Terms & Conditions

General

This Document

In this document A J Evens Services Ltd, is hereinafter referred to as the “operator”, and you, the person making the booking as the “client”.

The date of the event shall be the date specified on the booking form (hereinafter referred to as the "event date".

The client cannot make any alterations to these terms and conditions without the agreement of the operator prior to the event date.

The operator may make changes or update terms and conditions to comply with business restructure or any new governing laws / regulations / legislation.

The client may not transfer the booking to another party without the prior written consent of the operator.

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 less than 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 contract / terms and conditions.

The client authorise us to use publicity / photographs from your event within our marketing channels. The operator can remove any publicity / photographs from marketing channels via written request.

All clients have a responsibility to ensure your venue is aware of our terms (also available on our website).

Enquiry / Estimate / Quote

The client is responsible for providing the correct information when enquiring for the services they require.

The information the operator requires for creating an estimate is for the use of the operator use only at no point dose the operator sell people’s personal data / details.

Official estimates / quotes must be sent via email before any booking can start the confirmation process.

Estimates / Quotes have an expiry date. If the confirmation process has not been followed in the allotted time frame the booking will automatically be deemed a lost booking.

The operator cannot hold any enquired dates that have not completed the confirmation process.

If enquired services are booked the operator cannot be expected to source other suppliers to complete an enquiry.

The operator reserves the right to refuse any enquiry without prejudice.

Booking Confirmation

Bookings can only been confirmed via completing the confirmation process.

The client must check all details are correct before proceeding with the confirmation process.

The confirmation process comprises of two main sections, agreement to the contract / terms & conditions, and the confirmation payment.

Contract / Terms & Conditions

By agreeing to this document the customer is confirming they have read and understand the conditions of booking services with the operator.

Only by agreeing to the contract / terms and conditions can the client move on the next part of the confirmation process “the confirmation payment”.

Confirmation Payment

Once the client has agreed to the contract / terms & conditions the client will be notified (via email) of ways to pay the confirmation payment.

Depending on the time between the event date and the confirmation payment date could either be a booking fee (20% of the booking total unless on offer), or if the clients event date is within 30 days time the full amount is required to confirm the booking.

The booking fee is off the booking total and is non-refundable. The booking fee covers all work carried out behind scenes prior to the event date.

The booking is not considered confirmed or finalised until the client has both agreed to the contract / terms & condition, the confirmation payment has been made and moneys cleared.

Only when the operator has sent the confirmation email will the booking be confirmed.

Payment Process

Prior 30 days

The client will pay the 20% booking fee payment for confirmation of booking.

Remaining balance must be paid in full 30 days prior the client’s event date.

30 Days and Under

The client will pay the full balance to confirm the booking.

The operator accepts these forms of payment:

Debit or credit card payments can be made via the client’s login area.
Bank transfer via the provided details.
Cash payments can be made via arranged meeting.
Cheque payments can be made but will need to be paid in full. The booking will not be confirmed until funds have cleared the operators account.

If payment has been agreed via cheque by the operator the client will be charged £20 for each returned cheque.

Payment is strictly prior to event date (unless trade account).

Payment via Instalments

If the client finds it easier to make multiple payments on the lead up to the payment deadline date, this can be done via the client’s online portal. Login and pay however much you wish at a time. Receipt of payment will only be sent when the balance has been paid.

Instalments cannot be made if the event date is within 30 days time.

Booking Changes

Any changes to bookings must be agreed in writing between the operator and the client.

Date Changes

Change of date will incur a fee of £50 providing the services being hired are available on the new date.

If the services are no longer available for the new date, the booking will result in cancelation of the original booked date in accordance with our cancelation terms.

Venue changes may be subject to a different transport fee.

Non – Timely or Late Payment

In the event of non-payment of the remaining balance prior to the 30 days, the booking will be placed on hold or even cancelled and any payments already made will be forfeited to the operator.

The client should apply in writing for changes to the 30 day payment deadline. Specific variation and exception to these normal terms and conditions must be agreed by the operator.

If the balance hasn’t been received, the client will be liable for any unpaid balance, plus a £20 fee for each request for payment issued. If the client has not paid resulting in the operator having a loss of earnings the client may be taken to court to settle unpaid debts and solicitor's fees.

Cancellation

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 a late cancellation fee will apply as follows:

Bookings cancelled within:

90 days of the event date, 50% of the total booking value.
60 days of the event date, 75% of the total booking value.
30 days of the event date, 100% of the total booking value.

For whatever reason the operator reserves the right to sub contract a third party services of equal quality service.

In the rare case of the booking being cancelled due to the operators fault full refund will be made to the client within 60 days of written cancelation document. Compensation will not be paid and under no circumstances will the operator’s liability exceed the invoice value of hired goods.

Event Flow

Meeting between the client and the operator are advised to discuss the events finer details, structure, layout and logistics. The client will receive an email 55 days prior the event date to finalise all details.

The operator’s staffs are trained to be as professional and discreet as possible, helping those in need of assistance and avoiding any unnecessary disturbances.

Conduct

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 in a safe and timely manner.

Dress Code

The operator and their staff will dress appropriately uniform. Themed attire can also be worn on request providing financially viable.

Transport & Installation

Delivery & Collection

The client agrees that the operator will supply transport of services to and from the client’s venue for a transportation fee.

The operator agrees to deliver the hire goods to the client. Delivery cost is estimated per mile from operator’s premises to the client’s venue and such delivery will form part of any services.

The client shall be solely responsible for any instruction, guidance and/or advice given by the client to any employees, subcontractors and/or agents of the operator and for any damage which occurs as a result of such persons following the client instructions, guidance and/or advice.

Installation / Dismantling of Equipment

Access to the venue must be available with sufficient time for the services hired prior to the start time and also after the finish time.

The client will allow and/or procure sufficient access to and from the relevant site and procure sufficient unloading space, facilities, for the operator’s employees, subcontractors and/or agents to allow them to carry out the services. The client will ensure that the site where the services are to be performed is, where necessary, cleared and prepared before the services are due to commence.

The operator shall have the right to make any changes to the service which is necessary to comply with any applicable law or safety requirement, or which do not materially affect the nature or quality of the services, and the operator shall notify the client in any such event.

The operator warrants to the client that the services will be provided using reasonable care and skill.

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 or at an arranged meeting time between the client and operator. 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 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.

Health & Safety

At The Venue

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 responsible for any damage caused by the guests to the building where the services are provided, nor the building's contents.

The client is responsible for checking the services hired have been given the permission to go ahead from the venue management.

Should the venue need to be evacuated for any reason the responsibility for ensuring that this is done will not lay with the operator.

The client warrants that he/she is entitled to use the venue for the purposes of the event. 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, weight restrictions on elevators 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 a 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 lies solely with the client. For larger scale events, additional power may be required, which will be specified on the booking agreement.

If the service hired has to be cancelled due to lack of setup space the client will be held responsible and no refunds or compensation will be issued.

Guest or Client Behaviour

Any threats, either physical or verbal, will not be tolerated by the operator and the operator reserves the right to end the booking at any time if they feels 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 when performing their duties.

PAT Certificate

A PAT (Portable Appliance Test) certificate will be available to view from the operator upon request prior to the event date.

It is the operator’s responsibility to have the electrical equipment annually checked.

If the venue refuse the equipment for any reasons regarding no evidence of PAT certificate the fee contracted to the client will still be payable to the operator.

Risk Assessments

Risk assessments are available to clients and venues on request. There may be a charge for venues we’ll need to visit.

PPL Certificate

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.

Public Liability Insurance

A certificate of public liability insurance is available to view 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 refuse the equipment for any reasons regarding no evidence of public liability insurances the fee contracted to the client will still be payable to the operator.

Services

The “DJ” service to be provided by the operator is described as the playback of musical recordings through sound equipment with occasional "hosting" narration and provision of disco lighting (hereinafter referred to as the “Performance").

The start time and finishing time of the hired services shall also be as stated on the event details section of the booking. The client agrees to pay the operator a performance fee for the performance, to the value (depending on hours of service) stated on the booking estimate.

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 judgement.

Reductions 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.

Music Suggestions / Requests

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 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.

Equipment General

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, extra equipment, etc) 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 (dry ice), will only be used with the prior written consent of the venue management.

Mobile Disco Equipment

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.

Sound Limitations

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 performance date.

Media Sources

The client is responsible at the end of the performance for the collection of any media 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.

Lighting Equipment

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 other effect should be avoided.

Visual Equipment

The client is responsible for supplying correct media format for playback through our visual devices & equipment. It’s the client’s responsibility to discuss correct media types with the operator at least fourteen days prior the event date.

The operator reserves the right to censor media that may be considered offensive or inappropriate for the event.

The operator will attempt to play client's and client's guests' media requests at the event but cannot be held responsible if certain selections are unavailable for any reason.

Atmospherics

All materials, products & chemicals purchased by the operator are manufactured and shipped from a range of different third-party production / manufacturing facilities based in the United Kingdom.

The client acknowledges some atmospheric products can cause slippery surfaces and accepts responsibility for the hazards slippery surfaces can cause.

It’s the client’s responsibility to make your guests aware of slippery surfaces and put measures in place to avoid trips and falls.

The operator will not be held responsible for any accidents or illnesses related to the use of hired atmospheric effects.

Dancing on Clouds (dry ice)

Our dancing on the cloud Service uses dry ice. Dry ice is the solid form of carbon dioxide (CO2). 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 for the use of this service.

The client is to ensure the venue will allow 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 caused to people suffering with oxygen deficiency disorders.

The operator will not be held responsible if dry ice has been ordered and the venue refuses this service on the day of the event and no refund of payments will be issued.

The client acknowledges that in some temperature cases a water residue can be left behind that can cause slippery surfaces.

Confetti Cannons

Our confetti cannons are blower type electric machines.

It’s the client’s responsibility to have made your venue aware a confetti cannon is being used. If the venue refuses use of the confetti cannon on the event date, no refund of payments will be issued.

Your venue has to confirm use of a confetti cannon. The operator will not me held responsible for cleaning up the confetti although we can offer a cleaning service of £60 this needs to be booked prior to the event date.

The client acknowledges some Confetti (metallic & plastic) can be harmful to the environment.

The client accepts confetti can cause a slip hazard on solid surfaces like laminate flooring or dance floors and takes any responsibility for hazards connected to the use of the confetti cannon.

Photo Booths & Magic Mirrors

Digital copies of the images taken on the date of the client’s event will be stored on our system for a maximum of 6 months. You have the opportunity within this timeframe to request the digital copies. After these 6 months, all digital copies will be deleted and destroyed. This is not subject to any images posted on social media previously.

Photographs and/or video may be taken during the operation of service for use in event publicity and promotional materials.

The operator retains all copyright of photographs taken at the photo booth or magic mirror.

The client must ensure there is clear access to load and unload at the venue. The client acknowledges due to health and safety the magic mirror cannot be carried upstairs.

Please ensure there is sufficient space at your venue to set up: Photo booth (2m x 2m minimum), Magic Mirror (2.5m x 2.5m minimum).

If green screen are in use, we cannot be held responsible for photo quality if persons are wearing green.

The operator will not be held responsible for any images created that may be deemed inappropriate.

iPhoto / Selfie Wizard

Please ensure there is sufficient space at your venue to set up: Photo Wizard (1.2m x 1m minimum).

Please ensure that you have obtained permission at your venue to use these services.

The operator has the right to use any of the photographs from the client’s event for suitable means; this includes advertising and promotional material either in print or on the internet.

The operator will not be held responsible for any images uploaded that may be deemed inappropriate.

Dance Floors

In order to protect the dance floor, appropriate dance shoes must be worn at all times in used 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. 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 find the dance floor has been tampered with then we have the right to remove and the client will be liable for any damaged caused.

The client must be aware that it is there 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 the space provided by the venue. If this area is smaller than the floor size ordered no refunds will be given.

The client is responsible for ensuring the area for dance floor is flat and level. The operator may terminate the contract early if area presents health and safety risks with no refund given

The client is responsible for the dance floor when in the clients care.

Light Up Letters & Numbers

Please ensure there is sufficient space at your venue to set up. Our letters are built within the dimensions of: 4ft(H) x 2ft(W) x 1ft(D)

The client accepts all responsibility once items are in their possession.

It’s the client’s responsibility to check letters and numbers are in good working order before equipment leaves the operators care.

Letters & numbers must be returned back in the condition they were received in. Letters & numbers must be handled with care at all times.

The client accepts that the operator’s letters and numbers are strictly for indoor use only.

The client accepts that in the event of water damage to any letters the client will be billed a replacement fee.

It’s the responsibility of the installer to attach base plates to letters to avoid harm to customer or customer’s guests.

Backdrops & Draping

It’s the client’s responsibility to ensure a safe, flame and spark free environment for the drapes to be erected in.

If the operator identifies health and safety issues regarding the hire of the drapes, reserves the right to terminate the event hire with no refund.

In case of tears or damage to draping while in the clients care the client will be billed replacement costs.

Stage Hire & Rigging

Staging & rigging must only be erected by trained professionals.

It’s the client’s responsibility to ensure equipment is used in a safe manor once the operator has left equipment in the care of the client.

It’s the clients responsibility to provide warning and identification markers once in the care of the client.

Dry Hire of Equipment

Dry hire is only available via the operator’s discretion. The operator reserves the right to terminate hire at any point regarding the safety of the hired equipment and full payment will still be deemed payable.

The client hiring the equipment accepts that all equipment hired is to be operated and setup by trained professionals only.

It’s the client’s responsibility to check equipment is in good working order before equipment leaves the operators care.

Goods in the clients care shall remain the clients responsibility at all times. The client is responsible for the safe keeping of hired products insuring products good condition whilst in their possession.

When goods are returned damaged in any way the operator have the right to charge the client a replacement cost or repair charge via invoice.

The operator accepts no responsibility for any injuries or claims whilst using hired equipment.

Returned cables coiled incorrectly will be charged a re-coiling fee.

Promotions & Offers

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 place 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.