Terms and Conditions for Cotswold DJ Co (formerly Dukebox Discos)
The following terms and conditions apply to any booking made by a company or individual (who is over eighteen years of age and are legally entitled to enter into such an agreement) ("Client") for any party, reception, function, or other event and will form part of the booking agreement between the Client and Cotswold DJ Co, trading as Dukebox Discos ("Service Provider").
1. Parties
In these terms and conditions, the Client refers to the person or entity named on the booking agreement, and Cotswold DJ Co, trading as Dukebox Discos, is referred to as the Service Provider.
2. Formation of Agreement
The booking agreement is made between the Client and the Service Provider, and these terms and conditions are binding on both parties upon acceptance.
3. Engagement
The Client engages the Service Provider, and the Service Provider accepts the engagement as specified on the booking agreement.
4. Initial Payment (Deposit)
To secure any booking(s), an initial payment as specified on the booking agreement must be paid by the Client within fourteen (14) days of entering into the booking agreement. The deposit is non-refundable unless the Service Provider is at fault. The Service Provider will remain available for other bookings until the deposit is paid.
5. Balance Payment
The balance of the total sum due to the Service Provider must be received by the Service Provider fourteen (14) days prior to the event date. Payment can be made by any of the following methods:
6. Extension of Service
If the Client requests additional time or services outside of the original agreement, the following applies:
7. Cancellation Policy
In the event of cancellation by the Client, a cancellation fee will apply as follows:
Cancellations must be made in writing (via postal or electronic mail). Telephone cancellations will NOT be accepted.
If the Client cancels, any initial payment (deposit) will be forfeited in accordance with the cancellation policy, and the Client will have no further obligation.
8. Forfeiting Rights to Use Services
Once a booking is cancelled, the Client forfeits any rights to use the Service Provider's services on the event date, irrespective of any initial payments or cancellation fees paid.
9. Unacceptable or Threatening Behaviour
The Service Provider and the Service Provider’s staff expect all guests to behave reasonably and will not tolerate threatening or abusive behaviour. The Client is responsible for the behaviour of their guests and will be held liable for any damages to equipment or loss of business due to their guests' actions.
If unacceptable behaviour is displayed by guests, the Service Provider will request that this stops immediately. If the behaviour persists, the Service Provider will expect the Client to take reasonable steps to address the situation, either by asking guests to leave or dissuading the behaviour.
If the Service Provider believes that their staff or equipment are under threat, or if safety is compromised, the Service Provider reserves the right to terminate the performance immediately without refund.
10. Liability for Damages and Loss
The Client is responsible for any damage to the Service Provider’s equipment that occurs during the event, whether caused directly by the Client, the Client’s guests, or any other person under the Client’s control. The Client agrees to compensate the Service Provider for any repairs or replacements required as a result of such damage.
The Service Provider’s liability is limited to the total amount paid by the Client for the event. The Service Provider will not be held liable for any indirect or consequential loss or damages arising from the performance or equipment failure, except in cases of gross negligence or intentional misconduct by the Service Provider.
11. Access to Electrical Sockets
The performance area must have access to two functioning 13amp 240v UK standard electrical sockets within 10 meters of the Service Provider's working position. These must be secure and undamaged.
12. Location of Equipment
The Service Provider’s equipment must not obstruct any emergency exit routes. There must be sufficient space for the Service Provider to work safely and comfortably. The Service Provider cannot set up on a portable or temporary dance floor.
13. Provision of Equipment, Personnel, and Music
The Service Provider will supply the necessary music, equipment, lighting, and a DJ to suit the event. If required, an assistant will also be provided.
14. Unattended Equipment
The Service Provider will not leave any equipment unattended. Early setup requests may require a staff member to remain on-site during setup.
15. Special Effects
The Service Provider will use lighting, sound, haze, and other effects in accordance with health and safety guidelines. The Service Provider is not responsible for any adverse effects on individuals, including those caused by strobe lighting, and will cease such effects if requested by the Client or venue management.
16. Venue Restrictions
If the Service Provider is unfamiliar with the venue, a pre-event visit will be arranged. The Service Provider is not responsible for any venue-imposed restrictions that impact the performance, such as time limitations, sound limits, or entry refusal.
17. The DJ and Services
If the Service Provider cannot attend due to illness or emergency, the Client will be notified as soon as possible and offered:
18. Equipment Failure
In the event of equipment failure, the Service Provider will attempt to repair the equipment on-site. If an irreparable breakdown occurs, a full refund will be given.
19. Force Majeure
The Service Provider is not liable for any failure to perform services caused by uncontrollable events, such as severe weather, road closures, strikes, or other “Acts of God.” In such cases, no refunds will be provided.
20. Media
The Service Provider may take photographs or video clips at events. Unless expressly forbidden by the Client, the Client is deemed to consent to the Service Provider using such media for promotional purposes.
Images of children will never be taken by the Service Provider at any event. If a photo or video includes an identifiable child in the background, it will be deleted immediately. The Service Provider is committed to protecting privacy and will not take any photos of children at any time.
21. Health and Safety
The Client is responsible for ensuring that the event venue complies with all relevant health and safety regulations and that the performance area is safe for the Service Provider and their equipment.
If any function room other than the ground and first floor is used, there must be an accessible elevator designed for the use of goods.
Bookings will NOT be honoured if the carrying of equipment involves spiral staircases or emergency escapes.
22. General Terms
This booking agreement is governed by English law, and the courts of England and Wales will have exclusive jurisdiction for any claims or disputes.
23. Marquee Requirements
For events held in marquees, the Client must ensure that the following requirements are met for safe setup and performance:
24. Weather Conditions and Marquee Setup
The Client is responsible for ensuring that the marquee and surrounding area are safe, dry, and stable. If weather conditions worsen and pose a risk to safety, the Service Provider reserves the right to terminate the performance early.
25. Performing with Other Acts
If the Client hires additional performers or musicians, the following applies:
26. Equipment Hire
For any hired equipment, the Client is responsible for:
27. Changes to Terms and Conditions
a) From time to time, it may be necessary for us to amend our terms and conditions. If any such changes are made, the revised terms and conditions will be posted on our website.
b) The Client will have the opportunity to review the updated terms and conditions before making the final balance payment. The Client’s acceptance of the updated terms will be assumed if they proceed with the final payment.
c) If the Client does not accept the updated terms, they may cancel the booking prior to the final balance being paid, with no further obligation. In such cases, any initial payment (deposit) made will be forfeited in accordance with the cancellation policy outlined in Clause 7.
The following terms and conditions apply to any booking made by a company or individual (who is over eighteen years of age and are legally entitled to enter into such an agreement) ("Client") for any party, reception, function, or other event and will form part of the booking agreement between the Client and Cotswold DJ Co, trading as Dukebox Discos ("Service Provider").
1. Parties
In these terms and conditions, the Client refers to the person or entity named on the booking agreement, and Cotswold DJ Co, trading as Dukebox Discos, is referred to as the Service Provider.
2. Formation of Agreement
The booking agreement is made between the Client and the Service Provider, and these terms and conditions are binding on both parties upon acceptance.
3. Engagement
The Client engages the Service Provider, and the Service Provider accepts the engagement as specified on the booking agreement.
4. Initial Payment (Deposit)
To secure any booking(s), an initial payment as specified on the booking agreement must be paid by the Client within fourteen (14) days of entering into the booking agreement. The deposit is non-refundable unless the Service Provider is at fault. The Service Provider will remain available for other bookings until the deposit is paid.
5. Balance Payment
The balance of the total sum due to the Service Provider must be received by the Service Provider fourteen (14) days prior to the event date. Payment can be made by any of the following methods:
- Web-based payment link provided by the Service Provider (processed via Stripe or another payment platform)
- BACs (Bank Transfer)
6. Extension of Service
If the Client requests additional time or services outside of the original agreement, the following applies:
- If the performance extension is requested during the event, payment must be made prior to the extension via the web-based payment link or BACs.
- If requested before the event (but after the agreement is made), a supplementary agreement must be entered into, and the additional payment must be made in the same manner as the balance payment.
7. Cancellation Policy
In the event of cancellation by the Client, a cancellation fee will apply as follows:
- Cancellation advised 31 days or more before the event date – loss of the initial payment (deposit).
- Cancellation advised 30 days or less before the event but before the Service Provider has left to attend the event – 90% of the booking value will become due immediately.
- Where cancellation is made on the day of the event and the Service Provider has already left to attend the event – 100% of the booking value will become due immediately.
Cancellations must be made in writing (via postal or electronic mail). Telephone cancellations will NOT be accepted.
If the Client cancels, any initial payment (deposit) will be forfeited in accordance with the cancellation policy, and the Client will have no further obligation.
8. Forfeiting Rights to Use Services
Once a booking is cancelled, the Client forfeits any rights to use the Service Provider's services on the event date, irrespective of any initial payments or cancellation fees paid.
9. Unacceptable or Threatening Behaviour
The Service Provider and the Service Provider’s staff expect all guests to behave reasonably and will not tolerate threatening or abusive behaviour. The Client is responsible for the behaviour of their guests and will be held liable for any damages to equipment or loss of business due to their guests' actions.
If unacceptable behaviour is displayed by guests, the Service Provider will request that this stops immediately. If the behaviour persists, the Service Provider will expect the Client to take reasonable steps to address the situation, either by asking guests to leave or dissuading the behaviour.
If the Service Provider believes that their staff or equipment are under threat, or if safety is compromised, the Service Provider reserves the right to terminate the performance immediately without refund.
10. Liability for Damages and Loss
The Client is responsible for any damage to the Service Provider’s equipment that occurs during the event, whether caused directly by the Client, the Client’s guests, or any other person under the Client’s control. The Client agrees to compensate the Service Provider for any repairs or replacements required as a result of such damage.
The Service Provider’s liability is limited to the total amount paid by the Client for the event. The Service Provider will not be held liable for any indirect or consequential loss or damages arising from the performance or equipment failure, except in cases of gross negligence or intentional misconduct by the Service Provider.
11. Access to Electrical Sockets
The performance area must have access to two functioning 13amp 240v UK standard electrical sockets within 10 meters of the Service Provider's working position. These must be secure and undamaged.
12. Location of Equipment
The Service Provider’s equipment must not obstruct any emergency exit routes. There must be sufficient space for the Service Provider to work safely and comfortably. The Service Provider cannot set up on a portable or temporary dance floor.
13. Provision of Equipment, Personnel, and Music
The Service Provider will supply the necessary music, equipment, lighting, and a DJ to suit the event. If required, an assistant will also be provided.
14. Unattended Equipment
The Service Provider will not leave any equipment unattended. Early setup requests may require a staff member to remain on-site during setup.
15. Special Effects
The Service Provider will use lighting, sound, haze, and other effects in accordance with health and safety guidelines. The Service Provider is not responsible for any adverse effects on individuals, including those caused by strobe lighting, and will cease such effects if requested by the Client or venue management.
16. Venue Restrictions
If the Service Provider is unfamiliar with the venue, a pre-event visit will be arranged. The Service Provider is not responsible for any venue-imposed restrictions that impact the performance, such as time limitations, sound limits, or entry refusal.
- Sound Limiters: If present, the Service Provider will adjust sound levels, but cannot be held responsible for any power loss or equipment failure caused by the venue’s sound-limiting equipment.
17. The DJ and Services
If the Service Provider cannot attend due to illness or emergency, the Client will be notified as soon as possible and offered:
- A full refund of all payments made, or
- A suitable replacement DJ.
18. Equipment Failure
In the event of equipment failure, the Service Provider will attempt to repair the equipment on-site. If an irreparable breakdown occurs, a full refund will be given.
19. Force Majeure
The Service Provider is not liable for any failure to perform services caused by uncontrollable events, such as severe weather, road closures, strikes, or other “Acts of God.” In such cases, no refunds will be provided.
20. Media
The Service Provider may take photographs or video clips at events. Unless expressly forbidden by the Client, the Client is deemed to consent to the Service Provider using such media for promotional purposes.
Images of children will never be taken by the Service Provider at any event. If a photo or video includes an identifiable child in the background, it will be deleted immediately. The Service Provider is committed to protecting privacy and will not take any photos of children at any time.
21. Health and Safety
The Client is responsible for ensuring that the event venue complies with all relevant health and safety regulations and that the performance area is safe for the Service Provider and their equipment.
If any function room other than the ground and first floor is used, there must be an accessible elevator designed for the use of goods.
Bookings will NOT be honoured if the carrying of equipment involves spiral staircases or emergency escapes.
22. General Terms
This booking agreement is governed by English law, and the courts of England and Wales will have exclusive jurisdiction for any claims or disputes.
23. Marquee Requirements
For events held in marquees, the Client must ensure that the following requirements are met for safe setup and performance:
- Power must come from two separate 13A sockets, ensuring they are not shared with other equipment.
- The Service Provider’s performance area must be clear of obstructions, including walls and other equipment.
24. Weather Conditions and Marquee Setup
The Client is responsible for ensuring that the marquee and surrounding area are safe, dry, and stable. If weather conditions worsen and pose a risk to safety, the Service Provider reserves the right to terminate the performance early.
25. Performing with Other Acts
If the Client hires additional performers or musicians, the following applies:
- A list of specific song requests or exclusions must be submitted at least 48 hours in advance.
- A minimum of 7ft wide x 5ft deep space is required for the Service Provider’s equipment.
26. Equipment Hire
For any hired equipment, the Client is responsible for:
- Ensuring insurance for the full replacement value, or accepting liability for any loss or damage.
- Returning the equipment in good condition to avoid cleaning or repair charges.
27. Changes to Terms and Conditions
a) From time to time, it may be necessary for us to amend our terms and conditions. If any such changes are made, the revised terms and conditions will be posted on our website.
b) The Client will have the opportunity to review the updated terms and conditions before making the final balance payment. The Client’s acceptance of the updated terms will be assumed if they proceed with the final payment.
c) If the Client does not accept the updated terms, they may cancel the booking prior to the final balance being paid, with no further obligation. In such cases, any initial payment (deposit) made will be forfeited in accordance with the cancellation policy outlined in Clause 7.