Light Up Your Party

Terms & Conditions of Hire

These Terms & Conditions apply to bookings made with Karl Reynolds trading as Light Up Your Party (“Light Up Your Party”, “we”, “us” or “our”).

By paying the booking fee, the customer confirms that they have read, understood and accepted these Terms & Conditions.

1. Booking & Booking Fee

A minimum booking fee of £50 is required to secure a booking. The amount of the booking fee may increase depending on the total value and requirements of the booking.

The booking is not secured until the required booking fee has been received and confirmation has been provided by Light Up Your Party.

The booking fee reserves the agreed date, times and services/equipment and contributes towards the administration and commitments associated with reserving the booking.

The booking fee is normally non-refundable where the customer chooses to cancel. Any amount retained following cancellation will be subject to applicable consumer law and will not exceed an amount that Light Up Your Party is reasonably entitled to retain in relation to the cancellation.

2. Balance Payments

Unless otherwise agreed in writing, the full outstanding balance must be received no later than the day before the event.

The customer is responsible for ensuring payment is made by the required date.

3. Customer Cancellation

If the customer cancels a booking, the booking fee will normally be retained, subject to applicable consumer law.

Any payment made above the booking fee will normally be refunded.

Nothing in these Terms & Conditions affects the customer's statutory rights.

4. Changes of Date

Light Up Your Party will normally allow a booking to be transferred to another date where reasonably possible.

All date changes are subject to availability.

Where Light Up Your Party is available for the rearranged date, the existing booking fee may be transferred to the new booking.

Any changes to the services, location, timings or requirements of the booking may result in the price being recalculated.

5. Cancellation by Light Up Your Party

In the unlikely event that Light Up Your Party cannot fulfil a booking due to illness, vehicle failure, significant equipment failure or another serious unforeseen circumstance, reasonable efforts will be made where possible to provide a suitable alternative service or arrange an appropriate replacement supplier.

If the booking cannot ultimately be fulfilled by Light Up Your Party or an agreed replacement, all money paid to Light Up Your Party for the service that cannot be supplied will be refunded.

This does not affect the customer's statutory rights.

6. Venue Access & Setup

The customer is responsible for ensuring that Light Up Your Party has suitable access to the venue at the agreed time and sufficient time to unload and safely set up the booked equipment.

Any access restrictions, loading arrangements or other relevant venue requirements should be disclosed before the event.

7. Delays & Event Timings

Where Light Up Your Party is ready to provide the booked service but the start is delayed because of the customer, venue, event schedule or another matter outside our reasonable control, the original agreed finish time will normally remain unchanged.

We understand that events do not always run exactly to schedule and will make reasonable efforts to accommodate delays where practical.

Extensions cannot be guaranteed and will depend on staffing, venue restrictions, collection arrangements and other commitments. Additional operating or waiting time may be chargeable.

8. Parking, Loading & Access

The customer must tell Light Up Your Party before the event about any unusual access arrangements, parking charges, loading restrictions, significant carrying distances or similar requirements.

Reasonable additional costs may be charged where access requirements or costs were not disclosed when the booking was quoted.

9. Step-Free Access / No Stairs

Large or heavy equipment requires step-free access.

Light Up Your Party staff will not carry large or heavy hire equipment up or down stairs.

Upper-floor installations may be accepted where a suitable lift is available and is large enough and safe for the booked equipment.

Light Up Your Party may decline to install equipment where access is unsafe or materially different from the access arrangements disclosed before the booking.

10. Additional Hire Time

Additional operating time may be available subject to staff availability, venue restrictions, other bookings and collection arrangements.

Additional time will be charged at the rate agreed for the relevant service.

11. Equipment Care & Damage

Customers and guests must treat all equipment with reasonable care and follow instructions given by Light Up Your Party staff.

The customer may be responsible for reasonable repair or replacement costs where equipment is deliberately damaged, misused or damaged through negligence by the customer or their guests.

Normal wear and tear and equipment faults not caused by the customer or guests are excluded.

12. Staff Safety & Guest Behaviour

Light Up Your Party is committed to providing a safe environment for customers, guests and staff.

Abusive, threatening or unsafe behaviour towards staff will not be tolerated.

Our staff may pause or stop a service where customers or guests are excessively intoxicated, repeatedly ignore safety instructions, interfere with equipment or otherwise create an unsafe environment.

Where the problem cannot safely be resolved, Light Up Your Party may terminate the affected service.

Where termination is reasonably necessary because of the conduct of the customer or their guests, a refund will not normally be provided for the unused hire period.

13. Children & Supervision

Children under 16 must be appropriately supervised by a responsible adult when using or interacting with hire equipment.

Parents, guardians and responsible adults remain responsible for the supervision and behaviour of children attending the event.

14. Equipment Safety

Light Up Your Party takes reasonable steps to maintain its equipment and ensure electrical equipment is appropriately inspected and tested where required.

Customers and guests must follow reasonable safety instructions given by Light Up Your Party staff.

Some lighting effects may involve bright, moving or flashing lights. Customers should notify us in advance if they are aware of a requirement to avoid particular lighting effects.

15. Technical Issues & Equipment Failure

Light Up Your Party takes reasonable steps to ensure equipment is maintained and operational before an event.

As with any electrical, mechanical or technical equipment, occasional faults can occur.

If a technical issue arises, our staff will make reasonable efforts to resolve it as quickly as possible.

Where practical, Light Up Your Party may extend operating time to compensate for significant downtime, subject to venue restrictions, staffing and other commitments.

Where a significant failure of a booked service caused by our equipment cannot be resolved, an appropriate remedy or partial refund will be considered according to the circumstances and the proportion of the booked service affected.

Interruptions caused by venue power failures, connectivity problems, venue restrictions, interference or damage by guests, or failure to follow reasonable instructions are outside the normal definition of equipment failure.

Nothing in this section excludes or restricts any statutory rights or remedies that the customer may have.

16. Internet & Connectivity

Our hire equipment is designed to operate without relying on venue internet access for its main function.

Where internet or mobile connectivity is required for an additional function, such as downloading, transferring or sharing content, availability will depend upon internet or mobile coverage at the venue.

Poor or unavailable connectivity will not normally prevent the main booked service from operating and does not by itself constitute equipment failure.

17. Electrical Power

Where required for the booked service, the customer or venue must provide a suitable and safe electrical power supply within a reasonable distance of the agreed setup area.

Where a venue-side power failure or unsafe power supply affects the service, Light Up Your Party will make reasonable efforts to work with the venue to restore operation where practical.

18. Space Requirements

The customer/venue must provide sufficient space for the booked equipment to be installed and operated safely.

Space requirements vary between services and will be advised where necessary.

Where the available space is smaller than expected, Light Up Your Party may adapt or reduce the setup where this can be done safely and practically.

Where there is insufficient space to operate equipment safely, Light Up Your Party may be unable to provide the affected service.

19. Indoor & Outdoor Hire

Unless specifically agreed otherwise, Light Up Your Party equipment is intended for indoor use.

Certain equipment may occasionally be operated outdoors where this has been agreed in advance and Light Up Your Party considers the weather, ground conditions, access, electrical safety and general environment suitable.

Outdoor operation remains at Light Up Your Party's discretion. A setup may be relocated, modified, delayed or stopped where conditions create a safety risk or risk damage to equipment.

4ft Light-Up Letters, Numbers and associated signs are strictly for indoor use only and will not be installed outdoors, regardless of the weather forecast.

20. Light-Up Letters, Numbers & Signs

Once installed and positioned by Light Up Your Party, light-up letters, numbers and signs must not be moved or repositioned by the customer, venue or guests.

They must not be climbed on, sat on, leaned against or otherwise interfered with.

If repositioning is required, this must be carried out by Light Up Your Party.

Relocation is subject to availability, access and safety requirements and may incur an additional charge, particularly where a separate visit, additional staffing or additional travel is required.

21. DJ Services, Playlists & Requests

Customers are welcome to provide music preferences, playlists and a “do not play” list before their event.

Guest requests are also welcome during the event.

While reasonable efforts will be made to accommodate requests, Light Up Your Party cannot guarantee that every requested song, artist, remix or particular version will be available or played.

Our DJs carry a broad music selection but cannot reasonably be expected to hold or have knowledge of every piece of music.

The DJ retains reasonable discretion over music played during the event, taking into account the customer's instructions, the type of event, guest requests, suitability, available time and music availability.

22. Mirrors, Photo Booths, Selfie Pods & 360 Services

Customers and guests must follow instructions given by the attending member of staff and use the equipment appropriately.

Where a service includes unlimited visits, photographs or videos, this is subject to the normal operating capacity of the equipment during the booked hire period.

Light Up Your Party may pause the service where necessary for routine tasks such as replacing consumables, resetting equipment or addressing a technical issue.

23. Photographs, Videos & Event Content

Services such as Magic Mirrors, Photo Booths and 360 Booths may create photographs or videos as part of the booked experience.

Light Up Your Party will not publish identifiable photographs or videos of children on its website, social-media accounts, advertising or other promotional material.

For adult/private events, Light Up Your Party may occasionally capture suitable event content for promotional purposes. We will act reasonably when selecting content and will respect a request from the booking customer that identifiable content from their event is not used for promotional purposes.

For corporate, private or confidential events, promotional content will not be published where the client has requested that the event remain private.

The creation of photographs or videos for delivery to the booking customer as part of a booked service is separate from Light Up Your Party's use of content for its own promotional purposes.

24. Event Files, Delivery & Deletion

Where photographs, videos or recordings form part of the booked service, the method of delivery will depend on the service and may include USB storage or an event download link.

Customers should download, copy and safely back up their event files promptly after receiving them.

Where requested by the booking customer, Light Up Your Party will delete event photographs or videos in its possession once the customer has confirmed that they have successfully received their USB or downloaded the required files from the supplied event link.

Customers requesting deletion must ensure they have safely retained everything they require before confirming deletion. Once deleted, files may not be recoverable.

Light Up Your Party will not intentionally retain personal event files indefinitely where there is no continuing need to do so.

25. Audio Guest Book

Where an Audio Guest Book is included in the booking, recordings will normally be supplied to the booking customer by USB.

Customers should make their own backup of the supplied recordings.

Any copies retained by Light Up Your Party will only be kept for as long as reasonably required for the purpose for which they were retained and will be reviewed and deleted when no longer required.

26. Popcorn & Candyfloss

Ingredient and allergen information relating to the products being served will be available at the event.

Anyone with a food allergy, intolerance or dietary concern should speak to a Light Up Your Party member of staff and review the relevant ingredient/allergen information before consuming the product.

Light Up Your Party will use the ingredient and allergen information supplied for the products in use at the event.

Customers should not rely on assumptions about ingredients or allergen content and should ask a member of staff where clarification is required.

27. Third-Party Suppliers

Light Up Your Party may occasionally use trusted third-party suppliers to provide part of a larger booking.

Where a partner-supplied service forms part of an event at which Light Up Your Party is also providing services, the customer may make payment to Light Up Your Party and Light Up Your Party will arrange payment to the relevant supplier.

Where Light Up Your Party is not supplying or attending the event and instead introduces or refers the customer to another supplier, the customer will normally contract and pay that supplier directly. In those circumstances, that supplier's own terms and conditions will apply to their service.

The booking confirmation will determine which arrangement applies.

28. Corporate & Business Events

Corporate and business bookings may include agreed setup, operating, waiting and collection periods.

Where a client or venue subsequently changes these requirements — including substantially earlier setup, delayed breakdown, additional waiting, additional staffing requirements, site inductions or access restrictions — Light Up Your Party will make reasonable efforts to accommodate the change.

Additional charges may apply where revised requirements create additional staffing, travel, waiting or setup costs.

29. Circumstances Outside Reasonable Control

If an event cannot proceed because of circumstances outside the reasonable control of the customer and Light Up Your Party, such as serious venue disruption, severe weather, major transport disruption or government restrictions, both parties should contact each other as soon as reasonably possible.

Where practical, Light Up Your Party will first seek to transfer the booking to a suitable alternative date, subject to availability.

Where rearrangement is not possible, any refund, payment or other remedy will be considered in accordance with the circumstances and the customer's applicable legal rights.

30. Problems During an Event & Complaints

Where possible, any issue arising during an event should be raised at the time with Karl Reynolds or the Light Up Your Party member of staff in charge.

This gives us a reasonable opportunity to investigate and, where possible, resolve the problem while the event is taking place.

Where an issue cannot be resolved at the event or is discovered afterwards, the customer should contact Light Up Your Party as soon as reasonably possible, preferably within 7 days of the event.

A complaint made after this period will not automatically be rejected solely because more than seven days have passed.

31. Liability & Customer Rights

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.

Nothing in these Terms & Conditions removes or reduces the customer's statutory consumer rights.

Where Light Up Your Party is responsible for a failure to provide a booked service, any remedy will be considered in accordance with the circumstances, the part of the service affected and the customer's legal rights.

32. Changes to the Booking

The price quoted is based upon the information provided at the time of booking, including the event location, date, operating times, services and known access/setup requirements.

Changes requested after confirmation may affect the price.

Any significant change to the booking will be discussed with the customer before additional charges are agreed.

33. Acceptance of These Terms

These Terms & Conditions should be made available to the customer before the booking fee is paid.

Payment of the booking fee confirms acceptance of these Terms & Conditions.

The customer making the booking is responsible for providing accurate event information and, where appropriate, communicating relevant requirements to the venue and guests.

34. Contact & Contracting Party

Bookings with Light Up Your Party are supplied by:

Karl Reynolds trading as Light Up Your Party

Current contact information is available through Light Up Your Party's booking correspondence and website.

35. Governing Law

These Terms & Conditions and bookings made under them are governed by the applicable laws of England and Wales.

Nothing in this section affects any rights a consumer may have regarding where legal proceedings may be brought.

Version: 2026

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