Terms and Conditions
Wheely Fun Club Private Hire Terms & Conditions
1. Definitions
We, us, or our refers to our franchisees trading as Wheely Fun Club Ltd.
You or your refers to the person to whom we are providing our Services and who is required to pay for the Services we provide.
Deposit means a sum of £50, to be paid upon entering into a legally binding contract.
Equipment means all equipment, materials, toys, and other property owned by us and used in the provision of the Services.
Price means the price specified by us orally, in writing (including email, WhatsApp, and social media), or as shown on our website.
Private Hire means where we provide the Services at a Premises provided by you, such as for a birthday party, nursery, school, or community centre.
Premises means the location where we will provide the Services.
Services means the children’s party and play session hosted by us.
2. Entering into a legally binding contract
2.1 A contract comes into being when you complete our booking form and pay the Deposit via our booking platform.
2.2 You must read these terms before booking. Contact us if you have questions.
3. Providing the Services
3.1 We provide the Services for a maximum of 25 children, unless agreed otherwise before Deposit payment, at the Premises on the agreed date using the Equipment.
3.2 Our aim is to provide the Services:
3.2.1 using reasonable care and skill
3.2.2 in compliance with industry standards
3.2.3 in compliance with all applicable laws and regulations
3.3 You must ensure no more than 25 children for Hot Wheels/Turbocharged parties, or 15 for Supercharged parties. We may charge £5 per extra child. Excessive attendance may result in cancellation, with payment still required.
3.4 We will require a minimum of one (1) hour to set up for a party, or one (1) hour and fifteen (15) minutes if children are present during the setup, and you must ensure that the Premises are available to us for this time prior to the party start.
3.5 You must notify us at the time of booking if there are any access difficulties at the Premises, including but not limited to lack of nearby parking/loading facilities or if the Premises are not on the ground floor. Failure to disclose such information may cause delays in setup. In such cases, Wheely Fun Club shall not be liable for any reduced party time, and the full Price will remain payable.
4. The Premises
4.1 You are responsible for hiring the Premises and must:
4.1.1 meet all costs of hiring
4.1.2 ensure the Premises are suitable for the number of children
4.1.3 ensure proper hire for the agreed date/time
4.1.4 prepare the Premises for the Services
4.1.5 notify us at least 1 week in advance of any rules, restrictions, or hazards
4.2 You confirm the Premises are safe and suitable for the planned activities.
5. Timing and Cancellation
5.1 If we cannot provide the Services:
5.1.1 We will provide as much notice as possible. You may cancel and receive a full refund of the Deposit and any other monies paid.
5.2 If you wish to cancel:
5.2.1 Notify us via the contact details in clause 13.
5.2.2 Cancellation more than 1 month before the party: Deposit retained; other monies refunded.
5.2.3 Cancellation less than 1 month: We may attempt to reschedule or transfer your booking. If successful, an admin charge of £50 applies.
5.2.4 If rescheduling is not desired, the Price is retained in full.
5.2.5 The Consumer Contracts Regulations 2013 Part 3 do not apply due to exemption for leisure services with a specific date.
5.3 Customers may request to extend the duration of their party by 30 minutes for an additional fee of £50. Such extensions must preferably be agreed with the party host in advance. Agreement to extend is entirely at the discretion of the Wheely Fun Club host on the day, and cannot be guaranteed.
6. Price and Payment
6.1 Prices are based on 90 minutes of play, plus 60 minutes setup and 30 minutes cleardown. Please note that if only one member of staff is attending your party, setup and cleardown times may vary slightly.
6.1.1 Confirmed orally, in writing, or via booking platform.
6.1.2 Additional £50 for each 30 minutes beyond 90 minutes.
6.2 Payment:
6.2.1 Deposit due at booking; booking is not confirmed until paid.
6.2.2 Balance payable any time prior to the party; payment accepted on the day.
6.2.3 Additional charges for extended Services payable immediately.
6.3 Late Payment:
6.3.1 Non-payment may result in cancellation; Deposit retained.
6.3.2 Overdue payments incur 4% annual interest above Bank of England base rate.
6.3.3 Extra charges for travel, parking, or venue costs may apply if not agreed in advance.
7. Travel Fee Policy
7.1 Wheely Fun Club provides services within our standard operating area. For bookings outside this area, an additional travel fee will apply.
7.2 Travel is charged at £0.50 per mile for each mile beyond our standard area.
7.3 Mileage is calculated as a round trip from our base location to the event venue.
7.4 The exact fee will be confirmed at the time of booking and added to the final balance.
7.5 This ensures that we can continue to deliver our premium service while covering additional travel costs.
8. Your Obligations
8.1 While Services are provided, you must:
8.1.1 Cooperate with us
8.1.2 Provide information reasonably required to supply Services safely
8.1.3 Comply with all laws and Premises rules
8.1.4 Supervise all children at all times; ensure safe and appropriate use of Equipment
8.1.5 Ensure children do not consume food/drink near Equipment
8.1.6 Ensure all attendees are in good health and not showing signs of illness
8.1.7 Adhere to maximum child numbers as per clause 3.3
8.1.8 Obtain consent for any photos/videos; retain for personal use only and do not publish on social media
9. Medical Conditions & First Aid
9.1 You must notify us of any medical conditions, allergies, disabilities, or other circumstances affecting children attending the party.
9.2 All staff hold paediatric first aid certification. Staff will take reasonable steps to respond to accidents, but are not responsible or liable for medical emergencies, injuries, or adverse events.
9.3 Parents/guardians remain fully responsible for supervision and care of their children at all times.
10. Our Obligations
10.1 We shall:
10.1.1 Ensure all Equipment is safe and meets relevant standards
10.1.2 Comply with all laws and Premises rules
10.1.3 Clean Equipment after each use
10.1.4 Ensure a representative is present to provide information and answer questions
11. Right to Refuse Services
11.1 We may refuse to provide Services if:
11.1.1 Any attendee shows signs of illness
11.1.2 Any attendee is under the influence of drugs or alcohol
11.1.3 Child numbers exceed the maximum
11.1.4 Payment has not been made in full
12. Exclusion and Limitation of Liability
12.1 We do not exclude liability for negligence causing personal injury or death.
12.2 Otherwise, liability is limited to reasonably foreseeable loss; no liability for profit loss, enjoyment loss, or indirect/consequential loss.
12.3 We have public liability insurance up to £5,000,000. Total liability for all other matters is £5,000.
12.4 We do not provide personal accident, medical, or travel insurance; parents should arrange their own.
13. Force Majeure
We shall not be liable for failure or delay due to events beyond our reasonable control, including extreme weather, venue closure, staff illness, transport disruption, strikes, epidemics, or government restrictions.
14. Communications
Telephone: 07889804349 (for urgent matters). For important notices, use email info@wheelyfunclub.co.uk or post to our registered address.
15. Amendments
15.1 We may amend these terms to comply with law or correct minor errors.
15.2 We will provide 15 days’ notice unless the contract is terminated earlier.
16. Data
We comply with the Data Protection Act 2018. Full details are in our Privacy Notice, available on request or via our website.
17. Contracts (Rights of Third Parties)
This contract does not give any third party rights to enforce any provision.
18. Law and Jurisdiction
Governing law is England. Parties submit to the courts of England and Wales.
19. Right to Terminate for Misconduct
Wheely Fun Club reserves the right to terminate the party and pack up early in the event of extreme or persistent bad behaviour by any child or adult present. Such behaviour includes, but is not limited to, physical aggression, verbal abuse, or any actions that put others at risk. In such circumstances:
19.1 Wheely Fun Club staff may remove the offending person(s) or, if necessary, end the party immediately.
19.2 You remain liable to pay the full Price for the Services, as staff and resources have been committed.
19.3 Wheely Fun Club shall not be liable for any disappointment, loss, or inconvenience caused by early termination due to misconduct.