UK Party DJ - Terms and conditions

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Upon completion of a booking form you are legally bound to fulfil all required payments and ensure all agreed requirements are met unless booking is cancelled. To enter into this contract you must be over the age of 18 and fully understand the terms and conditions laid out in this document.
All terms and conditions have been written thoughtfully to protect both the client and the service provider equally and comply with all trading laws known by UK Party DJ at the time of writing

Completion of a booking form alone does not guarantee your booking is secured. (More details in section 1)

Upon receipt of a deposit and a booking form, UK Party DJ will assess the details given and will either confirm the booking, confirm providing additional or changed details / terms are met, or reject the booking. Until confirmation is given UK Party DJ is not required to fulfil the contract.

You must not use details other than your own, unless you wish the contract to be made with a business or person who has granted you permission to agree to a legally binding contract on their behalf.

1. Securing your booking

In order to secure your booking a deposit must also be made of equal or greater than the value specified during pre-booking discussions. If no value is given or the value is less than £0.01 the deposit amount will be 25% of the total amount including any agreed upon additional extras but excluding processing or admin fees.
All deposits are non-refundable. Deposits cannot normally be made in cash.
Bookings made with less than 7 days until the scheduled event will require full payment before the scheduled event unless paying the deposit followed by cash on the event date.

Business clients may be given the option to settle the full payment upon invoice after the event at UK Party DJs discretion.

2. Payments

Deposits can be made via PayPal, debit or credit card, cheque or our preferred method - direct bank transfer with no fees incurred.
Balance payments can be made:
In cash at the start of the event.
Via direct bank transfer a minimum of 7 days before the event.
Via PayPal or debit / credit card incurring a 3% processing fee a minimum of 7 days before the event.
Or by cheque to be received a minimum of 14 days before the event. 

You must specify the payment method you prefer during booking.
Failure to pay within the specified timeframe may result in cancellation of your booking.

3. Additional extras

Additional extras (a product or service you have requested which is not part of your your basic package) may be added after the booking process. UK Party DJ does not offer refunds or reductions if you discover an additional extra (which you have agreed upon purchasing) is no longer required.
Any fines arising from the use (without permission) of agreed upon additional extras either venue based or from local authorities is to be paid by the client.

3.1 Smoke and Haze machines
Before booking any atmospheric effect (smoke, low fog, or haze machines) it is advised you ask your venue if they are happy for them to be used. It is likely your venue may be fitted with smoke detectors and the machines may set off an alarm in the venue.
3.2 Bubble, Foam and Snow machines
Before booking please ensure your venue permits the use of these machines. If being used on hard surfaces such as a dance floor, tiled floor or any uncarpeted space these machines may cause the floor to become slippery. It is advised that all guests are warned of the risk of a slip hazard before entering the area of which the bubble machine is active.
3.3 Mood Lighting
We cannot guarantee your lighting will reach some areas you may require due to lack of plug sockets, distance from plug socket or difficultly installing lights. Chosen colours often may appear different depending on background and light limitations.
3.4 Glow Sticks
Not suitable for children under 3 years old. Whilst glow sticks are non-toxic, they should only be bent to activate and contents should not be ingested. If incorrectly used the contents may cause staining to furniture or clothing.
3.5 Dance Floor
The area for which the dance floor is to be laid must be clear at the time which installation is to take place. The surface which the dance floor is being laid must be perfectly flat and even with a 1ft clearance on every edge (in addition to the size of floor selected) to ensure space for edging. If a size of dance floor is booked which will not fit due to the surface being raised or other obstacles preventing the full size to be installed a smaller floor will be installed and there will be no refunds should this happen. It is therefore advisable that the area is measured accurately if there is any doubt. Dance floors do become very slippery when wet, to prevent accidents it is advised that you insist no drinks are allowed onto the dance floor. Only dance floors advertised as suitable for outdoor use can be installed outside. Unauthorised persons are not allowed to dismantle or move the dance floor once installed.
3.6 Light up Letters
Letters can only be installed on an even and level surface, adequate space should be provided for the letters to be installed and they should not be moved by unauthorised persons. To prevent toppling letters should be installed against a wall or in a location which they would unlikely be touched. Letters can be installed outside however this is weather permitting and cannot be left unattended outside, collection must be arranged at the end of the event if they are left outside.

Should you wish to extend the performance times before the night please contact UK Party DJ, if you decide to extend performance on the night you may discuss it with your DJ.

4. Parking and additional charges.

Please ensure a suitable parking space is available for your DJ for the length of time required.  If there is no parking available next to the venue you must inform UK Party DJ.  If no parking is available and UK Party DJ has not been made aware of any parking difficulties you will either be charged the cost of parking and/or your start time may be delayed. 
Unless informed It is assumed that vehicles can be parked within 20 metres of the setup area and that parking is either in the same location or a similar distance from unloading area. If either is further than 20 metres please inform UK Party DJ, failure to do so may result in a delay to your start time.
Double yellow lines, time limited parking or residents only areas do not count as possible parking spaces unless a permit is provided or the time limits allow parking from setup time to pack away time, if no other option is provided and no warning given you will be responsible for re-reimbursing the cost of any fines. 
Any fees specific to the area, venue or surroundings should be mentioned during booking.

5. Cancellation

In the unlikely event of UK Party DJ having to cancel any part of the agreed upon service due to injury or illness a good effort will be made to find a suitable replacement. The client can reject a replacement and receive a refund minus a £10 admin fee if at the time of booking they specified the exact product or service provider they wished to book. 
If an additional extra is cancelled by UK Party DJ the client must still honour the contract for the basic service. 
If a replacement cannot be provided, any payments relating specifically to the cancelled product or service will be returned including deposits and no fees will be charged.

If UK Party DJ has to cancel due to act of god or where performance from UK Party DJ becomes unfeasibly difficult or expensive the deposit will be retained but no further fees will be required.  

If the client cancels (for any reason) or changes or makes significant changes to the details such as location, times and date. the deposit will be retained.
The following fees may be charged if cancellation of entire service including any extras is made at least 14 days after booking:

Notice given

Over 3 months

No additional fee

less than 3 months

25% of remaining balance

less than 1 month

50% of remaining balance

less than 14 days

75% of remaining balance

less than 7 days

Total fee payable

The above chart will also apply if the client decides to cancel any addtional extra but not the entire service. Only the cost of the additional extra will be taken into consideration as opposed to the remaining balance.

If however the booking is made by the client less than 30 days from the event date reduced cancellation fees may apply:

Notice given

less than 1 month

No additional fee

less than 14 days

25% of remaining balance

less than 7 days

50% of remaining balance

less than 3 days

Total fee payable

If full payment was made by the client and no clear deposit amount was specified, 75% of the total amount excluding processing fees is the remaining balance and 25% of the total amount is the deposit amount.

6. Refunds

If the client pays the full amount and wishes to cancel their booking before it takes place they may be due a refund. To calculate the amount to be refunded the client should look at section 6 and refer to the cancellation fees. The deposit amount and the cancellation fee should be subtracted from the total agreed fee to leave the amount that you will be refunded.

Unless the performance and preparation you receive was misleading to what was advertised or agreed, in accordance with trading standards no part or full refunds will be made. This includes lack of attendance by guests, weather conditions and/or unreasonable expectations from the Clients.
No refunds or compensation will be made by UK Party DJ for any costs the client may incur due to the service provider's presence at your event unless it is covered by public liability insurance.

If your DJ starts late due to parking, venue or issues which are not within their control no partial refund will be made. 
Any complaints or issues during your event should be raised to with your DJ during performance and forwarded to UK Party DJ afterwards where the unique situation will be assessed.
Any enquiries into refunds should be made after the event has been completed. 

7. Setup requirements

Space requirements vary, a standard mobile DJ setup will require a space of 3m(10ft) in length, 2m(7ft) in depth, and 2m(7ft) in height, along with two 240v plug sockets nearby to the setup location. Please allow more space and plug sockets for additional extras or larger set-ups. 
Some setups can be made smaller and if this is required please inform UK Party DJ in good time.
The average set up time is between an hour and two hours. 
Children's parties will require less equipment and therefore shorter times.
You must ensure we are made aware of any possible delays the DJ may experience (i.e.: long distance from parking to setup area or venue not being accessible in good time).
Your DJ will have the right to start at a later than specified time with no penalty should inadequate setup time be given or no warning for possible delays.
Shelter must be provided for outdoor events where equipment could be damaged by weather conditions. 
The area of which equipment is set up must be even, level and solid surface to prevent accidents.

8. Certificates (PLI, PAT etc)

You may request to see documentation such as Public Liability Insurance certificates or proof of PAT testing at any point. 
If not specified as required during booking UK Party DJ may use a service provider which does not possess these documents. 
Each individual DJ has their own certificate and claims cannot be made against UK Party DJ unless David Bessant is your DJ. 

Every venue must hold a valid Licences (PPL & PRS) for public performance unless the party is for an audience entirely comprised of friends and/or family if the venue does not hold a licence it is the responsibility of the client to arrange for the venue to obtain one.

9. Responsibilties of the client

During the period of DJ hire you are responsible for your guests and any damage or theft which is caused by guests attending your event. 
If any of your guests cause damage or steal equipment belonging to your service provider you may be asked to pay for the replacement or repair along with any hire fees they may incur for hiring replacements.
You must provide a safe and secure area for your service provider to operate and should the equipment or the service provider's safety be threatened the service provider reserves the right to cease performance until the threat has been satisfactorily dealt with. This includes verbal abuse from staff, guests or the client.
All children must be supervised at all times by at least one adult and bad behaviour should be dealt with by the client. 

10. Photography

Your service provider may take photographs or videos during your event, should any of your guests wish otherwise please advice as soon as possible. 
Any material captured may be used for advertising, should any photographs be offensive or should any guests wish them to be removed please contact UK Party DJ.

11. Advertisements

You have the right to request your service provider does not place advertisements in the way of a banner or posters placed away from the equipment setup.
Some equipment may contain logos or contact information.
Business cards may be left around your venue, please inform us if you'd prefer their absence.

12. Your Details

UK Party DJ and its partner businesses may use the information provided to check current address, telephone and email address are valid along with any other relevant information provided during booking or pre-event discussions. We only provide information to third parties on the basis of validity checking or to help provide a better service and do not sell or pass on information for marketing purposes.

12. Late or Failed Payments

Payment as per the terms of your contract must be made and any refund decisions will be made after payment. After 7 days (30 days for established business clients) we will exercise our statutory right to claim interest and compensation for debt recovery costs under the late payment legislation if we are not paid according to agreed credit terms. Interest is charged at 8% plus the Bank of England base rate with a potential £40 fixed compensation fee.

Updated 05/12/2013

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22/11/2013 Terms
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