Solomon Sports Group Ltd – Client Terms and Conditions

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These are the standard terms of Client Business of Solomon Sports Ltd (SS) Company Number 14793418, of 1 Knights Court, Archers Way, Battlefield Enterprise Park, Shrewsbury, Shropshire
SY1 3GA and all work undertaken by SS shall be on these terms unless specifically varied in writing and agreed to by both parties prior to the event.

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1. Event Booking Details

1.1 All bookings will be regarded as provisional until a signed copy of these Terms & Conditions has been received from the client, along with a non-refundable deposit for the required services (as set out in Clause 2.4 below), and only if accepted by SS will the booking be confirmed. SS is not under any obligation to continue holding provisional bookings beyond the given option date (usually 10 working days from the time of booking), if these have not been received. For the purposes of this Agreement “working days” shall mean Monday to Friday inclusive.

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2. Price & Payment

2.1 All prices quoted by SSG may be amended when agreed with the Client and the Client will reasonably consider any errors or omissions or where an increase is caused by a change in the circumstances beyond the reasonable control of SS.

2.2 Any query arising from an invoice must be notified to SS in writing by the Client within 10 working days of the date of the invoice receipt. Failure to comply will render the full invoice payable on the due date.

2.3 It is strictly the responsibility of the representative of the Client confirming the booking to inform all relevant parties of the payment terms, as set out by SS.

2.4 Deposit – A deposit of 50% of the total fee payable (including VAT), as quoted and agreed in the written proposal (attached), of any event or programme shall be payable on confirmation of the order. The remaining 50% shall be known as the “balance”.

2.5 Balance Due – the balance of the total fee shall be payable 60 working days prior to the event date.

2.6 Additional Expenses – any additional expenses or fees resulting from any changes made by the Client, that have not been quoted in the agreed proposal but subsequently incurred by SS, will be invoiced separately after the event. Payment will be due within 5 working days of presentation, any queries thereon raised within 3 working days of presentation and payment shall be made in accordance with Clause 

2.7. SS will agree any additional expenses or fees with the client prior to these being incurred.

2.8 Late Bookings – Should a booking be made within 20 working days of the event date, payment in full will be required to secure the event.

2.9 Methods of Payment:

Bank transfer:

Bank details

Account Name: Solomon Sports Ltd

Sort Code: 04-00-03

Account Number: 19526591

 

The Client must inform SS in writing (preferably by email) of any bank transfers.

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3. Cancellation

3.1 This clause applies to the following: where the client (a) cancels their booking, (b) significantly reduces numbers attending the event

3.2 The following cancellation charges will apply and extend to the total charge which includes: any required accommodation, function room hire, equipment, pre-booked food and beverage charges. In addition, the client will settle any third-party charges incurred by SSG on behalf of the client.

Cancellation Clause % payable

• More than 120 days prior to the event - Nil

• 120 to 91 working days prior to the event 75%

• 60 to 31 working days prior to the event 90%

3.3 All cancellations must be received in writing from the client and will be deemed to take effect from the date of receipt.

3.4 SS reserves the right to cancel the client’s booking if there has been a change of more than 40% of the client’s original contract. Written notification will be sent to the client.

3.5 Any postponements of confirmed and contracted business or any Public Health Emergency declared by Public Health England, the Chief Medical Officer for England or any law or any action taken by the UK government or UK public authority that directly affects the operation of the event will be considered as a cancellation in accordance with the above cancellation clauses. However, provided the revised event date is agreed (subject to availability) and takes place within 12 months of the original event date, payments received by SS from the client shall form a credit towards the future event. Should any postponement costs be incurred by SS, the client will be notified and these costs will be deducted from the amount held as credit.

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4. Liability

On some events, the activities that the Clients will undertake may be inherently dangerous although all guests are fully supervised throughout. As such neither SS or its employees or agents shall be liable for any damage, loss, delay or expenses caused to the client, its employees, agents, licensees or invitees or any other persons attending the event except insofar as it results from the negligence of SS or breach of contract. Please note that during particular events and on certain activities it may be necessary to request individuals to sign a liability waiver on the day of the event (although the same does not purport to exclude liability for damage to personal property of the Clients employees or staff or property damage caused to the Clients property or personal injury arising as a result of the negligence of SS), in which instances SS agrees to indemnify and hold the Client harmless against all such claims. SS shall provide Public Liability insurance cover of £2 million for each and every claim.

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5. Force Majeure

SS shall not be liable for any delay or failure to perform any of its obligations if the delay or failure results from events or circumstances outside its reasonable control, including but not limited to acts of God (other than one arising from or related to directly or indirectly from volcanic ash), strikes, lockouts, accidents, war, fire, breakdown of plant or machinery, and SS shall be entitled to a reasonable extension of its obligations.

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6. Severance

If any term or provision of these Terms and Conditions is held invalid, illegal or unenforceable for any reason by any court of competent jurisdiction such provision shall be severed and the remainder of the provisions hereof shall continue in full force and effect as if these Terms and Conditions had been agreed with the invalid, illegal or unenforceable provision eliminated.

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7. GDPR

Solomon Sports Group is committed to protecting the privacy of individuals who engage with our services. As a company operating in the UK, we comply with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018. This GDPR Policy sets out how we collect, use, and protect personal data in relation to our sports event company.

7.1 Collection and Processing of Personal Data

We collect personal data from participants, volunteers, and attendees of our sports events. The data we collect includes names, addresses, email addresses, phone numbers, date of birth, medical information, and emergency contact details. We collect this data through our online registration system, on-site registration, and other forms of communication with our participants, volunteers, and attendees.

We process personal data to:

• Manage event registration and payment processing

• Provide event information and updates

• Deliver event-related services such as event timing and results

• Respond to inquiries and provide customer support

• Comply with legal obligation

7.2 Consent and Withdrawal

We obtain consent from participants, volunteers, and attendees before collecting and processing their personal data. We make it clear why we are collecting their data and how we will use it. Participants, volunteers, and attendees have the right to withdraw their consent at any time. They can do so by contacting us at info@solomonsports.co.uk

7.3 Data Retention

We retain personal data for as long as necessary to fulfill the purposes for which it was collected, including any legal obligations. After that period, we securely delete or anonymize the data.

7.4 Data Sharing

We may share personal data with third-party service providers, such as payment processors, timing and results providers, and event photographers. We ensure that these service providers comply with GDPR and have appropriate data protection measures in place.

We may also share personal data with our partners, such as event sponsors and charities, but only with the explicit consent of the data subject.

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8. Governing Law

These Terms and Conditions shall be governed by and construed in accordance with the law of England and the parties hereby submit to the exclusive jurisdiction of the English courts.