Terms & Conditions

1. The set-up

We require a flat surface to set up and serve on. Stairs and narrow pathways are very difficult for the travelling trikes to navigate, so please check with us beforehand if the area or venue is suitable — we can usually find a way to make it work!

• Our ice cream trikes weigh in excess of 100kg when fully loaded with ice cream — please bear this in mind when considering a possible location. We can manage a step or two, but not a whole flight of stairs.
• Please ensure that any doorways or access points are at least 1m wide.

2. Travel, timings & extras

• Our package prices do not include travel. A travel fee of £1.80 per mile applies to all packages unless otherwise agreed.
• Extra serving time can be added at £30 per half hour.
• We arrive on site 1 hour prior to serving time to set up and be ready to serve. If you require us to arrive earlier than this, an additional charge of £30 per half hour applies.
• If you require set-up the day before, or collection the day after, the travel fee applies to each trip.
• If your event is in a city centre where parking fees apply, a £30 parking fee applies. If there is somewhere to park the van free of charge, please let us know.
• If we travel through a low-emission zone or an area where a congestion charge applies, this fee is charged to the client.

3. Booking & payment

• To confirm your booking, a £150 non-refundable deposit is required to secure your event date. Paying a deposit shows that you intend to hire a product or service from us, and you are therefore entered into a contract.
• The remaining amount is due 28 days before your booked date, so that we can pay our beautiful suppliers.
• At this point we will ask for the 3 flavours you have selected for our bikes to serve at your event.

4. On the day

We always allow enough time to arrive at your venue and be set up ready to serve at the specified time. In the event of being caught in a traffic incident, we will phone or message your nominated "best contact" on the day to let them know what time we will be arriving.

In the event of an emergency where we are unable to attend on your day, we will offer you a full refund. This has never happened — and hopefully never will.

5. Your responsibilities

It is the responsibility of the client to provide a safe working environment for the event. If this is not available, the full amount remains payable. This includes ensuring that:

• Sufficient access is available for the unloading and positioning of the equipment.
• The venue has the required access and area to allow the equipment to be set up safely.
• The venue has adequate parking and vehicular access.
• The area where the equipment is to be set up is clean and clear of anything that may cause injury or damage to the equipment or participants.

We reserve the right to refuse to perform or operate the equipment if we believe the venue is unsuitable or unsafe. We will not be held responsible for any obstruction, nuisance or interference.

6. Participants' behaviour

It is at our discretion whether the performance should be closed down, and if this is the case the full fee remains payable. This includes where:

• Participants are acting in an abusive or aggressive manner.
• Participants are under the influence of alcohol or drugs.
• The conditions are proving too dangerous.

7. Loss, damage & theft

• The customer may only use the hire equipment for the normal purpose for which it is intended, and must not use it in an improper manner.
• The hire equipment must not be altered or amended in any way, including attaching anything to the equipment by means of screws, nails or adhesive fixings.
• The customer should not attempt to make any repairs to the equipment. Any damage should be reported to us at the earliest opportunity, preferably before collection.
• The customer is liable for the safe storage and keeping of the equipment, including protection from weather damage, and should insure against loss, damage and theft.
• Any equipment that is lost, stolen or damaged will be charged for at an agreed rate.

8. Weather conditions

In the event of us being prevented from performing due to inclement weather conditions — such as snow, wind or rain — or any circumstances beyond our control, the full fee shown remains payable.

9. Public liability insurance

We carry public liability insurance for £5 million, subject to the terms and conditions of this contract being complied with. Public liability insurance is excluded in its entirety following any claim or injury to any third party or employee, whether directly or indirectly related to the use of drugs and/or alcohol.

10. Power supply (van and bikes)

The client must ensure that a mains 240v 13amp power supply is available, unless a generator has been previously agreed. If a 13amp power supply is to be used, the client must ensure it is within 25 metres of the main power source. Should no power supply be available, or should the supply be inadequate to fulfil this contract, the full fee shown on this contract remains payable by the client.

11. The vintage ice cream van

Sherpa'licious was built in 1976. Although she has been prepared to a very high standard, her attendance is not guaranteed: she is very old, with lots of moving mechanical parts, and sometimes things do go wrong. She may require a new part — parts for a 1976 Sherpa are not always readily available — or she may need garage attention.

If the classic van is off the road for whatever reason, the travelling trikes will attend in her place. If both travelling trikes are out on hire, we will do our best to find another reputable supplier of the same quality to attend in our place. If we cannot find a suitable replacement for your party or event, we sincerely apologise, and a full refund will be granted.

12. Cancellation

Any cancellations must be received in writing, and the following cancellation charges apply:

• Deposits are non-refundable and non-transferable.
• More than 14 days from the date of the event — 33% of the agreed fee.
• Less than 14 days from the date of the event — 66% of the agreed fee.
• Less than 7 days from the date of the event — the full agreed fee.
• Cancellation charges must be paid within 7 days of the cancellation.

13. Changes to this contract

Any changes to the booking must be notified in writing. These hire terms and conditions are integral to the details outlined on this contract.

14. Website & designs

All images and designs are owned exclusively by Jenni and Ice Cream and cannot be used or reproduced without prior permission.