Booking Terms & Conditions

Fees

My fees are quoted plus travel at the standard HMRC travel allowance rate of 45p per mile (2023-2024). My standard rate fee covers 5 hours from the commencement of my duties, which is generally enough to incorporate the main aspects of the day. Other venues outside of Kent are subject to extra travel time and fuel costs and additional hors are charged at £35 per hour, if required.

A deposit of £75-£100 is required to confirm a date and booking. The balance is due four weeks prior to the booking date. Deposits are non-returnable subject to the terms and conditions of booking (see below). All fees are subject to written confirmation.

Included in the fee is a preliminary discussion as soon as possible after your booking is confirmed, to discuss your initial planning. We will also arrange to a further discussion within a month of the event to discuss final details. Once a booking has been confirmed, I am available to advise and offer you the benefit of my experience in planning your day.

Duties, Terms & Conditions and Data Protection

Here is a summary of my duties and T&C's for weddings. For other functions please contact me to discuss your requirements. There are many details that may arise on the day that I will take care of, and please remember that I am available to help you with every aspect of planning your day – especially timings.

The Wedding Ceremony (When held at church)

• Meet and greet guests.

• After the ceremony, assist the photographer as required.

It may not be necessary for me to attend the church if you have ushers who can welcome guests and assist the photographer. This gives me time to arrive at the wedding breakfast venue well ahead of your arrival to check all is ready and liaise with the venue coordinator. We can discuss this at our preliminary planning meeting.

The Wedding Ceremony (When held in same location as wedding breakfast)

• Arrive early and liaise with the management and service providers to ensure all is prepared.

• Arrange for Bridegroom to meet the Registrar’s

• Greet guests and ensure they are seated before the Bride’s arrival.

• Announce Bridal party into the ceremony.

• At the conclusion of the ceremony, inform guests of location for drinks reception and photographs. It will then be my honour to introduce the very new Mr & Mrs/Couple...

The Wedding Breakfast

• Liaise with the management, caterers and musicians to ensure all is prepared.

• I will greet Bride & Bridegroom and guests and guide them to the drinks reception.

• I will assist the photographer by calling guests for group photographs.

• Arrange the receiving line (if required) – to greet guests as they enter the wedding breakfast.

• Announce the entrance of the Bride & Bridegroom.

• If having Grace, say Grace or announce chosen guest to do so.

• Introduce each principal guest who is to make a speech and toast.

• Ensure gifts for parents, bridesmaids, best man etc. Are to hand.

• Announce the cutting of the wedding cake.

• Stay within the call of the bridal party and ensure all is running smoothly.

• If there is a guest book I will remind guests to sign it.

• At the conclusion of the wedding breakfast I will formally close proceedings and inform guests of further celebrations.

The Evening Celebration (if required)

• Greet evening guests.

• Gather the guests and announce the cutting of the cake (if it has not been done earlier).

• Announce the throwing of the Bride’s bouquet to single ladies.

• Announce the Bride & Bridegroom’s first dance together as husband and wife.

General Terms & Conditions

i Geoffrey Cox will perform the duties of professional toastmaster / master of ceremonies at the agreed time and location, for the agreed fee.

ii Engagements are accepted in good faith, based on the information provided by the client, and are deemed accepted only when the booking form has been received, the booking fee paid and acknowledged in writing (including email).

iii The booking fee is non-returnable *(except v below)

iv The balance of the agreed fee is to be paid by the client no less than four weeks before the event date unless prior arrangements have been agreed.

v If unable to fulfil his duties owing to sickness or personal circumstances, Geoffrey will endeavour to provide a suitable substitute for the agreed fee and at no extra cost to the client. If he is unable to do this, any payments made by the client will be fully refunded *(including booking fee) and all parties agree and accept such as being full compensation for the cancellation.

vi The right is reserved to increase the fee due to the client altering the instructions of the engagement once the booking has been accepted. E.g. time of event extended or change of venue.

vii If the full fee has been paid, but the booking is cancelled for any reason three calendar months prior to the event, the fee *(less booking fee) will be refunded.

viii If the booking is cancelled or postponed for any reason less than three calendar months before the event, the client shall be liable to pay the full fee.

ix If the event is postponed until a future date the agreed fee rate is valid for six months after which an additional fee may be required.

x For bookings in excess of 6 hours, a meal break will be taken at an appropriate time. Provision of a meal is not required by the client.

Personal Data / GDPR

General Data Protection Regulations changed on 25th May 2018. By contacting me you are giving me permission to hold your personal data and contact you with regard to your enquiry. If a booking results from your enquiry I will hold your personal data in order to contact you and fulfil my contractual obligations to you as a client with regard to matters relating to the role for which you have engaged me. If you decide not to book my services your details will be deleted as soon as I have been made aware that you do not require my services.

Toastmaster Geoffrey Cox