TERMS & CONDITIONS
In this document, A J Evens Services is hereinafter referred to as the “Operator”, and you, the person making the booking as the “Client”.
The entertainment to be provided by the operator is described as the playback of musical recordings through sound equipment with occasional "DJ" narration and provision of disco lighting (hereinafter referred to as the “Performance").
The place of performance is at the venue identified in the venue details section of the booking form (hereinafter referred to as the “Venue").
The date of the Performance shall be the date specified on the booking form (hereinafter referred to as the "Performance Date") and the start time and finishing time of the Performance shall also be as stated on the booking form in the event details section.
The client agrees to pay the operator a performance fee for the performance, to the value stated on the booking form. A non-returnable deposit or booking fee (of £50), as detailed on the booking form, must be paid in cash or bank transfer (Please request for bank transfer details). The booking is not considered finalized until the deposit or booking fee has been paid and money cleared, and a booking form confirming all details of the Performance has been signed by both the client and the operator.
To confirm the booking the client is required to supply necessary information from the operator and agreed booking fee to be paid. The booking fee is a cut off the total price to secure the required date and is nonrefundable. After booking fee has been paid the client will receive a booking confirmation and invoice with payment of booking fee and remaining total via email. The booking fee secures the client's required date of booking.
When the client pay’s the booking fee they are automatically accepting the operator's terms and conditions. A copy of terms and conditions will also be sent via email with booking confirmation.
The client may cancel the agreement at any time by doing so in writing to the operator. In the event of the client or the venue wishing to cancel the performance for any reason other than an act of god or natural disaster (to the customer) a late cancellation fee will apply as follows:
Bookings cancelled within:
90 days of the Performance Date 50% of value of the Performance fee
60 days of the Performance Date 75% of value of the Performance fee
30 days of the Performance Date 100% of value of the Performance fee
For whatever reason, the Operator reserves the right to subcontract a third party services of equal quality service.
The client will first pay the booking fee paid for confirmation of booking.
After the initial inquiry, and to confirm your secure your service/services reservation. A nonrefundable booking fee must be paid.
Payment is strictly prior to the event date. The remaining fee must be paid at least 30 days prior to the event.
Instalments may be an accepted form of payments depending on time between booking confirmation date to event date and operator agreement.
A payment plan can be set up for those who book 90 days in advance and are spending over £300. The client is required to make a minimum of three payments (after booking fee), first payment will be 90 days before the event date of 30% of the remaining fee (after booking fee), second payment will be 60 days before the event date of 30% of the remaining fee (after booking fee), third payment will be 30 days before the event date of 40% of the remaining fee (after booking fee). Failure to pay on the agreed dates will result in cancellation of booking and any payments made will be nonrefundable.
Non-Timely or Late Payment
In the event of non-payment of the full fee prior to the performance, the performance will not take place and any payments already made will be forfeited to the operator.
Should the operator agree, a specific variation and exception to these normal terms and conditions, to accept payment after the performance then in the event of non-payment after the performance date, the client will be liable for any unpaid balance, plus a £15 fee for each request for payment issued, plus all reasonable collection and solicitor's fees. If payment has been agreed via cheque by the operator the client will be charged £20 for each returned cheque, should said cheque not be honoured. Unpaid balances will incur interest at the rate of 5% for each month for which the balance is outstanding.
Extension of Performance Time
If the operator is required to extend the performance time, the fee for such extended performance will be as at the operator’s discretion, at the time of requesting extra time. The extended performance is subject to the rules of the venue and is at the operator's judgment.
Reduction of Performance Time
Should the performance be delayed or curtailed for any reason other than events or circumstances caused by the client's non-adherence to these terms and conditions, the fee paid will be partially refundable on a pro-rata basis in half-hour increments or part thereof for services not rendered.
The client must ensure that the Venue is reserved for an adequate length of time, including time required for the installation, dismantling and removal of equipment, as per the stated requirements. If the finishing time as stated in the booking, plus the time required for dismantling and removal of equipment, is found to be later than that allowed at the Venue and the performance has to be curtailed, or the start of the performance has to be delayed due to insufficient time being allowed to set up the equipment, no refund will be given.
The client may submit a music request list a minimum of fourteen days prior to the performance date and the operator will use best endeavours to meet the client requirements, but this does not form any specific obligation by the operator. The operator will attempt to play the client's and client's guests' music requests at the event but cannot be held responsible if certain selections are unavailable. The operator reserves the right to censor music requests that may be considered offensive or inappropriate for the event. The operator reserves the right to choose the sequence of songs played for the good of the majority and the flow of the event. For legal copyright reasons, the operator will only play tracks provided on original audio sources.
The client is responsible at the end of the performance for the collection of any audio sources which have been provided by the client or the client's guests to the operator. Any property left with the operator is left at the client's or the client's guests' own risk.
Installation / Dismantling of Equipment
Access to the venue must be available at least sixty minutes prior to the start time and sixty minutes after the finish time. If the client or venue has any special requirements for setting up or dismantling times or there are specified times of access or any other restrictions which will impact on the operator's ability set up and dismantle the equipment, then the client must provide these details at least fourteen days prior to the performance date. Any restrictions that are not notified to the operator may attract additional charges and/or cause delay to the performance. Any obstructions that lie in the way of the equipment and the dance floor causing performance standards to be lowered, the operator reserves the right not to perform or to end the performance in the interest of health and safety and the whole performance fee will remain payable.
The operator and their assistant(s) will conduct themselves in a correct and proper manner at all times and will respond to the client's or venue's requests as to volume of music, situation of equipment and any other reasonable requests providing they do not breach health and safety regulations.
The operator and their assistant(s) will dress appropriately for the performance.
Any threats, either physical or verbal, will not be tolerated by the operator and the operator reserves the right to end the performance at any time if they feel threatened in any way and the whole fee will be retained by the operator.
The client will provide and maintain adequate adult supervision at all times for any person in attendance under eighteen years of age. The supervising adult(s) will ensure that these persons do not interfere with the equipment provided or with the operator performing their duties.
The supervising adults will assist the operator with the organization of the children during any games played at the performance if required.
A certificate of public liability insurance is available from the operator upon request.
It is the client’s responsibility to ensure they request a copy of the operator's public liability if the venue requires such documents prior to the event and delivery of the equipment. If the venue refuses the equipment for any reason regarding no evidence of public liability insurances the fee contracted to the Client will still be payable to the operator.
A PAT (Portable Appliance Test) certificate will is available from the operator upon request.
It is the client’s responsibility to ensure they request a copy of the operator's PAT certificate if the venue requires such documents prior to the event and delivery of the equipment. If the venue refuses the equipment for any reasons regarding no evidence of PAT certificate the fee contracted to the client will still be payable to the operator.
It’s the client’s responsibility to make sure the venue holds a valid (Public Performance Licence) if the event is a commercial, business or public event and is being held in a commercial venue. The customer will be responsible for obtaining all necessary licenses and permissions relating to the performance at the event.
Health and Safety
The operator will ensure that all electrical equipment used will be compliant with the relevant health & safety legislation regarding the equipment and personnel.
The operator will not be responsible for any damage caused by the guests to the building where the services are provided, nor the building's contents.
Should the venue need to be evacuated for any reason the responsibility for ensuring that this is done will not rest with the operator.
Suitability of Venue
The client warrants that he/she is entitled to use the venue for the purposes of the event and performance. The operator shall in no way be held responsible for any breaches of covenants, regulations, bye-laws, and conditions as such like relating to the use of the venue.
In the event of the venue being unsuitable or dangerous, or the failure of a non-structured building or marquee to provide adequate facilities and protection, the operator reserves the right not to perform or to end the performance in the interest of health and safety and the whole performance fee will remain payable.
It is the client’s responsibility to ensure the venue booked has adequate space available to set-up and load in equipment safely. We must be made aware of any difficulties such as sets of stairs or long walkways to carry equipment along. Failure to inform us of difficulties may mean we are physically unable to load equipment into your venue, without additional staff. In this instance, no refund will be made.
The client will provide access to a reliable, safe and properly earthed single phase 240 Volt mains electricity supply with the adequate power required for the job that is booked – if unsure please enquire for the kW usage on your project. All electrics should use a suitably rated and protected supply circuit that complies with the current I.E.E. wiring regulations. Should the electrical supply be deemed to be unsafe by the operator the responsibility and costs of fault rectification lie solely with the client. For larger-scale events, additional power may be required, which will be specified on the booking agreement.
The operator shall provide all sound equipment, microphones, and lighting necessary for the performance. The operator agrees to provide all personnel required to assist the set up of equipment, conduct the performance and dismantle the equipment after the performance.
In the unlikely event of complete equipment failure (excluding circumstances beyond the operator's control e.g. a power outage) that cannot be rectified on the spot, the operator will attempt to get replacement equipment to the venue as soon as possible. No refund will be given for unforeseen circumstances.
Special requirements in regard to equipment (e.g. radio microphones, smoke machines) must be notified at least fourteen days prior to the performance date and will be subject to availability (additional charges may apply).
Smoke machines, confetti cannons, dancing on the clouds, will only be used with the prior written consent of the venue management.
Use of Equipment
Only the operator and their assistant(s) may operate equipment. Under no circumstances may unauthorized personnel tamper with, move or attempt to use equipment owned by the operator. The operator reserves the right to end the performance early if of such occurrences.
The operator cannot accept responsibility for damage to property, or injury to persons caused directly or indirectly by third-party interference.
The operator will not be held responsible for sound levels at Venues which have sound limiters fitted. Should the operator be aware of it, the operator will inform the client that there is a sound limiter present before commencement of performance. Similarly, should the client be aware that the Venue has a sound limiter; the operator must be told at least fourteen days prior to the performance date.
Lighting Effect etc.
The operator will not be held responsible for the way some people may be affected by strobe lighting, sound, haze effect, bubble liquid, or any other lighting, or any other effect, that may be used. The client must advise the operator prior to the start of the performance if any specific sound, lighting, or another effect should be avoided.
Neither the client nor the operator may make any alterations to these terms and conditions without the agreement of both the client and the operator prior to the performance.
The client may not transfer the booking to another party without the prior written consent of the operator.
The operator reserves the right to refuse any booking without prejudice.
Both client and operator must be legally able and have full legal capacity to execute the Agreement on the agreed performance date. In the case of an event held for a person or persons under eighteen years of age, a representative aged eighteen or over must sign the booking form and accept responsibility for all aspects of the booking.
In all instances, the operator may, at their discretion, require positive identification of the person signing the booking form.
The client authorise us to use publicity/photographs from your event within our marketing channels.
All clients have a responsibility to ensure your Venue is aware of our terms.
Goods in the clients care shall remain the client's responsibility at all times. The client is responsible for the safekeeping of hired products ensuring products good condition whilst in their possession.
When goods are returned damaged in any way the operator has the right to charge the client a replacement cost or treatment charge via invoice.
The operator accepts no responsibility for any injuries or claims whilst using hired equipment.
All products hired by the operator are manufactured and shipped from a range of different third-party production facilities based in the United Kingdom.
Our dancing on the cloud Service uses dry ice. Dry ice is the solid form of carbon dioxide (CO2). A large volume of carbon dioxide gas emitted in a confined space or poorly ventilated area may create a temporary oxygen-deficient atmosphere. It is the client’s responsibility to ensure the Venue has sufficient ventilation. The client is to ensure the Venue will allow the use of such product. It’s the client’s responsibility to ensure all guests are aware that co2 will be used at their event to prevent any illness or harm this product can cause.
All offers and promotions are subject to availability.
By using a promotional code the client will be deemed to have read and understood these terms and conditions and agree to be bound by them.
Each promotional code will have a limited time period in which to be used and/or a maximum number of orders per code and a minimum spend. The code will be invalid once these limits have been reached, and no discount, refund or other liability will be met by us after such time.
Promotional codes have no cash value, cannot be transferred and cannot be forwarded or reassigned. Once an order has been placed and accepted by us a promotional code cannot be applied to the order. No refund will be payable if a promotional code has not been entered prior to completing checkout of an order.
The terms and conditions of the operator shall apply to promotional codes. If and to the extent there is a conflict or inconsistency between the terms and conditions of the operator and these promotional code terms and conditions, the promotional code terms and conditions shall prevail to the extent of the conflict or inconsistency. The defined terms used in the site terms and conditions shall also apply to these promotional code terms and conditions.
Any refund you may be entitled to receive will not include the redemption value of the promotional code. You will receive no more than the amount you paid towards.
The operator reserves the right to offer and withdraw promotions at any time.
In order to protect the dance floor, appropriate dance shoes must be worn at all times in use at all times.
No food or drinks of any kind are permitted on the dance floor. These may only be consumed in the seating areas. Any liquid spillages must be mopped up immediately, as they will cause serious damage if absorbed into the floors. The client is responsible for ensuring the client’s externally hired DJ on the evening makes regular announcements to prevent such damage.
Clients are advised not to tamper with the dance floor at any time. If for any reason the dance floor stops performing then the client must contact the operator. If the operator finds the dance floor has been tampered with then we have the right to remove and the client will be liable for any damage caused.
The client must be aware that it is their responsibility prior to booking the dance floors to ensure the size booked will fit your venue. Once at the venue the operator will only lay a floor size big enough to cater to the space provided by the venue. If this area is smaller than the floor size ordered no refunds will be given.
Under no circumstances should any client or venue move or de-rig any dance floors without the operator's permission. If the dance floor is for any given reason and damage is caused then the client will be responsible as to the venue/ persons to repair or fully refund the cost of the dance floor.
As the floor is electrically controlled there may be times when the circuit is cut this will hinder the lighting control and may cause the dance floor to stop working. If this incident occurs you must contact the operator and no refunds will be given.
Photo Booths, Magic Mirrors, Photography & Visuals
Please ensure there is sufficient space at your venue to set up:
Photobooth (2m x 1.5m minimum)
Magic Mirror (1.5m x 1.5m minimum)
Photo Wizard & 50inch led screens (1.2m x 1m minimum)
Please ensure that you have obtained permission at your venue to use these services.
Please ensure there is clear access to load and unload at the venue customers must also be aware that the magic mirror is very heavy and staircases are not an option. Are not able to attend upstairs events with the magic mirror unless there is an elevator with correct weight requirements.
The operator may use any of the photographs from the client's event for suitable means, this includes but is not limited to advertising and promotional material either in print or on the internet. Attending your event would mean we are of the understanding that permission has been granted to do so by yourselves and your guests.
Our photo booths are for indoor use only, unless discussed with ourselves before hire, requires one mains power socket and must be on a completely flat & level surface. Our photo booths may be located within a marquee, but please note the above power and level surface requirements.
Green screen Use requires the replacement of green colouring to work, we cannot be held responsible if persons are wearing green whilst using the booth.
Uploads And Facebook
All Uploads and Facebook uploads are subject to a stable internet connection.
Where possible a WiFi connection needs to be made available for uploads. We cannot be held responsible for the quality of the WiFi connection or disconnections or re-connections required by the WiFi connection.
Where a 3G Dongle is used (in the case that a WiFi connection is not available) we cannot be held responsible for the quality of the 3G connection and clients are required to check this beforehand 5 days before the event.
The client is required to log into Facebook for Facebook uploads to work and accept the Photo Booth/Magic Mirror live Facebook app.
Facebook group or company pages may not allow uploads to albums pages as they do not have an albums section. It is the responsibility of the client to check this up to 5 days before the event.
The guest books provided maybe leather or an alternative for the event. Guest books are provided for guests to put their second photo in the book with a message, we do actively encourage this but cannot be held responsible for guests not leaving the photo or leaving a message or leaving the photo and message in a funny position. The guest book is left mainly for guest to use throughout the night and cannot be manned by the attendant all night.