Terms and Conditions
Content
• Code of Good Practices
• Introduction to T&Cs
• T&Cs
1. Definitions
2. Scope & Nature of Our Service
3. Venue Service Information (Venues Only)
3.1. Venues Own Vendors
4. Levels of service/subscription and admin fees (Vendors Only)
4.1. Subscription Options
4.2. Inactive and reactivating an account
5. Payment (Vendors Only)
5.1. Purchasing Additional Credits
6. Privacy and Cookies
7. Required and additional documentation (Vendors & Venues)
8. Cancellation and No-shows
8.1. Cancellations made by a Vendor
8.2. Cancellations made by a Venue
9. Additional, further and re-booking information
10. Additional Service Information
11. Correspondence and Communication
12. Disclaimer
13. Other associated brands
14. Intellectual Property Rights
15. Applicable law, jurisdiction & dispute resolution
Code of Good Practices
Our mission is to bring together Vendors and Venues in a way that is mutually beneficial, easy to facilitate and will allow both parties to find new places or new people to trade in or with.
In order to achieve this goal, we will live up to the following good practices:
We bring and allow you to experience:
• Vendors who are dedicated to bringing quality products and services right to your business setting.
• Venues that are keen to open new business channels, allowing event bookings such as pop-up shops, seminars, wellbeing sessions, fairs and more at their sites.
• We will do our utmost to keep Venue and Vendor information up to date, however, it is the responsibility of either party (Venue or Vendor) to keep this updated and current. Vendor Booking UK takes no responsibility for the correctness of this data.
• We will bring you a simple and easy to use website and platform.
• We promise to listen to your comments and feedback and where possible to implement your suggestions.
• We have developed our platform to be the front end of small businesses and know what you (the users) need from our service.
• We promise you an informative, user-friendly platform.
• We are here to help you! You can talk to us on our Live Chat in the bottom right-hand corner of your screen, you can use the "Contact Us" button on the website or email us at hello@vendorbookinguk.co.uk, or you can call us on our free phone number (0208 713 0394).
Introduction to T&Cs
These Terms and Conditions that may be amended from time to time, apply to all our services directly or indirectly, made available online, through any mobile device, by email, or by telephone. By accessing, browsing, and using our website or any of our applications through whatever platform (hereafter collectively referred to as the "Platform") and/or by completing a booking, you acknowledge and agree to have read, understood, and agreed to the Terms and Conditions set out below (including the Privacy Statement).
These pages, the content, and infrastructure of these pages and the online booking service (including the facilitation of payment) provided by us on these pages and through the website are owned, operated, and provided by Vendor Booking UK Limited and are for your personal use only, subject to the Terms and Conditions set out below.
Terms and Conditions
1. Definitions
“Vendor Booking UK Limited”, "VBUK", "us," "we," or "our" each mean Vendor Booking UK Limited.
“Vendor”: a trader, any person or company taking/selling their goods or services at events.
“Venue”: a location, company or organisation which allows pop up shops, small businesses or service providers onto their site for the purpose of selling goods or services.
"Platform" means the website and app on which the booking service is made available, owned, controlled, managed, maintained, and/or hosted by Vendor Booking UK Limited.
"Booking” and/or “Event" means an event booking which can/will take place between Vendor & Venue where a Vendor visits the Venue location to promote and/or sell their goods/services.
“Booking Service” means all administration that facilitates and is connected with the booking of either Vendor or Venue and any other operation carried out for either party by Vendor Booking UK Limited.
“Profile” refers to the private page on the Vendor Booking UK Limited website which contains personal data directly relating to a user account but which is not available to other parties on the website, other than the Vendor Booking UK Limited team. This information will never be shared with any other unmentioned party without contacting the account owner first.
“Listing” refers to the company, product, service and/or site information which is displayed on the website database to other Vendors or Venues (this is the limited information that either Vendor or Venue will see). Vendors are able to see the Venues under the Venue database, and Venues are able to see the Vendors under the Vendor database. The “Private Information” section of a Listing is not displayed and is not accessible to other users other than the Vendor Booking UK Limited team and the account owner.
"Credit" is the term used to refer to a method of payment in regards to a booking with Vendor Booking UK Limited. These vary in nature, defined by an accompanying term to specify its use. "Credits" are used automatically and in place of a monetary fee where available, so that on the spot payments are created only when necessary or when "Credits" are not available to supplement a monetary transaction. Currently Credits can only be applied to Vendor accounts and are not available to any Venue. Additional uses of "Credit" alongside descriptive terms include, but are not exclusive to, the terms below.
- "Subscription Credit": Credits issued to Vendor user who subscribes to a monthly subscription plan. Please see “Subscription Options” for related information.
- "Discretionary Credit": Credits issued by a Vendor Booking UK Limited Administrator or team member to a user at the discretion of Vendor Booking UK Limited.
- "Purchased Credit": Credits purchased by a Vendor user via the Vendor Booking UK Limited platform. These vary in price seasonally and are dependent on the user subscription, with higher cost savings available on higher subscription tiers. Purchase Credits are available to all Vendors regardless of subscription tier.
2. Scope & Nature of Our Service
Through the Platform, we provide an online booking service through which Vendors and Venues can list, market, promote, hire, and/or offer (as applicable) their products, services or event space for booking, reservation and/or hire (as applicable). By using or utilizing the Platform and Booking Service (e.g. by making a booking), you enter into a direct (legally binding) contractual relationship with Vendor Booking UK Limited. From the point at which you make your booking, we act solely as the intermediary between you (Venue or Vendor) and the Vendor or Venue, transmitting the relevant details of your booking to the applicable other party and sending you a confirmation and correspondence pertaining to said booking. Vendor Booking UK Limited does not (re)sell, rent out, offer any product or service to any other third parties. When rendering our Booking Service, the information that we disclose is based on the information provided to us by you (the Vendor or Venue). As such, the Vendor or Venue markets and promotes their product, service or site on the Platform and are given access to our systems through which they are fully responsible for updating all relevant information that is subsequently displayed on our Platform. Although we will use reasonable skill and care in performing our Booking Service, we cannot guarantee that all information is accurate, complete, or correct, nor can we be held responsible for any errors (including manifest and typographical errors), any interruptions (whether due to any temporary and/or partial) breakdown, repair, upgrade, or maintenance of our Platform or otherwise, inaccurate, misleading, or untrue information, nor non-delivery of information. This also applies to any given event on any given day, as the information provided is accurate to the best of our ability and will vary day-by-day depending on occupancy levels and interest from customers, as well as external influences, for example seasonal illnesses or transportation strikes. Each Vendor or Venue always remains responsible for the accuracy, completeness, and correctness of the (descriptive) information displayed on our Platform. Our Platform does not constitute and should not be regarded as a recommendation or endorsement of any particular Vendor or Venue listed and aims to provide a fair and equal opportunity for all users to orchestrate event bookings. It is also the responsibility of all Vendors and Venues to ensure that any donations, fees or other such charges external to Vendor Booking UK Limited's own related charges required for attendance at any event are noted on their Listing page and fulfilled, wherever possible, on the day of the event. Any confirmed event booking made between a Vendor and Venue acknowledges all terms or additional charges stated by either Vendor or Venue. Vendor Booking UK Limited is not responsible for ensuring any such charges have been fulfilled subsequent to any given event and is not obliged to ensure such charges have been completed retroactively, but may investigate at their discretion.
By holding an account with Vendor Booking UK Limited and our Platform you agree to the display and use of any imagery including business logos, trademarks and other such images for the promotion of your account in order to market and facilitate event bookings and our other associated services. This may include use on our related social media channels including but not limited to Instagram, LinkedIn, Facebook and other associated Meta brands, TikTok, X (formerly known as Twitter) & Google My Business.
3. Venue Service Information (VENUES ONLY)
Any user with a Venue Profile and Listing on the Vendor Booking UK Limited website is provided with a “FREE-to-use” service. This is defined as; a completely free service for which there are no monthly subscription fees, registration costs or booking charges for standard pop-up events. All Venues have full access to the Platform and Booking Service and are not restricted in any way compared with any subscribing/paying user, which includes access to search and book pop-up events via the website database, apply to take part in Free Sampling campaigns and request the use of any additional services provided by Vendor Booking UK Limited.
Exceptions to the terms stated above include fairs, fetes and other such events which are open to the general public instead of a select site with static occupants and no public access. In these cases, Vendor Booking UK Limited reserves the right to charge an initial setup fee which includes account setup on the Platform on the applicant's behalf, advertising via any and all Vendor Booking UK Limited social media and advertising channels, and priority emailing to all Vendors applicable for participation in the related event/s. The value of this fee will be discussed with the account owner on a case-by-case basis, taking into account the frequency of the event/s, number of Vendors desired per event, and any additional requirements the user may have. Furthermore, Vendor Booking UK Limited may wish to discuss with the organiser potential adjustment to any pitch fees or other such charges the organiser employs for the participation of Vendors in order to facilitate the finding of Vendors for the event/s: this is to ensure Vendors pay a reasonable fee to the organiser whilst also covering the Vendor Booking UK Limited administrative fee per confirmed booking (applicable to Vendors only). A setup fee is applicable to each event being organised, including recurring events. Vendor Booking UK Limited reserves the right to adjust this setup fee at any time and on an individual basis, dependent on the requirements of the individual event and with discussion with the event organiser if a fee change is proposed.
3.1 Venues can at any time invite their own Vendors, which Vendor Booking UK Limited defines as any Vendors who has no previous association with Vendor Booking UK Limited and who hold a pre-existing relationship with a Venue or Venues whereby they currently visit for pop-up events, to register on the Vendor Booking UK Limited platform via the “Own Vendors” function available under the related Venue’s Listing page. This feature allows a Venue user to invite a Vendor to register for the platform whereby the Vendor will not be charged the usual Setup & Hosting Fee applicable to new Vendors. Upon completion of their account, the invited Vendor will have access to view and book the inviting Venue only, and may choose at any time to upgrade their account in order to access to view and book with any other Venue listed on the platform. If a Vendor already exists on the platform when a new Venue to Vendor Booking UK Limited completes a new account, but a relationship between both the Venue and Vendor already exists external to Vendor Booking UK Limited, the Vendor and Venue will be asked to provide evidence of the existence of their relationship in order that the Vendor be allocated to that Venue as an “Own Vendor” and thereby receive the benefits of bookings at that Venue without the normal VBUK admin fee. The Vendor user's account is therefore a free account with limited access and they may opt to upgrade it at any time, thereby becoming subject to the full terms of a Vendor account as stated in Section 4 below. If a Vendor visits multiple Venues registered on the platform with a relationship predating their registration then they can be manually assigned to that Venue/s by a Vendor Booking UK Limited admin after providing proof of the existence of the relationship as stated above.
4. Levels of service/subscription and admin fees (VENDORS ONLY)
Upon first registering on the Vendor Booking UK Limited website and creating a Vendor Profile, the user will be asked to pay a Setup & Hosting fee of £15.00 (inc. VAT) in order to allow them to proceed to create their business Listing page: this is a one time-fee upon signup for the duration of the lifetime of the user’s account, please refer to section 4.2 for instances when user accounts may be Archived or deleted from the platform. This fee does not apply to any user registering as a Venue except for in the scenarios outlined in section 3. A receipt with details of the payment will be issued to the user by email on the same day as the payment is made. Once paid and upon creation of the Listing page the Vendor will be automatically enrolled on the Pay As You Go subscription model, details below. The Vendor can opt to change their subscription tier at any time. If a subscription change is requested with more than 15 days remaining before the next billing period (1st day of the month) then a payment for the full subscription amount will be issued. If a subscription change is requested with fewer than 15 days remaining before the next billing period (1st day of the month) then a payment for 50% of the full subscription amount will be issued. A Vendor may request to commence a new full subscription during the second half of any given month if they wish to receive the full Credit allocation at the full subscription price, this must be submitted by email to hello@vendorbookinguk.co.uk or via the Live Chat feature on the Platform. The regular subscription period runs for 1 calendar month, commencing on the 1st day of the month. Subscription changes can be requested at any time and must be made by email to hello@vendorbookinguk.co.uk or via the Live Chat feature on the Platform. Changes to a user's subscription take effect immediately upon receipt of payment and any outstanding unconfirmed bookings will have fees recalculated based upon the newly selected subscription tier. Please note that any bookings which have been confirmed will already have a fee type based upon the user’s subscription at the time of confirmation, and these will not be amended in the event of a subsequent request to change subscription tier. Any issued invoices are also payable at the rate at which they were issued and are not subject to amendment as a result of a subsequent subscription change.
4.1 There are 5 tiers of service/subscription we offer to Vendors. Any Vendor can choose which tier suits their needs and can change tier at any time, to a maximum of once per calendar month. All subscription tiers other than Pay As You Go have a minimum subscription term of 2 calendar months during which time the user may opt to upgrade or change to another subscription tier, but may not downgrade to Pay As You Go until the full 2 calendar month term has completed. Subscription tiers run on a monthly basis and can be changed at any time during the month. All subscription changes must be requested by email to hello@vendorbookinguk.co.uk or via the Live Chat feature on the Platform. Last updated 29/07/26. Prices stated below are VAT inclusive. All admin fees are non-refundable.
Pay As You Go
• No monthly subscription cost
• £24.00 admin fee chargeable for each confirmed booking immediately upon confirmation
• 0 Subscription Credits issued per month
Bronze Tier Subscription
• £39.00 subscription charge per calendar month
• 2 Subscription Credits issued per month
• Credits will be used in place of an on-the-spot fee until exhausted, at a rate of 1 Credit per confirmed booking. Additional bookings in excess of Subscription Credits will be immediately charged at £20.00 each
Silver Tier Subscription
• £72.00 subscription charge per calendar month
• 4 Subscription Credits issued per month
• Credits will be used in place of an on-the-spot fee until exhausted, at a rate of 1 Credit per confirmed booking. Additional bookings in excess of Subscription Credits will be immediately charged at £20.00 each
Gold Tier Subscription
• £105.00 subscription charge per calendar month
• 6 Subscription Credits issued per month
• Credits will be used in place of an on-the-spot fee until exhausted, at a rate of 1 Credit per confirmed booking. Additional bookings in excess of Subscription Credits will be immediately charged at £20.00 each
Diamond Tier Subscription
-
£170.00 subscription charge per calendar month
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10 Subscription Credits issued per month
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Credits will be used in place of an on-the-spot fee until exhausted, at a rate of 1 Credit per confirmed booking. Additional bookings in excess of Subscription Credits will be immediately charged at £20.00 each
Any unused Subscription Credits during a calendar month will be retained on the users account for future use and roll over month by month until they are used or until the user’s account is Deleted from the Vendor Booking UK Limited Platform. Please note that there is a maximum number of Credits of any one type which may exist on an individual account at any one time, and is inclusive of all different Credits types combined. This maximum limit is 100 Credits.
* For subscription cancellations and suspensions, please see additional information in Section 8.
** Cancellation/rescheduling charges apply; please see Section 8 for further information.
*** Additional credits in excess of those assigned as part of a Subscription package can be purchased. Please see Section 5.1 for further information.
All subscription levels have no limit on the number of bookings that can be requested either by the Vendor or with the Vendor by any Venue. All confirmed bookings will automatically use an existing Credit on the user's account until all Credit types available have been exhausted, at a rate of 1 Credit per confirmed booking. Any booking made in excess of Credits will be charged at £20.00 for monthly subscribers, or £24.00 for PAYG users, and will be issued immediately upon booking confirmation.
Any user wishing to downgrade their subscription from any monthly tier to a lower monthly tier will retain all currently accrued Credits and the user can request this change at any time, except in the scenario described at the beginning of section 4.1. If the user is on a monthly subscription package and wishes to downgrade to Pay-as-you-go then they will retain the benefits of the subscription package until the end of the final calendar month before the changes are made.
Vendors can also invite other Vendors to sign up for a Vendor Booking UK Limited account and for any successful signups, which constitutes the completion of the registration process including the creation of both their Vendor Profile and Listing pages, as well as activation of the account by a Vendor Booking UK Limited administrator, the inviting Vendor will be awarded a Discretionary Credit for one free booking. This can be redeemed as many times as a Vendor successfully invites a new user to register and complete their Vendor account.
4.2 Vendor accounts which are inactive for 90 or more days are subject to Archiving, rendering the account inactive and inaccessible to the user and temporarily removing their Listing page/s from the live website so that no further booking requests or offers can be placed. This does not delete or remove the user from the Vendor Booking UK Platform but it does render the account temporarily suspended so that it is not viewable on the Vendor database and cannot be requested for event bookings. This is an automatic process which occurs when a Vendor is not actively using the Vendor Booking UK Limited platform in order to help guide Venue users towards Vendors who are actively trading at events and to prevent inactive Vendors from receiving unwanted communication. A user can reactivate their Archived account by contacting Vendor Booking UK Limited by email with a formal request for reactivation, at which point Vendor Booking UK Limited will assess the user’s account and request any additional information or completion of additional criteria which may have contributed to the Archiving of the account, such as a new Public Liability Insurance document as an example. A user account is automatically deleted after a period of 6 months or more elapses from the final recorded login date and is deemed as unused, and therefore removed as part of housekeeping processes to ensure only active users are displayed on our database. The former user can register for a new account at any time but please note that the sign-up fee would apply to the new account.
5. Payments (VENDORS ONLY)
We do not hold or retain any bank information on the Vendor Booking UK Limited Platform. Instead, upon confirmation of your first event booking, or upon receiving your first subscription related invoice, you will be asked to pay via invoice which will be sent by email to the registered account owner with a payment link to the Xero accounting program. This process is facilitated by our integrated Xero invoicing system which will send subscription and admin fee invoices via email whenever processed by VBUK. For all Pay As You Go customers, admin fees are chargeable immediately upon confirmation of the booking and invoices will be sent at the end of each day for any payment requests. For all Bronze, Silver, Gold and Diamond Subscription customers subscription fees will be invoiced on the 1st of each month, subject to change at any time, and are also chargeable immediately. Credits related to the user’s subscription plan are only issued upon receipt of payment and any bookings confirmed in the intermediary period between payment issuance and receipt will be charged at the Pay-as-you-go rate of £24. Additionally all admin fees relating to users who have used all the Credits on their account will be chargeable immediately upon confirmation of the booking; this is subject to change without prior notice. The initial Setup & Hosting fee is payable by card payment using the screen provided upon completion of a Vendor's Profile page. We take no responsibility for your security or personal data stored by Xero and you are advised to read their separate terms and conditions for full information on their handling of your details. For Pay-As-You-Go customers there are no regular monies which will be charged on a direct debit basis, and at this time there is no option to set up a direct debit for payment of any related invoices on any subscription tier.
All invoices are payable immediately upon receipt and it is the responsibility of the account holder to ensure these are submitted promptly. In cases where invoices are unpaid for a period of 7 days or more from the date of issue, the related Vendor Booking UK Limited account will be temporarily locked and inaccessible until such time as all outstanding overdue invoices have been paid and the sum received in full by Vendor Booking UK Limited. Additionally, any information pertinent to impending events will not be accessible until such time as all outstanding overdue invoices have been paid to Vendor Booking UK Limited, and events may be cancelled if payment is not received a minimum of 1 week prior to the scheduled event. Vendor Booking UK Limited reserves the right to unlock accounts at their discretion and to send additional information without full payment having been received.
5.1 Additional Credits (called "Purchased Credits") may be purchased by a user on any subscription tier, including Pay-as-you-go at any time. These credits will be charged at the equivalent rate of the user's current subscription tier (£24 for Pay As You Go, or £20 for any monthly subscriber) and are charged immediately upon purchase by card payment, and are non-refundable. Vendor Booking UK Limited reserves the right to offer promotional discounts on Purchased Credits across any subscription tier including Pay-As-You-Go for varying amounts at any point throughout the year. A user may purchase any number of additional Credits that do not exceed the total amount allowable on an account: please see Section 4.1 for Credit limit information.
6. Privacy and Cookies
Vendor Booking UK Limited respects your privacy. By using our Platform, you agree to our use of this information to improve and enhance your user experience, and we agree to not pass or sell your information to any third parties or organisations.
7. Required and additional documentation (VENDORS & VENUES)
Vendor Booking UK Limited requires all Vendors to hold valid Public Liability Insurance which should be uploaded to their Vendor Listing page as proof of insurance and available at all times. This is required in order to attend all events organised by Vendor Booking UK Limited in all instances, and is not subject to individual Venue requirements or upon the size or nature of the Vendor business. Vendors may sign up to the Vendor Booking UK Limited platform without holding Public Liability Insurance and will be asked to acquire this in order to activate their account and use the Platform. If any user is unwilling to obtain or provide Public Liability Insurance having already paid the £15 sign up fee they will not be entitled to any refund. Any registered Vendor account with Vendor Booking UK Limited cannot be approved on the website until such time as a valid Public Liability Insurance document is displayed, including for current users in whose case their previous document has expired. It is the responsibility of the Vendor to ensure that a valid, in-date copy of their Public Liability Insurance is uploaded to their Vendor Listing page at all times. A user account will be accessible but prevented from viewing or making any bookings during such time that they do not display a valid Public Liability Insurance document and Vendor Booking UK Limited reserves the right to cancel any and all events and to remove the user from the Platform in the event that they refuse to provide Public Liability Insurance and display intent to attend any planned events without being properly insured.
If any Venue requires additional documentation to be completed by a Vendor in order to attend their site then the document/s should be retrieved by the Vendor user from the related booking on the Platform, completed by the proposed attendee, and uploaded back onto the related booking on the Platform. Vendor Booking UK Limited will store and provide relevant documentation per Venue via our Documents Handling Module, which will make related documents visible and downloadable from the related confirmed booking on the Platform. It is the responsibility of the Vendor to download, read and perform any task related to each document, and to upload the documents back onto the related booking before any stated cut-off date as applicable (variable per document). It is the responsibility of the Venue to inform and provide required documentation to Vendor Booking UK Limited in all instances and in good time prior to the event/s, and to check any related booking for completed documentation in good time before an event is due to take place. Vendor Booking UK Limited accepts no responsibility for documentation completed to an insufficient standard or outside of the allotted time period for return and may request continuation of an event without the completion of documentation in the event that the Venue request is received at late notice and deemed to have insufficient time for completion to an acceptable standard. Additional documentation is subject to each Venue's discretion and will be issued to Vendors on a case-by-case basis, depending on each Venue's attendance criteria. Vendors must complete any documentation required by Venues to a sufficient standard (in the Venue's own opinion) in order to attend their site, regardless of any payments or confirmations made with Vendor Booking UK Limited. Failure to sufficiently complete documentation leading to event cancellations will not result in any refund or compensation from Vendor Booking UK Limited and constitutes a failure on the Vendor’s part to fulfil the agreement made in order to attend the Venue, and may incur the additional cancellation or rescheduling fee. Vendor Booking UK Limited is not responsible for the quality or completeness of any additional documentation and it is the responsibility of the Venue user to inform Vendor Booking UK Limited if any part of any document is not sufficient for their standards, at which point we will liaise with the related Vendor in order for them to make amendments.
Upon confirmation of an event booking by either a Vendor or a Venue, the Platform will create an event poster based on information from the Vendor's Listing page in order for the Venue to advertise the event in the most suitable way for their premises. The poster is a standard VBUK branded A4 format and can be downloaded directly from the related event booking on the website by either party at any time subsequent to confirmation of the event, including immediately after confirmation. This poster is a free service and automatically employed, however Vendors may replace this poster with one they have created themselves if they prefer per event. Advertising performed by a Venue may be physical or digital and therefore may not be visible to a Vendor on their event day once they have arrived at the location, and is at the Venue’s discretion to perform this in the most effective and allowable way for their location. It is the Venue’s responsibility to ensure that a form of advertising is performed in order to promote each and every event, but the nature of this promotion is at their discretion and the use of the VBUK generated poster is not compulsory. Posters are only generated for bookings involving a Venue party who have stated on their Listing page that a poster is required in order for advertising purposes and are only available to download from confirmed bookings.
8. Cancellations, no-shows or re-arrangements
8.1 Cancellations made by a Vendor
By making a booking with Vendor Booking UK Limited, you accept and agree to the relevant cancellation, no-show and re-arrangement policies. Admin Fees and Credits on all subscription tiers (including PAYG) are non-refundable if you cancel or choose not to attend an event for any reason. An additional charge of £18.00 (inc VAT) will be issued for any and all cancellations or requests to reschedule if no Credit is present on the user's account, and is used for the additional administrative work involved in removing or reconfirming a booking. This £18.00 (inc VAT) charge enables Vendor Booking UK Limited to keep base admin fees low and to ensure as much as is reasonably possible that confirmed bookings will proceed as planned. Vendor Booking UK charges this £18.00 fee by default in all cases of cancellation or rescheduling as requested by a Vendor but does consider circumstance on a case by case basis to provide flexibility in adjustment to a booking or bookings where appropriate and at their discretion. The cancellation or rescheduling fee is justified in that it enables customers flexibility in their commitments whilst also covering base administrative costs without the need to charge a full price (£24) administrative fee. Any instance of on-the-day cancellation without sufficiently mitigating medical reason which would physically prevent attendance at the related event will incur a cancellation fee as explained above and must be paid within 7 days of issuance. If this fee is not paid within this time frame, Vendor Booking UK Limited reserves the right to terminate the user's account and any related event bookings, without refund of any monies paid, immediately and without possibility or reinstation. In the event that any cancellation/rescheduling charge is refused for payment by the user, we reserve the right to remove the user from the Vendor Booking UK Limited platform with immediate effect, including the cancellation of all future confirmed bookings without refund and the removal of all Credits on the account. In the event that these charges are not paid on or after a period of 7 days has elapsed since issuance then the standard process to lock a user account will occur, including preventing further use of the service until all outstanding overdue payments have been received in full. In the event that these charges are not paid and a user subsequently wishes to reactive their inactive Vendor Booking UK Limited account, a request for payment of all monies owed will first be submitted and upon receipt of full payment reinstation will then be considered: Vendor Booking UK Limited does not guarantee reinstation depending upon the circumstances of removal in the first instance. Previously unused Credits will not be eligible for reinstation. In the event that a Vendor repeatedly cancels events at short notice or without sufficiently mitigating emergency, bereavement or medical reason then Vendor Booking UK Limited reserves the right to refuse further booking requests or to terminate the user account on the grounds of unreliability or without guarantee that the Vendor can provide a professional quality service, which includes cancellation of any and all upcoming bookings with no financial reimbursement and the removal of all Credits on the account. If a Vendor consistently arrives late to events with complaint from the Venue/s then Vendor Booking UK Limited will in the first instance endeavour to relay the complaints to the Vendor in order to resolve the issue for future bookings, however Vendor Booking UK Limited reserves the right to refuse further booking requests or to terminate the user account on the grounds of unreliability or without guarantee that the Vendor can provide a professional quality service if no improvement is evident, which includes the cancellations of any and all upcoming bookings with no financial reimbursement and the removal of all Credits on the account. If a Vendor receives consistently negative feedback about their events from Venues then Vendor Booking UK Limited will endeavour to highlight and suggest resolution for any issues, and reserves the right to refuse further booking requests or to terminate the user account on the grounds of unreliability or without guarantee that the Vendor can provide a professional quality service if no improvement is apparent is issues are unacknowledged, which includes the cancellations of any and all upcoming bookings with no financial reimbursement and the removal of all Credits on the account. All requests to reschedule an event made by a Vendor have an expiry period of 6 months from the date of initial rescheduling and after such time will be closed, with no reimbursement of any monies paid. The cancellation/rescheduling fee is inclusive of VAT.
A Vendor user can cancel their subscription at any time by sending an email to hello@vendorbookinguk.co.uk. Any monthly subscription will run to the end of the paid month and cease from the renewal date. Cancellation of an account for the Pay-as-you-Go service takes immediate effect and the user will be removed from the live Platform forthwith and all Credits on the account will be removed. The account will be rendered inactive from the live website, however, if a user wishes to reinstate their account then they can contact us via the details given at the start of this document, whereupon they will once again be subject to one of our subscription levels (Pay-as-you-Go by default). If a user cancels their subscription and there are outstanding bookings still to take place, Vendor Booking UK Limited will cancel these bookings without refund of the admin fee as outlined earlier in this section and all existing Credits on the user account will be removed. If a user cancels their subscription part way through the 2 calendar month subscription period with 1 or more payments due to take place then they will be asked to pay the remaining balance before reinstation of their account is considered. We reserve the right to cancel a subscription and/or booking events if there are insufficient funds in place to take any part of the payment, if a user receives consistent negative feedback, is found to be unreliable or falsely advertising any part of their service, if payment of subscriptions is repeatedly sent after the 7 day agreed period or if complaints are received from other users of the Platform. Any additional fees incurred for late payment, insufficient funds, wrong or invalid bank details are at a user's own risk and they will not be entitled to any refund of any amount. If Vendor Booking UK Limited incurs any such additional costs these will be passed directly on to the user. If there is a mitigating reason for cancelling an event with sufficient notice then the user may submit a formal request to review the cancellation fee, and Vendor Booking UK Limited reserves the right to consider withdrawal of the cancellation/rescheduling fee request if deemed suitable.
8.2 Cancellations made by a Venue
For any event cancelled by a Venue without prior notice and through no fault of the relevant Vendor, Vendor Booking UK Limited reserves the right to offer a Discretionary Credit in lieu of reimbursement as per the aforementioned criteria. Vendor Booking UK Limited also reserves the right to offer additional Discretionary Credits at any time at their discretion. Any out of pocket expenses incurred by the Vendor in excess of the amount represented by the Credit used for confirmation of the event are not the responsibility of Vendor Booking UK Limited and no financial contribution or reimbursement will be offered, however Vendor Booking UK Limited agrees to present any financial dispute from a Vendor to the related Venue party for resolution if submitted in writing within 1 calendar month of the date of the event or of the cancellation/rescheduling of the event. All instances of rescheduling issued by the Venue have a 6 month expiry period from the initial date of rescheduling at which point the booking will be cancelled with no refund issued in the event that the Vendor does not reconfirm during this period of time. In the event that the Venue is unable / refuses to reschedule then a Discretionary Credit will be issued to the Vendor’s account.
Vendor Booking UK Limited also reserves the right to limit the use of or to remove any Venue user from the Platform with sufficient mitigating reason such as frequent cancellation, refusal to rebook with Vendors who have been cancelled by the Venue without sufficient emergency, bereavement or medical reason, frequent negative feedback from Vendors which is either not addressed or no improvement is visible, deliberate display of false or misleading information as part of their account on the platform or difference in the provided event space and/or facilities, or refusal to adhere to these Terms & Conditions in any capacity. The Venue account will be terminated with immediate effect and any/all confirmed bookings will be cancelled. Affected Vendors will be issued a Discretionary Credit in these instances. A Venue may request to re-join the Platform at any time and it is at the discretion of Vendor Booking UK Limited to agree to reactivation pending any assurances or financial contribution required as incurred from prior cancellations, and to adhere to these Terms and Conditions and to provide a consistent and reliable booking experience for all Vendors.
9. Additional, further & re-booking information
The Venue and Vendor agrees that no independent communication will be sought by either party and all communication at any time (apart from face to face on the day of the event) will always be directed through Vendor Booking UK Limited. By agreeing to join the Platform you, the user, agree that any and all additional, further or re-bookings will be made strictly through the Platform. If independent communication is found to be taking place between Vendor and Venue, we reserve the right to terminate the user account (with immediate effect, with no refund of unused subscription days or admin fees) and remove all Profile/Listing details from the Platform as this contributes a breach of these Terms & Conditions.
All information provided on any Listing page (Venue OR Vendor) is accurate at the time of submission and is subject to change at any given time, and is reliant upon Vendor Booking UK Limited receiving communication from the related party of any changes. Please be aware that all information displayed is subject to change up to and including the day of an event and may vary in accuracy at any given time. Vendor Booking UK Limited takes no responsibility for any information displayed and it is each user's sole responsibility to ensure that the information displayed is accurate and up to date as part of their agreement to advertise via the Platform. Vendor Booking UK Limited accepts no responsibility for any charges or fees incurred as a result of differing information, and any charges incurred are the sole responsibility of the related user. Vendor Booking UK Limited will endeavour to assist in resolving any disputes or charges at their discretion between a Venue and Vendor where possible, and with sufficient notice.
10. Additional Service Information
Additional services provided by Vendor Booking UK Limited, which include but are not limited to Prepaid Events and Free Sampling events, may be accessed by any given Venue user of the Vendor Booking UK Limited service. These services are not available on a constant basis and will appear on the Vendor Booking platform under their related headings as and when they are available, or upon request for Prepaid Events from a Venue only. These additional types of events are operated with differing terms as they may require direct communication, payment or other such additions to be facilitated in order to ensure they are appropriately and wholly organised. Venues may "opt-in" to any given event when invited by Vendor Booking UK Limited but are under no obligation to accept any given invitation at any time. Priority places for these events may be given on a first-come-first-serve basis depending on the event. In order to ensure there will be attendance from Venue occupants/residents etc. at any given event of this nature, priority will be given to Venues who are actively hosting normal pop-up style events at their premises.
Vendor Booking UK Limited is registered as a preferred supplier for a number of head office contacts and as such is able to provide a more secure and swifter service for Venues who are members of any related concierge groups. Vendor Booking UK Limited acts as a payment facilitator in these instances and will request payment directly from the Venue or group in order for a prepaid event to progress. In most cases, Vendor Booking UK Limited will release a part payment to the related Vendor party as a deposit in order to secure the event and will hold the remaining payment until the event day once confirmation is received that the Vendor/products/services have been received by the Venue. Currently the deposit amount is up to 25% of the full cost, and the final payment is the remaining 75% or more, dependent on the agree upon deposit amount (29.7.2026). In this way, the interests of both parties are protected whilst simultaneously expediting the payment process. For Venues, please check with your head office if Vendor Booking UK Limited is registered as a preferred supplier before confirming that a prepaid event can go ahead, as payment must be received in full prior to the event date. Vendor Booking UK Limited reserves the right to proceed with events where payment has not been received where deemed suitable and will cover Vendor payments in the event that a PO has been issued to us by the related Venue. We are aware that a minimum period of time may exist in order for payment to be processed and as such Vendor Booking UK Limited reserves the right to refuse requests for prepaid events if sufficient time is not available between confirmation and the projected payment receipt date and no written guarantee of payment is given. Vendor Booking UK Limited accepts no responsibility to provide any funds or payments for Vendors in the event that full payment has not been received from the Venue, and may cancel or reschedule events if payment will not be received in sufficient time.
Vendor Star Ratings and Reviews - Vendor Booking UK Limited has a rating system based on various categories, rateable between 1-5 stars which is accessible to VENUES after a Confirmed booking has taken place. This system will allow for feedback regarding events to be gained and will be displayed against the related VENDOR who took part in the event. This function is not compulsory for Venues but is highly encouraged in order to highlight popular Vendors and to provide valuable feedback for any and all events. Please note that any Star Ratings or Reviews submitted via this function in no way reflect the opinions of Vendor Booking UK Limited and are in fact fully owned by the responding Venue. The exception to this is the "Responsiveness" rating (addition TBC) which is an automatic Star Rating generated by the Vendor Booking UK Limited website based on the time taken for a Vendor to respond to outstanding booking requests. This is intended to give Venues a rough estimate of how long it may take for any given Vendor to respond to booking offers, and does not reflect any opinion of Vendor Booking UK Limited. Stars from the Star Rating system are automatically added to the relevant Vendor Listing page as an overall rating across all events. Comments from individual events will appear on the individual booking on the Platform and can be added to the Vendor’s Listing page by either the Vendor or a Vendor Booking UK Limited administrator, which makes them visible to other Venue users.
11. Correspondence and Communication
At certain times we will need to email users of our Platform and in joining the Platform you agree to receive these emails such as booking confirmations, Venue security procedures, specialised requirements and other such communication. However, we will not sell or give away your personal details including email addresses to any third-party, we will only keep your details for our use and may from time to time send you offers and other marketing material that may be of interest. You can ask us (via email) at any time to be removed from our marketing emails.You also agree to accept communication via text, WhatsApp and/or social media where available as a method to follow-up outstanding payments, bookings or other such queries which need to be addressed on a more immediate basis.
Any claim or complaint against Vendor Booking UK Limited in respect of any of our services must be promptly submitted by email only, but in any event within 30 days after the date of the claim or complaint. Any claim or complaint that is submitted after the 30 days period may be rejected, and the claimant will forfeit the right to any potential refund or resolution.
12. Disclaimer
Subject to the limitations set out in these Terms and Conditions and to the extent permitted by law, we will only be liable for direct damages actually suffered, paid, or incurred by you due to an attributable shortcoming of our obligations in respect to our services, up to an aggregate amount of the aggregate cost of your subscription or admin fee (whether for one event or series of connected events). However, and to the extent permitted by law, neither we nor any of our officers, directors, employees, representatives, subsidiaries, affiliated companies, distributors, affiliate (distribution) partners, licensees, agents, or others involved in creating, sponsoring, promoting, or otherwise making available the site and its contents will be liable for (i) any punitive, special, indirect, or consequential loss or damages, any loss of production, loss of profit, loss of revenue, loss of contract, loss of or damage to goodwill or reputation, loss of claim, (ii) any inaccuracy relating to the (descriptive) information (including rates, fees and availability) as made available on our Platform, (iii) the services rendered or the products offered by the Vendors or Venues or other business partners, (iv) any (direct, indirect, consequential, or punitive) damages, losses, or costs suffered, incurred, or paid by you, pursuant to, arising out of or in connection with the use, inability to use, or delay of our Platform, or (v) any (personal) injury, death, property damage, or other (direct, indirect, special, consequential, or punitive) damages, losses, or costs suffered, incurred or paid by you, whether due to (legal) acts, errors, breaches, (gross) negligence, wilful misconduct, omissions, non-performance, misrepresentations, tort or strict liability by or (wholly or partly) attributable to the Platform, Vendor, Venue or any of our other business partners (including any of their employees, directors, officers, agents, representatives, subcontractors, or affiliated companies) whose products or service are (directly or indirectly) made available, offered, or promoted on or through the Platform, including any (partial) cancellation, overbooking, strike, force majeure, or any other event beyond our control. Vendor Booking UK Limited is not responsible (and disclaims any liability) for the use, validity, quality, suitability, fitness, and due disclosure of the Platform and Booking Service and makes no representations, warranties, or conditions of any kind in this respect, whether implied, statutory or otherwise, including any implied warranties of merchantability, title, non-infringement, or fitness for a particular purpose. You acknowledge and agree that the relevant Vendor or Venue is solely responsible and assumes all responsibility and liability in respect of the Platform and Booking Service (including any warranties and representations made by Vendor Booking UK Limited or the individual Vendor or Venue). Complaints or claims in respect of the Platform or Booking Service (including related to the offered (special/promotion) price, policy or specific requests made by Vendors or Venues) are to be dealt with by Vendor Booking UK Limited. Vendor Booking UK Limited is not responsible for any tax (personal or government) that may be due for payment either by Vendor or Venue.
Vendor Booking UK Limited certifies, warrants and agrees that they own the copyright to the photos/images that are used on the Platform, apart from photos/images taken or used specifically for Vendor or Venues own personal pages. Anyone wishing to use the uploaded photos/images on a website, app, and in (online/offline) promotional materials and publications must seek permission from Vendor Booking UK Limited and will agree to at the discretion of either Vendor Booking UK Limited or the relevant Vendor or Venue. You are granting Vendor Booking UK Limited a non-exclusive, worldwide, irrevocable, unconditional, perpetual right and license to use, reproduce, display, have reproduced, distribute, sub-license, communicate and make available the photos/images as Vendor Booking UK Limited at its discretion sees fit. By uploading these photos/images the person uploading the picture(s) accepts full legal and moral responsibility of any and all legal claims that are made by any third parties (including, but not limited to, property owners) due to Vendor Booking UK Limited publishing and using these photos/images. Vendor Booking UK Limited does not own or endorse the photos/images that are uploaded. The truthfulness, validity and right to use of all photos/images is assumed by the person who uploaded the photo and is not the responsibility of Vendor Booking UK Limited. Vendor Booking UK Limited disclaims all responsibility and liability for the pictures posted. The person who uploaded the photo warrants that the photos/images shall not contain any viruses, Trojan horses or infected files and shall not contain any pornographic, illegal, obscene, insulting, objectionable or inappropriate material and does not infringe any third party (intellectual property right, copyright or privacy) rights. Any photo/image that does not meet the aforesaid criteria will not be posted and/or can be removed/deleted by Vendor Booking UK Limited at any time and without prior notice.
13. Other associated brands
Any brand or independent company working in partnership with Vendor Booking UK Limited cannot be considered a subsidiary or related brand to Vendor Booking UK Limited and are operated by independent partners. Partnered brands may be made available or changed at any time and any dispute must be taken up directly with the related brand, and not directly with Vendor Booking UK Limited. These brands include, but are not limited to, OBN Technology, A.B. Marketing, Markel Direct and The Goody Bag Company Ltd. Vendor Booking UK Limited will establish initial contact between parties in the event that a dispute arises but accepts no responsibility either nominally or financially towards any agreed upon resolutions or litigation.
14. Intellectual Property Rights
Unless stated otherwise, the software required for our services or available at/or used by our Platform and the intellectual property rights (including the copyrights) of the contents and information of and material on our Platform are solely owned by Vendor Booking UK Limited. Vendor Booking UK Limited exclusively retains ownership of all rights, title and interest in and to (all intellectual property rights of) (the look and feel (including infrastructure) of) the Platform on which the service is made available and you are not entitled to copy, scrape, (hyper-/deep) link to, publish, promote, market, integrate, utilize, combine or otherwise use the content or our brand without our express written permission. To the extent that you would (wholly or partly) use or combine our content or would otherwise own any intellectual property rights in the Platform or any content, you hereby assign, transfer and set over all such intellectual property rights to Vendor Booking UK Limited. Any unlawful use or any of the aforementioned actions or behaviour will constitute a material infringement of our intellectual property rights (including copyright and database right).
15. Applicable law, jurisdiction & dispute resolution
These Terms and Conditions and the provision of our services shall be governed by and construed in accordance with UK law. Notwithstanding the foregoing choice of law, any person using any of our services for a purpose which can be regarded as being outside their trade or profession can rely on the mandatory provisions of the law of the country where they have their habitual residence (i.e. provisions that, in accordance with the choice-of-law rules of the said country, must apply regardless of this choice-of-law clause; hereafter: "Mandatory Provisions"). Any dispute arising out of these general Terms and Conditions and our services shall exclusively be submitted to the competent courts in England, UK. Notwithstanding the foregoing jurisdiction clause, a consumer may also bring proceedings in respect of enforcement of relevant applicable Mandatory Provisions in the courts of the country in which they are domiciled, and proceedings against a consumer may be brought only in the courts of the country in which they are domiciled.
If any provision of these Terms and Conditions is or becomes invalid, unenforceable or non-binding, you shall remain bound by all other provisions hereof. In such event, such invalid provision shall nonetheless be enforced to the fullest extent permitted by applicable law, and you will at least agree to accept a similar effect as the invalid, unenforceable or non-binding provision, given the contents and purpose of these Terms and Conditions.