Highland Holdings Ltd (T/A The Planning Table) Terms and Conditions [Customer]

Last updated: September 2025

1 DEFINITIONS

1.1 "Customer" refers to the person or organisation who is introduced to a Service Provider’s services through the Agency.

1.2 "Service Provider" refers to the person or organisation who supplies services to the Customer. For the purposes of this agreement, Service Providers include but are not limited to caterers, florists, marquee companies, recruitment companies, entertainers, Venues and any other service provider.

1.3 "Agency" refers to Highland Holdings Ltd (T/A The Planning Table), hereby appointed by the Customer for the purpose of supplying the Service Provider(s) on the Event Date.

"1.4 Event Date" refers to the date that the Customer’s event takes place.

"1.5 Booking Date" refers to the date that the Customer makes payment to the Agency.

"1.6 Total Booking Fee" refers to the final price agreed by the Customer, Service Provider, and the Agency. This is inclusive of the service fee and VAT.

"1.7 Service Fee" refers to the fee of 10% +VAT that the Agency charges per booking, as long as the minimum threshold of £100 +VAT is reached.

"1.8 Cooling-Off Period" refers to the period following the Booking Date when the Customer may choose to cancel their booking, for any reason, and obtain a full refund.

2 GENERAL

2.1 These Terms and Conditions shall apply to all bookings made by the Customer to the exclusion of all other terms and conditions referred to, offered or relied on by the Service Provider whether in negotiation or at any stage in the dealings between the parties, including any standard or printed terms tendered by the Service Provider, unless the Service Provider specifically states in writing, separately from such terms, that it wishes such terms to apply and this has been acknowledged by the Agency in writing.

2.2 Any variation to these Terms and Conditions (including any special terms and conditions agreed between the parties) shall be inapplicable unless agreed in writing by the Agency.

3 PAYMENT

3.1 The Customer acknowledges that the Agency securely holds most of the Customer funds as agent on the Customer’s behalf until 48 hours after the event, in the unlikely case that there is a dispute between the Customer and the Service Provider.

3.2 The Customer agrees to pay the Agency the Total Booking Fee deposit of 50%, to secure the Event Date.

3.3 The Customer agrees to pay the Agency the remaining 50% of the Total Booking Fee, 3 months (90 days) prior to the Event Date to confirm the booking.

3.4 If the Customer makes a booking within 3 months (90 days) of the Event Date, 100% of the Total Booking Fee is required to confirm the booking.

4 THE PLANNING TABLE’S ROLE

4.1 Agency shall only hold the sums in respect of the Total Booking Fee as agent on behalf of the Customer, and any payments made to the Service Provider in respect of the Total Booking Fee are made by Agency on behalf of Customer as its agent.

4.2 Agency’s role is solely as a provider of the platform whereby Customers are introduced to Service Providers. Agency is neither a Service Provider nor a purchaser of any of the Service Provider’s services.

4.3 The Customer acknowledges and agrees that Agency is not party to any contract or transaction the Customer enters into with Service Providers, nor does it have any responsibility to enforce any such contract or transaction against the Service Providers.

4.4 The Customer agrees that the Service Provider performs the services pursuant to any other terms the Customer agrees with the Service Provider. The Customer acknowledges that, upon a booking being made, the Customer will contract directly with the Service Provider for the supply of the Services and, in the event of a dispute with the Service Provider, the Customer’s recourse is against the Service Provider and not against Agency.

4.5 The Customer acknowledges and agrees that Agency is not responsible for the standard of the services and is not involved in, or responsible for, the preparation of any goods or services provided by the Service Provider.

5 COOLING-OFF PERIODS

5.1 If the Event Date is over 6 months (181 days) away, the Customer has a 30-day Cooling-Off Period, from the Booking Date (inclusive).

5.2 If the Event Date is between 5-6 months (151-180 days) away, the Customer has a 21-day Cooling-Off Period, from the Booking Date (inclusive).

5.3 If the Event Date is between 3-5 months (91-150 days) away, the Customer has a 14-day Cooling-Off Period, from the Booking Date (inclusive).

5.4 If the Event Date is between 1-3 months (31-90 days) away, the Customer has a 7-day Cooling-Off Period, from the Booking Date (inclusive).

5.5 If the Event Date is up to 1 month (0-30 days) away, the Customer has 0-days Cooling-Off Period from the Booking Date (inclusive).

6 IF THE CUSTOMER CANCELS AFTER THE COOLING-OFF PERIOD

6.1 If the Customer cancels more than 6 months (181 days) before the Event Date, the Customer will receive a refund of 80% of the Total Booking Fee.

6.2 If the Customer cancels between 5-6 months (151 and 180 days) before the Event Date, the Customer will receive a refund of 70% of the Total Booking Fee.

6.3 If the Customer cancels between 3-5 months (91 and 150 days) before the Event Date, the Customer will receive a refund of 50% of the Total Booking Fee.

6.4 If the Customer cancels between 1-3 months (31 and 90 days) before the Event Date, the Customer will receive a refund of 25% of the Total Booking Fee.

6.5 If the Customer cancels up to 1 month (0 and 30 days) before the Event Date, the Customer will not receive a refund.

7 IF THE SERVICE PROVIDER CANCELS

7.1 In the unlikely event that the Service Provider needs to cancel the booking, at any time, the Agency will make every effort to find a similar or better replacement or provide a full refund.

8 POSTPONEMENT

8.1 In the unlikely event that the Customer must postpone the confirmed booking, more than 1 month (31 days +) before the Event Date, and for any reason, the Agency will make every effort to find a similar replacement or provide a full refund, minus the Service Fee, if the rescheduled Event Date is within 12 months of the original Event Date.

8.2 In the unlikely event that the rescheduled Event Date is more than 12 months after the original Event Date, the booking will be treated as a cancellation.

9 FORCE MAJEURE

9.1 In the unlikely event that force majeure occurs, the Agency will treat the booking as a postponement.