MOTIF MUSIC ENSEMBLE - PERFORMANCE CONTRACT TERMS & CONDITIONS
The following terms and conditions are agreed by the Client (You) and the Artist (Motif) to form a contract to which all parties agree to abide by when the Client makes a booking. Before booking, please first confirm your wedding date availability and any specific requirements. Our fee is £260 per hour. A one, to one and a half hour booking is normally sufficient for a ceremony-only booking. However, brides can be late, so consider a little extra time. Afternoon/evening bookings, are generally longer.
1.0 GENERAL
The agreement is made on the date shown in ‘Performance Contract’ between the ‘Client’ and ‘Motif Music Ensemble’. The Client engages Motif to provide entertainment services as outlined in the Performance Contract on the date specified, at the venue specified and at the fee(s) specified. The contents of the Terms & Conditions are subject to review and may change without notice. They shall be governed by and construed in accordance with the law of England and the parties hereby submit to the exclusive jurisdiction of the English courts. The Client must ensure that they hold adequate insurance policies in respect of any engagement
2.0 BOOKING AND FEES
The ‘Performance Contract’ will outline the agreed booking details and your specific requirements for your wedding day. The signed document must be returned to Motif by email to the address specified on the Performance Contract document, together with the agreed deposit payment within a maximum of 14 days.
A non-refundable deposit of £100 by bank transfer is required within 14 days of confirmation. Payment of the deposit is evidence that the Client accepts these terms and conditions.
Bookings will be confirmed once the signed and dated contract has been returned by the Client, and cleared funds to the full value of the deposit have been received. The Client and Motif agree that written, verbal or electronic confirmation of the booking will confirm acceptance of these terms and conditions
The balance is due no later than 6 weeks before the wedding date. If booking less than 6 weeks before your event the entire payment will be due. Payment must be by bank transfer. Failure to correctly pay your balance will leave us unable to perform and you liable to the full balance payment.
3.0 CANCELLATION AND CHANGES
The deposit is non-refundable. If you cancel your booking within 6 weeks prior to the performance date, you will also be liable to compensate the musicians at the rate to which you had agreed the booking (in other words, the full balance remaining payable).
In the unlikely event we cannot fulfil the engagement due to circumstances beyond reasonable control, including but not limited to, ‘Acts of God’, adverse weather, civil unrest, industrial action or war, Motif will not be liable for providing refunds of any kind.
If for any reason (including vehicle breakdown, traffic or illness) we have to cancel the performance prior to, or on the day of your event, you will receive a full refund of any monies you have paid. You agree that this will be the limit of any financial (or other) responsibilities we have to compensate you.
If for any reason not all musicians arrive, Motif may offer to perform with a reduced ensemble. If you agree to this, the compensation due to you will be limited to the fee(s) of those not present, or those unable to perform due to lack of equipment. This fee will only be payable to you if you have paid it to us already. If you have not yet paid the musicians fees it will simply be deducted from the final balance payable. You agree this will be the limit of any financial responsibilities we have to compensate you.
If for any reason the event date is moved 6 months or more prior to the originally contracted date and Motif is available on this revised date, Motif will re-arrange the booking at no extra cost. If, however, the revised date is not available this will be considered a cancellation of the contract by the Client. If the date is moved 6 months or less prior to the originally contracted date and Motif is available on this revised date, there will be an additional charge of £250, to contribute to the potential loss of earnings. If the revised date is not available this will be considered a cancellation of the contract by the Client and £250 (minus the deposit paid) will apply.
For changes to the originally agreed venue(s) that would attract an additional fee, will be quoted to you upon request. If the fee to change the originally agreed venue(s) is higher than what the Client wants to pay, both parties agree to abide by the originally booked venue(s).
We will not carry on beyond the agreed finish time if we are in place to start and others (the Client, guests, any person in the building, suppliers, companies, organisations or events linked or not linked to your event) cause delays to the start to the original booking time. The Client may wish to extend their booking time to cover any additional booking time required due to delay.
If we arrive later than the start time originally agreed at the first venue, we will endeavour to perform beyond the originally agreed finish time until the original booking duration is fulfilled. On occasion, due to previously arranged further commitments, we may be unable to stay beyond the originally booked finish time. If the booking is a multiple venue, which involves us travelling between venues, please be aware travelling time may vary, due to factors beyond our control. We take all reasonable measures to get to the venue on time. However, under no circumstances will we compensate you due to the delayed start of a performance at any additional venue beyond the first.
A time extension to your original booking means an increase in the total time hired. This includes any additional time requested by the Client for practice, sound checks, run through, or a delayed start. Time extensions to your booking requested after the original date you booked will be subject to an additional fee, quoted on request. If the new increased hired time period fee is higher than what the Client wants to pay, both parties agree to abide by the original hired time and fees. Extra hired time requested on the day of performance is charged at a minimum rate of half an hour – we reserve the right to increase our time extension fees at any time. A request for a reduction in total hired time may be subject to a reduction in fees; this fee reduction will be quoted to the Client at on request. If the new reduced booking time period fees are not acceptable to you, both parties agree to abide by the original booking period and fees.
4.0 VENUE AND SETUP
The Client must ensure that the venue is willing to accommodate the chosen contracted services by Motif and that the appropriate licenses are in place as required, specific to the contracted services and agreed performance time
Motif will arrive at the venue at the agreed time, to set-up and sound-check equipment. It is important that Motif is given direct access to the venue in which the performance is to be undertaken and that the distance to load the equipment into the venue is as short and direct as possible. Motif will require time to set up, prior to the agreed start time and to pack up.
We need approximately 3x3 metres of space, room for a keyboard and acoustic instruments with stands. For outside performances, we require level ground, and suitable shelter from wind, rain and direct sun. It is the responsibility of The Client to ensure these requirements are met prior to our arrival. We will also require a safe place to store music cases, out sight, and a good light source indoors
The Artist will require a minimum of 2 x 13amp wall sockets to ensure an adequate and safe power supply source for any amplification used during the performance.
Only Motif or a dedicated technician may operate or move any equipment. We cannot accept responsibility for damage to equipment, or injury to persons caused directly by third party intervention.
The adjustment of the volume and sound level of any equipment will be as we and/or the Venue reasonably requires, should we and/or the Venue request such an adjustment.
Light refreshments should be supplied for musicians for bookings of 2 hours or more. Please ensure you make arrangements for this on the day. If we need to change, please ensure facilities are available. The booking time duration and fees quoted on your booking confirmation email is for the total time hired, not the total playing time. We generally take a 10 minute break per hour during a function of over 2 hours. We are happy to coordinate breaks with your itinerary, so please tell us when speeches are like to occur for example.
6.0 PERFORMANCE
We will be polite and courteous with the Client, guests and all venue staff and adhere to the Client’s reasonable requests. We will be suitably and tidily dressed during our performance.
Unless otherwise stated in the contract schedule, we will provide performance equipment. We will ensure such equipment is in good working order and carries necessary insurance and certification.
Where reasonably requested to do so by the Client and/or the Venue Staff, we agree to adjust the volume as required.
At the time of agreeing to or signing the Performance Contract schedule, Motif will not be under any contract to a third party which may prevent them from fulfilling the engagement.
The Client agrees that we are threatened, abused verbally or physically by anyone present at any time before, during or after a performance, then we will be entitled not to perform or cease performance immediately, without penalty. All Fees will remain payable by the Client.
The finish time will not exceed that stated in the Performance Contract under any circumstances. If a late finish exceeding 12:00 midnight is mutually agreed and detailed in the Performance Contract, it is the responsibility of the Client to ensure that the venue has a suitable licence in place to allow the performance to continue to the time stated in the Performance Contract
If you would like us to perform an additional pieces of music which we do not have in our current repertoire, an arrangement fee to obtain the sheet music will be chargeable. Please contact us for prices.
7.0 LIABILITY
The Client is fully responsible for any damage to equipment used by the Artist, caused as a result of any person and / or guest at your event.
8.0 PHOTO/VIDEO
We reserve the right to take photographs and / or video recordings during any part of the performance, for self-publicity and promotional purposes
9.0 DATA PROTECTION ANF PRIVACY (GDPR)
General Data Protection Regulations (GDPR) specify that we must advise you of our policy on any data that we hold relating to you. The data you have sent us on the booking form is shared between Jenny Walker and any person involved with organising or performing the services you have requested so that they can carry out their work as required for your booking. We do not share, sell or market any of your data with any 3rd parties whatsoever. All data supplied to us by you is kept securely in our email facility and electronically filed as a booking form. Both our email facility and files are password protected, as is our computer. Part of the GDPR is your right to view the data an organisation holds in relation to you. Upon your request to view your data, when approved, you will be sent an email with the all the data that we hold on you.