Terms & Conditions
Last updated: 21 August 2026
These Terms & Conditions apply to bookings made with Ginkgo Leaves. Please read them carefully before confirming a booking.
By confirming a booking with Ginkgo Leaves, you agree to these Terms & Conditions.
1. About us
Ginkgo Leaves provides event experiences including cinema setups, bell tent experiences, mobile bar hire, pizza catering and wedding and event setups.
References to "we", "us" and "Ginkgo Leaves" in these terms refer to Ginkgo Leaves.
2. Bookings
A booking is not confirmed until we have accepted your booking and any required deposit or payment has been received.
Quotes are subject to availability and may be withdrawn or amended before a booking is confirmed.
It is your responsibility to provide accurate information about your event, including the date, location, guest numbers and any relevant access or site information.
Any significant changes to your event should be discussed with us in advance and may result in additional charges.
3. Payment
The price and payment schedule for your booking will be confirmed when your booking is accepted.
Any deposit required to secure your date will be communicated before payment.
The remaining balance must be paid by the date stated on your booking confirmation or invoice.
We reserve the right not to attend, install equipment or provide services where payment has not been received when due.
4. Cancellations by you
If you need to cancel your booking, please contact us as soon as possible.
Any deposit paid to secure your booking is non-refundable where stated at the time of booking.
Where a booking is cancelled after further payments have been made, the amount refundable will depend on how close the cancellation is to the event and any costs we have already incurred in preparing for your booking.
We will always aim to deal with cancellations reasonably and fairly.
Nothing in these terms affects any cancellation or refund rights you may have under applicable consumer law.
5. Cancellations by us
In the unlikely event that we need to cancel your booking and cannot provide a reasonable alternative, we will refund payments made to us for the services we are unable to provide.
We will not be responsible for additional losses or costs that could not reasonably have been anticipated when the booking was made, except where the law requires otherwise.
6. Weather and outdoor events
Many Ginkgo Leaves experiences take place outdoors and are therefore affected by weather conditions.
Light rain or changeable weather will not necessarily result in cancellation.
However, we will not install or operate equipment where we reasonably believe conditions would make doing so unsafe or could cause significant damage to equipment.
This may include high winds, storms, flooding, unsafe ground conditions or other severe weather.
Where poor weather is forecast, we will work with you where reasonably possible to find an alternative arrangement, location or solution.
Any weather-related decision involving the safe installation or operation of our equipment remains at our discretion.
7. Site and access requirements
You are responsible for ensuring that the event location is suitable for the experience you have booked.
This includes providing appropriate access, sufficient space and a safe environment for our team and equipment.
You must tell us in advance about any access restrictions, steps, narrow entrances, difficult terrain, parking restrictions or other circumstances that could affect setup or collection.
Where electrical power is required, you are responsible for ensuring that an appropriate and safe electricity supply is available unless we have specifically agreed otherwise.
Additional charges may apply where information provided about the venue or access is materially inaccurate and results in additional work or costs.
8. Bell tents and event equipment
Bell tents and other equipment require suitable, reasonably level ground and sufficient space for safe installation.
Where tents need to be secured using pegs, you are responsible for telling us about known underground services, irrigation systems, cables, pipes or other hazards in the proposed installation area.
We reserve the right to refuse installation where we reasonably consider the location unsafe or unsuitable.
9. Cinema equipment
Projectors, screens, speakers and associated cinema equipment remain the property of Ginkgo Leaves throughout the hire period.
Equipment must not be moved, altered, disconnected or used for any purpose other than agreed without our permission.
Customers are responsible for taking reasonable care of equipment while it is at their event.
Outdoor cinema experiences are dependent on suitable weather and lighting conditions. Image visibility may be affected by ambient light, particularly during daylight hours.
10. Mobile bar hire
Where you hire our mobile bar or associated equipment, you are responsible for ensuring it is used appropriately and for the agreed purpose.
Unless specifically included in your booking, bar hire does not automatically include alcoholic drinks, bar staff, licensing or the sale of alcohol.
Where alcohol is supplied or sold, the relevant licensing arrangements and responsibilities will be confirmed separately.
We reserve the right to refuse service where required by law or where serving a person would be unsafe or inappropriate.
11. Pizza and food service
Where food is provided as part of your booking, you must tell us about known allergies or dietary requirements in advance.
We will take reasonable care when preparing and serving food, but where allergens are present in our working environment we cannot guarantee that food will be completely free from traces of a particular allergen unless we have specifically confirmed this.
Guest numbers and catering requirements must be agreed before the event.
Significant increases in guest numbers may result in additional charges or may not be possible to accommodate.
12. Children and supervision
Children remain the responsibility of their parent, guardian or responsible adult at all times.
Our tents, cinema setups, furnishings and other equipment do not constitute childcare or supervised play facilities.
Children should not be permitted to climb on, interfere with or misuse equipment.
13. Damage, loss and misuse
You are responsible for taking reasonable care of equipment supplied by Ginkgo Leaves while it is at your event.
You may be charged for loss or damage caused deliberately, negligently or through misuse by you or your guests.
Normal wear and tear and damage caused by circumstances outside your reasonable control will not be charged to you.
If you become aware of damage or a problem with any equipment, please tell us as soon as possible.
14. Setup and collection
Setup and collection times will be agreed with you where appropriate.
You must ensure that we have reasonable access to the event location at the agreed times.
Equipment must remain accessible for collection and should not be moved from the agreed location without our permission.
15. Photography and marketing
We may ask for permission to photograph or film our setups for use on our website, social media or other marketing.
We will not intentionally use identifiable photographs of you or your guests for marketing without appropriate permission.
You are under no obligation to agree to marketing photography.
16. Liability
We will provide our services with reasonable care and skill.
We are not responsible for loss or damage caused by circumstances outside our reasonable control, by inaccurate information supplied to us, or by the misuse of equipment.
Nothing in these Terms & Conditions excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation.
Nothing in these terms affects your statutory rights as a consumer.
17. Events outside our control
We will not be responsible for a failure or delay in providing services caused by circumstances outside our reasonable control.
These may include severe weather, road closures, accidents, emergencies, government restrictions, utility failures or other events that could not reasonably have been prevented.
Where this happens, we will contact you as soon as reasonably possible and work with you to find an appropriate solution.
18. Complaints
If you are unhappy with any aspect of your booking or experience, please contact us as soon as possible so that we have an opportunity to resolve the issue.
19. Personal information
We handle personal information in accordance with our Privacy Policy, which is available on our website.
20. Changes to these terms
We may update these Terms & Conditions from time to time.
The terms applicable to your booking will normally be those provided or available when your booking is confirmed.
21. Governing law
These Terms & Conditions are governed by the laws of England and Wales.
If you are a consumer, you will retain any rights you have under applicable law regarding where legal proceedings may be brought.
22. Contact
If you have any questions about these Terms & Conditions or your booking, please contact Ginkgo Leaves using the contact details provided on our website.