Booking Policy - WDWD Industries

Key Points

• All bookings must be confirmed in writing via email.
• Provisional bookings hold a date while you decide, but are not guaranteed until confirmed.
• If another confirmed booking request is received for the same date, we will contact you to confirm before releasing the date.
• Cancellations within 48 hours may incur charges (full charge within 24 hours).
• Non-refundable expenses will always be invoiced in full.
• Overtime/overruns are chargeable and will be billed at the same rate basis as the original booking (pro-rated where appropriate), unless agreed otherwise in writing.
• Force majeure events may lead to rescheduling without extra labour cost.

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1. Purpose

This policy applies to all services provided by WDWD Industries Ltd, including but not limited to technical consultancy, software development, event services, installations, and related work. It explains how bookings are made, confirmed, changed, or cancelled, and how associated costs are handled.

2. Definitions

• Available - Dates and times that can be booked. “Free” is not used, as all work is charged at the agreed rate.
• Provisional Booking - A booking request noted in our calendar but not yet confirmed in writing.
• Confirmed Booking - A booking where both parties have agreed in writing to proceed, with the date and scope agreed.
• Labour - Time charged for services delivered, whether on-site, remote, or off-site preparation.
• Non-Refundable Expenses - Costs incurred specifically for the booking (e.g. equipment purchase, non-returnable hire, or travel tickets).
• Force Majeure - Events outside either party's reasonable control that prevent fulfilment of the booking (e.g. illness, extreme weather, transport disruption).
• Booking Hours - The start and end times agreed for the booking in writing.

3. Making a Booking

• All bookings must be made in writing via email.
• Once availability is confirmed in writing, the date will be held as a Provisional Booking unless agreed as Confirmed.
• A Confirmed Booking will always take priority over a provisional booking.

4. Provisional Bookings

• Provisional bookings are intended to reserve a date while you decide on confirmation.
• If another confirmed booking request is received for the same date, we will contact you first to confirm your booking before releasing the date.
• Clients are encouraged to confirm as soon as possible to secure the date.

5. Cancellations

If a confirmed booking is cancelled:

• More than 48 hours before the agreed start time - No labour charge. Any non-refundable expenses already incurred will be invoiced in full.
• Between 24-48 hours before the agreed start time - 50% of the agreed labour charge plus any non-refundable expenses.
• Less than 24 hours before the agreed start time - 100% of the agreed labour charge plus any non-refundable expenses.

Where purchased items can be returned or refunded, only unreturnable costs will be invoiced.

6. Rescheduling

• Rescheduling more than 48 hours before the agreed start time - No cancellation charge.
• Rescheduling within 48 hours of the agreed start time - Standard cancellation charges may apply unless otherwise agreed.

7. Minimum Booking & Rates

• Unless agreed otherwise in writing, bookings are charged at a full-day or half-day rate.
• Where additional time is required beyond the agreed booking, charges will be calculated using the same rate structure, pro-rated as appropriate (for example, billed in reasonable increments).
• Partial days, early finishes, or unused time do not reduce the agreed charge.
• Consultancy or other hourly-rated work is subject to a minimum [X] hours charge.

8. Travel Time & Travel Days

• Time spent travelling to and from a booking location is considered working time and is chargeable unless explicitly agreed otherwise in writing.
• Where a booking requires a full or partial travel day, that day will be charged at the agreed full-day or half-day rate, as applicable.
• Travel days block availability for other bookings and are reserved exclusively for the client.
• By booking WDWD Industries Ltd, the client accepts that travel time and travel days are chargeable, regardless of the client's internal travel or expenses policy.
• Travel-related expenses (including mileage, fuel, parking, accommodation, and public transport) may be charged in addition to labour.
• Client internal policies do not constitute grounds for fee reduction, rescheduling, or cancellation without charge.

9. Client Delays & Access

• If work is delayed due to client-side issues (including lack of access, incomplete information, or unavailable personnel), the booked time will remain chargeable.
• Waiting time caused by such delays is considered chargeable labour.
• Delays caused by third parties engaged by the client are treated as client-side delays.

10. Changes to Scope

• The booking is based on the scope agreed at the time of confirmation.
• Any changes to scope may result in additional charges, extended time, or rescheduling.
• Where possible, scope changes will be agreed in writing before work continues.

11. Overtime / Extensions

• If work extends beyond the agreed hours, additional charges will apply at the agreed hourly, half-day, or full-day rate, as applicable.
• Overtime will be added to the final invoice.

11.1 Authorisation & Rates Where Overtime Is Not Pre-Agreed

Where work extends beyond the agreed hours and prior authorisation or rate agreement cannot reasonably be obtained at the time (including outside normal business hours), WDWD Industries Ltd may, at its discretion, continue working in order to:

• complete the agreed scope;
• reach a safe, stable, or operational state; or
• avoid disruption, risk, or unnecessary delay.

In such circumstances, additional time worked will be chargeable at the same rate basis as the original booking (hourly, half-day, or full-day, pro-rated as appropriate), unless otherwise agreed in writing.

Client purchase order limits or internal approval processes do not override this policy. Where additional time is worked in accordance with these terms, the client remains liable for payment.

By making a booking, the client accepts that operational requirements may necessitate work continuing beyond the agreed hours where immediate authorisation is not practicable.

12. Force Majeure

• Neither party will be liable for failing to fulfil the booking due to circumstances beyond reasonable control.
• In such cases, both parties will aim to reschedule at no extra labour cost.
• Any non-refundable expenses already incurred will still be payable.

13. Agreement to Terms

By making a booking, you confirm that you have read, understood, and agreed to the terms in this policy. WDWD Industries Ltd reserves the right to update this policy at any time; the most recent version will always be available on our website.