Invite Events one of Hampshire’s top Wedding & Event Suppliers

Booking Terms & Conditions 

Please carefully read the terms and conditions. The following terms and conditions apply both to the hirer and entertainer. This document constitutes a legally binding contract between both parties. By agreeing to the contract both the hirer and entertainer formally agree to the bound by its contents. Invitations Entertainment Ltd or Invite Events Ltd. will inform both parties when both have independently agreed to these terms: this is the point at which this becomes a legally binding contract.

To ensure that there are no non-appearances or letdowns, all agreements are confirmed by accepting the terms of business.

Any alterations to the contract must be agreed upon by Invitations Entertainment Ltd. or Invite Events Ltd. and any alterations which are agreed upon may be subject to additional fees which will be notified in writing. All agreed hired items are only hired for the stated times. The room must be cleared to ensure services are delivered in a timely manner. Admin Fees etc. may apply if postponed due to unforeseen circumstances.

NO REFUNDS will be provided if canceled due to sickness, illness, or Covid-related cancellations. This clause includes any type of ill health.  There are no government rules that affect our business type. If management agrees then another suitable date can be arranged only if services are available. We will work with you to resolve the issue however NO REFUND will be provided if we can’t come to an agreed date/time.

Fees and Payments

Booking Deposit

To confirm a booking, the hirer is required to pay a non-refundable deposit. The deposit is usually 50% of the total fee which is payable to Invitations Entertainment Ltd. Or Invite Events Ltd. and placed safely within a client account.

Balance Payment

The remaining balance on any arrangement is paid in full at least 30 days prior to the date of the event. The balance is paid to Invitations Entertainment Limited or Invite Events ltd. and is held in an account until the day of the performance of Service. Should the hirer decide to cancel full payment is payable.

Cancellation

If the entertainment or service provider cancels a replacement will be found. Should a suitable replacement not be found the fee/deposit will be refunded minus any fees accrued by Invitations Entertainment Ltd or Invite Events ltd.                                                                                     

The hirer receives the right to cancel the agreement; however, the following charges will apply: Within 6 months of the agreement date, 100% of the agreed fee is due, and between 7 months and 16 months prior to the date 50% of the fee is payable.

Special Clauses for services:

DJ Service

1. This contract reflects the agreement already made between Invitations Entertainment Ltd and the Client.

2. In the event of illness/injury to the act/artist the management must be notified, and a medical certificate submitted, if required, within seven days.

3 Force Majeure – No fee will be paid for days upon which the act/artist is unable to perform/supply by any reason beyond the management’s control, ie National mourning, war, strikes, or lock-outs directly affecting the venue.

4 The act/artist is self-employed and responsible for his/her/their own National Insurance and Income Tax by reason of being engaged under a contract for services.

5 The management/client agrees to ensure that adequate dressing room facilities are provided in addition to a suitable performing area.

6 All signatories to this contract are advised to hold relevant insurance and safety documentation

7. Invitations Entertainment Ltd. ensures the safeguard that all agreements will be fulfilled. If the DJ does not show, a replacement will be found if the client decides to cancel full payment is due. Invitations Entertainment ltd. will ensure the client of a refund minus fees i.e., admins, staff costs, advertisement fees, etc.

8. All DJs are self-employed and run their own companies however they are performing under the name of Invitations Entertainment ltd. Playlists etc. will be sent to the DJ along with full details of the booking.

9. Invitations Entertainment Ltd. acts as an agency and uses only the best DJs for Weddings & Events.

10. Playlists (maximum 20 songs) must be sent one month before your Wedding or Event. More can be accepted however this must be agreed by Invitations Entertainment ltd. Management.

11. If the venue has a sound limiter Invitations Entertainment ltd. will do there up most to try to keep within the limitations however, they are not responsible for an interruption when performing.

11a. Sound limiters control the power supply, they monitor every bit of sound including speech, dancing vibrations, etc. All our performers have experience with sound limiters. Limits depend on the venue.

Magic Mirror & Photo Booth Service

12. Photos will be uploaded to Facebook. Unless client the informs Invitations Entertainment ltd. otherwise before the Wedding or Event date.

12a. It is your responsibility to make all your guests aware of clause 10, especially if there are guests that are minors.

13. You are liable for any damages or losses to Magic Mirror or Photo Booth and accessories.

14. The props and the Magic Mirror or Photo Booth are owned by Invitations Entertainment Limited.

15. All props must be returned to the booth attendant, after each session of usage.

16. Booth attendants will not tolerate any abuse and will be within their rights to stop the hire period at any point.

17. The space required for the Magic Mirror is two meters by two meters.

18. Drinks must be left within the dedicated area where specified by the booth attendants.

19. Invitations Entertainment ltd. is allowed to stop the service if guests are becoming aggressive or abusive to staff or damage equipment.

20. If the service does not work for the full period depending on the circumstance’s agreement will be made between management and the client.

21. Printers may fail if this happens, Invitations Entertainment ltd. will reprint the photos and deliver a guest book with digital prints for the client. If this happens no refund will be given.

Dancing on the Clouds

22. Dry Ice is used to create a low cloud-like effect perfect got your first dance, it will last for roughly 3-5 minutes.

23. Dry Ice evaporates therefore the operator should know the timings of the first dance to make sure it runs for the first dance period.

24. Dry Ice Machine is owned and maintained by Invitations Entertainment Ltd. The Dry Ice machine must be only used by an Invitations Entertainment Ltd employee.

25. The Dry Ice Machine must be returned to invitations Entertainment Ltd. after use.

26. If venues do not allow dry ice Invitations Entertainment ltd. will try our best to resolve this with the venue. Dry Ice Dancing on the Clouds does not set off any fire alarms.

Uplighters (Mood Lighting)

27. Throughout the hire of the up lighters, they must not be moved from the area agreed by management and hirer. Only management can move the up lighters.

28. The up-lighters are owned by Invitations Entertainment Ltd. and must be collected at the end of the hire period.

29. You are liable for any damages made to the up lighters usually a damage payment is required before hiring the up lighters.

30. Invitations Entertainment ltd. own wireless and wired up-lighters.

31. An agreed colour must be provided at the latest one month before your Wedding or Event.

Giant Letters & Numbers

32. You are liable for any damages made to the Giant Letters or Numbers will decide after the Wedding or Event if any damages have occurred. The holding fee will be returned if the Management has agreed there has been no damage to the Giant letters/numbers.

33. The Giant letters/numbers must not be moved from the arranged position set by management.

34. You and your guests must treat the large letters/numbers with care.

35. The Giant letters/numbers are owned and maintained by Invite Events Ltd.

36. If a light bulb fails at a Wedding or Event Invite Events ltd. will not provide a refund.

Starlit Dance Floor

37. The Starlit Dance Floor is owned and maintained by Invite Events ltd.

38. No drinks are allowed on the Starlit Dance Floor people are at their own risk when using the Starlit Dance Floor.

39. If there are any damages to Starlit Dance Floor the hirer is responsible. Invite Events ltd. will inform the hirer and arrange an agreed fee to be paid to resolve the damages.

40. If hired for a Marquee/venue the Hirer must tell the Venue/Marquee company that Invite Events ltd. is providing a Starlit Dance Floor. A suitable plywood floor must be laid, and Invite Events ltd. is within its rights to cancel. Admin fees, advertisement, etc. will be deducted from the booking amount agreed. No fee will be refunded if the dance floor can not be laid safely or the Marquee company/venue does not supply a safe flat floor. 

41. If the Dance Floor must be laid within turnaround time Invite Events ltd. is within its rights to cancel if not enough time is given to lay the dance floor.

42. If the hirer does not allow enough space for the agreed size, then no refund will be issued. The hirer is responsible to ensure there is enough space for Invite Events ltd. to lay the agreed size Starlit Dance Floor.

43. The room must be clear of guests and obstructions to ensure a Dance Floor can be laid in a timely manner. Ideally in the daytime or during turnaround time. A fee may apply if laid during the morning/afternoon.

Sound & Lighting Equipment Hire

44. Sound Lighting hired through Invite Events ltd. can only be set up by a staff member. Unless agreed by Management.

45. All equipment is owned by Invite Events ltd. and must be returned with no defects. The equipment will be returned in the same condition as hired.

46. Invite Events ltd. will hold a deposit for hired equipment, the fee depends on which items have been hired.

47.  Invite Events ltd. will explain how to use the equipment in a safe way.

48. When a booking is made it is assumed that the customer has read, understands, and fully agrees to the terms and conditions of hire.

Mini Golf Hire (Crazy Golf for Weddings & Events)

49. You may change the date and or times of the hire we will do our best to rearrange your booking subject to availability.

50. We have the right to cancel any booking at any time, even on the day of the event and a full refund will be given. This is in place just in case we have an unforeseen circumstance on the day of your event, i.e., traffic delays, breakdowns, illness, or accident.

51. All guests playing the crazy golf course to abide by the rules on display at the putter station. We do require good access to the event as the course is loaded in a van and we need the van as close as possible to the event. Liability for Injury and Insurance.

52. 1. It is the customer’s responsibility to make us aware at the time of booking of any insurance arrangements that may be required.

53.  2. It is essential that these requirements are established at the time of booking as additional costs may be involved in arranging the appropriate insurance covers.

54. 3. We will not accept any liability for personal injury caused during the use of the hired equipment.

55. We will not accept any liability for any loss of or damage to any property arising from the hire of the equipment. Insurance and Risk Assessment. We carry a £5,000,000 public liability insurance and a copy can be provided for your event in pdf format. We also provide a risk assessment, covering most eventualities, and is also available in pdf format if required.

360 Photo Booth 

56. 360 Videos will be created and can be shared on social media. Let your guests know if you do not want to do share the content.

57. Make sure children are accompanied by an adult when using the 360 Photo Booth.

58. You are liable for any damages or losses to the 360 Photo Booth and accessories.

59. The props and 360 Photo Booth are owned by Invitations Entertainment Limited.

60. All props must be returned to the booth attendant, after each session of usage.

61. Booth attendants will not tolerate any abuse and will be within thier rights to stop the hire period at any point.

62. The space required for the 360 Photo Booth is 3.5 m by 3.5 m.

63. Drinks must be left within the dedicated area where specified by the booth attendants.

64. Invitations Entertainment ltd. is allowed to stop the service if guests are becoming aggressive or abusive to staff or damage equipment.

65. If the service does not work for the full period depending on the circumstance’s agreement will be made between management and the client.

67. The maximum amount of guests is 5 at one time of the 360 platform. 

68. Guests will be told to stay behind the barriers provided by Invitations Entertainment Limited. This is for the users and observers safety.

I have read the above agreement and fully understand and accept the term and conditions as outlined above. I am aware that whilst it is in my care, I am fully responsible for the equipment and will pay for any loss or damage that may occur, this will include the equipment being returned in an unacceptable condition, and the payment of an additional cleaning charge, etc.

By signing this agreement, you have agreed to the terms and conditions of the service/services you have booked through Invite Events Limited or Invitations Entertainment Limited. If you have already emailed and booked, this acts as the same as signing and agreeing to our terms/conditions.

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