Terms & Conditions

Our services

What we provide

Free Spirit designs and delivers corporate wellness experiences comprising guided workshops, food, drinks, styling and event facilitation, booked individually or as a complete experience.

Not medical or therapeutic services

Free Spirit provides wellbeing, movement and nutrition experiences for general interest and enjoyment. We do not provide medical, clinical, psychological or therapeutic treatment, and nothing we deliver is intended to diagnose, treat, cure or prevent any condition. Our sessions are not a substitute for professional medical advice, and participants should consult a qualified practitioner regarding any health concern.

Practitioners and subcontractors

Sessions are delivered by suitably qualified practitioners, who may be employees, freelancers or subcontractors engaged by Free Spirit. Practitioners named in your quotation, on our website or in our marketing are indicative rather than guaranteed. Where a named practitioner becomes unavailable we will provide an equivalently qualified replacement and notify you as soon as possible.

Free Spirit remains responsible for the standard of all services delivered under this agreement, however engaged.

Quotations and confirmation

Validity

Quotations are valid for thirty (30) days from issue. After this we may revise pricing to reflect changes in practitioner rates, supplier costs or equipment hire, and will notify you before proceeding.

Itemisation

Quotations are itemised, and practitioner fees are shown as a separate line so the cancellation terms below can be applied transparently.

Confirmation

A booking is confirmed on receipt of a 25% deposit and written confirmation of scope. Bookings made within ten (10) working days of the event require payment in full at confirmation.

Changes to scope must be agreed in writing and may affect the price.

Payment

Deposit

A deposit of 25% of the quoted total secures your date and is applied against your final invoice.

The deposit is refundable. Where a booking is cancelled or postponed, the deposit is applied against any charges properly due under the cancellation terms below, and any balance is returned to you. Where nothing is due, the deposit is returned in full.

Terms

Full payment is required seven (7) working days before the event, by bank transfer.

Final numbers

Final numbers must be confirmed no later than seventy-two (72) hours before the event. Once food has been ordered numbers cannot be reduced, although late increases can usually be accommodated.

Value Added Tax

All prices are exclusive of VAT. VAT is charged at the prevailing rate and is payable at the same time as payment for the supply.

Staffing

Staffing is estimated and charged hourly, subject to a minimum of four (4) hours per team member. Where an event overruns, additional staffing is charged at the applicable rate; where it finishes early, the difference is refunded.

Taxis

Taxis are charged for any team member working beyond midnight, and are estimated in the quotation. We reserve the right to charge for taxis at earlier finishing times where public transport is unavailable, unreliable or unsafe.

Charges arising on the day

We reserve the right to retain, prior to the event, an amount of up to ten per cent (10%) of the event price against charges that can only arise on the day — consumption in excess of the confirmed order, staffing overtime, and breakages, loss or damage. This amount is refunded in full where no such charges arise, and any balance is refunded where they are less than the amount held.

Public holidays

A surcharge of 25% on staff and delivery rates applies to any event held on a declared public holiday.

Travel

Free Spirit works across London and the surrounding counties as standard. Bookings beyond this may incur travel and subsistence costs for the delivery team, identified and agreed in the quotation before confirmation.

Overpayments

Any refund due for overpayment is processed within fourteen (14) days of the date of the event.

Late payment

We reserve the right to charge interest on overdue invoices at 8% above the Bank of England base rate per annum, in accordance with the Late Payment of Commercial Debts (Interest) Act 1998, and to suspend services where payment remains outstanding.

Cancellation and postponement

Postponement

We would always rather move a date than lose it. Where a new date is agreed within six (6) months, all sums paid transfer at no additional charge, subject to availability. Where the new date falls within thirty (30) days of the original and practitioners have been released, some practitioner fees may remain payable; we will discuss this before confirming.

Cancellation

Cancellation must be notified in writing. Charges apply in two parts, reflecting when each element commits.

1. Practitioner fees.
   Our practitioners reserve your date and decline other work from confirmation:

   31 days or more

   No charge

   30 to 21 days

   25% of practitioner fees

   20 to 14 days

   50% of practitioner fees

   13 to 7 days

   75% of practitioner fees

   6 days or less

   100% of practitioner fees

2. Food, drink, staffing and styling.
   Not committed until shortly before the event:

   More than 72 hours

   No charge

   72 to 48 hours

   100% of food and drink, 50% of staffing

   Less than 48 hours

   100%

Your deposit is applied against any charges due under the scales above, and any balance is returned to you.

Larger events

For larger events we may need to secure a chef, additional practitioners or specialist suppliers in advance. Where this applies we will confirm at booking the date from which those costs become payable, and set it out in your quotation.

Third-party costs

Where we book a venue or other supplier on your behalf, their cancellation terms apply in addition and are payable as committed. We will tell you what these are before confirming.

Cancellation by us

All sums paid will be refunded in full. Where a practitioner becomes unavailable we will propose an equivalent alternative before considering cancellation.

Participants health and safety

Voluntary participation

Participation in all Free Spirit activities is voluntary. No participant is required to take part in any activity, and anyone may withdraw from any element at any time.

Health information — how we collect it

Free Spirit will provide a confidential health and dietary form to be completed by participants directly. The client's responsibility is to circulate that form and allow reasonable time for completion, not to gather or supply participants' health information themselves.

We do not ask clients to collect health information about their employees, and we would prefer that they did not. Where a client does pass on such information, they confirm they have the individual's knowledge and agreement to do so.

Participants are responsible for disclosing anything relevant to their safe participation, and for exercising their own judgement about whether an activity is suitable for them. Where relevant information is not disclosed, Free Spirit cannot be responsible for any resulting harm.

Conduct and right to refuse participation

A Free Spirit practitioner may refuse participation, pause or end an activity where, in their reasonable judgement, a participant is behaving dangerously, is abusive towards staff or other participants, is disregarding safety instructions, or appears impaired by alcohol or other substances.

This applies particularly to movement, martial arts and self-defence sessions. Where Free Spirit is delivering within a wider event at which alcohol is served, we may decline participation in physical activities by anyone who appears impaired. No refund arises in these circumstances.

Ingredients and botanicals

Our food and drinks may include adaptogenic herbs and functional mushrooms, including ashwagandha, cordyceps, lion's mane and matcha. These are offered as optional additions, served separately at the point of pour, and never added without the participant's knowledge. Full ingredient information is available on request and displayed at the event.

Participants who are pregnant or breastfeeding, taking prescribed medication, or who have any health condition should not consume these additions without advice from a qualified healthcare professional.

Allergens

Allergens are listed on the event sheet, carried through to the delivery note and communicated to all delivery and front-of-house staff. Every dish is labelled with a menu card listing its allergens. Free Spirit cannot guarantee an environment entirely free from any given allergen.

Suitability of the space

The client is responsible for ensuring the space is safe, clean and suitable for the activities booked, including adequate clear floor area, appropriate flooring and ventilation. We advise on requirements in advance and, where a site visit takes place, complete a risk assessment. We may modify or withdraw an activity on the day where, in the practitioner's reasonable opinion, the space is not safe for it to proceed.

Venue, access and equipment

Access

The client must inform Free Spirit in writing before the event of any access restrictions, including stairs, lift availability and size, vehicle access and loading restrictions, congestion or emission charges, long carries and permitted delivery times.

Set-up

We require approximately two (2) hours for set-up and one (1) hour for clear-down for most events, longer for larger ones. Where the venue permits delivery the day before and collection the day after, this often reduces cost.

Delays

Delays caused by venue restrictions, loading limitations, delayed opening, lift failure, security procedures or third-party suppliers are outside our control. Where these result in additional staff time or costs, they will be charged at the applicable rate.

Equipment, loss and damage

Equipment supplied by Free Spirit, including mats, props and styling items, remains our property and must be available for collection at the agreed time in reasonable condition. The client is responsible for any loss or damage to hired or supplied equipment from the Free Spirit time of delivery until collection, and any losses or breakages will be charged at full replacement cost. The client should, in their own interest, ensure such equipment is insured. This does not apply to fair wear and tear or to our own negligence.

Third-party venues

Where an event takes place at a venue sourced by Free Spirit, the client and participants may also be bound by that venue's reasonable rules and damage charges. We will make these known to you in advance where they apply.

What the client provides

Unless agreed otherwise in writing, the client is responsible for providing heating, power and water; waste disposal, including removal of venue waste and third-party packaging; a clean and safe environment for Free Spirit staff and participants; and insurance covering the venue and guests. Where we provide any of these, a charge will be incurred and set out in the quotation.

Intellectual property

All intellectual property in Free Spirit's programmes, workshop formats and content, session structures, methodology, recipes and menus, drinks formulations, handouts, written and visual materials, designs, styling concepts and branding remains the property of PenniBlack LDN Ltd.

Booking a Free Spirit experience grants the client and its participants a licence to take part in and benefit from that experience on the occasion booked. It does not transfer ownership of, or any right to reproduce, adapt, record, distribute or deliver internally, any part of our programmes or materials.

Materials provided to participants are for their personal use. They may not be reproduced or circulated for commercial purposes, or used to deliver equivalent sessions, without our prior written consent.

Nothing here prevents participants from using techniques they have learned for their own personal wellbeing.

Confidentiality

Free Spirit is frequently present during strategy days, leadership sessions, team visioning and other confidential settings. We will treat all information about your organisation, its people and its business that we encounter in the course of delivering your event as confidential, and will not disclose it except as necessary to deliver the services or as required by law.

We will ensure that practitioners and staff engaged on your event are subject to equivalent obligations. Where you require a specific confidentiality agreement, we are happy to sign one.

Each party will keep the other's commercial terms confidential.

Photography and media

We would like to photograph or film our events for portfolio, website, social media and marketing purposes, and will confirm with you in advance whether this is permitted at your event. If you would prefer no photography, simply tell us.

Where we wish to publish images in which an individual is clearly identifiable — in particular close-up or portrait images — we will obtain that individual's consent before doing so. No participant will be named or tagged without consent.

Please let us know before the event if any participant would prefer not to be photographed, and we will manage this discreetly on the day.

Problems on the day

If anything is not as you expected, please raise it with your event manager as soon as reasonably possible so that we have the opportunity to put it right during the event. We would much rather fix something on the day than hear about it afterwards.

Where a concern cannot be resolved on the day, please notify us in writing within fourteen (14) days of the event.

Liability

Insurance

Free Spirit holds public liability insurance. Certificates confirming the level of cover, together with risk assessments and method statements, are available on request. Our practitioners hold current DBS checks where their work requires it.

Client property

We accept no responsibility for loss, theft or damage to personal belongings, equipment or valuables brought to the event by the client, participants or third parties.

Limitation

Free Spirit's total liability in respect of any single event is limited to the total value of the confirmed booking. Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, for fraud, or for any other liability which cannot lawfully be excluded.

Indemnity

The client shall indemnify Free Spirit, its directors and employees in respect of any liability, claim or proceeding arising in respect of personal injury to or the death of any person, or in respect of any loss of or damage to property, relating to the event or to persons attending it, except to the extent caused by our own negligent act or omission.

Force majeure

Neither party is liable for failure to perform where caused by circumstances beyond reasonable control, including extreme weather, transport disruption, strikes, acts of God, government restrictions, terrorism, epidemic, pandemic, venue closure or utility failure. We will use reasonable endeavours to reschedule. Non-recoverable costs already incurred remain chargeable.

General

These Terms & Conditions are governed by the laws of England and Wales, and disputes are subject to the exclusive jurisdiction of the courts of England and Wales.

Free Spirit reserves the right to update these terms. The version in force at booking confirmation applies to that booking.

Free Spirit is a trading name of PenniBlack LDN Ltd, registered in England and Wales, company no. 12397094. Registered office: 3 West Drive, Tooting, London SW16 1RP.