Party Booking Form

Digital Pocahontas Ltd acts as a DJ and agent for an approved list of freelance DJs for them to perform at events

DEFINITIONS

Equipment Hire Fee – The amount of money paid to hire the Equipment 

Purchaser – The Client 

Roadie – freelance specialist who has been booked to deliver / set up / test the Equipment Guests – People who have been invited to the event by the Purchaser. 

Suppliers – People who have been booked to provide services at the event by the Purchaser. 

Venue Staff – Members of staff who are employed or contracted by the venue. 

GENERAL TERMS & CONDITIONS

The Equipment remains the absolute property of Digital Pocahontas Ltd during the period of hire. 

Digital Pocahontas Ltd will arrange for the Equipment to be installed and collected by a Roadie(s). 

The period of hire starts immediately after the equipment is installed and ends immediately before the equipment is collected. 

During the period of hire, the Purchaser agrees that the Equipment is not available for use by any other person or performer except by specific permission of Digital Pocahontas Ltd. 

Permission for another person or performer to use the Equipment must be given in writing before the date of the event. 

Connectors and power cables must not be removed from the Equipment. Digital Pocahontas Ltd reserves the right to charge for refitting, or inspecting, any connectors or power cables found to have been removed. 

All spares, covers, accessories and tools must be made available for collection with the Equipment, or they will be charged for. 

The Purchaser will be responsible for any damage to the Equipment caused by the Purchaser and the Guests. 

Digital Pocahontas reserves the right to charge for repair or replacement of any equipment damaged or lost, directly arising from any breach of this agreement. 

The Purchaser will procure to inform the other Suppliers and the Venue Staff that they do not have permission to use or move the Equipment without express permission of Digital Pocahontas 

The Purchaser will procure to inform the other Suppliers and the Venue Staff that Digital Pocahontas Ltd reserves the right to charge the other Suppliers and the Venue Staff for repair or replacement of any equipment damaged or lost, directly arising from any breach of this agreement. 

Any Equipment damaged during the period of hire will remain on hire until all repairs are complete, and the equipment is available for further hire. Where possible, we will assess repairs within 24 hours of receiving notice of any damage. Digital Pocahontas Ltd will provide a written report outlining any damage and suggesting suitable solutions for any repairs with estimates of costs. Digital Pocahontas Ltd will wait for confirmation from the Purchaser before proceeding with repairs. The Purchaser will be responsible for the reasonable cost of repairs for any Equipment damaged during the period of hire. The Equipment will be deemed to be on hire until any invoice for repairs or replacements, relating to that equipment, have been paid in full. 

If the Equipment develops a technical fault during the installation or during the event, Digital Pocahontas Ltd will make every possible effort to repair or replace the faulty component. 

If it is not possible to make a repair or replacement, then Digital Pocahontas Ltd will offer a full/partial refund of the Equipment Hire Fee. Digital Pocahontas Ltd shall not be liable for any consequential damage arising from the Equipment not being available for the event as a result of a technical fault. 

In the month preceding the date of engagement, Digital Pocahontas Ltd will liaise with the venue to co-ordinate delivery and collection of the equipment. 

Digital Pocahontas Ltd will specifically ask the Venue Staff about the number of stairs, the size of any lifts, and the width of any narrow corridors. This allows Digital Pocahontas Ltd to allocate a suitable number of Roadie(s) and suitable moving equipment (ramps, etc) to the event. 

Digital Pocahontas Ltd will liaise with the Venue Staff to co-ordinate delivery and collection times that are suitable for both parties. After speaking with the venue staff, Digital Pocahontas Ltd will immediately inform the Purchaser if there are any potential difficulties with delivery or collection of the Equipment in order that a solution can be found before the date of the event. 

(It is not uncommon for the venue staff to ‘forget’ about a flight of stairs at the venue and in the past our Roadie(s) have really had to struggle to deliver and collect the Equipment. The Equipment has been put at unnecessary risk and this is now something that we are not prepared to do. 

Please double check the Logistics Email – this will really help us out!) 

The Purchaser will procure that the venue shall provide a safe supply of electricity in the location of the Equipment. 

If the Purchaser is not an expert in the supply of electricity, they should ask the Venue Staff to confirm in writing that the supply of electricity at the venue is safe, fit for use and tested to relevant standards required by law. 

Digital Pocahontas Ltd hold no responsibility over equipment malfunctioning and causing a hazard or danger as a result of the above not being carried out. 

Digital Pocahontas Ltd accepts no responsibility for damage, death, injury, fire, disaster, harm or failure as a result of Equipment installed on untested applications or unfit for use devices including electrical and mechanical fittings at the Venue. 

Digital Pocahontas Ltd acts as an agent for an approved list of freelance DJs and arranges for them to perform at the event.  

DJ FOR A PARTY OR EVENT 

For a party or event -The DJ will arrive to set up at least an hour prior to the DJ start time 

The DJ will finish playing music at the end of the booked period and will require approximately an hour to pack down and remove equipment from the venue. The DJ will bring a DJ booth and a sound system and lighting rig that is suitable for the size and shape of the venue. 

Additional uplighters can be hired from Digital Pocahontas Ltd for an additional charge. 

Additional musicians and equipment can be booked through Digital Pocahontas Ltd for an additional charge. 

If the freelance DJ is unable to perform due to unforeseen circumstances Digital Pocahontas Ltd reserve the right to change the freelance DJ to a different person without prior notice. 

The DJ will perform appropriate music at the event reception or event. 

In the run up the event, you will have an opportunity to suggest songs that you would like the DJ to play at your event using via email. 

The DJ will prepare all the requested songs and bring a copy of every available song with them to your event. The DJ will try and play as many of your song requests as possible during your event. The DJ will also play other songs that work well with your requests and are appropriate. 

The DJ will take requests from you on the night. The DJ will take requests from guests on the night (unless specifically instructed otherwise, in writing). 

The DJ is not obliged to play every single request but will make every effort to play as many requests as possible. 

If you would like the DJ to play every single request on your list and stick to the music on your list, regardless of whether guests are dancing or not, this must be specified in writing at the time of booking

 

PAYMENT FOR SERVICES 

Digital Pocahontas Ltd accept payment by online bank transfer. An invoice with full details of how to pay is sent to you when you make a booking. 

BOOKING PROCESS 

The date of that you enter into an agreement to book a service from Digital Pocahontas Ltd is the date that you commit to book. 

You will receive an email, confirming the services that you have agreed to book. 

In accordance with distance selling regulations, you will be entitled to a 14-day cooling-off period from this date during which you can cancel the service without any charges. 

After you submit the booking form, you will receive an invoice with payment terms by email. 

If Digital Pocahontas Ltd do not have a suitable musician available to play for your event, then you will receive an email explaining that it is not possible for the booking to go ahead with 5 working days. Where possible, Digital Pocahontas Ltd will look to recommend another suitable supplier. 

PAYMENT SCHEDULE 

The payment schedule on the booking form outlines exactly what you must pay and when it is due.  

The full price is split into two payments – a booking fee of 50% and a final payment. 

The booking payment is due immediately after receiving an invoice from Digital Pocahontas Ltd and is non-refundable.  

The booking payment covers the reasonable costs incurred by Digital Pocahontas Ltd including music and equipment bought and the holding fee that Digital Pocahontas Ltd must pay the freelance musicians to book them for the date. 

The final payment of the total amount is due no later than 30 days before the date of the event. 

If the full payment is not received by the date of the event, then the musicians/DJs booked through Digital Pocahontas Ltd will not turn up to play at the event. 

CONTRACT 

The contract confirms all the event details, including the date, location, time, price and details of the services provided. 

This contract is important because it outlines exactly what you have agreed to book from Digital Pocahontas Ltd. 

It is your responsibility to check this contract before signing and returning the document to Digital Pocahontas Ltd. 

The signed contract may not be modified or cancelled except by mutual consent, in writing and signed by both parties. 

NORMAL CANCELLATION 

In the event of normal cancellation (more than 1 month before the date of the event), the final payment will be cancelled or refunded (if already paid). The Booking payment is non-refundable (see above). 

If you make a normal cancellation (more than 1 month before the date of the event), it is likely that Digital Pocahontas Ltd will be able to find alternative work for the musician you had booked at another event on the same date. For this reason, we think it is fair that you should not have to pay the final payment. 

LATE CANCELLATION 

In the event of late cancellation (up to 1 months before the date of the event), Digital Pocahontas Ltd reserve the right to recover 100% of the final payment. Due to the nature of the event, full payment must be made to Digital Pocahontas Ltd. 

Cancellation due to weather conditions

If your event is outside and cannot take place due to the weather, and a suitable alternative venue cannot be found for the same time and date, Digital Pocahontas Ltd. reserves the right to charge / recover 100% of the final payment and full payment must be made to Digital Pocahontas Ltd.