B2B Terms: clients, venues, sponsors and traders

Last updated: 4 October 2026. Version 1.0.

1. Scope and how agreements are made

1.1 Who these terms are for

These terms apply when a business, organisation or individual works with IRL Ventures Ltd (company number 16463901, registered office The Wheelhouse, Angel Court, 81 St Clement's Street, Oxford OX4 1AW), trading as IRL Oxford, Date IRL and IRL UNI ("IRL", "we", "us"), as any of the following ("you"):

These terms don't apply to people buying tickets for our events (our Event Terms do) or to people we hire to work for us (our supplier and subcontractor agreements do).

1.2 Individuals booking private events

If you book planning services as an individual for a personal occasion, such as a birthday or hen do, you are a consumer. These terms apply to you with the changes in section 2.8, and nothing in them affects your rights under the Consumer Rights Act 2015 or other consumer law.

1.3 How an agreement is made

1. Enquiry. You contact us, for example through our planners, email or WhatsApp. An enquiry doesn't commit either of us.
2. Proposal or quote. We send you a written proposal or quote setting out the services, deliverables, dates, fees, deposits and any special conditions. Unless it says otherwise, a quote is valid for 7 days.
3. Acceptance. An agreement is formed when you accept the proposal in writing (email or a WhatsApp message from the decision-maker is enough), sign it, or pay the deposit, whichever comes first.
4. Confirmation. We confirm the booking in writing.

The agreement consists of the accepted proposal and these terms (together, the Agreement). If there's a conflict, the accepted proposal takes priority over these terms, and any separately signed contract takes priority over both.

1.4 If you're acting for an organisation

If you accept on behalf of a company, society or other organisation, you confirm you're authorised to bind it. For unincorporated societies and groups, the person accepting is personally responsible for payment unless we agree otherwise in writing.

1.5 Your terms don't apply

These terms apply instead of any terms you send us, such as on a purchase order, unless we agree otherwise in writing.

1.6 Changes to these terms

We may update these terms for future agreements. The version that applies is the one in force when the Agreement was made.

2. Quotes, fees, payment and cancellation

2.1 How we charge for planning

• Free planning. For many group bookings, we don't charge you a planning fee. In these cases we may receive a commission, fee or other benefit from the Venue or supplier we book for you.
• Paid planning. For private hires, larger events, full planning and coordination, or supplier management, we charge a planning fee, quoted upfront in the proposal.
• Third-party costs such as venue hire, minimum spends, food and drink packages, DJs, photographers and decorations are shown separately in the proposal.

2.2 How third-party bookings work

Unless the proposal says we're supplying a service ourselves:

• we book Venues and suppliers as your agent, and the Venue's or supplier's own terms apply to their service;
• we pass on their requirements, such as deposits, final numbers deadlines and damage deposits, and you must meet them; and
• we're responsible for using reasonable care and skill in choosing and booking them, but not for their performance.

Where the proposal says we're supplying a package ourselves, we are responsible for the package as a whole.

2.3 Promotion, sponsorship and trading fees

• Promotion Clients: fees are for the promotion activity described in the proposal. We don't guarantee a number of ticket sales, reach or attendance.
• Sponsors: sponsorship fees buy the benefits listed in the proposal. We don't guarantee attendance numbers or footfall unless the proposal says so.
• Traders: pitch fees secure a pitch at the event. They're non-refundable unless we cancel the event or your pitch.
• Venues: any revenue share, minimum guarantee or fee arrangement is set out in the proposal or a separate venue agreement.

2.4 Payment

• Deposits are due on acceptance, as set out in the proposal. Your booking isn't secure until we receive the deposit.
• Balances are due by the date in the proposal, or otherwise 14 days before the event for Planning Clients unless agreed otherwise in writing, and before the event or activation for Sponsors, Traders and Promotion Clients.
• Invoices to businesses are payable within 7 days of the invoice date, unless the Agreement sets a shorter period.
• Prices are in pounds sterling and exclude VAT, which will be charged in addition where applicable at the prevailing rate. Our VAT number is GB 502 0137 60.
• If a business doesn't pay on time, we may charge interest and compensation under the Late Payment of Commercial Debts (Interest) Act 1998, and we may suspend our services until payment is made.

2.5 Changes you ask for

We'll try to accommodate changes to dates, numbers or services. Changes may affect prices and depend on Venue and supplier availability. We'll confirm any change and its cost in writing before it takes effect. Final numbers are due by the deadline in the proposal. If numbers fall after that, the agreed charges still apply.

2.6 If a business cancels

If a business or organisation cancels, these charges apply, unless the proposal says otherwise:

In every case, you also pay any non-refundable third-party costs we've committed to on your behalf. These charges are a genuine pre-estimate of our loss, reflecting work done and opportunities turned down.

2.7 If a Venue or co-host cancels a ticketed event

If a Venue, co-host or other partner cancels a ticketed IRL event, or makes it impossible to run, for any reason other than events outside anyone's control (section 3.8) or our own breach, it must pay us:

• the full cost of refunding ticket holders, including any fees we can't recover; and
• the net ticket revenue we lose as a result.

We rely on that ticket revenue, so this obligation is not subject to the liability cap or the exclusion of lost profit in section 3.9.

2.8 If you're an individual booking a private event

• Cooling-off. If you book planning services with us online or by phone, you may have a legal right to cancel within 14 days. We'll tell you in your proposal whether it applies. If you ask us to start work during that period, you'll pay for work done before you cancel.
• After that, if you cancel, we'll only charge you for the work we've done and the costs we can't recover, including non-refundable third-party costs. We'll show you how we've worked it out.
• Nothing in these terms limits our responsibility to provide services with reasonable care and skill, or your other rights as a consumer.

2.9 If we cancel

If we have to cancel because of something within our control, we'll refund everything you've paid us. If a Venue or supplier cancels, we'll try to find a comparable alternative; if you don't accept it, we'll refund what you've paid us, and help you recover anything paid directly to them. Section 3.8 covers events outside anyone's control.

3. Obligations, brands, liability and law

3.1 What we'll do

We'll provide our services with reasonable care and skill, as described in the proposal; comply with the law; follow our Code of Conduct and Photography and Filming Policy; and keep you informed of anything that affects your event or partnership.

3.2 What Venues will do

• Hold and comply with a valid premises licence, and any other licences and permissions the event needs.
• Keep the premises safe, carry out risk assessments, and meet fire safety, health and safety, food safety and allergen duties.
• Provide licensed (SIA) door staff where the licence or event requires them.
• Meet your duties as the responsible person under the Terrorism (Protection of Premises) Act 2025 as they come into force, and share relevant procedures with us.
• Hold public liability insurance of at least £5 million and employer's liability insurance as required by law.
• Follow the agreed guest list, capacity, timings and service levels, and treat our attendees and team in line with our Code of Conduct.
• Handle any attendee data we share under the Data Sharing and Processing terms.

3.3 What Sponsors, brands and Promotion Clients will do

• Provide materials, artwork and information on time, and make sure they're accurate, lawful and don't infringe anyone's rights.
• Make sure marketing complies with the CAP Code and consumer law. We label paid promotion and sponsored content on our channels as advertising, as the ASA and CMA require.
• Not collect attendees' personal data at events unless attendees choose to give it directly, with a clear privacy notice and, where needed, consent.
• Not promote alcohol, gambling or other age-restricted products to under-18s, or in ways that breach the codes that apply to them.

3.4 What Traders will do

• Arrive, set up and pack down at the agreed times, in the allocated pitch, and leave it clean.
• Hold public liability insurance of at least £5 million, and provide copies on request.
• Food and drink traders: be registered with your local authority, hold a current food hygiene rating, provide accurate allergen information, and follow food safety law.
• Use only safe, tested electrical equipment (PAT-tested where required) and gas equipment with valid safety certificates.
• Not sell alcohol, age-restricted or prohibited items unless agreed in writing and properly licensed.
• Follow our Code of Conduct and instructions from our team and stewards.

3.5 What Planning Clients will do

• Give us accurate information, including numbers, timings, and any access, dietary or other needs.
• Make sure your guests know about and follow our Code of Conduct, the Venue's rules and any age limits.
• Tell your guests how their data will be used where you give us their details (see the Data Sharing and Processing terms).
• Pay for any damage or extra costs caused by your guests.

3.6 Brands and intellectual property

• Each of us keeps ownership of our own names, logos, trade marks and content.
• Each of us grants the other a non-exclusive, royalty-free licence to use our names and logos only to promote the agreed event or partnership, in line with any brand guidelines we provide, and only during the Agreement. Each of us must approve the other's use in advance where the proposal says so.
• Neither of us may suggest the other endorses something it hasn't agreed to.
• Content we create for you, such as photos, video or copy, remains ours unless the proposal says otherwise. Where you're a Planning Client paying for content, we grant you a licence to use it for your own non-commercial purposes, subject to our Photography and Filming Policy.

3.7 Confidentiality and data

Each of us must keep confidential the other's non-public business information, including prices, terms, attendee data and plans, and use it only for the Agreement. Personal data is handled under the Data Sharing and Processing terms, which form part of this Agreement.

3.8 Events outside anyone's control

Neither of us is responsible for delay or failure caused by events outside our reasonable control, such as severe weather, fire, flood, power failure, public health measures, government or police instructions, strikes, or acts of terrorism. If an event can't go ahead for these reasons, we'll first try to agree a new date. If that's not possible, we'll refund fees paid to us, minus costs we've reasonably incurred and can't recover, and we'll help you recover anything paid to third parties.

3.9 Liability

• Nothing in the Agreement limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that can't be limited by law.
• Subject to that, neither of us is liable to the other for loss of profit, revenue, business, goodwill or anticipated savings, or for any indirect or consequential loss.
• Subject to that, each party's total liability under or in connection with the Agreement, including for breach of confidentiality or data protection obligations, is limited to the total fees paid or payable under the Agreement.
• The cap and the exclusion of lost profit don't apply to a Venue's or co-host's obligation under section 2.7.
• Section 3.9 doesn't apply to consumers, whose rights are covered by section 2.8.

3.10 Insurance

We hold public liability insurance of £10 million. Venues and Traders must hold the insurance in sections 3.2 and 3.4.

3.11 Ending the Agreement

Either of us may end the Agreement immediately by written notice if the other commits a serious breach that it doesn't fix within 14 days of being asked, or becomes insolvent. Ending the Agreement doesn't affect rights that have already arisen, including payment for work done.

3.12 Introductions

If we introduce you to a Venue, supplier or partner for a specific event, please book that event through us. This doesn't stop you working with them on anything else.

3.13 Disputes

If there's a dispute, we'll both try to resolve it in good faith first, starting with a call between the people who agreed the work. If that doesn't work within 14 days, either of us may go to court.

3.14 General

• Notices must be in writing to the email addresses in the proposal.
• Neither of us may transfer the Agreement without the other's consent, except that we may transfer it to a company that takes over our business.
• The Agreement is the whole agreement between us, and neither of us relies on anything not written in it. This doesn't limit liability for fraud.
• Changes must be agreed in writing.
• If any part is unenforceable, the rest still applies.
• No one else has rights under the Agreement.

3.15 Law

The Agreement is governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction. Consumers can also use the courts where they live in the UK.