Concierge & Event Service Terms

Version: 1.2 · Last updated: 20 October 2026

Customer authority, quotations, payment milestones and suppliers

1. Included concierge requests and purchased-credit access

Paid plans use included credits as applicable; free or cancelled subscribers may submit eligible requests using purchased credits. Staff may provide research, options and administrative arrangements. External goods/services and any bespoke Housemind fee are separate charges requiring clear authorisation. Requests receive an initial response target of 24 hours, during 9am–7pm UK local time 7 days including bank holidays, subject to disruption.

2. Customer approval and quotation

Every chargeable bespoke quote needs a unique quote ID and linked request ID, scope, deliverables, price, quote expiry, due dates, assumed exclusions, external expenses, cancellation rules and acceptance record. Customer must explicitly accept before Housemind starts chargeable work. Costs above an approved cap, material scope changes and binding supplier orders require renewed approval.

Customer authorisation: “I authorise Housemind to undertake the agreed administrative/planning work and share only the information reasonably necessary with approved suppliers. I understand Housemind fees are separate from supplier charges. No expense or commitment above the approved limit may be made without my further permission.”

3. Standard bespoke payment approach

For fixed-price bespoke services: full payment before work by default. Where an individual package exceeds £100, an admin may offer a 50% initial deposit and balance due before final release of the deliverables, or an alternative clearly stated milestone schedule. Payments are linked to Stripe invoice/payment intent, quote ID, request ID and service status; do not represent “paid” from redirect alone.

4. Event-planning schedule — recommended arrangement

Event management is different from delivering a written plan: suppliers may need early booking deposits, and Housemind may have substantial work to do before event day. Default for small planning-only packages: 50% on approval (if total >£100); 50% before issuing the completed event plan or before significant supplier coordination is finalised, as stated in the quote. For larger or months-long events, a clearly agreed 30% on booking / 40% on planning milestone / 30% 14 days before event schedule can be offered, with dates and work stages stated in the quote.

For on-the-day coordination, any remaining Housemind fee should normally be settled before event day, not afterwards. Avoid a rigid deposit percentage across all projects; suppliers may require faster payments. Refunds are governed by the value of work provided, genuine commitments and statutory rights, not an automatic forfeiture of the deposit.

5. Supplier costs and boundaries

Where possible, venues, caterers, entertainers and other suppliers quote, contract with and invoice the customer directly. Housemind confirms customer approval before communicating acceptance; avoid collecting supplier money into Housemind accounts unless specialist legal/accounting and payment compliance is reviewed. Housemind makes no guarantee of a third party’s performance but remains liable for its own lack of reasonable care and skill. Sponsorship or referral commissions are disclosed where relevant.

Hard stops: package travel/linked travel arrangements, sale/supply of alcohol, regulated childcare, safeguarding and event insurance/catering licensing need separate activity-specific reviews. Do not promise covered activities until checks are complete.

6. Consumer cancellation rights

Specific-date leisure services may sometimes qualify for a statutory cancellation exception; this must not be assumed merely because the customer is planning an event. Housemind planning work and third-party event bookings may be separate contracts with different legal treatment. Terms and any deposits must be fair and reflect the actual service provided or genuine direct loss.

7. Information included in event quotations

Quote [ID] / Request [ID] / event type and date / venue and location / scope / excluded services / milestones / Housemind fee (tax inclusive) / approved expenses cap / supplier payment method and conditions / approved personal information shared / cancellation terms / early-start request / acceptance date and audit trail.

8. Supplier payment rule

Any outside supplier requiring payment must request payment directly from the customer. Housemind will not receive money intended for suppliers, pay suppliers, advance deposits, arrange reimbursement, or store card credentials. The customer must agree to the supplier’s booking terms and make payment directly to that supplier. Housemind may record only the minimum necessary booking confirmation.

9. Payment schedule for Housemind’s own bespoke fees

For a Housemind bespoke fee of £100 or less, full payment is due before chargeable work starts. For a fee above £100, Housemind may offer a 50% payment on acceptance and 50% before the final deliverable, if this is clearly stated in the quotation. Otherwise full prepayment applies.

Larger multistage event projects may be individually quoted with an agreed 30% / 40% / 30% schedule: booking, a clearly defined accepted planning milestone, and the final balance ordinarily at least 14 days before the event. This schedule is not generally available unless explicitly offered in your accepted quote. Payment instalments pay only Housemind’s own fees, not suppliers. Work progression and final delivery may be contingent on payments due, subject to consumer law.

Supplier bookings and purchases can be time sensitive. We only act with the authority you grant for the named supplier and terms. Any changes to the Housemind scope or fee must be agreed before extra paid work begins. A booking or supplier-payment confirmation must never be misrepresented as a guarantee that a third party will perform.

Housemind Ltd · Registered in Scotland, SC906223 · Registered office: Office 1, Technology House, 9 Newton Place, Glasgow G3 7PR · info@housemind.uk