Terms & Conditions

The Planning Room

 

Effective Date: 1st May 2025

 

1. Introduction

 

Welcome to The Planning Room. By engaging our services, you agree to the following terms and conditions. These terms outline the scope of our services, payment structures, and other essential details to ensure a clear understanding between both parties.

 

2. Services Offered

 

The Planning Room provides a range of services, including but not limited to:

• Event Planning: Weddings, corporate events, private celebrations, and more.

• Social Media Management: Comprehensive management of social media platforms.

• Web Design: Creation and development of websites tailored to client needs.

• Business Support & Lifestyle Management: Administrative support, personal assistance, and lifestyle services.

 

3. Booking & Deposits

• Event Planning: A non-refundable deposit is required to secure our services for your chosen date. Specific packages must be booked at least 6 months in advance of the event date.

• Social Media Management: Requires a full month’s payment upfront due to the preparatory work involved.

• Web Design:

  • For comprehensive websites: 50% payment is due after selecting one of three proposed themes. The remaining 50%, along with any additional costs, is payable upon final approval before the website is handed over.

  • For small brochure sites: Full payment is required after the key theme is chosen.

  • Timelines for website projects will be discussed and agreed upon on a project-by-project basis, considering current demand.

 

4. Payment Terms

• Business Support & Lifestyle Management: Charged at £35 per hour. Invoices are issued at the end of each month, detailing the hours worked. All hours are tracked meticulously to ensure transparency.

• Retainers: Monthly retainers are available and must be paid one month in advance.

• Expenses: Any expenses incurred on behalf of the client for business support or lifestyle management will be invoiced immediately and require reimbursement within 24 hours.

 

5. Cancellations & Termination

• Notice Period: For social media management and retainers, a 60-day written notice is required for termination. Notices should be sent to hello@theplanning-room.com.

• Event Planning: Written notice of cancellation must be provided at least 90 days before the event. Deposits are non-refundable and serve as an exit fee. Any outstanding invoices for planning time and associated meetings, and additional charges will be treated as standard service fees, payable within 7 days of the exit invoice. If cancellation occurs under 21 days before the event, the full invoice amount is due.

• Termination by The Planning Room: We reserve the right to terminate services with or without cause by providing written notice. In such cases, with all events 50% of the retainer deposit will be reimbursed within 30 days, unless termination is due to a complete lack of communication or a breakdown initiated by the client.

 

6. Supplier Coordination

 

Clients are responsible for payments to third-party suppliers. The Planning Room will coordinate with suppliers as part of our service, but all invoices from suppliers must be settled directly by the client. If clients choose to engage third-party suppliers outside of our recommendations, a formal introduction is required to ensure seamless coordination.

 

7. Liability

 

The Planning Room is not liable for any damage, loss, or issues arising from third-party suppliers or services. Clients are advised to ensure they have appropriate insurance coverage for their events and services.

 

8. Amendments

 

We reserve the right to amend these terms and conditions at any time. Any changes will be communicated to clients in writing.

 

9. Contact

 

For any queries or further clarification, please contact us at:

 

Email: hello@theplanning-room.com

Please review these terms carefully. Engaging our services indicates your agreement to these terms and conditions.