Terms & Conditions

Supplier T&Cs

1. Introduction to the supplier T&Cs

1.1 While Poptop allows for a safe space for users to interact, Poptop is not an agency. Poptop does not represent any party and we are not a supplier, venue manager, or client in our own right of any kind.

1.2 Poptop does not represent you as suppliers, but you do represent and reflect on our services, so you must adhere to our Terms and Conditions and our Codes of Good Practice.

2. Usage of the Poptop site

2.1 You must not provide personal details, contact information or your website links to the client until a booking has been made. Doing so can result in a ban or termination of your account. 

2.2 You must confirm that you, and anyone that you represent/ arrives to an event is properly qualified, insured, experienced and licenced, as required by the laws applicable to the event services that are being offered.

2.3 Suppliers recognise and understand that signing up to the website and sending a quote does not guarantee messages/ quotes will be seen and it does not in any way guarantee work for the suppliers. 

2.4 Failure to maintain your Poptop profile will result in termination of your account. This includes, but is not limited to, not including at least one image on your account, not updating your account with the latest information, not making us aware of any information that might have changed. 

2.5 You give us full permission to change or add information to your public profile page at our discretion and use the information on the website posted as your ‘official website’ in order to increase the quality or presentation of your public profile.

2.6 You must not post, distribute, or reproduce trademarked or copyrighted material without first obtaining the prior consent of the owner.

2.7 Reviews may only be posted by legitimate clients who have booked you. If you post false reviews, your account may be terminated for improper use, without refund. But you may dispute any review you feel to be fraudulent.  

2.8 You will respond fully, truthfully, and within three business days to any request for information or other inquiry from Poptop UK.

2.9 If your Poptop profile has been inactive for 6 months then your profile page and packages will be hidden from clients in the catalogue and you will not get bespoke requests. 

2.10 By agreeing to these T&Cs you agree with our Client Protection Programme. 

2.11 By submitting content to the Poptop website, you are granting us the freedom to use such material for business purposes in any form, in any media via whichever technology we choose.

3. Sending Quotes and making contact with Clients

3.1 You must not post any content that promotes products or services that are not offered on the Poptop site. 

3.2 You must not contact a client outside of the website or share your contact details with them before booking has been made. Please get in touch with a Poptop Supplier Team member if a client asks you for your contact details before making a booking.

3.3 You must not contact a client with an offer, suggestion or advice to book outside of the Poptop platform. 

3.4 You must not contact clients warning them to book away from Poptop or other suppliers on the Poptop website. 

3.5 You will not resell or re offer any lead you receive to other suppliers, vendors or service providers. 

3.6 All travel fees, extra costs, VAT etc, should all be included in the quote sent to the client. If a quote price needs to be adjusted before the client makes a booking, please let one of the team know immediately. 

4. Confirming a Booking and Event Protocol

4.1 Deposit payments that need to be made outside of the Poptop website must be recognised by a Poptop team member immediately so that we can ensure the site is up to date and you are not incorrectly invoiced. 

4.2 By representing your company on Poptop, suppliers must act in a professional manner at all times, provide the highest level of service for all events, co-operate to understand the needs of the client and of the Poptop staff. 

4.3 If you do not show up to an event without notifying the client or supplier your profile may be terminated immediately. 

4.4 After a booking has been made you must not contact the client in any other way than that the means provided by Poptop/ or the client. This includes but is not limited to social media.

4.5  You must get in touch with the client to discuss final payment and event details at the very latest 1 week before the event, if you do not get in touch the booking may be cancelled and the deposit refunded to the client. If you do not have the client’s details or you are unable to get in touch please contact a member of the Poptop support team for assistance.

5. Cancelations

5.1 You agree that Poptop reserves the right to cancel any booking, request a refund or issue a refund for any event booked through the site. 

5.2 If you cancel a booking, you must notify the Poptop team immediately in line with our Client Protection Programme.

5.3 If you cancel a booking within 21 days of the event date, you will be charged a cancellation fee. This cancellation fee will be 12% of the overall quote. Your profile will be suspended until this has been paid.

5.4 You understand that if you cancel a booking for whatever reason, then the deposit will be refunded to the client by Poptop and we will invoice you for that amount minus the Poptop fee. 

5.5 If a client cancels a booking, it is up to you as to whether you wish to refund. This will depend on what you set in your Terms and Conditions. 

5.6 If the supplier does not attend a prearranged event without prior notice, your account may be suspended or terminated depending on the severity of the case.

5.7 You can select if the deposit is refundable or non-refundable in your Package settings. If you select refundable the deposit can be refunded up to 21 days before the event. If you select non-refundable, the deposit cannot be refunded. 

6. Membership and Fees

6.1 You are responsible for paying all fees to Poptop as set by our payment and pricing terms. All payments are made electronically as specified by Poptop. You agree that we may charge your chosen method the booking fees and membership fees owed. 

6.2 You agree to keep all billing information up to date and accurate. 

6.3 Poptop has the right to add any prices or services at any time. We have the right alter pricing at any time. You will be notified of this change before it happens.

6.4 You agree that the Poptop booking fee of 12% inclusive of VAT (from April 2nd 2020)  is non-negotiable and can be taken automatically from the deposit payment. 

6.5 In the event of the supplier being booked on a ‘guest charge’ we require a minimum fee of £16.80 inclusive of VAT to be paid for these bookings. This will ensure we receive a more accurate fee. 

6.6 Poptop accepts the following forms of payment for memberships: Visa, Mastercard and American Express only. 

6.7 Poptop accepts the following forms of payment for booking fees: BACS and Paypal. 

6.8 All memberships will be automatically renewed for the same amount of time that was first established (6 monthly/annually). 

6.9 You have the right to cancel your membership at any time via the membership page. Poptop are not in control of your membership, you can not request to have this cancelled by a team member.

6.10 In the case of client cancellation, the supplier will forfeit any booking fee to us for all non-refundable payments.

6.11 All membership fees are non-refundable unless previously stated in writing by a member of the Poptop team. The ultimate decision regarding any membership refunds will be entirely down to the supplier support team.

7. Disputes

7.1 If you are in dispute with another party regarding a booking on Poptop, please make the supplier support heroes aware immediately. 

7.2 Even though we will look into the situation for you and provide support wherever possible, we may not always be able to reach a solution and would advise that all disputes should be taken up with the clients directly. 

7.3 If a client comes to you asking for a refund, and the event has gone ahead as planned. It is up to you as to whether a refund or partial refund is given.

7.5 Disputes are handled on a case-to-case basis, Poptop will offer assistance to our client, but we may be limited in how we can assist our users with any dispute with a client. 

7.6 We are not responsible for any accounts made by suppliers with ongoing medical conditions including but not limited to poor mental health issues or dementia, or those under the influence. Any supplier that is deemed unfit to have an account with us will be removed.

8. Strikes

8.1 If a supplier commits an action that is not acceptable in the eyes of Poptop, a strike may be put against their account

8.2 In the event a supplier reaches 3 strikes on their account, the account of the said supplier will be removed from Poptop and not allowed back on

8.3 The decision of whether a strike is added or not is always in the hands of Poptop and should be seen as a warning

8.4 If an action is committed that goes beyond what would be considered to be strike worthy, it can lead to the account of the supplier being removed

8.5 Each dispute will be taken case by case and it will be down to the Poptop employee handling the matter if a strike is added of not