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Booking Terms & Conditions
- For our mutual protection all bookings require an exchange of information to discuss your wishes and needs. A formal offer for the provision of services will then be made in writing. The booking for your chosen date is not confirmed until you have accepted the written offer and paid the deposit.
- Deposit and balance payments are normally made by bank transfer with details provided on your invoice. The bank transfer may be made by internet banking, telephone banking or over the counter at your own bank.
- These terms and conditions are governed by English law and we all agree to submit to the exclusive jurisdiction of the English courts.
1. Supplier Details
2. Client Details
3. Event Details
4. Payment
5. Cancellations
6. Venue Access
7. Performance Area
8. Music
9. Venue Restrictions
10. Complaints
11. Behaviour
1. Supplier Details
Please see here for identity details about myself as a supplier.
2. Client Details
I will need your name(s), address, mobile number and email address.
3. Event Details
This section will describe where the event is and when plus the services from James Ross
Services include necessary preparation and planning for the success of your event and this begins immediately.
Photos/videos taken at the event by James Ross may be used for promotional purposes.
4. Payment
The client agrees to pay the following
The Total Fee is £_____ and is made up of a non-returnable deposit payment and a balance payment.
The Deposit Payment of £_____ is NON-RETURNABLE and is due now to secure the date.
The Balance Payment of £_____ must be paid and cleared no later than at least three weeks before your event date. The exact date will be specified on your invoice and is normally a bank working day e.g. if your event is on a Saturday then the payment due date will be the Friday (22 days before)
5. Cancellations
The client agrees
This booking takes the event date off James Ross's availability calendar preventing any other enquiry or booking being made. Planning and preparation may commence immediately. This makes the deposit non-returnable unless James Ross is at fault.
The client may cancel this agreement by notifying James Ross by email.
However you agree that the amount of the deposit is non-returnable and the balance payment will still be due depending on the number of days notice provided.
Cancellations within 90 days of the event date require 100% of the total fee to be paid to James Ross unless an alternative booking for the same date and value can be made.
Cancellations between 91-180 days before the event date require 50% of the total fee to be paid to James Ross unless an alternative booking for the same date and value can be made.
You will not have to pay the balance if you notify James Ross more than 180 days before the event date. The deposit is non-returnable.
James Ross agrees
James Ross agrees to protect the date and provide all services as promised unless there are unavoidable circumstances beyond his control.
These are known as "Force Majeure" or "Acts of Nature" and include acts of terrorism, road traffic incident, road closure, adverse weather conditions, industrial action or similar that prevents him from attending.
If services cannot be performed for those reasons then all payments made will be returned by bank transfer.
6. Venue Access
The client needs to ensure the following
The venue is to permit the most efficient route to minimise manual handling. This includes bringing a vehicle close to the building and generally taking the shortest route possible.
Time is required before the event to bring equipment in, assemble and test before getting ready. Minimum of 1 hour before (ideally 2 hours) depending on access.
Time is required immediately after the event to disassemble and remove equipment before leaving. Minimum of 40 minutes (ideally 1 hour) depending on access.
7. Performance Area
The client needs to ensure the following
LOCATION: A space measuring at least 2 metres wide by 2 metres deep is needed for the main working position. Additional space for speakers (one to the left and one to the right) is also needed each measuring 1 metre wide by 1 metre deep.
The main working position needs to be near the dance floor and ideally on the same level with good line of sight of the room and entrance.
The surface needs to be flat, stable, dry and the working area / equipment protected from damp / wet weather.
Smoking is not to be permitted in or near this area.
ELECTRICITY SUPPLY: Safe and adequate electrical power is to be available for performance use.
The main performance area needs a minimum of one non-shared 13 amp socket that is close by.
If audio or lighting equipment is needed elsewhere then access to power needs to be nearby as well.
If the supply is via a temporary source such as a generator then this must be adequate to supply all expected users at the same time and for sensitive electrical equipment.
8. Music
PLAYING: James Ross's music speciality is playing a varied mixture of family friendly, recognised popular songs of various genres from the current charts and across the decades as appropriate.
REQUESTS: Requests are welcome in advance and on the day where available and suitable. We agree that for the main party that the majority of songs and their order cannot be predicted in advance and are best chosen dynamically as the night flows.
SOURCE: Requested songs need to be available for James Ross to obtain from an authorised source such as genuine commercially sold CDs or a download site that is authorised to sell in the UK.
EXPLICIT LYRICS: James Ross reserves the right to avoid songs that contain swearing or racist content unless a radio version is available.
9. Venue Restrictions
The venue may have a Premises Licence with restrictions to prevent loud noise disturbing their neighbours or residents.
The client agrees that James Ross has to follow instructions from the venue in terms of where music can be played, the volume level and when it must stop.
Some venues have a noise limiter or sound limiter. This is a device that will cut the power supply if the volume levels are too high. The venue should tell us both what the threshold is and what it means.
10. Complaints
My business is all about providing an exemplary service. If for any reason you are not happy with anything then please talk directly to me so we can find the best solution.
If during the event you need me to do something or do it differently then talk to me in person. If what you need is possible then this is the quickest and most efficient way for me to help you.
If you wish to make an official complaint then please send it to me by email so we both have a permanent copy. If an immediate response is not possible because further information or an investigation is required then I will acknowledge receipt first.
If you are unhappy with the outcome then further advice and complaints about a business can be made to Citizens Advice on 0345 404 0506 or www.citizensadvice.org.uk who will share the details with the Trading Standards Service in your area. You can mention that I am a member of "Buy With Confidence" – a Trading Standards Approval Scheme.
11. Behaviour
Abusive behaviour or threats towards James Ross or his equipment / belongings from anyone including yourself, guests, venue management, venue staff or other vendors will not be tolerated.
Performance may be suspended until resolved. If not resolved then the booking may be terminated with no loss to James Ross.
The client agrees to provide assistance with providing identity and contact details of individuals involved should compensation for loss or damage to equipment, vehicle or other belongings be necessary.