ADM Discos

Booking Terms and Conditions
 

Definitions

ADM Discos shall be known as “the company” from this point.
The customer shall be known as “the client” from this point
Vehicles, Tools, Staff, Sound, Lighting and Props shall be known as “equipment” from this
point.

Booking, Confirmation & Payment

On receipt of a booking enquiry, The Client will provide the Company with as many details as
possible, with the minimum details being:

• Full Name & Address of Client
• Contact Details (landline, Mobile and email)
• Location / venue name and Address for the event
• Type of event (Disco, Karaoke, Games show, Quiz etc)
• Details of required additional service/s (special effect, lighting, hosts etc)
• Date, Start time, Finish Time of the event
• Venue limitations (no smoke, Noise limiters, parking restrictions etc)

The company shall provide an estimate for the service/s requested by, phone, email or post.
The estimate will be for service/s requested and will not detail any additional charges that
may be added after the event for Damages etc (see additional charges). The Estimate will
include details of dates when the deposits and balance should be made.

Payments can be made by Cash and Cheque (Cheque payment will only be accepted if agreed in advance).
If the event that client has been unable to located a suitable venue for their event. The company may be
able to assist the client in finding a suitable venue for the service/s required.

Clients, who have booked our service/s a long time in advance, are asked to contact the company
around 28 days prior to the event. This is to ensure firstly that none of the client’s plans have changed &
also this will give the added benefit of keeping the company informed of any special instructions or last
minute changes.

All bookings are taken on the understanding that the client and their venue is in possession of the
necessary legal documents, such as Performing Rights License and local authority entertainment &
alcohol licenses. The company is not responsible in any way and will not be held responsible in any way
for checking that all necessary licenses and permits have been attained, or if the client or venue is found
to be in breach of any licensing conditions or lack of same, that may or may not lead to legal action
being sought against them or any prosecutions, fines or penalties being levied against them for lack of
or contravention of any required license, permit or other legal or non legal document, permit, licenser or
other item/s required to run the event at the venue.

Cancellation and Changes

Any cancellations or changes must be made at least 14 days prior to the date of event. If you fail to
cancel your booking before this date you will be charged the full estimated price. This ruling may be
wavered in very extreme circumstances. Changes in event format must also be made at least 14 days in
advance of the event, Some changes may carry an additional charge (short notice cancellation of
lounge acts etc)

Deposits will not be refunded under any circumstances. Paying a deposit for your event is a 100%
binding guarantee of contract. Any non payment of a deposit by the date specified (verbally or via
written or electronic means) will result in the booking deemed void and will be allotted to another client.
Final amounts are to be paid 14 days in advance of the event or by arranging for a cash payment to be
made before the start of the event (C.O.D). Failing to pay the outstanding amount to the company on
arrival at the venue, will terminate the contract and the company will not host the event and you will be
invoiced for the full amount that should be paid within 14days of the event.
We reserve the right to substitute alternative entertainment should uncontrollable circumstances or ill
health on our part dictate the need to do so (i.e.: lounge act falls ill and a replacement is substituted).




Access and Parking Facilities

It is the responsibility of the client to advise the company of any loading difficulties so that Parking
permits and / or additional staff can be assigned and priced for accordingly. If when the company arrives
at the venue and discovers loading difficulties, then the company may add additional charges for them
(staffing costs, Parking Tickets). If the company does not have the manpower or equipment to cater for
the loading difficulties then the company will not be able to unload the equipment and the client will still
be liable to pay the agreed fee. It is advised that the client reserve a parking space with a suitable
loading and unloading area within easy access of the venue entrance (two standard parking bays are
usually acceptable for this purpose as it gives access to side loading doors).
Loading difficulties include & are not restricted to: - Staircases upwards or downwards, long walking
distances from the parking area to stage area, narrow corridors, human obstructions e.g. People
crowding doorways, positioning of fixed furnishings, eating areas etc. If the client has not informed us of
the difficulties then the company will not be liable for starting late and will still finish at the time stated on
the booking agreement. Should the company consider the area to be unsuitable for any reason
whatsoever, the company reserves the right not to continue with the performance and the client shall be
informed of the reason as soon as practically possible and still be liable to pay the full booking fee plus
additional charges as detailed above.

Damages, Guests, Door staff

The Client is also responsible for any theft or damage to our equipment caused by any person, be they
customer, client / venue staff, friend or unknown third party at your event including but not limited to
gatecrashers. This includes accidents and acts of a deliberate nature causing / resulting in loss or
damage to company equipment at your venue location (i.e., our staff being pushed, tripped or otherwise
assaulted or forced to drop equipment) you will be charged for the full cost of any repairs, replacements
or medical treatments required. You will be advised of any losses, damages or breakages as soon as it
is practically possible.

We do not tolerate violent, aggressive or abusive behaviour from anyone under any circumstances.
We also reserve the right to terminate our services at any time that we feel our personal safety is under
threat at any event. We do not take responsibility for ejecting any unwanted persons from any venue; it
is deemed the responsibility of your door supervisors to provide this service for you, although door
supervisors can be supplied by ourselves which can be hired for an additional fee.

You will be advised of any problems that we may have in this respect with any of your guests and
reserve the right to refuse anyone access to the stage area and use of microphones or other equipment.
If we feel they could pose a danger to themselves, our equipment / staff. Venue staff or other members
of the public and guests (such as people unable to control there actions through excessive alcohol
consumption)

In the event of fire, flooding, public disturbance, terrorist activity or any other threat to the public or the
company and its equipment, we will not be responsible to evacuate any venue or building where we are
present and / or working within, unless the fire regulations for the venue specify otherwise. This will be
limited to a vocal public announcement.
The company will not be responsible for any damage or loss to private or public property caused by
invited / uninvited guests, members of the public or persons outside of our employ.

Setting up, Dismantling and other facilities

The company will require roughly 1 hour to enter a venue and set up prior to the start time & also a
similar time allowance at the end of the event to pack up. This time can be reduced if access is good
and the company is familiar with the venue. Or increased if the latter is also true and or extra equipment
or services have been booked for the event. If the client is booking other entertainment (e.g. Singer,
comedian, band etc.) when booking, please consider & think about the amount of space available,
changing facilities and where you are going to put the Karaoke. Speaker location, Location of LCD
screens and stands lighting / projection systems and associated cabling back to the DJ (a pre event
venue visit can be arranged with the company to facilitate this decision).
If all entertainment has been booked through the company, The company would have co-ordinated a
timed schedule in advance with the client, If this is not the case, the company will need to be kept
informed prior to the event and on the day if changes have been made.

The Company reserves the right to refuse to continue any event prior to the start should there not be
sufficient floor space which would not allow the audio / lighting equipment to be assembled safely or
conditions which could make the final assembly unsafe. This also applies at the risk of working within
wet or damp conditions at the location which as a result may endanger the client, clients guests,
members of the public and the company and / or contravene the electrical safety regulations or if the
mains power requirements are insufficient or unsafe & do not comply with IEE regulations.

The company accepts no responsibility for delays caused by weather conditions, including travelling to
or unloading and setting up at the venue. The Company will decide if it is safe to unload the equipment
in the weather conditions the company is faced with. For obvious reasons it is not safe to allow electrical
equipment to become wet and then use the equipment before sufficient drying time has elapsed. If the
client has booked an event to be staged outdoors, it is the responsibility of the client to provide adequate
protection from the weather. Should the company decide for any reason whatsoever that the conditions
are unsuitable? Then the company will not unload the equipment until such time that the conditions
become suitable. If the client does not have adequate protection from the weather or another area
suitable to stage the event then the client will still be liable to pay the agreed fee stated at the time of
confirming the Booking.

During the Event

If the company has been unable to play a certain song or songs for whatever reasons, The company will
not accept any responsibility whatsoever and will not refund any money on this basis. It is fair to assume
that whilst the company have vast music collections there is no way humanly possible that the company
will ever have every single title ever recorded, this also may be due to the fact that some new songs are
played on radio stations or Digital TV music channels sometimes months ahead of the track becoming
available for retail, commercial sale. Also if certain songs
are requested that the company feels are likely to offend due to obscene language, explicit content or if
The Company feels they are likely to entice fighting or violence the company reserves the right to refuse
to play them. As well as this the company is often constricted by time constraints of venue licensing &
simply do not have enough time to play everyone’s request. Should the client require certain titles for
special occasions or personal reasons then the client should contact us in advance with their requests.
However whilst every effort will be made to obtain the titles, no guarantee’s can be given and the
company accepts no responsibility for being unable to obtain and play them.

General Health and Safety

All company equipment that is used is checked prior to arrival for electrical safety. It is the responsibility of
the client to provide an adequate power source (2 13a double socket outlets or
more) which is within four (4) meters of the stage area and does not entail running extension leads
across doorways, staircases etc, whether the event is held indoors or if held outdoors.

Fire exits or public walkways will not be blocked.

All cables & leads will be securely fixed using strong adhesive tape or the use of straps or Mats to avoid
injury.

Potentially dangerous equipment will be visually highlighted with red and white hazard tape or have warning labels / signs.

Bubble machines, snow machines or foam machines will not be used unless suitable flooring is
available at the venue (non slip / carpet).

The client should make provision for a first aid box and appointed qualified person to be present, this is
often provided by venues as bar staff & door supervisors are often first aid qualified.

The Company’s Smoke machines work on a special theatrical fog fluid which is a mixture of Glycol &
water & produces a heavy steam effect & not smoke, which is perfectly safe & has been scientifically
proven not to cause breathing problems, even to people with serious respiratory problems, unlike many
oil based fluids. But, some people do complain of respiratory problems and throat irritation when
exposed to theatrical fog. The fog produced is safe when used properly, meaning not "over fogging" and
when using only fluid recommended by the manufacturer.
A study, conducted by the National Institute for Occupational Safety and Health in 1994, found no
evidence that the fog causes asthma as long as it is used correctly.
"When somebody sees a smoke or fog like this, it's a psychological problem, If you see some sort of fog
or smoke rolling at you, and you already have a breathing problem, it's going to get worse."

Laser and Strobe Lighting effects will only be used at the company’s discretion or with permission from
management from the venue. Laser & Stroboscopic ('strobe') lighting may cause viewers to have an
epileptic attack or otherwise damage their health. The Association of British Theatre Technicians
publishes a code of practice for the industry in relation to management of places of public entertainment.
The code requires that where strobe lighting may be viewed directly by members of the public, it shall be
synchronised and locked off to operate at a fixed frequency of less than five cycles per second.
However in the case of theatrical productions, the code states that this requirement may be relaxed for
purely momentary effects.

Laser equipment will only be positioned in such a way as to limit the possibility of direct eye contact.
Warning notices must be displayed, stating that Lasers & or strobe lights operate as part of the effects
on the premises. These notices should be displayed at the main entrance or within the foyer, for
members of the public to read before entering the room. These can be provided by us if advance notice
is given.


OUR POLICY TO YOU

The company will provide the service/s booked by the client to the best possible standard.

The company shall offer good quality props and equipment so as to provide a service that the client and
their guests will enjoy.

The company will price match, if not beat any quotation from any other company considered by the
company capable of providing service/s of equal quality to that of the company, on all bookings.

The company will carry a very wide range of music covering all eras, styles and many specific tastes. If
the client has specific music requirements, they should make these clear at the time of booking. The
company promise to provide a suitable selection of music from across the board including 50s, 60s, 70s,
80s, 90s, 00s and selected current chart hits as required if the booking.

EVENTS AND PROMOTIONS

Event not outside our area (call or contact us by email for information)
The Client is responsible for all their own advertising and promotion for their event. For long term regular
bookings (weekly / Monthly) The company will design and upload an advertisement its “Regular Haunts”
page on its website at no extra cost to the client, but it is understood that company may wish to
distribute advertising material or make verbal (over the microphone) announcements for other events it
is hosting locally, that do not conflict with events it is hosting for our client.
VENUE GUIDELINES AND RESTRICTIONS
It is not always possible to assemble the complete system into some venues if the function room or
venue is limited by physical constraints of the building. If this is the case we will try to ensure we provide
as much equipment as is possible. Some smaller venues may also limit the full audio, lighting and
projection capability of the systems being used.

Smoke or fog machines will only be used at the company’s discretion or with permission from
management of the venue. Smoke machines will not be used in poorly ventilated rooms or when a non
isolatable fire or smoke sensor is present or within any area likely to be in range of the smoke machine.
More information is available in the Booking, Access and Parking & General Health and safety sections
above.

SOUND LIMITING DEVICES

The company reserves the right to refuse to work in venue's which have sound limiting devices installed
should it be deemed necessary to do so. If such a device is fitted a smaller show is usually provided.
Many sound limiters work by cutting mains power at source - as a result sudden power loss is very likely
to cause serious damage to computer based sound equipment as well as controlled lighting and also
can cause expensive damage to speakers & amplification hardware. If damage is caused from such a
device to audio or lighting equipment the client will be fully liable for the cost of any repairs. An
alternative is to have an agreement between the client and their venue to provide an alternative
uninterrupted power supply and an understanding between the venue management & the client that the
volume will be kept to an acceptable volume level.
These terms and conditions are subject to change at the company’s discretion. Alterations made to
these Terms and Conditions during the time of booking and event date will result in an update being
sent via either email or land mail to the client and deemed active at the time of sending.

If you would like further clarification of what any of the above means or you are unsure of any of our
terms please contact the company.