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Venue Contracts: Checklist before signing the terms and conditions

Couples usually get a huge sense of relief once their venue is booked. After all, once the venue is sorted the remainder of the wedding planning can continue. However, whilst it is appreciated that there is often a need for speed when securing a venue, care should be taken before signing on the dotted line,

Look out for the below points before signing the terms and conditions with your venue. If the venue terms and conditions do not mention the below, it is recommended that you address these points with them before signing.

  1. Ensure you have the full Agreement in front of you

The terms and conditions for a wedding venue is usually made up of:

  • The Particulars or Schedule (usually a separate document to the terms and conditions)
  • The General Terms and Conditions

Both documents are extremely important. You should always ensure you have both documents in front of you when you carry out your review before signing. It maybe the case that one document cross refers to the other document, therefore to understand what you are about to sign, it is a good idea to have all the documents to hand.

The Particulars/Schedule are specific to your individual booking. Therefore, it is advised that you carefully check;

  • The names of the parties are spelt correctly
  • The date(s) are correct
  • The Particulars clearly specify which facilities you have access to on the date(s) of your booking
  • There is clarity about access times and what time you must vacate the property on the date(s) of your booking
  • If you have agreed any time extensions, ensure these are clearly set out in the Particulars
  • If your wedding venue is providing you with complimentary or discounted accommodation, this should also be set out in the Particulars
  • The Particulars may also set out a break down of the costs of your booking. Ensure these reflect the final price that has been negotiated
  1. Your Rights and Obligations
  • Are you allowed to bring external caterers to operate on the day? It is worth while checking this as soon as possible as catering costs can differ massively depending on whether you are required to use in-house caterers or whether you can bring your own.
  • Are there any areas of the venue which are out of bounds on the wedding day? If so, could this impact you?
  • What are your obligations as to music? Are you allowed to bring your own DJ? Is there any information about what time music must finish? Are there any sound limit monitors or smoke machines that could impact on the big day?
  • What is the capacity of the venue? Do you have any obligations in terms of informing the venue of the final guest list numbers?
  • What are your obligations as to cleaning up the venue after the big day? If this is something you are required to do, are you in a position to make arrangements with someone to oversee this process? The newly weds would probably want to jet off on honeymoon rather than oversee the clean up operation!
  1. Payment, Postponement and Cancellation
  • Are you required to pay a deposit? If so, are you in a position to pay this? Before paying this, ensure you have got full confirmation from all important family and friends that the proposed date is suitable for them to attend. It may be difficult to change your wedding date once you have signed the contract. Also, you are advised to check any potential tube strikes, major sports matches or road works which could inconvenience your guests to making their way to your wedding.
  • When is the remaining balance payable? Ensure you are in a financial position to comply with the payment schedule. If you may struggle, negotiate this prior to signing the contract. Once the contract is signed, ensure you put diary reminders in on your phone or email calendar so you do not forget to pay your next instalment.
  • What happens if you cancel your booking? Ensure you are clear on your payment obligations in the event of you having to cancel your booking. You are advised to get wedding insurance for this very purpose.
  • What happens if the venue cancels the booking? In the event of the venue cancelling, the venue may try to limit their liability to only cover a ‘refund’ of any fees paid which will not exceed the total fee. If this is the case, you are advised to remind the venue that you may pursue them for consequential losses if they are in breach of contract. Consequential losses may include the cost of finding a venue at last minute, reprinting wedding cards or a change of cost for wedding transportation that may have to go to a different location.
  • Does the venue have the correct planning permissions to carry out the civil wedding ceremony? This should be checked before signing the agreement.
  1. Over-run
  • Is the contract clear about what happens if the wedding over runs the allotted time allocated?
  • Are you clear on the penalty? If this is not set out in the terms and conditions, ensure clarity is obtained before you sign.
  • What safeguards have you got in place, in case proceedings on the day overrun? You are advised to incorporate time buffers in your timetable in case there is a delay. It may also be useful to have a timekeeper on the day who ensures the programme runs to plan.
  1. General clauses
  • In the event of a dispute, do the terms and conditions make it clear how they will be resolved? For example, does it set out whom you can complain to and when a complaint should be made?
  • If you have not met representatives from the venue, the terms and conditions should make reference to the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013. This means you will have the right to cancel the agreement within 14 days of the conclusion of the agreement.

For more information or assistance with interpreting or negotiating your venue contract, contact info@theweddinglawyer.co.uk

 

The Wedding DJ/Band: 6 important clauses to include in your terms and conditions

Weddings are great fun! But everyone knows the real fun only really kicks off once the DJ or live band have taken to the stage. This means DJs and band musicians are spectacularly important during the wedding day, in particular the reception. Ensuring you have airtight and a comprehensive set of terms and conditions will help to ensure you have the protection you need if the big day does not go to plan.

Here are just some of the clauses you may wish to consider incorporating into your terms and conditions if you have not already done so.

  1. Electricity Supply:

It seems like an obvious one but has the potential to ruin the big day. It is becoming more common for weddings and reception to take place at country estates and marquees rather than in established longstanding structural buildings. Therefore, ensuring there is a suitable electrical connection for you to carry out your service is crucial to the performance of your services.

The Client undertakes the responsibility for ensuring that [DJ Name Roadshow/ band] are given access to the venue and use of earthed mains electricity supply on their arrival. [DJ Name Roadhow/ band] assume the event venue meets the electrical safety standards to operate the Client’s selected package. In the event of any electrical risks being posed, [DJ Name Roadshow/ band] have discretion to reduce the size of the Client’s selected package in order to operate safely. The Client will continue to be liable for the agreed sum of the selected package. 

  1. Power Cuts

We have witnessed a surprising number of power cuts when a wedding reception is in full flow. This has been particularly common following thunderstorms in the hot months of July and August (which also tends to be wedding season) or where the electrical mains have not been able to cope with the output necessary to operate the sound and lighting system.

[DJ Name Roadshow/ Band] will not accept any liability for power cuts which interrupt the service provided, however, will endeavour to co-operate with the venue to try and rectify any problems. If reducing the equipment booked by the Client will overcome power supply problems at the venue then [DJ Name Roadshow/ band] are given full authority to do so without consulting the Client. The Client understands that no compensation or price reduction will be given for power cut issues or for the reduction of equipment due to power supply problems.

  1. Venue Restrictions

It would be important to make it clear that DJs and Bands cannot be responsible for any venue restrictions which could detrimentally impact on the delivery of services. For example, many hotels and country estates have sound limitation monitors and smoke alarms. The client making the booking should be responsible for ensuring venue limitations will not impact the delivery of your service.

The Client will be responsible for checking and resolving any limits or restrictions attached to the venue, which could negatively impact on the ability of [DJ Name Roadshow/ Band] to carry out their services. This includes devices such as smoke alarms and sound limitation monitors. The [DJ Name Roadshow/Band] will not be responsible for any interruption to the service provided due to venue limitations or restrictions, unless [DJ Name Roadshow/Band] were notified about these at least 14 days prior to the [event date].

  1. Time required to install and take down equipment

Ensure you have protected yourself to have enough time to set up and take down your equipment without the risk of incurring any penalty. Unfortunately this clause will not protect you if you arrive late, therefore, it is important that you arrive on time to set up and have accurately estimated to the client how long it takes to set up and take down your equipment.

The Client is responsible to ensure [DJ Name Roadshow/ Band] has sufficient time to set up and dismantle their rig/equipment based on the package booked. [DJ Name Roadshow/ Band] will not accept any liability for insufficient set up or dismantle time that results in either the booked package not being set up prior to the event or any additional charges for late exit of the venue. [DJ Name Roadshow/ Band] can provide an estimate set up and dismantle time for the Client to plan accordingly. 

  1. Additional artists to perform alongside the DJ or band

An increasing number of couples are booking celebrities and other performers to perform alongside the DJ or Band at their wedding/reception. This can sometimes cause technical or communication hiccups, particularly where the equipment belonging to the DJ or band has to be used for the additional artist(s) to perform. Therefore, it may be an idea to have full transparency as to any additional artists who may be performing on the evening.

If the Client invites any additional artist(s) (independent of [DJ Name Roadshow/Band]) to perform at their event, the Client must inform [DJ Name Roadshow/Band] as to the identity of the artists and whether they require any technical requirements to execute their performance at least 7 days before the date of the event. The Client’s failure to do this may result in [DJ Name Roadshow/Band] not being in a position to cooperate with the additional artist(s).

  1. DJ/Bands are not to be responsible for USBs/CDRs devices.

It may be the case that you will be provided with a USB or CD Rom by a guest or the couple for the purposes of a performance, pictures or a song request. You may be required to insert the USB/CD Rom into your system so the music/photos can be played or displayed. It is important to make it clear that you are not responsible for that device or the contents on the device.

The Client and/or their guests will be fully responsible for any USB or media devices given to [DJ Roadshow/ band] and it is the responsibility of the Client and/or their guests to collect any USB or media devices after the given purpose is exhausted. The Client understands that any unclaimed USB or media devices following the event will be disposed of after 14 days. Further  [DJ Name Roadshow/Band] will not be responsible for any damage or distortion to the contents of the USB or media devices. 

 

If you would like your DJ/Band terms and conditions reviewed – contact info@theweddinglawyer.co.uk