellation position clearly and fairly. A deposit or cancellation charge that reflects a genuine estimate of your loss is generally enforceable, but a clause that simply keeps a large sum as a penalty can be challenged, and against consumers it must not be an unfair term under the Consumer Rights Act 2015. The events templates include deposit and cancellation wording drafted with this in mind. Set the charges to reflect real losses such as lost bookings and committed costs.
Do I need consumer or business terms for events work? +
It depends on who the customer is. A private individual booking a party or wedding is a consumer, so use the B2C version, which carries the Consumer Rights Act 2015 protections and, for off-premises or distance bookings, the Consumer Contracts Regulations 2013 information and cancellation duties. A company booking a corporate event is a business, so use the B2B version, which drops consumer specific rights and allows more commercial negotiation. Several event, catering, DJ and musician templates come in both, so match the version to the booker.
I am a photographer or videographer. Who owns the photos and films I take for a client? +
You do, by default. Under the Copyright, Designs and Patents Act 1988 the person who creates a work is usually the first owner of the copyright, so a client who pays for a shoot does not automatically own the images or footage unless your contract assigns them. What the client normally gets is a licence to use the work for the agreed purpose. The commercial photography and videography templates include licensing provisions, so you keep copyright while granting the use the client actually needs.
A wedding is postponed. What should my terms say about rescheduling? +
Your terms should state clearly whether a booking can be moved, on what notice, whether the deposit carries over and what happens if you are not free on the new date. Postponement is common in weddings and events, and silence in your terms leads to disputes. Against consumers, any rescheduling or cancellation charge must be fair under the Consumer Rights Act 2015 rather than a penalty. The videographer and other event templates include rescheduling and cancellation wording you can adapt to your notice periods and costs.
What terms do I use for a hotel or venue booking, and can I charge for a no-show? +
Use the hotel terms in B2C or B2B, or the venue hire terms for private or business functions. These cover booking, payment, cancellations and house rules, with optional wording for late cancellation or no-show charges. A no-show or late cancellation charge is enforceable if it is set out in advance and fairly reflects your loss, and against consumers it must not be an unfair term under the Consumer Rights Act 2015. Set the charge to your real exposure rather than as a flat penalty.
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