CORPORATE TS&CS

1. ABOUT US

1.1 We are Ava Experience Limited trading as Avva Experience (company number 11339869) with our registered office at 1 Duchess Street, London, W1W 6AN Ava Experience Limited is referred to in these Terms as “Avva”, “us” or “we”.

2. DEFINITIONS

2.1 “Additional Services”: Any services provided by Avva beyond the core Experience, including but not limited to venue sourcing, AV support, staffing, logistics, and strategic planning.

2.2 “Agreement”: The legally binding contract formed between Avva and the Client upon acceptance of an order, incorporating these Terms, any Quotation, and Confirmation.

2.3 “Avva” / “we” / “us” / “our”: Ava Experience Limited (company number 11339869), trading as Avva Experience.

2.4 “Client” / “you” / “your”: The individual, company or other legal entity purchasing Services from Avva.

2.5 “Confirmation”: The written acceptance sent by Avva confirming your order and finalising the Contract.

2.6 “Contract Date”: The date on which Avva issues the Confirmation to the Client, forming the basis of the Agreement.

2.7 “Experience”: Any virtual, in-person or hybrid event, activity, or experience created, coordinated, or delivered by Avva, either directly or via third-party providers.

2.8 “Experience Date”: The scheduled date of delivery of the Experience as agreed in writing.

2.9 “Event Packages”: Physical items, kits, or materials supplied by Avva and dispatched to participants as part of an Experience, which may include food and beverages, merchandise, printed materials, equipment, or other event-related goods.

2.10 “Experience Provider”: Any trusted third-party supplier engaged by Avva to support the delivery of an Experience or any part thereof.

2.11 “Fees”: The total amount payable by the Client for the Services, as specified in the Quotation and/or Confirmation.

2.12 “Force Majeure Event”: As defined in Section 15, an event beyond the reasonable control of either party preventing performance of contractual obligations.

2.13 “Online Booking”: A booking for an Experience made directly through our Website using our online checkout system.

2.14 “Quotation”: A written proposal issued by Avva outlining proposed Services and Fees, which is valid for 14 days and not legally binding unless confirmed.

2.15 “Services”: The full range of Experiences and Additional Services provided by Avva under the Agreement.

2.16 “Terms”: These terms and conditions, including any addenda or linked policies (e.g. Data Processing Addendum and Privacy Policy), as amended from time to time.

2.17 “Website”: The online sites, platforms, and digital systems operated by Avva, including our main website at avvaexperience.com, and any associated portals or technology platforms through which our Services are advertised, booked, managed, or delivered.

2.18 “Working Day”: Any day other than a Saturday, Sunday or UK public holiday.

3. THESE TERMS

3.1 These terms and conditions, along with our Data Processing Addendum (the “Terms”) apply to your order and Avva’s supply of Services to you (the “Contract”).

3.2 These Terms constitute an agreement (the “Agreement”) between us and you. Please read these terms carefully as they affect your rights and obligations under the law.

3.3 If you do not agree to these Terms in full, please do not place an order with us or use the Services.

4. EXPERIENCES

4.1 Experiences are either created and delivered directly by us, or by trusted third-party providers where specialist input or resources are required. These Experiences form a core part of the Services we provide to you.

4.2 Experiences may be delivered virtually, in-person or via a hybrid format. For all Experiences you acknowledge and agree that their successful delivery is subject to factors beyond our control and that for in-person Experiences, you acknowledge and agree that the successful delivery is subject to additional logistical, regulatory, and environmental factors, including venue readiness, health and safety compliance, and guest conduct.

4.3 Experiences may on occasion be withdrawn or amended due to circumstances outside of our control. We will not be held liable for any costs incurred as a result of such withdrawal.

4.4 Experience costs, descriptions, formats and timings provided on our website are only intended to provide a general indication of the Experience. Photographs are for illustrative purposes only, and do not represent the Experience you may receive and do not form part of any agreement between you and us.

4.5 We will not be responsible for descriptions by or on any third party or Experience Providers’ websites or in any other materials.

5. ADDITIONAL SERVICES

5.1 In addition to our Experiences described in Section 2 of these Terms, we may offer a range of Additional Services to you for which a fee is payable. The details of which will be included in any quotation for Services we provide to you. The following Additional Services may include but are not limited to:

a) Sourcing a suitable venue/s for your experience or event requirements and negotiating with venues on your behalf

b) Supplying audio visual equipment, both hardware and software for your experience or event

c) Supplying staff for your event or experience, including but not limited to technicians, event planners and managers, waiting staff and more

d) Providing expert advice on your experience or event plans and strategies

5.2 Where Avva sources or manages a venue on your behalf, you are responsible for ensuring your event guests, speakers, and staff comply with all venue rules and policies. You are also responsible for securing any necessary licences or permits (e.g. alcohol, performance, fire safety) unless agreed in writing that Avva will do so.

5.3 If you have selected the venue directly, you must confirm that it meets the access, safety, and insurance requirements for the type of event being delivered.

6. EVENT PACKAGES

6.1 If your Experience includes physical items or packages sent to participants (“Event Packages”), the following terms apply:

6.2 You are responsible for providing accurate and complete delivery information for all recipients by the deadline provided in your Confirmation. Avva is not liable for delays or non-delivery caused by incorrect or incomplete information.

6.3 We will use reasonable efforts to dispatch Event Packages in time for delivery before the Experience Date. However, delivery dates are estimates only and may be affected by courier delays, customs clearance, adverse weather, or other factors outside our control.

6.4 Risk in Event Packages passes to you (or the participant) upon delivery to the address provided.

6.5 Any claims for damage or missing items must be reported to Avva within 48 hours of delivery, with supporting evidence (e.g., photographs).

6.6 We reserve the right to substitute items of equal or greater value if stock or supply issues arise, without prior notice.

6.7 Where Event Packages contain perishable goods you are responsible for ensuring that they are received and stored appropriately upon delivery. Avva is not liable for spoilage after successful delivery.

7. BOOKINGS

7.1 You can make an enquiry with us via our website, phone or over email. Based on the information you provide and any further discussion we will then provide you with a quotation for our Services which includes the arranging of a chosen Experience. This quotation is for information only and is not a legal offer to provide the Services. A quotation is valid for 14 days from the date you receive it.

7.2 Having received a Quotation you can confirm your order via email. Each order you place is an offer by you to buy the Services specified in the order subject to these Terms.

7.3 Our acceptance of your order takes place when we send an email to you to accept it (the “ Confirmation”), at which point and on which date (the “Contract Date”) the

7.4 Contract between you and us will come into existence. The Contract will relate only to those Services provided in the confirmation. For the avoidance of doubt, if you have not made payment in full we will not be obliged to provide the Services, and shall have no liability to you for cancelling the Services.

7.5 For certain Experiences you may be able to complete an Online Booking, where you book and pay directly via our Website without obtaining a separate quotation. In such cases, by completing the checkout process and submitting payment, you make an offer to purchase the Experience on the terms set out in these Terms and Conditions.

8. FEES & PAYMENT

8.1 In order for us to provide you our Services you must pay our Fees (“Fees”).

8.2 The Fees reflect the prices quoted in our final Quotation, subject to any variation agreed between us. The final Fees are set out in our confirmation.

8.3 If you wish to change the scope of the Services after we accept your order, and we agree to accept such change, we will modify the Fees accordingly and submit an updated quotation.

8.4 You must pay the Fees in full before the Services are confirmed. Payment must be made within 3 working days of receiving your confirmation. Any variations to this date or payment schedule must be agreed between us in writing.

8.5 For bookings made over a calendar month in advance of any Experience you must pay the minimum booking amount to secure your Experience.

8.6 If you have not made payment in full as set out above we will not be obliged to provide the Services, and shall have no liability to you for cancelling the Services.

8.7 For in-person events, the Fees may include additional charges such as travel and accommodation as relevant. These will be itemised in the final quotation. Avva reserves the right to pass through third-party surcharges that arise after booking due to inflation or supplier policy.

8.8 Payment can be made using a debit or credit card or via bank transfer.

8.9 For Online Bookings, payment in full is required at the time of booking through our Website’s secure payment system. Your booking will not be confirmed until full payment has been received and the Confirmation email has been sent.

9. CANCELLATIONS & RESCHEDULING

9.1 You are entitled to cancel your order at any time and any refund will be determined by the amount of notice you give us as set out below:

a) More than 30 days prior to the Experience Date: You may cancel and receive a full refund, less any non-recoverable third-party costs already incurred by us (such as travel, accommodation, staffing or AV production)

b) Less than 30 days prior to the Experience Date: No refund will be provided on cancellations made within one month of the Experience

9.2 Any rescheduling of the Experience by you is at Avva’s discretion and can be made up to 14 days prior to the originally scheduled Experience. A minimum rescheduling fee of £100 or $140 will be charged if a new date is agreed upon.

9.3 Rescheduling requests made within 14 days of the Experience Date will be treated as cancellations, unless otherwise agreed in writing.

9.4 In very rare circumstances, we may need to cancel an Experience. If we are unable to deliver the Experience for any reason not caused by a Force Majeure Event, we will notify you as soon as possible and offer either:

a) A full refund; or

b) Rescheduling the Experience at no additional cost.

9.5 We shall not be liable for any indirect or consequential losses arising from such cancellation.

9.6 For Online Bookings, the cancellation and rescheduling terms in this Section apply in the same way as for all other bookings.

10. COMPLAINTS & REFUNDS

10.1 If any Experience does not live up to its description you may contact us in order to complain about the Experience at which point we may choose to, although are not obliged to, take further action. This may or may not include the issuance of a refund, reschedule or credit towards future events which is at our discretion.

10.2 We are not able to provide refunds for late deliveries. We will ensure items are shipped on time to arrive for the event but can accept no responsibility for late or missed deliveries.

10.3 Should you wish to complain about our Services you can do so by contacting us on the contact details available on our Website.

11. YOUR OBLIGATIONS

11.1 It is your responsibility to ensure that:

a) the terms of your order are complete and accurate;

b) you cooperate with us in all matters relating to the Services;

c) you provide us with such information and materials we may reasonably require in order to supply the Services, and ensure that such information is complete and accurate in all material respects;

d) You give us, and any of our team or approved suppliers, reasonable access to your premises or other facilities if needed to deliver the Services.

e) You provide us with any information or materials we reasonably request to carry out the Services, and make sure that everything you share is accurate and complete.

f) you obtain and maintain all necessary licences, permissions and consents which may be required for the Services before the date on which the Services are to start;

g) you comply with all applicable laws, including health and safety laws

h) You are responsible for procuring all necessary equipment for the running of an experience or event unless otherwise agreed with us.

i) In instances where we are providing hardware, software or both for an experience it is your responsibility to ensure that our technology is compatible with your systems.

j) Where we are providing event space, you are responsible for all of this space during the period of the experience. Any damage to the space or their contents incurred as a result of your or your employees or representatives’ acts, omissions or default will result in a charge to remedy such damage.

11.2 For in-person events, both parties agree to cooperate on a suitable Health & Safety plan where applicable. Avva will also provide risk assessments and relevant insurance certification on request.

11.3 You agree to notify Avva in writing of any accessibility or health-specific needs of your attendees at least 10 days prior to your event.

11.4 If the Client, its employees, contractors, or guests cause a delay to the scheduled start or continuation of an Experience or any Services (including by late arrival, late provision of information, failure to provide access, or non-compliance with venue requirements):

a) Avva shall be entitled, at its discretion, either to (i) shorten the Experience accordingly with no reduction in Fees, or (ii) charge the Client for any additional time, staffing, or costs required to complete the Experience; and

b) the Client shall remain fully responsible for payment of the Fees in respect of the Experience as originally scheduled, together with any additional charges reasonably incurred as a result of such delay.

12. SAFETY & PARTICIPANT CONDUCT

12.1 Without limitation, we reserve the right to refuse participation in an Experience to any individual who:

a) behaves in a way that breaches these Terms, is unlawful, or poses a risk to themselves or others;

b) is dressed inappropriately for the Experience. Participants are expected to wear suitable clothing and footwear based on the nature of the event. For outdoor Experiences, we recommend bringing appropriate items such as waterproofs and layers to accommodate adverse weather;

c) is reasonably believed to have a medical condition that could place their health or safety at risk by taking part

d) appears to be under the influence of alcohol or drugs.

 

13. INTELLECTUAL PROPERTY

13.1 The format and content of the Website and all other materials issued by us – including but not limited to marketing materials and brochures – is protected by copyright and we reserve all rights in relation to our copyright whether owned or licensed to us and all rights are reserved to any of our registered and unregistered trademarks (whether owned or licensed to us) which appear on the Services.

13.2 The Website and Services may not be reproduced, duplicated, copied, sold, resold, visited, or otherwise exploited for any purpose without our express written consent. You may not systematically extract and/or re-utilise parts of the contents without our express written consent.

13.3 All intellectual property rights in and to the Experiences we create or deliver (including but not limited to event concepts, formats, digital games, scripts, visuals, designs, materials, and recordings) shall remain the exclusive property of Avva. You acknowledge that no ownership rights are transferred to you through the delivery of our Services.

13.4 You shall not replicate, modify, reverse-engineer or commercially exploit any part of the Experiences, tools, materials, or formats created or provided by Avva, whether delivered virtually or in person, without our prior written consent.

13.5 By providing content for distribution by our Website you expressly grant us a royalty-free, perpetual, irrevocable licence to use such content in order to deliver the Services to you.

14. OUR LIABILITY

14.1 Avva warrants that the Services will be supplied using reasonable care and skill and in accordance with all applicable laws and regulations in England and Wales.

14.2 Except as expressly set out in this Agreement, all warranties, conditions, and other terms implied by statute or common law are, to the fullest extent permitted by law, excluded from this Agreement.

14.3 We will not be liable to you for any business, financial or economic loss or for any consequential or indirect loss such as loss to reputation, lost bargain, lost profit, loss of anticipated savings or lost opportunity arising as a result of any Services we provide to you under, or in any other way connected with, this Agreement (whether

14.4 suffered or incurred as a result of our negligence or otherwise) except in the case of fraud, wilful concealment or theft.

14.5 We shall have no liability to you whatsoever for any act or omission of the Experience Provider in connection with the Experiences or in relation to the Experiences themselves.

14.6 We are not liable or responsible for any delay, disruption or disturbance in the operation of the internet or problems caused by your Internet Service Provider or for any telecommunications failures which are beyond our control.

14.7 We are not liable or responsible for any technical issues which may arise as a result of your failure to ensure compatibility of our technology with your systems.

14.8 We are not responsible for any injury, illness, or loss sustained at an in-person Experience unless directly caused by our negligence.

14.9 We are not liable for any loss or damage to property belonging to you, your guests, or representatives during in-person Experiences.

14.10 You are advised to obtain your own insurance cover for personal and business property brought to any venue.

14.11 Our liability to you for all losses under this Agreement (except for any liability we are unable to exclude as set out below) is limited to the total amount paid by you to us in the previous 12 months or £250, whichever is higher.

14.12 No claim may be brought against us in relation to this Agreement more than 12 months following the date on which you last purchased an Experience.

14.13 Nothing in this agreement limits or excludes our liability for death or personal injury arising as a result of our negligence or for fraud or fraudulent misrepresentation.

14.14 You agree that the above exclusions of liability are reasonable in all the circumstances.

15. INDEMNIFICATION

15.1 The Client shall indemnify and keep indemnified Avva, its officers, employees, contractors, and agents from and against all claims, demands, actions, proceedings, losses, liabilities, damages, costs, and expenses (including reasonable legal fees) suffered or incurred by Avva arising out of or in connection with:

a) any breach by the Client of these Terms;

b) the acts or omissions of the Client’s employees, contractors, or guests at any Experience;

c) any damage to property (including venue property) caused by the Client, its employees, contractors, or guests; and

d) any claim that the Client’s materials infringe the intellectual property rights of a third party.

15.2 This indemnity shall not apply to the extent that such losses result from Avva’s negligence or wilful misconduct.

16. PERSONAL DATA

16.1 We process all personal data in accordance with our privacy policy which can be found here.

16.2 As part of these Terms we also both agree to be bound by the Data Processing Addendum which can be found here whereby we submit to act as a data processor for you as data controller.

17. CONFIDENTIALITY

17.1 Each party undertakes that it shall not at any time disclose to any person any confidential information concerning the business, affairs, customers, clients, or suppliers of the other party, except as permitted by clause 1.2.

17.2 Each party may disclose the other party’s confidential information:

a) to its employees, officers, representatives, subcontractors, or advisers who need to know such information for the purposes of carrying out the party’s obligations under this Agreement. Each party shall ensure that its representatives comply with this clause; and

b) as may be required by law, a court of competent jurisdiction, or any governmental or regulatory authority.

17.2 Neither party shall use the other party’s confidential information for any purpose other than to perform its obligations under this Agreement.

18. INSURANCE

18.1 Ava Experience Limited holds Public Liability insurance to the value of £5 Million.

19. FORCE MAJEURE

19.1 Neither party shall be liable to the other for any delay or failure in the performance of its obligations under this Agreement if such delay or failure results from events, circumstances or causes beyond its reasonable control, including but not limited to: acts of God, flood, fire, earthquake or other natural disaster; epidemic or pandemic; governmental actions, guidance or restrictions; war, threat of war, or armed conflict; civil unrest; labour disputes or strikes; failure of utilities or transportation networks; unavailability of venues or suppliers due to emergency closures; or cyber incidents affecting systems essential to the delivery of the Services (each a “Force Majeure Event”).

19.2 In the event of a Force Majeure Event:

a) The affected party shall promptly notify the other party in writing of the circumstances and keep them informed of any developments.

b) The parties will use reasonable endeavours to agree an alternative date or method for delivery of the Services, including rescheduling any Experience where possible.

c) If rescheduling is not feasible within ninety days of the original Event Date, either party may terminate the affected portion of the Agreement by providing written notice.

d) In such cases, the Client shall only be liable for any unrecoverable third-party costs incurred by Avva up to the date of termination. Any balance of prepaid Fees will be refunded.

19.3 For the avoidance of doubt, a Force Majeure Event shall not relieve the Client from the obligation to pay for Services already performed or costs already incurred prior to the Force Majeure Event.

20. SUBCONTRACTING & ASSIGNMENT

20.1 Avva may subcontract any part of the Services to third-party providers, provided that Avva shall remain responsible for the acts and omissions of its subcontractors.

20.2 The Client may not assign, transfer, or deal in any other manner with any of its rights and obligations under this Agreement without the prior written consent of Avva.

21. GENERAL

21.1 You shall comply with all foreign and local laws and regulations which apply to your use of our Services in whatever country you are physically located.

21.2 These conditions are governed by and construed in accordance with the laws of England and Wales. You agree, as we do, to submit to the non-exclusive jurisdiction of the English courts.

21.3 If you breach these Terms and we decide to take no action or neglect to do so, then we will still be entitled to take action and enforce our rights and remedies for any other breach.

21.4 We will not be responsible for any breach of these Terms caused by circumstances beyond our reasonable control.

21.5 We may make changes to the format of the Services at any time without notice.