DJ Booking Agreement

1. Agreement and Named Parties

The supplier is Carl Mitchell, trading as Carl Mitchell DJ, of 53 Broadway, Newport, Shropshire, TF10 7TW, United Kingdom (“Carl”). The customer is the person or organisation named in the written Booking Summary (“you”).

The contract consists of the Booking Summary, these standard terms and any later written variation agreed by both parties. If there is a conflict, a clearly stated event-specific term in the Booking Summary takes priority.

A booking is confirmed when you accept the Booking Summary in writing, Carl confirms acceptance and the required booking payment has been received. An enquiry or provisional discussion does not reserve the date.

3. Total Fees, Taxes and Payment

The total fee and anything included in it will be stated in the Booking Summary. Unless that summary says otherwise, a booking payment equal to 50% of the total fee is required to reserve the date and the remaining balance is due no later than 28 days before the event.

The booking payment forms part of the total price; it is not automatically forfeited if the booking is cancelled. Cancellation is dealt with under section 9.

Any applicable tax and agreed travel charge will be included or clearly identified before the booking is confirmed. No additional charge will be added without a contractual basis or your agreement, except where a reasonable additional cost results from a change you request or information you supplied was materially inaccurate.

If a payment is late, Carl will contact you and allow a reasonable opportunity to put matters right. Carl may suspend planning or, after reasonable notice, treat a serious unresolved failure to pay as cancellation by you. Any sum retained or claimed must still comply with section 9 and applicable law.

4. Travel and Location

The quoted price is based on the venue and access information supplied before confirmation. Any travel, accommodation, parking, toll or clean-air charge payable by you must be stated in the Booking Summary or agreed following a customer-requested change.

If the venue changes, Carl will confirm availability and any reasonable price difference before the change becomes binding.

5. Setup, Access and Power

You must arrange safe and timely access for loading, setup, sound checks and pack-down at the times agreed. The venue must provide:

• A safe, level and suitably sized performance area protected from weather and unauthorised access.
• A reliable, suitably rated mains electricity supply and safe connection points reasonably close to the setup.
• Reasonable loading access and any required parking or permits.
• Accurate information about stairs, lifts, long carries, curfews, sound limiters and restrictions on lighting, haze, smoke or special effects.

Setup and pack-down do not reduce the agreed performance time unless delay is caused by late or restricted access outside Carl’s reasonable control. Carl will explain any material effect and take reasonable steps to minimise disruption.

6. Carl’s Responsibilities

Carl will provide the agreed services with reasonable care and skill, use equipment suitable for the confirmed package, maintain appropriate public liability insurance and comply with reasonable venue rules communicated in advance.

Carl will plan and perform in line with the agreed event brief while retaining reasonable professional discretion to respond to the room, safety, timing, venue restrictions and audience.

7. Your and the Venue’s Responsibilities

You are responsible for giving accurate event information, obtaining the venue’s agreement to the entertainment arrangements and ensuring that venue contacts know the access and technical requirements.

You and the venue must maintain a safe environment, reasonable crowd control and any security appropriate to the event. Carl may pause or stop performance where there is a genuine safety risk, threatening or abusive conduct, unsafe power, damage to equipment or an unlawful request. Where practical, you will first be given an opportunity to resolve the issue.

The venue is responsible for licences and permissions ordinarily required from it for music and entertainment. Each party remains responsible for legal obligations that properly fall to that party.

8. Changes, Timings and Overtime

Changes to the date, venue, package, setup, performers or performance times require written agreement. Carl will confirm any effect on availability, equipment, staffing, travel and price before accepting the change.

Additional performance time is subject to availability, venue permission and an agreed additional fee. Carl is not required to play beyond the agreed finish time without that agreement.

Music requests, announcements and key moments should be supplied by the agreed planning deadline. Requests are welcomed, but no particular track can be guaranteed where it is unavailable, unsuitable, restricted by the venue or would create a legal or safety concern.

9. Cancellation by You

If you cancel, amounts already paid are not automatically forfeited and the full unpaid balance does not automatically become payable.

Carl may retain or claim only a fair and proportionate amount representing the direct net loss reasonably caused by the cancellation. Depending on the circumstances, this may include:

• Planning or consultation work already completed.
• Reasonable administration costs already incurred.
• Non-recoverable third-party expenses committed specifically for the event.
• Net loss of profit where the reserved date cannot reasonably be rebooked.

Carl will take reasonable steps to reduce the loss, including seeking a replacement booking where practical. Costs saved, supplier refunds and replacement income will be taken into account. There will be no double recovery. Any payment exceeding the reasonable net loss will be refunded, and an explanation of the calculation will be provided on request.

Cancellation should be sent in writing to carl@carlmitchelldj.com. Cancellation takes effect when received.

10. Rescheduling

If you request a new date, Carl will make reasonable efforts to transfer the booking payment where the new date is available. Any genuine additional cost or price difference will be explained and agreed before the transfer.

If Carl is unavailable on the proposed date, or the parties cannot agree a transfer, the cancellation calculation in section 9 applies rather than payments being automatically forfeited.

11. Illness, Emergency and Backup

If illness, emergency or another serious circumstance prevents Carl from performing, Carl will tell you as soon as reasonably possible and make reasonable efforts to offer a suitably experienced replacement DJ or another agreed solution.

You are not required to accept a materially different replacement. If Carl cancels and no suitable replacement or alternative date is accepted, payments for services not supplied will be refunded. This does not affect other statutory remedies that may apply.

12. Circumstances Beyond Either Party’s Control

If the event or performance cannot proceed because of circumstances outside either party’s reasonable control, both parties will communicate promptly and try to agree a postponement, revised service or other reasonable solution.

Payments will not automatically be retained in full. Any refund or permitted deduction will reflect services already provided, unavoidable net costs, sums recovered from suppliers, savings and the rights applying in the circumstances.

13. Additional Performers and Suppliers

Where an additional performer or supplier is included in Carl’s confirmed package, their role and cost will be stated in the Booking Summary. If you contract directly with another supplier, that separate contract is between you and that supplier.

If a named third-party performer becomes unavailable, Carl will discuss a comparable replacement, revised service or appropriate price adjustment. A materially different substitute will not be imposed without your agreement.

14. Photography, Video and Personal Information

Recognisable photographs or video will not be used for marketing merely because you booked the service. Permission or another valid lawful basis must apply, and reasonable objections will be respected. Any separate marketing permission can be withdrawn for future use where consent is the basis.

Personal information is handled as described in the Privacy and Cookies notice.

15. Questions and Complaints

If something is wrong during the event, please raise it with Carl or the agreed event contact when practical so there is a reasonable opportunity to help. After the event, complaints can be sent to carl@carlmitchelldj.com with the booking details and the outcome requested.

Complaints will be acknowledged and investigated fairly. Asking you to raise an issue promptly does not shorten or remove any statutory time limit or legal right.

16. Responsibility and Liability

Each party is responsible for foreseeable loss caused by its breach of this agreement or failure to use reasonable care. Carl is not responsible for loss caused by inaccurate information, unsafe or restricted venue conditions, customer or guest conduct, or an independent supplier outside Carl’s reasonable control, except to the extent Carl caused or contributed to the loss.

Nothing excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any liability that cannot legally be excluded. Nothing requires a consumer to give up a statutory remedy.

17. Statutory Consumer Rights

If you are an individual booking wholly or mainly outside your trade, business, craft or profession, you are a consumer. The services must be performed with reasonable care and skill and these terms must be fair and transparent.

Some distance and off-premises contracts carry a 14-day cancellation right. Contracts for services related to leisure activities on a specified date or during a specified period may be exempt, so the position depends on the booking circumstances. Nothing in this agreement limits a cancellation right or other statutory protection where it applies.