Booking Terms & Conditions
(The Small Print)

Booking Terms & Conditions, including Cancellation Policy

Definitions:
The Band: The named band including associated musicians and callers.
Gig: The event for which the band has been booked to play.
Client: The person responsible for booking the band.
Guests: The client and any person not a member of the band attending the event.
Venue: The location at which the gig is to be held.

All terms and conditions apply unless otherwise specified in writing in advance of the gig.
We do our best to accommodate any change of date requests and other requirements when informed in advance of the event, but this cannot be guaranteed.

1. Music, Equipment & Provisions

1. The band will usually perform for 2.5 hours, with a 30 min break at the halfway point in the booking time. However, exact timings are negotiable to meet the client’s requirements. The price quoted is for a booking lasting any time from 2 hrs up to a maximum of 4 hrs (including breaks) unless otherwise agreed in writing.
2. The band requires parking reserved for a minimum of 4 vehicles. This should be close to the entrance for efficient unloading and loading of equipment. If parking is not available, other arrangements may be discussed prior to booking. Any necessary parking charges will be in-voiced to the client.
3. The band requires a minimum of 15mins get in time & 1hr set-up and sound check time directly before the gig.
4. The band requires a minimum of 1hr take-down time immediately after the gig.
5. The band will supply all performers, amplification & light equipment required for the booking.
6. The band requires a minimum of x 2 (preferably x 3) standard UK type mains sockets and a reliable power supply to supply power to the PA equipment and lighting.
7. The band can play comfortably in areas 12-14 metres square or larger, preferably on a raised solid platform (if available) and under cover if outdoors. We frequently play in smaller spaces, so please discuss your venue suitability at time of booking.
8. A minimum area of 1 square metre per dancer in the dancing area is recommended. *
9. Amplification equipment is solely for use by the band. We can provide amplification for mp3 players during a break if requested in advance (see clause 1.14).
10. Any loss or damage to equipment or instruments as a direct result of the client or their guests is the responsibility of the client, and all repairs or replacements will be billed to the
client.
11. It is useful if we are notified in advance of special requests for dance styles, first dances or presence of large numbers of children who might be keen to dance, the band will aim to tailor the ceilidh appropriately.
12. The band provides gender neutral positional calling (1s & 2s, couple/line nearest the window etc.) as standard.
13. Provision of food for each member of the band is very much appreciated as part of the booking, particularly if the ceilidh is over a mealtime (6pm-8pm). Food would be ideally provided during a suitable break in the proceedings, but this can be negotiated at the time of booking. However, if food for the band is not practical for the client to provide, the client must advise the band well in advance of the gig of any meal provision or not thereof. The band re-serves the right to alter any quote given to take non-provision of food into account.
14. The Band’s PA equipment is solely for the use of the band during the booked performance. However, by prior arrangement, the PA is available for client announcements/own background music during breaks in the ceilidh. An “iPod/MP3” disco following the ceilidh or “dinner” music beforehand is also available, and this can be prearranged for an additional fee of £60 for 1st hr, £30/hr thereafter. The PA must only be operated by a member of the band for the duration in all cases. This is to cover our Public Liability Insurance.

2. Location, Venue and Timings

1. The band should be informed of the times and location of the gig before confirmation of the booking. This is required for an accurate quote. All quotes are for a booking lasting any time from 2-4 hours (including breaks) and are inclusive of any travel expenses required.
2. We request that the band is informed of any sound, location, band number or dancing
limitations of the venue well in advance.
3. The band reserves the right to refuse unsuitable venues. The client shall ensure that the band and their equipment are safe, secure, and fully protected from any weather. After inspection on arrival, the band reserves the right to refuse to perform on, in or under anything deemed unsafe or likely to cause injury or hazard to the band, equipment and instruments (see clause 2.5).
4. If the event is outdoors, the client will provide a marquee or pavilion that includes a fully
enclosed area with staging/flat flooring and safe electrics for the band.
5. On arrival at the gig and inspection of the venue, if the band is unable to perform due to an unsuitable venue or inadequate protection from inclement weather, full cancellation charges of 100% of the booking fee will apply.

3. Payment

1. The band will advise in writing the cost of the gig on request for a quote from the client. Any quoted price is for a booking lasting any time from 2-4 hours (including breaks). Over time (which includes, but is not limited to, required early set-ups/sound checks @ 2 hrs or more before the performance time and past midnight finishes) should be advised by the client to the band in advance of the gig. Once agreed in writing, the band will adjust any quote to reflect these parameters accordingly.
2. A 50% deposit will be required at time of booking. This is payable within 14 days of the client receiving the deposit invoice. If a booking is made at 2 months or less before the event date, this will be classed as a short notice booking and a 70% deposit will apply.
3. The band reserves the right to change the quote based on details of the gig (e.g., increased travelling distance/time required to perform, setting up significantly in advance of the performance time, parking charges etc.) and will advise in writing if this is necessary.
4. All payments are by BACS ONLY in advance of the booking. Bank details are provided on all invoices. If you wish to pay by card, this is possible, but will incur a transaction fee.
5. Payment of all balances are due a minimum of 1 week in advance of the booking.
6. Late payment of any invoice beyond 30 days of the due date will incur a £40 compensation charge, plus 15p per day for each day the invoice is not paid beyond 30 days of the due date.
7. The band requires all booking contracts to be signed and returned within 7 days of issue to secure your booking. The band will advise of any other inquires that are received for the client’s chosen date within that time.

4. Cancellations

1. Cancellation by the client must be given to the band in writing as soon as possible. The following fees apply:
• Where the client cancels on the day of the gig, 100% of the booking fee will be payable to cover losses due to other bookings refused.
• Where the client cancels 14 -1 day before the gig date, 80% of the booking fee will be payable to cover losses due to other bookings refused.
• Where the client cancels 15 - 30 days before the gig date, 70% of the booking fee will be payable to cover losses due to other bookings refused.
• Where the client cancels 31 - 90 days before the gig date, 50% of the booking fee will be payable to cover losses due to other bookings refused.
• Where the client cancels at 90 + days before the gig date, 10% of the booking fee will be payable to cover losses due to other bookings refused.
• On contract signature and deposit payment, the client is granted 14 days grace where no charge will be made for cancellation. If the client cancels within this 14-day grace period, the deposit will be refunded in full.
• Bookings made at 2 months or less before the date of the event will be classed as short notice and non-refundable if cancelled by the client. The grace period is also not given in this instance and a 70% deposit is required.

2. In the unlikely event that the band must cancel a booking, a replacement band will be sought on the client's behalf if possible. All monies received in this instance will be refunded to the client in full so that they may pay the replacement band’s fee(s).
3. Cancellations arising from any Covid-19 restrictions at time of booking will not be charged and an alternative date found where possible. If a new date is not possible, all monies received in this instance will be refunded to the client in full.

5. Health and Safety

1. It is the responsibility of the client to ensure that the venue is fit and safe to use. *
2. Ceilidhs can involve vigorous activity and as such guests should be sufficiently fit and healthy to take part. *
3. The band is not liable for any injury occurring to guests before, during or after the gig. *
4. The band reserves the right to terminate a gig if excessive alcohol or other factors are like-ly to cause damage or injury to the band, its equipment, or the guests. *
5. Unless otherwise invited by the band, the stage area remains strictly off limits to the client and any guests for the duration of the performance and any breaks. The client will be liable for any costs for damage sustained to instruments and/or equipment incurred by unauthorised entry to the stage area. It is the responsibility of adult guests to supervise any child guests present.
6. All electrical equipment is less than a year old or has been PAT ’ed. The band has up to date public liability insurance through EFDSS. Certificates are available on request.

6. * Covid – 19 or other communicable disease active at time of booking

1. The band will ensure that it is performing within any Covid – 19/other government regulations at the time of the booking. This may limit the size of the band to perform socially distanced if necessary.
2. The band is happy to advise on the best way to conduct socially distanced dancing (where
appropriate) within your household bubble. This advice will consider current government regulations.
3. The band is not responsible for the Client or Guests compliance with Covid – 19/other restrictions.
4. It is the client and venue's responsibility to ensure that adequate Track & Trace, lateral flow tests or proof of vaccine is in place and that current social distance regulations are adhered to by all guests. The client or venue should confirm to the band that these measures will be in place (where appropriate) before the date of the gig.
5. It is the responsibility of the Guest not to attend the event should they feel unwell, display any symptoms or test positive for Covid-19/other.
6. The band reserves the right to terminate the gig should they feel current Covid – 19/other
regulations are not safely being conducted.