Bartendly Experiences Terms & Conditions

1. Scope and role of Bartendly

These Terms & Conditions (“Terms”) govern private and corporate bartending service requests and bookings made through Bartendly Experiences, including through the Bartendly website, email, WhatsApp, social media messages, proposals, invoices, and related communications.

Bartendly Experiences is the commercial service activity of Bartendly OÜ. It helps private customers, corporate clients, agencies, exhibitors, venues, brands, and event teams coordinate professional bartenders for events.

Bartendly acts as a commercial coordination intermediary. We qualify requests, define the service scope, coordinate staffing, handle commercial communication, and issue quotes or invoices on a fixed-price basis. The on-site bartending service is performed by independent professional bartenders, not employees of Bartendly.

Bartendly is not the event organizer, venue operator, caterer, security provider, alcohol supplier, or insurer, unless a separate written agreement expressly says otherwise.

2. Legal entity and contact details

Operator

Bartendly OÜ

Registry code

17343247

Registered office

Tornimäe tn 5, Kesklinna District, 10145 Tallinn, Harju County, Estonia

Email

contact@bartendly.com

VAT status

Not currently VAT registered in Estonia. Where applicable, the tax treatment will be stated on the relevant invoice.

3. Definitions

Client

The person, company, agency, brand, venue, exhibitor, event team, or other party requesting or booking the service.

Bartender

An independent professional coordinated by Bartendly to perform bartending services on-site.

Service

The coordinated bartending service described in the accepted quote, proposal, booking confirmation, invoice, or signed agreement.

Booking

A confirmed engagement for a specific event, date, time, place, staffing level, and scope.

Deposit

An upfront payment required to confirm or hold a booking, as stated in the proposal, invoice, or booking confirmation.

Event-specific terms

Any accepted proposal, booking confirmation, invoice, signed agreement, or written event instructions agreed for a particular booking.

4. Order of precedence

If there is any conflict between these Terms and event-specific terms, the event-specific terms prevail for that booking.

Unless stated otherwise, the order of precedence is:

• first, a signed service agreement for the event;
• second, an accepted commercial proposal or booking confirmation;
• third, invoice payment terms;
• fourth, these public Terms.

This allows Bartendly to use a lighter process for small bookings and a more formal agreement for serious corporate, agency, exhibition, or recurring clients.

5. Requests, quotes and booking confirmation

Submitting a request through the website, WhatsApp, email, or social media does not create a confirmed booking. Bartendly may ask for additional information before deciding whether to provide a quote.

Each quote is prepared based on the information available at the time, including the event city, venue, date, timing, duration, number of guests, service style, staffing needs, travel requirements, supplies, and operational complexity.

A booking is confirmed only when:

• Bartendly issues a quote, proposal, invoice, booking confirmation, or contract;
• the Client accepts it in writing, by payment, or by another method stated by Bartendly; and
• the required deposit or full payment is received, unless Bartendly expressly agrees otherwise in writing.

Bartendly may refuse, suspend, or discontinue a request where the event is unsafe, illegal, unrealistic, outside Bartendly’s service scope, insufficiently defined, not commercially viable, or where communication or payment delays prevent reliable coordination.

6. Service scope and alcohol

The service scope is the scope written in the accepted quote, proposal, booking confirmation, invoice, or signed agreement. Only written scope and written changes are binding.

Unless expressly agreed otherwise in writing, Bartendly coordinates bartending staff and related operational communication only. Alcohol, beverages, ingredients, garnishes, ice, glassware, bar equipment, furniture, venue access, storage, cleaning, licenses, permits, insurance, and security are the Client’s or venue’s responsibility.

Alcohol disclaimer: Bartendly does not sell, supply, distribute, resell, or invoice alcohol and does not hold alcohol licences. Alcohol must be provided by the Client, the venue, or a licensed third-party supplier where required. Bartendly is not responsible for alcohol procurement, licensing, compliance, guest consumption, or alcohol-related incidents.

7. Payments, deposits and fixed pricing

Payment is made according to the accepted quote, invoice, booking confirmation, or signed agreement. Payment is normally made by bank transfer to the account stated on the invoice. Alternative payment methods may be offered where available.

Any payment processing costs, if applicable, will be disclosed before payment and applied only where permitted by law.

Deposits are used to cover coordination work, staffing lock, administrative effort, opportunity cost, and commitments made for the booking. Unless stated otherwise in writing, deposits are non-refundable, except where mandatory law requires otherwise.

Any remaining balance is payable according to the written payment schedule. If payment is late or incomplete, Bartendly may suspend coordination, release staffing, or cancel the booking, subject to the applicable event-specific terms.

Bartendly usually works on a fixed-price basis. No additional charges apply unless the Client requests or approves additional services, extended hours, extra staffing, changed dates, changed location, changed scope, or other material changes in writing.

8. Private customers and mandatory consumer rights

If the Client is a private consumer, nothing in these Terms limits any mandatory consumer rights that cannot be excluded under applicable law.

Where a consumer books at a distance and requests Bartendly to begin coordination, staffing, or service preparation before the end of any applicable withdrawal period, the Client acknowledges that Bartendly may begin work immediately and that amounts corresponding to work already performed, staffing commitments, or non-recoverable costs may remain payable, subject to applicable mandatory law.

Event-specific proposals may include cancellation, deposit, timing, and payment rules appropriate to the type of event, timing, city, and staffing commitments.

9. Changes and cancellations

Any material change to the date, time, location, guest count, staffing level, service duration, scope, menu, dress code, venue conditions, supplies responsibility, or other operational detail must be requested in writing. Bartendly may accept, refuse, or requote the change depending on availability and impact.

If the Client cancels a confirmed booking, the refund or payment consequences are governed by the accepted proposal, invoice, booking confirmation, signed agreement, and these Terms. Unless stated otherwise in writing, deposits are non-refundable except where mandatory law requires otherwise.

If the event or the Client’s participation in the event is cancelled by a venue, organizer, authority, or third party, Bartendly will review the situation in good faith. Refunds may exclude non-recoverable costs, committed staffing costs, bank fees, or other costs already reasonably incurred, unless a specific signed agreement states a different rule.

If Bartendly cancels for reasons not caused by the Client and cannot provide a reasonable replacement or alternative, Bartendly will refund payments received for undelivered services. No additional compensation or damages are due unless mandatory law or a signed agreement requires otherwise.

10. Client responsibilities

The Client is responsible for the event environment and all items not expressly included in Bartendly’s written scope.

• providing a safe, lawful, respectful, and professional working environment;
• ensuring venue access, setup time, staff access, storage, working space, and venue instructions;
• complying with local alcohol, licensing, health, safety, employment, venue, and event regulations;
• providing alcohol, beverages, ingredients, ice, glassware, bar tools, bar station, and equipment unless otherwise agreed in writing;
• ensuring responsible guest behaviour and appropriate security or guest management where needed;
• communicating material constraints, allergies, venue rules, timing changes, or operational requirements in advance;
• arranging event, venue, property, public liability, or other insurance where required by law, venue, or commercial prudence.

Any harassment, intimidation, abusive behaviour, sexual language, discrimination, unsafe conduct, or inappropriate behaviour toward bartenders or staff is strictly prohibited. Bartendly may suspend or terminate services immediately in such cases, with payments handled under the applicable cancellation and liability rules.

11. Professional conduct of bartenders

Bartenders coordinated by Bartendly are expected to perform professionally, follow reasonable client and venue instructions, respect safety rules, and comply with the agreed service scope and dress code where applicable.

Bartenders must not consume alcohol, illegal drugs, narcotics, or other intoxicating substances before or during service. Bartendly may remove or replace a bartender where there is a serious conduct, safety, or reliability concern.

12. Replacement and complaints

If a confirmed bartender becomes unavailable, Bartendly will use reasonable efforts to provide a replacement with broadly equivalent skills and availability. Replacement is based on suitable professional level, not identical profile, personal style, or exact biography.

If a suitable replacement is provided, the booking remains valid unless the event-specific agreement says otherwise. If no suitable replacement or alternative can be arranged and Bartendly cannot deliver the service, payments received for undelivered services will be refunded.

Any complaint should be reported as soon as possible and ideally within 48 hours after the event by emailing contact@bartendly.com. Bartendly may request details, photos, messages, venue feedback, or bartender feedback to review the issue fairly.

13. Liability and insurance

Bartendly is responsible only for its own proven failures in coordination, administration, or reasonable vetting of assigned bartenders. Bartendly is not responsible for venue safety, alcohol procurement, guest behaviour, Client instructions, third-party suppliers, or independent acts or omissions of bartenders, except to the extent caused by Bartendly’s proven failure in coordination or vetting.

To the maximum extent permitted by law, Bartendly is not liable for indirect, incidental, special, punitive, or consequential damages, loss of profit, loss of business, loss of reputation, loss of opportunity, or business interruption.

To the maximum extent permitted by law, Bartendly’s total liability for a booking is limited to direct damages caused by proven coordination or vetting failures and capped at the amount paid to Bartendly for the services concerned.

Bartendly does not provide event, venue, property, public liability, alcohol liability, or guest insurance. The Client is responsible for arranging appropriate insurance where needed.

14. Non-circumvention

The Client must not directly or indirectly engage, contract, solicit, or bypass Bartendly in relation to any bartender introduced, proposed, assigned, or coordinated by Bartendly for the same event or follow-up paid event work for 12 months after the introduction or event, without Bartendly’s prior written consent.

If this clause is breached, Bartendly may claim the coordination fee that would reasonably have been payable for the direct engagement, as well as any other rights available under applicable law or a signed agreement.

15. Brand, photos and references

Unless expressly agreed otherwise in writing, the Client may not use Bartendly’s name, logo, materials, or branding for promotional purposes without prior permission.

Bartendly may keep internal records of collaborations and may refer to non-confidential event types, service categories, or general experience in commercial credentials. Public use of a client’s name, logo, event materials, photos, or confidential information requires permission where required by law, contract, or reasonable commercial practice.

16. Privacy and data protection

Bartendly processes personal data in accordance with its Privacy Policy. Personal data may be used to respond to requests, prepare quotes, coordinate services, manage bookings, communicate with clients and bartenders, issue invoices, maintain business records, prevent misuse, and comply with legal obligations.

17. Prohibited requests and misuse

Clients must not submit fake, illegal, abusive, discriminatory, misleading, unsafe, harassing, or fraudulent requests. Bartendly may refuse, suspend, cancel, or report requests where misuse, illegality, safety risk, harassment, fraud, or impersonation is suspected.

18. Force majeure

Neither party is liable for failure or delay caused by events beyond reasonable control, including natural disasters, severe weather, strikes, transport disruption, government action, public restrictions, pandemics, illness, venue shutdown, power failure, serious security incidents, or other unavoidable events.

The affected party should notify the other party as soon as reasonably possible and provide reasonable evidence where available. Bartendly will try to propose alternatives where practical, but availability cannot be guaranteed.

19. Governing law and disputes

These Terms are governed by the laws of the Republic of Estonia, unless a specific signed agreement, accepted proposal, or booking confirmation states otherwise.

The parties should first try to resolve disputes through good-faith communication. If a dispute cannot be resolved, it may be submitted to the competent courts of Estonia, unless a specific signed agreement or mandatory law provides another forum.

If the Client is a consumer, nothing in this section removes any mandatory rights or protections that cannot be excluded under applicable law.

20. Updates to these Terms

Bartendly may update these Terms from time to time. The updated version will be posted on this page with a revised update date. The Terms applicable to a confirmed booking are normally the Terms in force at the time the booking is accepted, unless the parties agree otherwise in writing.