TERMS &
CONDITIONS.

1. Who these terms cover

These terms apply to enquiries and bookings made through Immersive Elements for live bands, solo musicians, DJs, DJ Live entertainment, lighting, audio and technical production. “You” means the person or organisation making the booking. “Artist” or “supplier” means the performer or business identified in your booking confirmation.

Your written booking confirmation will identify the contracting parties and explain whether Immersive Elements is arranging an artist’s services as an agent, supplying production directly, or doing both. We remain responsible for the services we agree to provide. An artist’s performance obligations belong to the party identified as providing that performance.

2. Your booking agreement

Submitting an enquiry, requesting availability or building an online quote does not reserve an act, equipment or event date. Website prices are guide prices until we confirm a written quotation.

Before you commit, we will provide the service description, date, venue, agreed line-up or equipment, performance and access timings, total price, payment arrangements, cancellation terms and the supplier’s identity and contact details. A booking is confirmed when the parties have accepted the written agreement and any payment required to secure it has been received, as stated in that agreement. Please keep a copy.

These terms should be read with your quotation, booking confirmation and any agreed technical requirements. Specific changes must be agreed in writing. No term or booking variation removes rights that cannot lawfully be excluded.

3. Prices, deposits and payments

The written quotation will state the total agreed price, applicable taxes, what is included and any separately itemised travel, parking, accommodation or other expenses. Optional extras are supplied only when agreed.

Any deposit, booking payment or agency fee, its purpose, the balance due, payment recipient and payment deadlines will be explained before the booking is confirmed. Pay only the recipient and account details shown on a verified invoice or booking confirmation. Please contact us using our published details if payment instructions appear to change.

Payments are credited against the amounts described in your agreement. We do not treat every deposit as automatically non-refundable. Any amount retained following cancellation must be permitted by the agreement and applicable law. If payment is overdue, we will contact you and explain any reasonable deadline and proposed action before suspending or ending the affected service, except where immediate action is legally justified.

4. Changes and postponements

Contact us promptly if you need to change the event date, venue, line-up, timings or production. A change is effective only once the relevant parties confirm it in writing. Availability and any resulting price adjustment must be agreed before the revised booking is accepted.

Moving an event does not automatically transfer the booking or payments. We will discuss available options, including the original supplier’s availability and any reasonable costs already incurred. If no change is agreed, the original agreement continues unless it is cancelled or the law provides otherwise.

5. If you cancel

Tell us in writing as soon as possible, quoting your event date and booking reference. We will acknowledge the request and explain the position under your agreement.

Any cancellation schedule must be disclosed before you book. For consumer bookings, a cancellation charge or retained payment must be fair and proportionate to the loss arising from the cancellation. Relevant savings, replacement bookings and reasonable steps to reduce loss must be taken into account. We will explain the calculation and refund any amount not properly due.

Statutory cooling-off rights depend on the service and how the contract was made. Certain leisure services booked for a specified date or period may be exempt from the usual distance-selling cancellation period. We will explain any applicable exemption before you commit; it is not assumed to apply to every equipment hire or production service. Where a statutory cancellation right applies, we will provide the required information and respect that right.

6. If an artist or supplier cannot attend

We will notify you promptly if we become aware that an artist or supplier cannot fulfil the booking and help explore suitable alternatives. A replacement act or material change to the agreed service requires your agreement.

If an acceptable alternative cannot be agreed, the contracting supplier must account for payments for services not provided and make any refund required by the agreement and the law. Any separate service already provided by Immersive Elements will be considered according to what was agreed and your legal rights. This does not limit any other remedy you may have for a breach of contract.

7. Performances, line-ups and music

Your confirmation will specify the booked line-up, live set duration, breaks and finish time. Promotional videos and repertoire lists show the act’s style; individual songs, named performers, first dances and special requests are guaranteed only where expressly agreed.

Professional deputies may be proposed where necessary. We will tell you about a material change to a named performer or an essential feature of the act and discuss your options. A replacement should have suitable ability and maintain the agreed standard.

Recorded background music, a playlist between sets, a hosted playlist and a professional DJ performance are different services. Your booking will state which is included, its operating hours and any equipment or internet requirements. DJ Live instruments and performers are included only as specified.

8. Venue, access and event requirements

Please provide accurate venue details and tell us about loading restrictions, parking, stairs, lifts, stage dimensions, power supplies, sound limiters, curfews and outdoor plans before booking. Requirements for meals, drinking water, changing facilities and secure storage will be agreed in advance where relevant.

You should arrange the permissions and venue facilities that you agree to provide, including any necessary event or music licences. We and the suppliers remain responsible for our own legal and safety duties. Tell us promptly about any venue restriction that could affect the agreed service.

Outdoor work requires a suitable agreed weather plan, safe equipment protection and safe power. We will discuss any venue limitations and reasonable alternatives rather than assume a performance can proceed in unsuitable conditions.

9. Lighting, audio and equipment hire

Your agreement will identify the equipment or package, delivery or collection arrangements, setup, operation, pack-down and hire period. An operator, sound engineer or technician is included only when stated. No equipment substitution that materially reduces the agreed service will be made without your agreement.

Equipment must be used only for its agreed purpose and by authorised people. Do not move rigging, alter electrical connections or allow guests to operate equipment without permission. For unattended hire, follow the supplied instructions and return equipment at the agreed time and condition, allowing for normal wear.

Responsibility for loss or damage depends on the circumstances and applicable law. Any claim will be supported by evidence and reasonable repair or replacement costs, taking account of age and condition. You are not automatically responsible for every incident caused by another person.

10. Timings, extra work and safety

Please allow the agreed access, setup and soundcheck time. If the event runs late, we will work with you on a practical revised schedule, but the original finish time remains unless an extension is agreed. Additional performance time, early access, late finishes and extra production are subject to availability, venue permission and an agreed fee.

Artists and technicians may pause or stop work where there is a serious safety risk, unsafe power, dangerous weather, harassment or abusive behaviour. Where practicable, we will explain the problem and allow a reasonable opportunity to resolve it. Payment and refund consequences will reflect the cause, work provided and applicable law; stopping for safety does not automatically remove all client rights.

11. Events outside reasonable control

Where an unexpected event beyond a party’s reasonable control prevents performance, the affected party should notify the others promptly, explain its impact and take reasonable steps to reduce disruption. We will discuss alternatives or postponement where practical.

This clause does not automatically make payments non-refundable or require payment for services that cannot be supplied. Cancellation, refunds and any recoverable costs will be assessed under the agreement and applicable law, including rules concerning contracts that cannot be performed.

12. Standards, concerns and complaints

We will carry out our own services with reasonable care and skill. If something is wrong, tell us or the on-site contact as soon as possible so there is an opportunity to help during the event. You can also contact hello@immersiveelements.co.uk afterwards with your booking details and a description of the issue.

We will investigate concerns about our services and help coordinate concerns involving an independent supplier. Raising a complaint does not waive your rights, and these terms do not prevent you from using a lawful remedy. We do not impose an arbitrary deadline that removes statutory rights.

13. Liability and your rights

Each party is responsible for loss it causes to the extent required by the agreement and the law. Nothing in these terms excludes liability for fraud, death or personal injury caused by negligence, or any other liability that cannot lawfully be excluded.

Consumers retain their statutory rights, including rights concerning services performed without reasonable care and skill. Any business-specific limits must be stated separately in the agreed contract and remain subject to applicable law.

14. Photographs, recordings and personal information

Please discuss professional recording, live streaming and commercial use of an artist’s performance in advance, as permissions may be needed. We will seek appropriate permission before using identifiable client or guest images for our own promotional material where consent is required. Agreeing to a booking is not blanket consent to promotional use.

We use information supplied with an enquiry or booking to respond and arrange the requested services, sharing necessary event details with the relevant artists, suppliers and venue contacts. Marketing consent, where needed, is separate from booking consent. Contact us with questions about the use of your information.

15. Which terms apply

The version supplied when your booking is agreed applies to that booking. Later website changes do not retrospectively alter an existing agreement without your agreement or a legal requirement.

Unless your written agreement states otherwise, these terms are governed by the law of England and Wales. Consumers retain any mandatory protections and rights to bring proceedings in their home jurisdiction that applicable law gives them.

16. Get in touch

For questions before booking, changes to an existing booking or a complaint, contact Immersive Elements at hello@immersiveelements.co.uk or call 07792 519943. The legal trading identity and geographical contact address of each contracting supplier will be supplied with the booking information before you commit.