Private & Organisational Booking Terms & Conditions

Last Updated: 22 June 2026

These Terms & Conditions apply to all private bookings, organisational bookings, bespoke workshops, team events, wellbeing sessions, creative experiences, and related services provided by The Brighter Desk ("we", "us", "our").

This includes, but is not limited to:

• Businesses and corporate organisations

• Charities and non-profit organisations

• Schools, colleges, and educational settings

• Community groups

• Public sector organisations

• Private groups and celebrations

• Networking and wellbeing events

• Bespoke workshops and facilitated sessions

By accepting a quotation, signing a proposal, issuing a purchase order, paying a deposit or invoice, or otherwise confirming a booking, the client agrees to be bound by these Terms & Conditions.

A booking may be confirmed through a signed proposal, accepted quotation, written email confirmation, purchase order, invoice payment, or deposit payment.

These Terms & Conditions should be read alongside any proposal, quotation, booking confirmation, or event specification issued by The Brighter Desk. Where there is any conflict between these Terms and a specific written proposal, the proposal shall take precedence.

1. Bookings

1.1 All bookings are subject to availability.

1.2 A booking is not confirmed until written confirmation has been provided by The Brighter Desk and any required deposit has been received.

1.3 Any quotation provided is valid for 30 days unless otherwise stated.

1.4 The Brighter Desk reserves the right to decline a booking request at its discretion.

2. Fees and Payment

2.1 A non-refundable deposit of 50% of the total booking fee is required to secure an event date unless otherwise agreed in writing.

2.2 The remaining balance is due no later than 14 days before the event date.

2.3 For bookings made within 14 days of the event date, full payment may be required upon booking.

2.4 All invoices must be paid within the payment terms stated on the invoice.

2.5 The Brighter Desk reserves the right to suspend, postpone, or cancel delivery of services where payment has not been received.

2.6 All prices are stated in Pounds Sterling (£) unless otherwise specified.

3. Client Cancellations

3.1 Cancellation more than 30 days before the event date:

• Deposit retained.

• No further fees payable.

3.2 Cancellation between 14 and 30 days before the event date:

• 75% of the agreed booking fee payable.

3.3 Cancellation within 14 days of the event date:

• 100% of the agreed booking fee payable.

3.4 Requests to reschedule an event will be accommodated where reasonably possible but cannot be guaranteed.

3.5 Any costs already incurred by The Brighter Desk in preparation for the event may be charged to the client where applicable.

4. Changes to Participant Numbers

4.1 Final attendee numbers must be confirmed at least 14 days before the event date.

4.2 Reductions in participant numbers after confirmation may not result in a reduction in fees.

4.3 Additional participants may incur additional charges and are subject to venue capacity and facilitator availability.

5. Venue Requirements

5.1 Unless otherwise agreed, the client is responsible for providing a suitable venue.

5.2 The venue must be safe, accessible, adequately heated or cooled, and suitable for the planned activities.

5.3 The client is responsible for obtaining any permissions, licences, or approvals required for use of the venue.

5.4 The Brighter Desk reserves the right to refuse delivery where the venue presents health, safety, or accessibility concerns.

5.5 Adequate tables, seating, lighting, and access to facilities should be available unless alternative arrangements have been agreed in advance.

6. Health and Safety

6.1 The client remains responsible for the safety and wellbeing of attendees during the event.

6.2 Participants are responsible for notifying organisers of any allergies, dietary requirements, accessibility requirements, or medical conditions that may affect participation.

6.3 Whilst reasonable adjustments will be made where possible, The Brighter Desk cannot guarantee allergen-free environments.

6.4 Participants attend and participate at their own risk.

7. Event Delivery

7.1 The Brighter Desk reserves the right to make reasonable changes to event content, materials, facilitators, timings, locations, or activities where necessary.

7.2 Event descriptions and proposals are intended as a guide and may vary slightly depending on venue, group size, participant needs, or operational requirements.

7.3 Events are designed to support wellbeing, creativity, connection, and engagement but do not constitute medical, psychological, therapeutic, or counselling services.

7.4 No guarantee is made regarding specific personal, organisational, wellbeing, or business outcomes arising from participation.

8. Photography and Marketing

8.1 Photographs and videos may be taken during events for promotional, marketing, website, social media, and business purposes.

8.2 Photography arrangements will be discussed with the client before the event where appropriate.

8.3 Where attendee consent is required, the client agrees to support the collection of such consent.

8.4 The client may request that photography is restricted or not undertaken during an event.

8.5 The Brighter Desk may use photographs, testimonials, and feedback for marketing purposes unless otherwise agreed in writing.

9. Intellectual Property

9.1 All workshop materials, resources, activities, content, branding, worksheets, presentations, templates, methodologies, and intellectual property remain the property of The Brighter Desk unless otherwise stated.

9.2 Materials may not be copied, distributed, adapted, recorded, reproduced, sold, shared, or delivered by third parties without prior written permission.

9.3 Participation in an event does not transfer any intellectual property rights to the client or attendees.

10. Liability

10.1 The Brighter Desk maintains appropriate public liability insurance.

10.2 Subject to clause 10.3, the total liability of The Brighter Desk arising from any booking shall not exceed the total fees paid for that booking.

10.3 Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud, or any liability that cannot legally be excluded under English law.

10.4 The Brighter Desk shall not be liable for indirect losses, loss of profits, loss of business opportunities, reputational damage, loss of data, or consequential losses.

10.5 The client is responsible for ensuring participants behave appropriately and safely during the event.

11. Force Majeure

11.1 The Brighter Desk shall not be liable for any failure or delay in performing its obligations where such failure or delay results from circumstances beyond its reasonable control.

11.2 Such circumstances may include, but are not limited to, severe weather, natural disasters, transport disruption, public health emergencies, government restrictions, venue closures, utility failures, illness, or other unforeseen events.

12. Data Protection

12.1 Personal information will be processed in accordance with The Brighter Desk Privacy Policy and applicable UK data protection legislation.

12.2 Information provided for booking administration may be retained for legal, financial, and operational purposes.

13. Governing Law

13.1 These Terms & Conditions shall be governed by and interpreted in accordance with the laws of England and Wales.

13.2 Any dispute arising from these Terms & Conditions shall be subject to the exclusive jurisdiction of the courts of England and Wales.

Contact

The Brighter Desk

Email: hello@thebrighterdesk.co.uk

Website: www.thebrighterdesk.co.uk