Terms & Conditions of Booking

Payment:
Your booking is not confirmed until we have confirmed receipt of your online booking form, (found on www.botella.co.uk/hireus) and your non-refundable £300 save the date deposit. (Save the date deposit refunded after the event if the minimum spend is met).  We will then perform a site visit. Any pre event invoices, not inclusive of the save the date deposit, must be settled no less than 14 days pre-event. Any post event invoices must be settled no less than 14 days after the invoice is sent.

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Minimum Spend - the minimum spend for all packages:

£1000 up to 60 guests

£1250 up to 90 guests

£1600 up to 130 guests

We cannot solely cater events with more than 130 adult guests.

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Madrid package - if the bar fails to take the minimum spend (inclusive of the deposit payment already made), we ask that you agree to make up the difference, we will send you a post event invoice reflecting this. 

 

Barcelona package - if the bar fails to take the minimum spend (inclusive of the credit you have already purchased and the £300 deposit), we ask that you agree to make up the difference, we will send you a post event invoice reflecting this. 

 

Sevilla package - You agree to pay the agreed price per person based on the drinks that you would like on offer, minus your deposit, on receipt of our pre-event invoice. This is usually two weeks before the event date and is required to be paid no less than 48 hours pre-event start. You must be accurate in the number of people disclosed to be attending as we will purchase the correct amount of stock in accordance to this information. The pre-event invoice will be as close to the quote you agree upon when paying your deposit as possible, this may fluctuate slightly due to product pricing. 
No matter the package we will send a final invoice following the event confirming payment in full, or asking for further payment for outstanding charges.

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Extras:

If you would like to include extras such as welcome drinks, table wine, personalised cocktails, etc, in your booking please inform us as soon as possible and no later than 14 days pre-event. We can adapt all of our menus to your taste including beers, wines and soft drinks. Our casa es su casa. If you wish for kegged beverages you will need to pay for the hire of the equipment. Details can be found on our packages pages but please do get in contact if you have anything not listed in mind. Please bare in mind that we don't offer mixed drinks unless you specifically request them on the menu, we are but a horsebox at the end of the day so we don't have surplus stock at the ready - just let us know ahead of time if you want to add 'Rum and Coke' or 'Vodka and Lemonade' to the menu and we'll make sure it's there for you and your guests.

 

Cancellation:
If you cancel your booking following confirmation we reserve the right not to refund your deposit.
If you cancel within 6 weeks of the event, you agree to pay us the minimum spend for the bar.

If we are able to get another booking on your date we will waive the minimum spend fee.

 

Infrastructure:
You confirm there is a power supply (standard 13 amp 220v) within 40 meters of the bar for our use. We require sole use of a double plug point. If there are multiple uses of electricity e.g a band, lights display etc, our industrial ice machine will not operate and we will need to purchase ice elsewhere, you will be invoiced for the purchase and this will delay us from serving drinks. We can hire a generator at an extra fee if needed.
You agree there will be somewhere close to the bar for us to park at least 2 vehicles. We will need access to our vehicles (they must be able to leave) throughout the event to restock the bar and for safety purposes. You will inform us if this is an issue.
Please inform us if there is no reasonable access to fresh drinking water.
You agree that the site for the bar is reasonably flat (if in doubt send us photos before any deposits).
You agree to allow us reasonable access to dishwashing facilities where they are available.

There must be a steady 4G or wifi connection in the area that the Botella bar will be situated for the event if we are to be taking payments (not applicable for open bar bookings), as our card reader requires an internet connection.

You confirm that there is suitable drainage for the disposal of spoiled water.

Where there is no suitable location for bar refuse inclusive of recycled materials such as glass bottles and recyclable plastics, and non-recyclable materials such as organic matter, paper straws and other waste - there is a removal fee of £5.50 per black sack of waste.

 

Site Visit:
We will arrange a site visit once we have received your booking form and confirmed that we are available - the site visit is for us to assess the location that the bar and our cars will be in for your event as well as discuss the infrastructure that we will need and any other details that you would like to talk through in person. We will follow the site visit up with an email confirming all that we have discussed and a save the date deposit request. We may require a second site visit nearer the event date to confirm access (e.g if we visit during winter and the event will take place on grass in the summer), we'll discuss this with you in the initial site visit.

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Supply:
You agree that we are the sole provider of beverages at your event, unless previously notified. Guests will not bring their own beverages for their and others consumption. This includes consumption of drinks from a private house / location.
You agree that any drinks & glasses that have been supplied to guests prior to our start of service are cleared away & do not remain available for guests to help themselves to.

In the unfortunate event that drinks are supplied from another source, we reserve the right to charge a flat fee of £600 for loss of earnings and costs incurred.
We purchase stock based on the numbers you provide. You agree to estimate as close as possible the number of adults (18+) and children (5-17) you believe will be in attendance. We do not charge for children under 5.
If your guest numbers exceed your estimation then you agree to inform us of this and agree to pay, where applicable, for these additional guests.

If you wish for us to stay longer at your event it is an extra £120 per hour inclusive of the horse box bar, equipment, remaining stock, and two mixologists - if you wish for other members of staff to remain the fee is £25 per hour per member of staff, all staff will need to agree to this change in hours and it will be stock dependant so it cannot be guaranteed.

Waiting times - Cocktails take longer to make than a beer for instance, please be patient, we aim for an average of 3 minutes per cocktail which is pretty fast mixology wise but may seem a little slow once you're a little tipsy and your favourite song comes on! We also always bump the people who hired us to the front of the queue - make way for the bride and groom/birthday girl/engaged couple - it seems only fair!

 

Glasses:
We supply glasses for our staff to serve your guests from our bars. This is included in all packages except dry hire where the glasses can be hired for use. We quote based on guest numbers and cocktails (type of glasses) chosen.
If you have caterers, please confirm they are supplying glasses for the table and for toasting. If they are not, we can organise glasses of your choice for a small fee - please let us know.
Please let us know if you would like us to supply mineral water or tap water during your meal.
Our glasses include premium glass effect reusable plastic hi-ball, wine, flute, shot, gin, half pint, margarita, tumbler, coupe & martini glasses. If you wish us to supply any other style of glass or crystal glassware then please let us know so we can hire these in, based on your needs we will quote accordingly. Please be aware that some venues do not allow glass glassware for safety reasons.
We will change to eco friendly disposable glasses approximately one hour before the event concludes to allow us to commence packing up.
Broken, damaged & lost glasses are charged at the following rates; Shot - £2.00, High-ball, Half-Pint, Wine, Flute & Tumbler - £3.00, Gin, Margarita, Hurricane, Coupe & Martini - £4.00
You agree to ensure any items we lease or hire on your behalf, (glasses or otherwise,) are returned to us in the same condition as we supplied them. You agree to pay any penalties or surcharges if items are not returned to us or returned damaged.

 

Bar Staff:

We will bring enough staff to ensure your guests do not have an unreasonable wait for a drink - as explained in the package details above.

The use of our staff for tasks unconnected to our services must be agreed by us.

Our staff take undisturbed 30 minute breaks alternately every 4 hours.

We reserve the right to refuse the sale or distribution of beverages to individuals who do not treat us or our members with respect, abusive behaviour will result in police action.

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General Supply of Alcohol:
You must inform us whether a Temporary Entertainment Notice is required for the event at the time of booking. We will apply to the local authority for this notice where one is required. You agree to cover the fee - currently £21.
We will not serve alcohol to anyone we suspect to be under 18 years old, and use the 'Challenge 25' system meaning some guests may require ID. This applies to private events also.

 

Inclusive drinks (Sevilla Package):
We reserve the right to change a specific item to something of comparable or better quality.
We have a common sense serving policy during the all-inclusive periods to ensure the drinks we serve are for immediate consumption and that we are not encouraging irresponsible drinking. We will not knowingly serve anyone who is drunk. 
Guests can request up to 2 drinks per visit during these periods.
Premium drinks, more expensive spirits and bottled beverages, will not be displayed during all-inclusive periods of the event as they are not included in these packages but will be displayed again when out of this period. They can be included in these periods if previously agreed, and can be purchased individually during these periods if specifically requested. We serve single measures of spirits during the all-inclusive period, and served with a mixer of choice.

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Coverage:
Botella covers South East England, our base being in Etchingham, East Sussex. If the event is outside of East Sussex or Kent there will be a mileage fee included in your quote to cover our travel costs.

 

Your Conduct:
You agree to treat all members of staff with respect.
You agree to not enter the horse box or touch any equipment/glassware that has not been handed to you.
You agree to take care not to damage any Botella property.
You agree that the area surrounding the bar will be cleared of people following the agreed end of service time to allow bar staff to pack away safely and efficiently. Please do not allow anyone to help with this process, we’ve got it!

Please take note that we offer freshly prepared and elaborate drinks, these take a little longer to prepare than a pint, we appreciate your patience as we make some magic.

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Contract:

You agree that any damage inflicted upon Botella property including but not limited to the horse box bar including the ramps, bar equipment, decks, staff property and vehicles, will be covered by you, the hirer, so in as far as you are reasonably at fault.

You agree to allow us reasonable use of photographs and videos taken by us at your event on social media to promote our business. We will gain the consent of any persons in the photos / videos.

Any amendments, additions or removals of services and/or extras after 14 days pre-event is not possible.

We ask that you let us know the details of any/all vendors involved so that we can liase with them ahead of the event date, inclusive of photographers, caterers, etc.

You consent to us storing your details in line with current legislation.

The completion and submission of the booking form and/or submission of your save the date deposit is taken as your agreement of these terms and conditions.