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Entertainment & AV Booking Contract & Terms

Booking procedure

To secure the date & confirm you’re booking:

  • Please complete the form below
  • Please pay your requested booking to secure your booking. Please pay your booking fee via the link on our home page by debit or credit card. Your booking fee amount is £200.00.
  • Full payment is required by bank transfer at least 30 days before your function or sooner if you wish. Bank details can be found on your invoice.

Payment information:

Please note full payment is required at least 30 days before your function or sooner.

Payment options:

Deposit

  • The deposit is due to secure your booking and can be made by:
  • Debit or credit card: Please follow the ‘Pay Now’ link on our website home page pottergroupevents.co.uk

Full settlement

  • Full settlement can be made by either:
  • In cash 30 days in advance of your event date.
  • By Bank transfer: Our bank details can be found on your invoice (please contact us if you need a copy)

Rider: (we will need you to supply please):

  • STAGE: Level clean and dry stage area required:
    – Minimum size for full show: 6m wide x 2.5m deep
    – Minimum size for DJ and DJ Booth: 2m wide x 2 deep
  • POWER: We will require power from 2 x 13 amp sockets, ideally from 2 sources (unless otherwise stated in your proposal) If you are using a generator please supply 1 clean 32 feed and 8 13 amp sockets.
  • REFRESHMENTS: Please ensure light refreshments are supplied for our crew and entertainers (coffee/soft drink and a light snack i.e. sandwich)
  • INFORMATION: Please supply us your music playlist for your DJ (If you have booked this service). Complete our online form or download and return your playlist via email. This must be done at least 30 days prior to your event date. Click here.

Please complete and submit:

Entertainment & AV Contract & Terms
Lets secure your date and confirm the booking.
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Confirmation of Booking

This can be found on your proposal that we sent you. If you do not have this input the event date.
Please confirm your event date(s)

Your Contact Details

Your Name
Address

Contact details of Venue/Organiser

Full address of Venue (If Different from above)

Venue Address

Payment Options

I/We wish to pay / have paid the booking fee of £200.00 via:
I/We wish to pay / have paid the balance via:
Please note your balance is required at least 30 days prior to your event date or sooner if you wish.

Declaration

Your Name
Name of Second Organiser (if applicable)

Agree to our Terms and Conditions

I/We are happy to proceed and agree to your terms and conditions outlined in this document and the event proposal: Our standard terms and conditions: Correct at Jan 2021 General Terms and Conditions 1. Potter Group will provide the above for the below signed (hereafter referred to as the "Hirer"). 2. The booking is subject to the following conditions, and the Hirer should NOT confirm the booking unless the conditions are fully understood and accepted. 3.PAYMENTS: Deposit: £200 or 10% of the total fee will be taken as a booking deposit. This deposit is non-refundable and is taken to cover the administrative tasks ahead of your event. If your event is rescheduled due to government restrictions, including COVID-19 we will be happy to transfer this deposit to a new date and you may reschedule up to 6 times at no extra cost. If the venue changes additional costs to cover logistics and travel time can and may be charged. Balance Settlement: Settlement of the balance must be made in accordance to the payment terms outlined in the booking contract. 4. We will hold your date for 7 days to allow you to sign and return this document. If the booking contract is not received in that time, the provisional booking will be cancelled. 5. In the event of any cancellation, any booking fee or deposit that has been paid is non-refundable. Cancellation charges will be made as follows: • Notice given more than 90 days prior to event/hire – None of remaining balance due • Notice given 90-61 days prior to event/hire – 50% of remaining balance due exc logistics costs • Notice given 60-31 days prior to event/hire – 75% of remaining balance due exc logistics costs • Notice given less than 30 days prior to event/hire – 100% of the remaining balance due inc logistics costs 6. The Hirer is responsible for the hired equipment from the time that it is delivered until it is collected by our staff and must insure the equipment's on an "All Risks" basis including Accidental loss destruction or damage by Fire, Lightning, Aircraft, Explosion, Riot, Civil Commotion, Malicious Damage, Earthquake, Storm, Tempest, Flood, Bursting and overflowing of water tanks pipes and apparatus, Falling Trees, Impact, Escape of Fuel from any fixed oil heating installation, Accidental Damage and Theft for the value of our equipment as identified in our booking confirmation documentation. 7 Parking must be available at all times while we are on site, if for any reason this is not the case the Hirer is liable to pay for any additional parking charges incurred by our staff. 8 Adequate power supply must be provided by the venue for the equipment hired, for specific requirements. 9 Excessive soiling of any or our products will result in the Hirer being invoiced for the cost of professional cleaning or replacing as required. 10 Potter Group will not be held liable for any damage caused to buildings or property save for damage caused by Potter Group's negligence or wilful default. 11 Potter Group uses an external debt collection agency to collect overdue payments. We make all reasonable attempts to resolve payment issues in-house, and will provide written warning (either by email or post) before any debt is passed on. In signing this contract, the Hirer is agreeing to pay all invoices and charges on time, and understands that if passed on for collection, 15% commission will be added to the amount owed, along with any incurred court, legal or collection fees. Failure to make final payment as required for a hire or event will result in dispatch of equipment or services being refused and cancellation of the order with no refund. In this instance, the final balance shall still be due. Photography is booked as an artistic service only. While we will follow any brief supplied the end product cannot be guaranteed. DJ/Entertainment Terms and Conditions in addition to 'general' 1. The Hirer must arrange access to the premises at least 1 Hour before the commencement of the function, or earlier if deemed beforehand. (Otherwise the ENTERTAINMENT/DJ may not be ready to start on time). 2. Any delayed set up time and subsequent delayed start time due to the over run of any prior proceeding or of situations outside of our control will not warrant any extension of the stated finish time or any fee reduction. However at the sole discretion of the Entertainment/DJ and with the permission of the venue management an extension of these performing times may be made. The Entertainment/DJ & Crew will charge an additional fee of £150 per hour. This additional fee must be paid in cash to the DJ before any extra time commences. 3. The hirer shall be responsible for the conduct of all those attending the function and shall evict any person who is aggressive to the Entertainment/DJ. 4. Potter Group reserve the right to stop a performance in the event of client/guest aggression, threatening behaviour, flooding, and/or a dangerous or hazardous working environment; this includes breaking any government or venue rules associated with COVID-19. Starlit Dance Floor Terms and Conditions in addition to 'general' 1) I am aware that the surface, which the floor is to be laid, needs to be both flat and dry. An uneven floor may result in the LED's not working, as the panels cannot connect properly. Our staff will not lay the dance floor on a wet surface, as this will damage the panels. 2) Potter Group will not be held responsible if we cannot lay the dance floor due to the surface being wet or uneven. 3) Liquid spillages on the dance floor can occasionally result in component failure, the Hirer is liable for any damage caused. 4) The venue needs to have suitable access i.e. no stairs, steps so that we can wheel the dance floor (in its trolley which is 137cm x 67cm) into your venue. Where the function room is upstairs a goods lift will be required. 5) We also need to be notified if there is gravel, ledges, lips that the trolley needs to be pushed on / over. 6) If the access is poor (see points 4 & 5) then an extra charge may be made in order for extra staff to be allocated to your event to carry the dance floor panels by hand into your function room. Full LED 'night fever' dance floor Terms & Conditions in addition to 'general' and 'starlit dance floors' 1. Drinks must not be taken onto these dance floors. The voltage used is mains (240v), and the panels are not fully waterproof. The hirer accepts full responsibility for any loss, damage or injury caused by liquid. The hirer will be liable for the replacement cost of any damaged components. 2. If the ground on which the floor is to be laid is not level, the dance floor will not offer a level surface. The hirer must ensure the surface is level. If this is not possible, the hirer accepts full liability for any loss or injury caused. 3. The outer edges of the dance floor panels present a ~15cm drop – the hirer must inform users of the dance floor to take care against falling. Dry Hire Terms & Conditions in addition to 'general' 1. Where setup is not carried out by Potter Group, I understand that a risk assessment must be carried out by me at the location I intend to use the hired equipment to identify and address any risks which may be present or likely to become present. 2. I am aware that instruction manuals are available if requested in advance only 3. Potter Group will not be held responsible for any damage, loss or injuries incurred due to misuse of the hired equipment or incorrect operation / installation of such. 4. As the hirer I accept that I am responsible for the hired equipment from the time that it is collected by me or my representative until such time as it is returned to Potter Group's premises or collected by them. Further I agree that I must insure the equipment's on an "All Risks" basis including Accidental loss destruction or damage by Fire, Lightning, Aircraft, Explosion, Riot, Civil Commotion, Malicious Damage, Earthquake, Storm, Tempest, Flood, Bursting and overflowing of water tanks pipes and apparatus, Falling Trees, Impact, Escape of Fuel from any fixed oil heating installation, Accidental Damage and Theft for the value of our equipment as identified in our booking confirmation documentation. I acknowledge that I am liable to reimburse Potter Group for the full costs of the items hired irrespective of whether or not my insurance claim is settled by my insurers. In the event that the equipment is damaged and is capable of being economically repaired then my liability will be capped at the cost of the repairs provided that they are repaired to the satisfaction Potter Group 5. I am aware that there is a £50.00 + VAT charge per day that the equipment is late in being returned on orders totalling £500 ex VAT. 6. I understand that I must provide 2 forms of ID which contain the address of the hirer from at least 2 established sources (e.g. government body, utility company, bank or other finance company) dated 3 months from the start of the hire date, and a £200 deposit to be made by cash or card. Card details will also be retained for the duration of the hire and in signing this contract, the hirer understands that any damage or late return charges will be debited from their provided payment card immediately, and an invoice will be provided afterwards. 7. Deposits are refunded only when the goods have been completely checked and are accounted for. For smaller hires the Hirer is usually able to wait for check-in to be completed. For larger hires, or instances where we are unable to check the goods immediately, the hire will be placed into a bay and checked at the earliest opportunity. We will then contact the Hirer to inform them all is well, and refund the deposit where applicable. The Hirer understands that if any equipment is not returned, they shall pay any due late charges. In addition, if the non-returned goods are required for another hire they are liable to cover sub hire and transportation costs for the duration of that subsequent hire. Damage to equipment, vehicles or staff: Payment to cover any damage to equipment, vehicles or staff by any client or guest will be the client's responsibility.
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“Could not recommend Potter Group enough!! Matt was fantastic and really enthusiastic from the consultation all the way through to the set at our wedding. He and the rest of the team took our initial ideas and turned them it a fantastic wedding reception. Nigel was also a great sport and did a cracking job of keeping the tunes going all night.
If we ever never a DJ or events services again we know where to come!!”

Ben Buttersvia Facebook

“We just wanted to write and say thank you so much for helping make our wedding, back in July, more than what we could ever have anticipated! It really was the party of a lifetime and our guests all thought so too! We were so impressed with our DJ and the music. From when he started about 7:30pm, until 12:30am, the dance floor was PACKED. Not only this, but it was packed with people of all ages - the true sign of a great playlist. Finally, thank you for accommodating our first dance and choreographing the confetti drop to perfection. The whole night was awesome and something we will treasure forever. Faultless. Thank you.”

Suzannah Clairevia Facebook

“A very well organised, professional team. Everything was set up and sorted with no fuss or drama. The crew were very pleasant and Neil, our DJ was fantastic! Had everyone on the dance floor all night and played a top set of tunes!! Highly recommend these guys!! Thank you for helping to make our day fantastic!”

Fiona Hawkinsvia Facebook

“Matt recently DJ’d our wedding at Fawsley Hall, from the lighting to the layout Matt knew exactly what we needed without us really asking, everything he suggested worked brilliantly and from his ability to read the room with his song selections to the atmosphere he created he made our evening a memorable one that everyone has been commenting on since, highly recommended.”

Thomas Manningvia Facebook

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