Terms and Conditions
Wheely Fun Club Ltd
Private Hire and Party Terms and 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 any 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 attend Hot Wheels or 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 require a minimum of one hour to set up for a party, or one hour and fifteen minutes if children are present during setup. You must ensure the Premises are available to us for this time.
3.5 You must notify us at the time of booking if there are any access difficulties at the Premises, including lack of nearby parking or if the Premises are not on the ground floor. Failure to disclose such information may cause delays. Wheely Fun Club shall not be liable for reduced party time and the full Price remains payable.
3.6 You must ensure the Premises remain available for at least thirty minutes after the party for safe pack down. We are not responsible for incomplete setup or pack down due to venue time restrictions.
4. The Premises
4.1 You are responsible for hiring the Premises and must:
4.1.1 meet all hire costs
4.1.2 ensure the Premises are suitable for the number of children
4.1.3 ensure proper hire for the agreed date and time
4.1.4 prepare the Premises for the Services
4.1.5 notify us at least one week in advance of any rules, restrictions, or hazards
4.2 By booking, 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 give 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 14.
5.2.2 Cancellation more than one month before the party results in the Deposit being retained and any other monies refunded.
5.2.3 Cancellation less than one month before the party may be rescheduled or transferred if possible. A £50 admin charge 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 thirty minutes for an additional fee of £50. This must preferably be agreed in advance. Agreement to extend is entirely at the discretion of the Wheely Fun Club host 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 clear down. If only one member of staff attends, setup and clear down times may vary.
6.1.1 Prices are confirmed orally, in writing, or via the booking platform.
6.1.2 There is an additional £50 charge for each thirty minutes beyond the standard 90 minutes.
6.2 Payment:
6.2.1 The Deposit is due at booking. The booking is not confirmed until the Deposit is paid.
6.2.2 The balance is payable any time prior to the party or on the day.
6.2.3 Additional charges for extended Services must be paid immediately.
6.3 Late Payment:
6.3.1 Non-payment may result in cancellation and the Deposit being retained.
6.3.2 Overdue payments incur interest at 4 percent above the Bank of England base rate.
6.3.3 Additional 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 a standard operating area. For bookings outside this area, a travel fee will apply.
7.2 Travel is charged at £0.50 per 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 additional travel costs are covered.
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 the Services safely
8.1.3 comply with all laws and Premises rules
8.1.4 supervise all children at all times and ensure safe and appropriate use of the Equipment. Our staff are facilitators and entertainers, not childcare providers
8.1.5 ensure children do not consume food or drink near the 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
8.1.8 obtain consent for any photos or videos and ensure such content is for personal use only
8.1.9 follow all reasonable safety instructions given by Wheely Fun Club staff
8.2 You must ensure the Premises and attendees are ready for setup and play at the agreed time.
8.3 You are responsible for maintaining appropriate adult supervision ratios.
8.4 You must not allow access to the Equipment before or after the allocated session time.
8.5 You must ensure that the Premises are left clean and tidy after the event.
8.6 You are responsible for any damage caused to the Premises by your guests.
8.7 Wheely Fun Club may stop play at any time if safety is compromised.
8.8 You must ensure that all attendees respect our staff and property.
8.9 Damage to Equipment caused by misuse or failure to follow instructions will be charged to you.
8.10 We accept no responsibility for personal belongings left, lost, or damaged at the Premises.
9. Medical Conditions and First Aid
9.1 You must notify us of any medical conditions, allergies, disabilities, or additional needs affecting any child attending the party.
9.2 We strongly encourage all staff to hold paediatric first aid training. However we cannot guarantee that every staff member present at an event will hold a current first aid certificate. You must ensure that at least one responsible adult attending the event is able to respond to medical situations if needed.
9.3 If first aid assistance is provided by our staff, it is voluntary and limited to basic support such as plasters, wipes, cold packs, or comfort until a parent or guardian takes over. Our staff are not medical professionals and do not provide medical treatment.
9.4 Parents and guardians remain fully responsible for supervising their children, making medical decisions, and monitoring their child after any incident. Accepting first aid assistance from our staff does not create any medical duty of care beyond taking reasonable steps to assist. We do not accept liability for any outcome related to first aid assistance except where the law does not allow exclusion of liability for negligence.
10. Our Obligations
10.1 We shall:
10.1.1 ensure 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, our liability is limited to reasonably foreseeable loss only. We accept no liability for loss of enjoyment, profit loss, or any indirect or consequential loss.
12.3 We hold public liability insurance up to £5,000,000. Total liability for all other matters is limited to £5,000.
12.4 Our insurance covers only our own legal liabilities. We do not provide personal accident, medical, or travel insurance for participants. You should ensure your own insurance arrangements are sufficient.
13. Force Majeure
We are not liable for failure or delay caused by events beyond our reasonable control, including extreme weather, venue closure, staff illness, transport disruption, strikes, epidemics, or government restrictions.
14. Communications
For urgent matters, telephone 07889804349.
For important notices, email info@wheelyfunclub.co.uk or send 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. Our Privacy Notice is available on request or via our website.
17. Contracts Rights of Third Parties
This contract does not give any third party the right to enforce any provision.
18. Law and Jurisdiction
This contract is governed by English law. Both 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 physical aggression, verbal abuse, or actions that put others at risk.
19.1 Staff may remove the offending person or end the party immediately.
19.2 You remain liable to pay the full Price.
19.3 Wheely Fun Club is not liable for any disappointment, loss, or inconvenience caused by early termination due to misconduct.