JK WEDDINGS AND EVENTS TERMS AND CONDITIONS

1) Bookings and paperwork

• All reservations are made on the basis of these terms and conditions.
• A booking is only confirmed when we receive the signed agreement and the Booking Fee.
• If the completed documents are not returned within 7 days, we may offer the date to someone else.
• Cancellations are not permitted unless both parties agree in writing or email.

2) Cancellation policy and fees

• The following charges apply if you cancel for any reason, including illness and adverse weather (such as snow and ice):
• Within 14 days of the event: 100% of the contracted fee.
• Within 30 days of the event: 50% of the contracted fee. – Within 60 days of the event: 25% of the contracted fee.

3) Parking, access, and logistics

• Prices assume reasonable unloading access and suitable parking. This also includes upstairs venues, if you not stated on booking forms, there will be a extra £75 charge
• If access or parking is difficult, extra logistical measures may be needed and additional charges (including parking fees) may apply.
• You must tell us about any parking restrictions (e.g., red routes).

4) Booking Fee and date moves

• The Booking Fee is non-refundable under all circumstances and does not reduce any cancellation charges due. – The Booking Fee covers administrative and operational costs (emails, booking software, labour, insurance, materials/products purchased for your event, etc.), including disruption due to government-mandated closures such as Covid-19 or other pandemics.
• If you need to change the event date for reasons beyond our control, a £75 administration fee applies.

5) Payments

• The balance can be paid by cheque (posted in time to clear before the event), bank transfer, cash, or card.
• If unforeseen circumstances delay your balance payment, you must contact us immediately.
• Full balance is due no later than 14 days before event. Balance can be paid on the date of the function,before the start time, in cash only. Falure to comply with this condition will result in the immediate termination of the contract.
• The full agreed price remains due even if you cancel any product or service.
• You may swap a removed item (e.g., a dancefloor) for another of equal value at no extra cost. If the alternative is higher in value, you must pay the difference. If it is lower in value, no refund or credit will be given.

6) Licences and insurance (client responsibility)

• You must ensure the venue holds all required Entertainment and Liquor licenses.
• We strongly recommend you take out your own wedding/event insurance to cover cancellations, postponements, etc.

7) Health, safety, and power

• You are legally responsible for ensuring Health and Safety compliance and that the venue is safe and suitable for the intended use.
• A safe electrical supply must be provided. Outdoor setups (marquees/outbuildings) must be dry, covered, safe for electrical equipment, and insulated from the ground.
• Ensure there is sufficient total electrical capacity for our equipment and for any other contractors on site.
• Smoke, haze, or bubble machines may only be used with prior venue consent.

8) Space and power requirements

– Minimum clear area required: 4m x 2m with at least 2.2m headroom, plus a minimum of 2 x 13A power sockets. – If additional entertainment is booked, adequate space must be provided for everyone, along with changing facilities if needed.

9) Marquees and outdoor considerations

• Marquee installations require a dry, solid, level floor for safe setup of floors and other items.
• Our electrical equipment is not suitable for uncovered outdoor use and must be fully protected from weather.

10) Dancefloor sizing and venue fit

– You must book a dancefloor size that fits the venue. If the allocated space cannot accommodate the ordered size, we will install a smaller floor at the same price. No refund will be issued.

11) Flooring protection and underlay

• We are not liable for any damage to flooring beneath our dancefloors.
• We can supply an underlay to minimize marks; a small fee may apply. Inform us if the carpet is deep pile, as anti-slip rubber matting may be required.

12) Setup, breakdown, and early access

• Standard setup time is at least 75 minutes; breakdown and reload require at least 60 minutes. Times may vary based on your chosen package.
• Please allow for these times in your schedule. Early setup (e.g., before guests arrive or before the meal) can be arranged and may incur additional costs for time and travel.

13) Access times and waiting charges

• The times you enter on the booking form are treated as the agreed schedule. If you or the venue change them, extra charges may apply, and if we have other bookings that day, we may be unable to accommodate your items. No refund will be issued as its out of our control.
• If our dancefloors or any other services run past the agreed end time, extra fees will apply: £50 for up to 15 minutes over, then £75 for each additional 30 minutes.

14) Loss or damage to equipment

– If any equipment or materials supplied for the performance are lost or damaged by any person on the premises or by any occurrence at the venue, the booker must pay for repair or replacement, cover any temporary hire during replacement, and compensate for any lost work. This includes discos, dancefloors, event décor, led products, wedding games, arcade machines or anything which belongs to our company

15) Equipment failure, illness, and non-performance

• While we maintain robust backup and take reasonable precautions, we cannot be held responsible for DJ illness or unexpected equipment failure outside our control. We will make every reasonable effort to resolve issues.
• In the highly unlikely event of complete non-performance or total failure, you will receive a full refund of all fees paid. This is the limit of our liability.

16) Delays, overruns, and extensions

• Delays caused by earlier proceedings or circumstances beyond our control do not entitle you to a later finish or any fee reduction.
• Extensions may be offered at the DJ’s discretion and with venue approval. Additional time must be paid in cash to the DJ before the extra time begins. This applies to all services, including Photo Booths, Dancefloors, Uplighters, etc.

17) Use of equipment by others

– No one other than Surround Sounds Disco/JK Weddings and Events may use our equipment without our prior consent.

18) Dancefloor rules and faults

• No food or drink is allowed on an LED/electrical dancefloor. Spills must be dry-mopped immediately.
• You must ensure the DJ makes regular announcements to protect the floor.
• As the floor is electronically controlled, safety circuits may trip, affecting lights or causing the floor to stop working. Contact us immediately if this happens. No refund is due, but we will advise on resetting.

19) Furniture, stickers, and damage charges

• Do not place any furniture (tables, chairs, etc.) on the dancefloor, and do not apply stickers.
• A charge of £150 per panel will apply for removal or damage.
• Our engineer will photograph the dancefloor after setup. If the floor shorts during the event, no refund or payment is due, as this is beyond our control.

20) Load restrictions and site access

– You must tell us about any load/access issues such as steps, steep slopes, lack of lifts, or parking charges. These may prevent installation or incur additional fees.

21) Conduct and safety

• You are responsible for the behaviour of all attendees, invited or otherwise.
• We do not manage disruptive behaviour or remove individuals from the venue.
• Our DJs must be able to work in a safe environment. We may terminate services without refund if there is abuse, intimidation, or threats toward our staff, venue staff, or any attendees. The full fee will still be payable.

22) Substitutions and double-bookings

• Surround Sounds Disco/Mobile Disco Birmingham may provide a substitute service if we are unable to appear.
• If your booking is confirmed in writing or via Echosign and, upon arrival, we discover another DJ/service has been hired by you or your representative, the full fee remains payable to us.

23) Public liability insurance

– We carry public liability insurance to protect the public from harm caused by our personnel or equipment. – It does not cover harm or injury caused by the client or guests, including where alcohol or other substances are involved.

24) Slips, trips, and spills on dancefloors

• We are not responsible for slips, trips, or falls due to food or liquids on the dancefloor. Responsibility lies with the booker/venue.
• We are not liable for spills not cleaned by venue staff. Any claims must be made through your own or the venue’s insurance.

25) Sound limiters

– Where a venue has a sound limiter, we will do our best not to trigger it. We are not liable if the limiter trips and cannot be reset or if equipment is affected as a result.

26 )Substitution  

– We reserve the right to substitute Stock if not readily available.

-We will endeavour to obtain the Client’s approval before making substitutions where possible. All substitutions will be made at equal or superior value and quality.    

27) Force Majeure

Neither Party shall be liable for delay or failure caused by events beyond reasonable control, including: • Act of God

• War
• Civil unrest
• Strike
• Trade dispute
• Breakdown
• Accident
• Any similar unforeseen event

The affected Party shall be entitled to a reasonable extension of time.

28) Severe weather

– In dangerous road conditions (e.g., snow or ice), we reserve the right to cancel at any time.

Agreement

By completing the booking forms, you confirm that you have read and agree to these terms and conditions of Surround Sounds Disco / JK Weddings and Events. This booking agreement constitutes a legally binding contract between us and you (the Client).