Booking T&C’s

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Booking Terms & Conditions

 

Terms of business
In signing the contract, you agree that you have read the Terms and Conditions of hire and agree to be bound by them. You acknowledge that the booking details contained herein are correct.

Booking process

AJC Entertainments will take the booking details, and make a provisional booking entry in the diary. We will then send out via email for electronic signing (acknowledging acceptance of these terms), to be returned with the deposit within 14 days. We will not take another booking for the event date, during the 14 day period.

Booking Fee

A booking fee of £50.00 is due for all discos with a fee under £200. For all disco’s £200 or over, a booking fee of £100 is due. All booking fees are non-refundable and form part payment of the final fee. AJC Entertainments reserves the right to accept alternative bookings if booking fees have not been made 14 days after the contracts have been sent out.

Full payment / Final Adjustments

Full payment (minus the booking fee) becomes due in cash prior to the start of the event. Arrangements can be made to take final payment prior to your event if it is convenient to you.

Short notice bookings

In the event that we can accommodate a short notice booking, payment is required in full at time of booking. Details for payment will be discussed at the time of booking.

Overtime

When feasible and possible, the client’s request for extended playing time during the event will be accommodated. However, payment is due at the time of the request (at a rate of £50 per hour or part hour) and may be paid in cash only.

Forms of payment

Any payment made before the event can be made by bank transfer. Details to allow a bank payment will be provided on request. Any payment made before the event must be by bank transfer. If requested, a receipt will be issued for all payments, either immediately, or within 7 days. In the event of a payment dispute, you will be asked to produce the receipts.

Venue / Police / Council intervention

Requirements by the venue management, over-ride the client and AJC Entertainments i.e. if we are instructed to lower the volume, or to stop playing by the venue management, this will be followed. Most commercial venues have an entertainment license cut off time, which must always be observed. If the event is interrupted by the police / local council, then we will follow any advice or instructions given by them (including stopping the event). There will be no refunds given under these circumstances for early finishing.

Cancellation by client

Cancellations must be in writing (email is acceptable) by the client. If the client cancels more than 21 days prior to the event, then only the booking fee will be forfeited. If the client cancels the event less than 21 days prior to the event, then the client is responsible for the total fee. If we manage to get another booking for your event date, and you re-book for another date that is available (but not Christmas Eve, Christmas Day, Boxing Day, New Years Eve or New Years Day), we will consider transferring your payments to the new booking. Please let us know as soon as possible if you are having problems, as we may be able to help. Any further bookings are the decision of AJC Entertainments only and are not bound into taking any further bookings.

Cancellation by AJC Entertainments

In the event that we become unable to carry out the event i.e. serious illness, we would consult with the client. If this is more than 21 days before the event, we will refund all monies paid, and work with you to find a new DJ (which the client will need to pay direct). If it is less than 21 days (and payment has been received in full), we will endeavour to find you a suitable DJ and AJC Entertainments will pay them direct, including a difference in fees (up to a maximum additional amount of 25% of the booking fee). We will always endeavour to match the services offered initially like-for-like, as detailed in your invoice and booking confirmation. Any additional services originally included FREE OF CHARGE may not be included.

Non-attendance of event / severe breakdown of equipment / late start by AJC Entertainments

We have never failed to provide a disco. However, this can never be ruled out (such as major car crash on the way to the disco, multiple equipment failure during the event, etc). AJC Entertainments will always work their hardest to provide you with your event, to the best of their ability. If the event lasts less than 25% of the agreed playing time or does not take place at all due to an issue with us, then AJC Entertainments will refund all monies paid, plus a maximum of 25% of the booking fee as compensation. If more than 25% of playing time has been achieved, then a refund will be made on a pro-rata basis. If the start of the event is delayed up to 30 minutes due to AJC Entertainments, liability is limited to providing the client with additional playing time equal to the delayed start time. If the delay is over one hour of playing time, and caused by AJC Entertainments only, then a refund will be issued on a pro-rata basis. All refunds will be issued via bank transfer within 14 days of being notified who to pay. This is the full limit of liability on AJC Entertainments.

Late start by Customer

If AJC Entertainments cannot start the set-up by the agreed set-up start time, due to the client or the venue not being ready (this can be due to the venue being locked, because a previous event has over-run, or the client plans are running behind schedule etc), then we will quietly wait and prepare as much as practical, until such time as the client / venue is ready. We will work with the venue and the client to then set up as quickly as we can (one hour minimum) and to start playing as soon as we can. Under these circumstances AJC Entertainments have no obligation to play later or to refund any money. Any extra playing time past our agreed finished time will be subject to the normal overtime clause above.

Venue provision:

The client will ensure that the venue for the disco,

(1) Will be within 10 mtrs of a reliable, safe and working power supply of 2 x 13 amp sockets (on a full 30 amp ring main). If the power supply is less than this, it may reduce the lights and sound level of the disco.

(2) Is open between the set-up start time and one hour after any finish times, as shown on the booking contract form.

(3) An area of approximately 3.5 mtrs wide, 2.5 mtrs deep and 2.1 mtrs high is available for the disco rig. If the space is less than this, it may take us longer to set up, and it may not be possible to provide all of the equipment.

(4) Takes reasonable steps at all times to protect AJC Entertainments equipment and personnel. If crowd control is required to ensure this, then this has to be provided by the venue/client.

Please note: Where the function may include guests under the age of 16 years, the client, (or parent) is responsible for the behaviour and safety of any minors attending the venue. The client will provide and maintain adequate adult supervision at all times. AJC Entertainments will not be liable for the supervision of minors.

(5) Provide suitably qualified door staff at events where / if needed.

(6) Provides a shelter that completely covers and protects our equipment from adverse weather conditions when playing outdoors.

(7) Has a valid PPL (Public Performance License) if the event is a commercial, business or public event, and is being held in a commercial venue.

(8) Where AJC Entertainments is engaged to work alongside a band, (or other entertainer) it is the client’s responsibility to ensure that adequate space exists within the venue for both entertainers to set up their equipment and that separate power outlets exist.

(9) The hirer agrees to provide adequate supervision of guests and will ensure that venue management adequately supervises customers and or staff on site premises.

Where the venue does not have its own parking facilities, AJC Entertainments reserves the right to pass on any additional parking fees for refund by the hirer.

Please note: that in accordance with Health and Safety laws, AJC Entertainments will refuse to work at venues where illegal or hazardous parking is required in order to unload vehicle. This also applies to general health and safety concerns within the venue such as navigating cluttered or unlit stairways and exits or iced / wet slippery outside stairs.

Client

The client accepts full responsibility for any damages or injures or delays that occurs as result of failure to comply with these provisions. In the event of circumstances deemed by the DJ to present a real or implied threat of injury or harm to our staff, equipment, and or any other person, then we reserve the right to cease playing until such time that the client resolves the threatening situation. We further reserve the right to deny any guest access to recordings, equipment and access to the area behind the disco at any time. Unwarranted abuse or threatening behaviour from hirer’s guests or venue management or venue staff will not be tolerated and will result in the performance being terminated with no loss to AJC Entertainments.

Equipment Damage

AJC Entertainments carry full public liability insurance. However, if damage is caused deliberately or accidentally by the client, any person attending the event or staff directly hired by the client, we reserve the right to charge the client for the full cost of repair / replacement of the equipment.

AJC Entertainments

The Artiste(s) and there assistants will conduct themselves in a proper manner throughout their attendance at the venue and dress appropriately for the event. They will respond to the Managements requests as to volume, sitting of equipment and, or any other reasonable requests.

They will provide entertainment for the duration of the booked time that is in keeping with the event and will endeavour to play requested music asked for during the event that is in keeping with the musical theme of occasion. AJC Entertainments will not be held responsible for not having a music track or be under compulsion to play a requested track.

Food and Drink

As the DJ will often have to travel more than an hour to the venue, set up, DJ and then travel an hour back, it is a reasonable request that they are provided with a reasonable quantity of non-alcoholic drinks for the duration of the evening at the cost to the client. If food, (buffet etc) is catered at the event then it would be greatly appreciated (although not expected) if the DJ was offered food.
If the event is longer than the standard 5 hours, than the client will be expected to provide suitable food for the DJ and staff at the cost to the client.

Subcontracting AJC Entertainments

All terms & conditions above will relate to any 3rd party hiring AJC Entertainments via another agency.

All terms and conditions are posted on AJC Entertainments’ web site, are binding and are subject to change without notice.

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