Initial Payment, Fees and Cancellation Charges
An initial deposit payment of £100 of your total booking fee is required to secure your booking. This can be paid automatically through our online booking system, or your event date can be reserved for 5 days over the phone until we receive payment by cheque or BACS. The deposit you pay to secure your event is non-refundable and reflects the work we put into events prior to attending, and the bookings we will have missed by securing your date for you.
Bespoke Disco agree that the fee is inclusive of all expenses, including travel expenses to and from the venue. Any travel expenses will be outlined in the quote and invoice.
All cancellations must be made by contacting us either in writing or by email to bespokedisco@icloud.com. Once your event has been cancelled, your event date will immediately be available for other people to book. *Please note all refunds of monies paid will incur a fee to cover the transaction costs set in place by our 3rd party payment providers.
Cancellation 12 Months or more before the event - refund of the initial payment and/or other monies paid excluding transaction fees*.
Cancellation between 12 Months - 3 Months before the event - refund of any monies paid, excluding the Initial deposit payment and transaction fees*.
Cancellation within 3 Months of the event - refund of only 50% of the full booking cost excluding transaction fees*. At this point, it is usually too late for us to get another booking, and so we have lost out.
Cancellation within 1 month of the event - Payment is required in full, as we will not be able to find another booking to fill the date.
Full Payment
Full payment is required at least 28 days before your event. An invoice will be generated and e-mailed to you, or you can post a cheque for the final amount.
Venue, Access and Location
It is your responsibility to ensure you have provided the venues contact information, address, name, and postcode for our attendants to find you. We also require that the venue allows reasonable access for loading and suitable parking once the equipment has been unloaded. If parking for loading is restricted you will be liable for any fines that occur as a result and or time used seeking a suitable location. We cannot be held responsible for any errors or delays resulting from incorrect or missing address details.
Events beyond our Control
Bespoke Disco cannot be held responsible for any circumstances that may prevent us from attending your event; these may include but are not limited to, severe weather conditions, traffic delays, breakdown of our vehicles, sickness or equipment failure. In the case that we cannot attend or fulfil your hire due to events beyond our control we will contact you or the venue as soon as possible. In these instances our liability will be limited to the refunding all of monies paid.
In the event that our supplied DJ is unable to attend or perform, a replacement performer/DJ of a similar style/capability will be provided and the entertainment will go ahead as planned.
The agreement is subject to alteration or cancellation by either party due to cause beyond their control. For example, no fee shall be payable if the engagement is called off by reason of Royal Demise, National Mourning, Fire, Epidemic, War, Strikes, lockout or by reason of order of many Licensing or Public Authority.
Set-up of Services
We will arrive to set up approximately 60 minutes before the hire period is due to commence. If you require our services to be set up earlier an idle time charge applies.
It is your responsibility to ensure that the venue has agreed for us to be in attendance at their venue and at the agreed time. This also includes ensuring that there is access to enter the venue and enough space with a power socket within 5 metres of where the services are to be. If there is insufficient space for us to set up you will still be charged the full hire amount.
It is your responsibility to inform us of any circumstances that may make setting up take longer, these may include but are not exhaustive to; going upstairs, a long distance from unloading area to set-up area, restricted access. If we are not aware of these and the set-up takes longer than normal your hire period may be intruded into.
All entertainment provided will have adequate public liability insurance and all equipment will be PAT (Portable Appliance Tested).
Hire Period
The hire period will be for a set period, up to 5 hours of entertainment but as specified in the booking form and as agreed by both parties before. Please be aware we will need 60 minute setup time and 60 minute pack down time. Use will commence at the agreed time and finish at the agreed time in the booking form unless due to technical difficulties on our behalf, when we provide the service for the set period once rectified.
If your event simply starts late or runs late, our period of hire will still be for the agreed period and times unless we agree to provide additional hours as per our additions.
Photos & Videos
Bespoke Disco reserves the right to use photos taken for marketing and advertising purposes. If the client does not wish for any photos or videos to be taken this request should be submitted to Bespoke Disco in writing no later than 7 days prior to the event.
No Liability is accepted for:
Loss of or damage to property belonging to or travelling with the members of any group. For example watches, jewellery, cameras or clothing.
Personal injury or death of any participants however caused unless by proven negligence of Bespoke Disco.
Termination of Hire
Bespoke Disco will not tolerate any abuse or threatening behaviour to our employees. If this occurs Bespoke Disco retain the right to terminate the hire, with no refund payable for hire time that has been cut short. We are providing a service to you, our staff should be treated with the respect they deserve.
Bespoke Disco also retain the right to terminate a hire if they feel that any equipment or property belonging to Bespoke Disco is in danger of being damaged or has been damaged due to unruly behaviour from you. We also reserve the right to refuse guests to participate in the activities if we feel they are too unruly.
In any instances where we feel there is a need to terminate the hire we will attempt to speak with you or the hosting venue first, if possible to try to resolve the matter before termination.
You will be fully responsible for any damages caused by you or any other attendees at the event to any equipment provided by Bespoke Disco howsoever caused, with the sole exclusion of Bespoke Disco staff.
In the event of any damages caused by those present to property or equipment in use by Bespoke Disco, you will be charged the full replacement cost and are liable to cost involved in termination of future events due to sourcing replacements.
Any damages must be reported to a member of Bespoke Disco staff immediately.
Additional Terms and Conditions for Letter Lights Hire
If there is any damage to the letter lights for which the customer is deemed liable, the customer will be held responsible and charged accordingly to the damage caused.
The customer will be responsible for ensuring that drinks, glasses, food and any other items are not placed on the letter lights.
The letter lights are for indoor use only, in the event that the lights are used outside (not under cover or in a marquee) charges will apply.
The customer is responsible for the lights during the hire agreement, the lights must be available for collection/drop-off at the end of the hire agreement in the same state they arrived in.
Letter Lights will be collected and dropped off as per the agreement made between Bespoke Disco and the customer.
Bespoke Disco will always provide spare bulbs to be provided with any letter lights.
Bespoke Disco will not be held responsible for blown bulbs after the setup of letter lights is completed.
Terms and Conditions for Magic Mirror Photo Booth Hire
Bespoke Disco agrees to provide a photo booth operational and available for use for a minimum of 80% of the agreed service period, to permit maintenance of the photo booth should any be necessary.
Any request to alter the agreed date of the rental of the photo booth must be made in writing and at least 30 days prior to the event. Bespoke Disco cannot guarantee availability for all alternative dates.
If you've purchased our guest book as an add on you and your guests will use this to put their second photo in the book with a message. We do actively encourage this but cannot be held responsible for the position or messages contained within. The guest book is mainly left for the guests to interact with throughout the night and cannot be manned by an attendant all night.
Terms and Conditions for Dance floor Hire
Bespoke Disco agrees to provide a dance floor operational and available for use for a minimum of 80% of the agreed service period, to permit maintenance of the dance floor should any be necessary.
The client will be responsible for arranging an appropriate space for the Dance floor to be located at the event venue. Dance floor size is dependent on the size purchased through Bespoke Disco prior to the event. Should the size available at the venue not be appropriate Bespoke Disco will endeavour to use all available space and dance floor as best as possible.
The client is responsible for ensuring the space available is appropriate, the space must be indoors, on a level surface and have access to a single 13 amp socket located where the dance floor will be situated.
Should the space available not be suitable for dance floor use Bespoke Disco reserve the right to refuse set up entirely or until a suitable space within the venue is found.
The client agrees that Bespoke Disco are not liable for any accidents or injuries which are a result of the dance floor use. The client also agrees that no food or drink will be consumed on the dance floor, and that any damage from doing so will be charged accordingly to the client.
The client accepts full responsibility for any loss or damage to the Dance floor caused by misuse. The client will also be responsible for any acts of theft or accidental damage. Any cosmetic damage to the dance floor where the client is deemed liable will be charged accordingly.
The Dance floor will be supplied by Bespoke Disco and will be set-up prior to the agreed start time, the Dance floor will be packed down following the end of the agreed hire period. Please note in some cases this may be packed down and collected the following day.
All of our Dance Floor’s are Slip resistant R13 and Bare Foot Rating C.
Add-On Terms and Conditions
Bespoke Disco agrees to provide the confetti cannon, if hired, with the clients choice of confetti if the request is received 14 days prior to the wedding date. Failure to inform Bespoke Disco of the clients choice will mean the client will be provided with a confetti of Bespoke's choice for the event. The confetti cannon may be hired as a dry hire item, in this situation the client is responsible for safe operation of the confetti cannon and will be shown operation by Bespoke Disco. Otherwise operation will be the responsibility of Bespoke Disco's Acts. Bespoke Disco will not be responsible for tidying up the confetti following the event, this remains the responsibility of the client or his/her venue. Any damage to the confetti cannon where the client is deemed responsible will be charged accordingly.
Bespoke Disco agrees to provide the dry ice machine, if hired, for use during the event at those times specified by the customer to Bespoke Disco. Operation of the dry ice machine will be done strictly by Bespoke Disco staff only. Any damage where the client is deemed responsible will be charged accordingly.
Bespoke Disco agrees to provide the LED Backdrop, if hired, for use during the event as defined by the client and Bespoke Disco. Any damages for which the client is deemed responsible will be charged accordingly.
Any special requests not notified on this booking form must be made by the client to Bespoke Disco by email to bespokedisco@icloud.com.
Complaints
Should any complaints arise they should be submitted by the client by email to bespokedisco@icloud.com within 10 working days of the event. All complaints will be dealt with seriously and an outcome will be agreed by both parties.
If you have any questions, then please contact us.
Kind regards,
Jake Peach