Terms & Conditions of Booking
This section is what Oxford Disco and Karaoke (Oxford Discos) and you as the client agree to when we complete an agreement. We are open and honest which is why we make the Terms and Conditions for you to see at any time. If you have any questions about any of these, please do feel free to head over to the Contact Us page where you will find various ways to can get in touch.
1. GENERAL: This contract reflects the verbal agreement. It shall include any terms agreed before its issue. It shall be deemed un-accepted unless the contract is signed and the reservation fee is received by Oxford Disco & Karaoke within 7 days of the issuing date.
(1) The person signing the booking form will be considered to be the customer (Hereinafter as the “client”). (2) Oxford Disco And Karaoke or their suppliers will be providing the entertainment and/or other services. (Hereinafter will be referred to as “ODAK”). (3) The music entertainment to be provided by ODAK is described as the playback of musical recordings through sound equipment with occasional “DJ” narration and where applicable, with the provision of disco lighting (Hereinafter referred to as the “performance"). (4) Other products provided or available from ODAK will be described as "Services" and with the applicable and agreed "extras". (5) The DJ(s) will be referred to hereinafter as the “Artist(s)”. The personal supervising equipment will be referred to hereinafter as the “Attendants”. (6) The place of the performance or hire of the service is at the venue(s) identified in the Location Information section of the booking contract form. (Hereinafter referred to as the “venue"). (7) The date of any services or performance. (Hereinafter referred to as the "Performance / Hire date") shall be stated on the contract in the Event Information section.
2. PAYMENTS: (1) Reservation fee: You agree to our reservation fee which is payable and non-refundable in advance to secure each service. The reservation fee is deducted from the price quoted. (2) Reservation fees must be received within seven days of ODAK sending the dated booking form email. Failure to do so will result in the service or performance being cancelled, and the date released to other potential clients. (3) The total balance / outstanding balance must be paid and funds cleared four weeks before the Performance / Hire. Please allow time for cheque payment clearance. (4) If cheque payments are refused by the client’s bank/building society, or the bank of ODAK, the said cheque will not be honoured as payment and any associated fees will be paid by the client along with outstanding balances in full through cash within 24 hours of notification. (5) Cheques should be made payable to Gary Coles. (6) In the event of non-payment of the full fee before the Performance, the Performance will not take place and any payments already made will be forfeited to the Operator. (7) Should ODAK agree to 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 / Hire date, or failure to pay any applicable cancellation fees, the client will be liable for any unpaid balance, plus a £10.00 fee for each request for payment issued, plus all reasonable collection and solicitor's fees. Unpaid balances will incur interest at the rate of 5% for each month for which the balance is outstanding. (8) ODAK does not provide any service where payment for the service is subsidized by paying guests.
3. CANCELLATION: (1) The client has the right to cancel the contract with ODAK for any reason within the 14-day cooling-off period after signing the contract. The client will receive a full refund. If the performance and/or services are due to be complete within the 14-day cooling-off period, any work that has been started for the event will incur a charge of between 50% and 100% of the deposit. The reasons for this include, but are not limited to, programming of music and/or lighting, the purchasing of requested music, and the designing of a photo booth template. (2). In the event of the client wishing to cancel this contract agreement for any reason other than Act of God or National Disaster after 14 days of signing the contract, any reservation payment will be forfeited.
- A cancellation fee of not less than 50% of the agreed fee will be due if the cancellation is within one hundred and tweleve days of the performance. (16 weeks)
- A cancellation fee of not less than 75% of the agreed fee will be due if the cancellation is within eighty-four days of the performance. (12 weeks)
- A cancellation fee of not less than 100% of the agreed fee will be due if the cancellation is within fifty-six days of the performance. (8 weeks)
- A corporate cancellation fee applies. Refer to Event Specific Conditions.
(3) If the client chooses to cancel their booking, any required payments are to be paid in full within twenty-eight days of notification or by the original "Event Date" on the contract form if this date is less than twenty-eight days. (4) If the client decides to cancel their booking following a postponement of their event to a new date, any cancellation fees will be calculated using the original booking dates. (5) In the unlikely event that ODAK is unable to attend personally due to an accident or sudden illness, ODAK shall endeavour to provide a suitable substitute offering a similar service at no additional charge to the client. This does not apply in circumstances detailed below. (6) Force Majeure – ODAK will not be liable for failing to attend a booking, where the reason for non-attendance or late arrival is caused by, but not limited to, adverse weather conditions (including Snow & Flooding), road closure, road traffic accident, vehicle breakdown, fuel shortages, acts of terrorism, industrial action, or other unavoidable circumstances deemed beyond our control.
4. POSTPONEMENTS: (1) ODAK will always work with the client to provide the services agreed upon and understand that postponements might be required for an event for any number of reasons. The client's right to postpone does not make up a part of this contract. The current exception is only if the United Kingdom is in a full national lockdown preventing all hired services for the event from taking place by law. (2) If the client requests a postponement on the grounds of reduced numbers or services due to any restrictions the United Kingdom has been placed into, but legally the event can take place, then ODAK reserves the right the decline the postponement. (3) If a postponement is required, ODAK must be available to provide all the services on the client's new desired date. (4) If ODAK is not available and a new date cannot be secured then the client has the right to cancel under the normal terms and conditions of this contract. (5) If ODAK can move a conflicting commitment to facilitate a client's new desired date, the client will incur the fee of £148.08 to cover losses. This will always be explained to the client before agreeing to the client's new date.
5. PERFORMANCE TIMES: (1) The client agrees that the confirmed services and the individual start and finish times specified in the contract are accurate and correct. Any extension beyond the confirmed finish time is at the discretion of ODAK and the management of the venue. See Extended Performance Time for ‘Overtime Charge’.
6. EXTENDED PERFORMANCE TIMES: (1) Overtime Charge: Any extension to the agreed performance or hire times will be charged in addition to the booking fee per hour (or part hour), thereafter, which shall be in cash and payable in advance before commencement of extended entertainment at the sum of £50.00 for up to one hour, per hour. (For example, 1 ½ hours extra would be charged at £100, as would 1 hour 59 minutes) (2) Performance time and 'overtime' is restricted to a maximum of eight hours in 24 hours. Unless already agreed at the time of booking. The client agrees to make provision for suitable overnight accommodation to the satisfaction of the artist(s) and or attendants if time is exceeded.
7. VENUE, ACCESS & SET UP: (1) ODAK will require parking spaces on-site to park/load/unload our vehicles before, during and after events. The client is responsible to ensure this has been arranged before the day and has been arranged with the venue. (2) Where the venue does not have parking facilities, ODAK reserves the right to pass on any additional parking fees for a refund by the client. Please note: that per Health and Safety laws, ODAK will refuse to work at venues where illegal or hazardous parking is required to unload the vehicle. This also applies to general health and safety concerns within the venue such as navigating cluttered or unlit stairways and exits. (3) The client will appreciate that a suitable time for venue access, safe installation, dismantling and safe removal of equipment from the venue is required in addition to performance time. Therefore, the client and venue will allow suitable time for the installation and dismantling and removal of any disco or other hired equipment (up to 90 minutes on each side of the performance times per service). Where appropriate, the client will also inform the venue, in advance, of ODAK requirements. Please note: ODAK shall not be liable for any additional charges levied to the client by the venue concerning equipment assembly/removal timescales. (4) The client must ensure that the venue is reserved for an adequate length of time, including the time required for the installation, dismantling, and safe removal of equipment, as per the stated requirements. If the finishing time as stated in the contract, 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. (5) The setting up of any equipment may take place earlier than directly before the performance. The client understands that the client is responsible for the equipment and ensuring no attempt to use the equipment or that the equipment is lost, stolen or damaged in any way while ODAK is not present at the venue site. (6) 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, ODAK reserves the right not to provide services or to end the services in the interest of health and safety and the whole performance fee will remain payable. (7) Where the event is being held in a marquee, a minimum of 2x 13A power sockets per service is located within 5 meters of this required service location area. Please note: Bad Weather or impending bad weather on the day will not allow ODAK or contracted artiste(s) to commence entertainment outdoors under any circumstance. (8) Where services are to be provided outside, an adequate weatherproof marquee must be provided. Failure to do so will result in the cancellation of hire/service without a refund. (9) Where the venue is in a marquee or outside, the client must provide adequate, level marquee flooring, or stage. A Dance Floor will only be laid on hardboard marquee flooring. Failure to do so will result in the cancellation of hire/service without a refund. (10) ODAK will not be liable for any refund, in part or whole, where ODAK are late accessing the venue and setting up purely because of earlier events over-running, or where ODAK are prevented from accessing, setting up or providing our professional services by the venue management. Neither will ODAK be obligated to provide an extension to the agreed timescale on a pro-rata basis in these circumstances.
8. HEALTH & SAFETY: (1) The client will ensure that safe and adequate power is available for the artiste’s performance. (2) The client ensures that they have verified the venue power sources are electrically safe and conform to the HSE EAW Act 1989, and amendments thereafter. Copies of the venue's Electrical Installation Safety Certificate (Periodic Inspection Report to NIC EIC standards) must be made available upon request by the venue under LAW. (3) ODAK will provide a copy of their Public Liability Insurance and A PAT (Portable Appliance Test) certificate for inspection before the performance/hire date on request. (4) ODAK will not be responsible for any damage caused by the guests to the building where the services are provided, nor the building's contents. (5) Should the venue need to be evacuated for any reason the responsibility for ensuring that this is done will not rest with ODAK or artist(s) or attendant(s). (6) Should special measures be in place such as social distancing, the client is responsible to ensure their guests follow the safe practices and advice from the government or a local authority that has the authority to set the guidelines. (7) ODAK may restrict the number of users to any of their equipment during any hire periods to manage social distancing during an event. (8) Artiste(s) or attendants have the authority to stop a performance or service if they feel anybody's health and safety is at risk from anybody failing to follow social distancing measures. Any loss of performance or hire time will not be refunded.
9. SOUND LIMITER : (1) ODAK will not be held responsible for sound levels at venues that have sound limiters fitted. (2) The client will confirm with ODAK before the event date if the venue has an installation of a sound limiter. Please note that ODAK reserve the right to decline a performance at venues with a sound limiter installed.
10. FACILITIES: (1) The client agrees to arrange suitable changing facilities for the artist(s) or attendants as required.
11. REFRESHMENTS: (1) The client will arrange for reasonable refreshments for the artist(s) and attendants during the expected playing and hire times. If performances or hires are planned for 6 hours or greater, this will include a meal. (2) The client is to arrange for a “tab” to be set up and settled by the client for artist(s) and attendants if refreshments or meals are provided by pay-on-demand services such as a bar or kiosk.
12. LICENCES AND LAWS: (1) Neither ODAK nor artist(s) and attendants shall be in no way liable for breach of bylaws or conditions under which the venue is leased, hired, or entrusted to the venue management. (2) The client will notify ODAK that all appropriate licenses as required by law are in force at the time of performance(s).
13. GUEST BEHAVIOUR: (1) The client agrees to provide adequate supervision of guests and will ensure that venue management adequately supervises customers and or staff on-site premises. Please note: Where the function may include guests under the age of 18 years, the client, (or parent) is responsible for the behaviour and safety of any minors attending the venue. The client will provide and maintain adequate adult supervision always and ensure that these persons do not interfere with any equipment or with the artist(s) or attendants undertaking their duties. (2) ODAK will not be liable for the supervision of any guest. (3) Unwarranted abuse or threatening behaviour from clients, their guests, venue management or venue staff will not be tolerated and will result in all services and/or performance being terminated with no loss to ODAK. The termination is at the full digression of the artist(s), attendants or management of ODAK.
14. ENQUIRIES: (1) Any enquiry to the artist(s) in respect of any future engagement by guests, customers and or staff must be transacted through ODAK.
15. EQUIPMENT: (1) Only the Artist(s) and their assistant(s) may operate the equipment. Under no circumstances may unauthorised personnel tamper with, move or attempt to use the equipment owned by, or under the control of ODAK. ODAK cannot accept responsibility for damage to property, or injury to persons caused directly or indirectly by third-party interference. (2) If any unauthorised personnel tampers with equipment, the equipment may require sanitizing. If possible, ODAK will attempt this on-site. Any loss of performance/hire time will not be extended or refunded to the client. (3) If any sanitizing is required due to unauthorised personnel tempering with the equipment and ODAK is unable to undertake the sanitizing, the client agrees that any costs to undertaken to sanitize the equipment by third-party professionals chosen by ODAK will be paid by the client.
(4) The client agrees that compensation and any additional costs may be sought for any loss of or damage directly or indirectly to hired equipment, performing artists(s) equipment, vehicle(s) or personal belongings caused by client’s guests, venue customers and or venue staff including any installed sound limiters. (5) ODAK reserve the right to charge for repair or replacement of any equipment damaged lost or stolen, howsoever arising, during the period of hire and times where the equipment is set up. The Client's liability is for the full replacement value of the equipment and any cables. (6) Any equipment damaged, lost or stolen during the period of performance or where while the equipment is set up on location or stored in the venue grounds ready for hire will remain on hire and chargeable at our published prices until all repairs are complete and paid for in full, or the equipment has been replaced by the hirer paying for the replacement of all lost, stolen or damaged equipment and the equipment is again available for further hire. (7) Equipment will be deemed to be on hire until any invoices' for repairs or replacements, relating to that equipment have been paid for in full by the hirer. (8) ODAK will not be held responsible for the way some people may be affected by strobe lighting, sound, fog and haze effect, any other lighting, or any other effect, that may be used. The client must advise ODAK before the event date if any specific sound, lighting, or other effects should be avoided. (9) Smoke or Haze machines will only be used with the prior written consent of the venue management. (10) ODAK or their artist(s) and attendants will not be liable for any fee or invoice presented by any venue or public service for the activation of any fire alarm or subsequent evacuation for any reason including the use of a haze, smoke, or dry ice machine. (11) In the rare event of any equipment failure, an onsite repair will be attempted. If there is an irreparable full breakdown in the sound equipment for the disco, the camera of the photo booth, or lighting for the Giant LOVE Letters, a refund will be given under the following circumstances.
- Less than 10% of the performance is completed 100%
- More than 10% but less than 40% of the performance 50%
- More than 40% but less than 75% of the performance 25%
- More than 75% of the performance Nil.
16. SUPPORT ARTISTS: (1) Where ODAK is engaged to work alongside a band, (or other entertainers) it is the client’s responsibility to ensure that adequate space exists within the venue for both entertainers to set up their equipment and that separate power outlets exist. See Health & Safety
17. SERVICE SPECIFIC:
Disco / Karaoke
(1) Any specialist tracks that are requested to be played during the performance must be emailed to ODAK at least seven days before the event. (2) Any recording must be provided in 320kbps MP3 format. Other formats may result in the track not being able to be played by the DJ software.
Silent Disco
(1) The hire of the Silent Disco add-on to a disco package requires a £250 refundable deposit to be paid by the client on top of the agreed fee for ODAK’s services. (2) The deposit of £250 will be refunded to the client the next working day following an inspection of the silent disco equipment. Any loss or damage over a repair or replacement fee of £250 however caused will be payable in line with the “Equipment” section of this document.
Dance Floors
(1) Due to the outside influences that dance floors are subject to throughout an event, ODAK is unable to guarantee 100% LED reliability throughout the entirety of an event. Many factors can disrupt the dance floors which include but are not limited to excess spillages of drinks, static, and movement of dance floor due to uneven floors. The dance floor will be in full working condition when installed. ODAK will not accept responsibility for any failures throughout an event. (2) The client will ensure guests wear appropriate footwear while on the dance floor. (3) Coated confetti is not permitted on any LED dance floor because of the risk of staining the panels if the confetti becomes wet. (4) Metal confetti in any form is not permitted to be on any of the LED dance floors. (5) It is the responsibility of the client to ensure that drinks are not permitted on the dance floors.
Confetti Cannon
(1) ODAK is by no means responsible for the clear-up or movement of any of the confetti once it has been set off. The sole responsibility is with the client and/or to arrange with the venue management. It is suggested that sweeping the floor to clear the confetti is undertaken as soon as practicable.
Photo Booth
(1) The Photo Booth usually provides at least one physical printed photograph at the time of use. This will be handed to one of the “guests” to keep. (2) A second print can be provided as long as it is agreed with ODAK during the initial "Booking" stage. (3) In the unlikely event of a failure of any media or printer that ODAK is not able to rectify during the event, ODAK will supply all physical copies of images taken at the event within seven working days of any failure being rectified. As a part of goodwill and resolution, ODAK will discount £50 off any future photo booth booking.
Sweet Cart / Ferris Wheel
(1) Any Sweet Cart or Ferris Wheel will be fully assembled before use. (2) Where confectioneries are to be supplied by ODAK, the variety of the confectioneries is subject to change at any point and without notice. (3) Confectioneries may contain any of, or a combination of NUT, GLUTEN, WHEAT, DAIRY, and E NUMBERS. ODAK will not accept responsibility for guests who consume any confectionery when they have or suspect of having allergies. (4) The client is liable to ensure any guests are made aware of any potential ingredient in the confectionery supplied.
Boogie Music Bingo
(1) All guests purchasing game cards directly or indirectly must be aged 18 or older if playing for cash prizes or alcohol. Identification may be required and can be refused at the full discretion of the Artist(s) on the night. (2) Any prizes are to be provided by the client before the event performance times. (3) A "side game" that is played at any venue may accrue winnings which if not won roll over to the next ODAK presented event until won. This will be known as the "progressive jackpot". (4) If a venue chooses to cancel Boogie Bingo or the side game, then any winnings in the "progressive jackpot" will be forfeited. (5) In the unlikely event of a failure of Boogie Bingo equipment any prizes will be rolled over to the next game.
18. CLIENT ACKNOWLEDGEMENTS: (1) Neither the client nor ODAK may make any alterations to these Terms and Conditions without the agreement of both the client and ODAK before the performance. (2) The client may not transfer the booking to another party without the prior written consent of ODAK. (3) ODAK reserves the right to refuse any booking without prejudice. (4) The client agrees that any images captured, recording of video and/or audio remains the copyright of ODAK and can be used for advertising and promotional purposes. (5) Both the client and ODAK must be legally able and have the full legal capacity to execute the contract for the agreed Performance / Hire. 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. (6) In signing the contract, physically or electronically, or by paying the fee in part or full, I [the client] agree that I have read the Terms and Conditions of hire and acknowledge booking details contained herein are correct. (7) E. & O.E
We strongly advise that you take out wedding or event insurance.