Booking/Cancellation Policy

Terms and Conditions

 

1. Contract and Communication

 

1.1 Most events involve communication between two people: myself and one other person. However, depending on the event, I may be in contact with more people (a partner, another person organising, the venue etc.). Despite this, the performance contract remains between myself and the person nominated to pay the deposit (henceforth referred to as the client).

 

1.2 I make myself available to clients throughout the process - from first call to the final chord. I commit to keeping open lines of communication with details of my preparations, what I require from my clients, and other details such as arrival times and travel arrangements etc.

 

1.3 Clients are in turn asked to provide updated contact details (of course, usually their own!) for at least one person whom I am able to make contact with on the date of the event. This may be the client themselves, or another person designated as a point-of-contact. This person must be physically present at the performance venue at least 30 minutes prior to the performance start time. This is to ensure I can resolve any issues that may arise on the day, as well as provide updates on my travel times etc.

 

2. Fees and Payment

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2.1 The fee for the performance/performances may be negotiated verbally or in writing. A written confirmation will be offered in the form of a deposit invoice. This amount stated is the final fee, and is not subject to change without the written consent of both parties.

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2.2 There is a 20% deposit payable upon booking, and clients receive the invoice for this when a booking is requested. This is likely to be sent via email, however may arrive using whatever means of communication originally used to contact me (carrier pigeon etc.). As this secures the event date and confirms a mutual commitment once paid, it is not refundable.

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2.3 The remaining balance (80% of the fee) must be received by me as cleared funds 30 days before the performance. Clients will receive an invoice 14 days before this payment is due. 

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2.4 The fee may be changed at any time with the mutual agreement of both parties. If this involves an extension of the booking time in advance of the performance, 20% of the difference in fee must be paid within 3 days to confirm the new times. Should the client request to shorten the booking, the total fee may be reduced, however no partial refund of the original deposit will be made. For example:

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a. The originally agreed fee is £300 for 3 hours. A 20% deposit is paid (£60). The client requests to extend the booking to 4 hours, and a new fee of £400 is agreed by both parties. An additional payment of £20 is required within 3 days to confirm the new times. The remaining balance of the fee (£320) must be paid 30 days before the event. 

b. The originally agreed fee is £200 for 2 hours. A 20% deposit is paid (£40). The client requests to shorten the booking to 1 hour, and a new fee of £150 is agreed by both parties. No refund is offered. The remaining balance of the fee (£110) must be paid 30 days before the event

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2.5 Should the client wish to extend the booking on the event date itself (e.g. immediately before or during the performance), the fee for any additional time may be negotiated by the two parties, and is payable immediately using a payment method agreed by both parties. For example:

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a. The originally agreed fee is £250 for 2 hours. This amount has been received in its entirety 30 days prior to the event date. During the performance, the client requests I extend my set to include an additional 2 hours. The additional fee of £200 is agreed by both parties and is made immediately as a cash payment.  

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3. Amendments to the Contract

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3.1 I understand that events are social occasions, and as such are subject to change. I will always make best efforts to accommodate changes up until the performance time itself. This may include but is not limited to: changes of performance type, length, times, venue location, and additional services. However, this may not always be possible.

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3.2 Clients are obligated to notify me of any requested changes to the agreed service within a reasonable time, and with a reasonable expectation of adherence to the request. For example, it may be more straightforward to move a performance slot forward 30 minutes, than it would be to arrange travel to a new venue. 

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3.3 Any amendments to the agreed service requested prior to 30 days before the event date may be negotiated by both parties. 

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3.4 Any amendments to the agreed service requested within 30 days before the event date will be made at my sole discretion.

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4. Cancellations

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4.1 I will always do my absolute best to ensure clients receive an outstanding service, and I will remain as flexible as I can throughout the process. However, should clients wish to cancel the service for any reason, notification must be given in writing of their intention to exit the contract. Payment terms with regard to timescales (before/after 30 days) apply as above.

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4.2 In the extremely unlikely event that I must cancel the performance, I will make written confirmation of this, and offer a full refund of all funds transferred until this point. I will also make reasonable efforts to secure a suitable replacement for the performance.

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5. Photography/Videography

 

5.1 Both parties may wish to undertake video/image capturing of a performance/relevant surroundings. This is generally taken to be a reasonable action and both parties (and others in the vicinity of the performance) agree to be featured in these images and any consequent promotional material/social media usage. However, any individual may at any time during the performance indicate their willingness to not be captured in this way, and subsequently be excluded from any such published material in the future. 

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5.2 I reserve the right to withdraw my consent to be captured in photo/video form at any time before, during, or after the performance in perpetuity. Should I choose to exercise this right, all media featuring me during the performance must consequently be destroyed by the client and any relevant parties.

 

6. Equipment

 

6.1 I am solely responsible for providing any and all necessary equipment required for the performance. I am responsible for the purchase/hiring, maintenance, and transport of said equipment in good working order to the venue on the date of the performance. 

 

6.2 The client agrees to provide a safe operating environment for my equipment, and provide the necessary space required to operate said equipment. They also agree to ensure that no aspect of the venue, event guests, or the client themselves will interfere with my equipment, and ensure no damage/disruption is caused by the aforementioned. The client agrees to be held liable for any costs resulting from damaged equipment in such circumstances.

 

7. General Obligations

 

7.1 Both parties agree to act in good faith and make reasonable efforts to ensure the smooth execution of the service. 

 

7.2 For the client, this may include but is not limited to: clear and timely notification of changes to event details, provision of accurate information (e.g. venue location, contact details), provision of a safe and dry location to perform in, provision of a safe power supply, provision of details of WiFi/Internet Access (if applicable), ensuring the venue holds the relevant licenses required for me to perform the service, providing free parking near the venue (and should none be available, agree to be responsible for reasonable costs thereof), providing a hot meal or being responsible for reasonable costs should I be at the venue for over 3 hours, providing a safe water supply throughout the performance, and ensuring they and their guests/relevant parties act in a polite and appropriate manner before and during the performance. 

 

7.3 For myself, this may include but is not limited to: ensuring clear and timely communication of any relevant information prior to the event, arrival at the venue on time and in good order, committing to performing to the best of my ability as represented by promotional material, provision of Public Liability Insurance to a minimum cover level of £1,000,000 with certificate available for inspection upon request, agreeing to not undertaking to perform any other service which may hinder or interfere with the contract between myself and the client, conducting myself in a polite and professional manner at all times before and during the performance, and ensuring the timely distribution of relevant documentation (e.g. repertoire, invoices, bank details).

 

8. Force Majeure

 

8.1 As with any contract, the usual exemptions and exclusions apply to extreme cases whereby either party is unable to fulfil their obligations under the contract due to circumstances beyond their control. Such circumstances include but are not limited to: natural disasters, global pandemics, acts of terrorism, global catastrophe, etc.

 

8.2 In such circumstances, the affected party may be obliged to provide reasonable proof of the nature of the Force Majeure event, and that they made reasonable efforts to mitigate the effects of the event. 

 

8.3 In a proven case of Force Majeure, both parties agree to make best efforts to reschedule the performance. In this case, the terms of the original contract shall apply unless renegotiated and written consent is given by both parties. 

 

8.4 In the event that both parties are unable to reach an agreement regarding a rescheduled event, a reasonable agreement shall be reached with regard to a satisfactory outcome for both parties. This must be achieved with the written consent of both parties. 

 

9. Additional Terms

 

9.1 Any terms and conditions stated above may be subject to change with the explicit written consent of both parties.