Posh Wedding Discos® - Booking - Terms of Service

Posh Wedding Discos® | Booking Terms & Service

1. THE BOOKING PROCESS: THREE SIMPLE STEPS

1.1 Step 1: Your Customised Quote
After reviewing the Posh Wedding Discos® brochure, we provide set disco packages or bespoke quotes based on your date, venue, preferred items, and specific start/finish times.

Validity: Quotes are valid for 72 hours (3 days) only. If you have not confirmed acceptance within 3 days, the quote is void. A new quote will be required, subject to current pricing and availability.
Venue Due Diligence: It is the Client’s strict responsibility to check with your venue regarding disco and setup timings before confirming your quote. Your quote is based strictly on these timings.
Contract Formation: Confirmation is via email reply. Once you accept, these details form the binding contract. It is not permitted to accept an expired quote after the 3-day window.

1.2 Step 2: Event Planning & Booking Form
After confirmation, we will send our ‘Event Planning & Booking Form’. This gathers the essential data needed to provide our services effectively. This form must be filled in completely and accurately by the client personally (not a third party).

1.3 Step 3: Securing Your Date (Fees)
Once we receive your form, we will invoice you for a £99.00 booking fee.

Cooling-Off Period: If you cancel within 14 days of the initial payment, you may apply in writing for a £99 refund.
Exclusivity: Payment of the booking fee removes the date from our availability calendar. This fee must be paid within 3 days of the invoice.

2. DISCO CHECK-IN & PLANNING

2.1 Consultation: We will email you approximately two months prior to your celebration to "check in." This can be a telephone call or a personal meeting. If meeting at the venue, we recommend timing this with your wedding coordinator meeting to be time-efficient.
2.2 Planning Details: During this check-in, we finalize all customization, playlists, and timings for the first dance, cake cutting, and other specifics.
2.3 Summary of Actions: We will email a summary of the key points discussed for our reference and any actions required to fulfill the contract.

3. LOGISTICS, TIMINGS & THE "FIXED WINDOW" POLICY

3.1 No Staggering or Shifting: The contract is based strictly on the Service Window (Start/Finish times) agreed at booking. We do not "stagger" or shift hours later to compensate for delays.

Example: If the wedding breakfast or speeches overrun and we cannot gain access to the room to set up (e.g., a booked 7:30pm set cannot start until 8:00pm), the Finish Time remains 11:30pm.
On-the-Day Responsibility: We will not extend our working hours into the early morning to "pick up the pieces" for logistical delays caused by the venue or the client’s lack of understanding of their itinerary.

3.2 Client Responsibility: It is the client’s sole responsibility to coordinate with their venue before booking. As a wedding disco supplier we have no authority to determin and decide what your disco service window and set up times will be. It is the sole responsilbility of the client (bride and groom) to know their own timings and choose the appropiate disco package and set up window. If you find (e.g., a month before the wedding) that you require a different start/finish time because you did not check your venue timings earlier, this voids the original contract. It is the clients responsibility to communicate and book the appropaite disco package for their own wedding.

We will not compensate with our time and provide our services longer than stated on the quote or offer part refunds for a clients poor planning.
We require the full disco set up time as listed in the quote at the point of booking.
Clients must ensure we have the agreed upon time we have listed in the quote.
Voiding of Contract: If we can accommodate new timings, we will issue a Re-Quote at current prices. If the client rejects the re-quote, the £99.00 booking fee remains non-refundable. We do not penalize our business and carry the cost with our own time for a client's lack of consideration around their logistical planning.
We will introduce ourselves as your disco provider and also give our disco PLI and PAT certification. We will also communicate to your venue the disco service window that you have chosen and the disco set up time that you have booked us for.
If there is a difference of schedule and timings between what the client has told us and booked and the venue have told us then it is the sole responsibilty of the client to fix this with their venue and ensure that there is enough set up time for what the client has previously booked.
The quote forms the contract of our services and later changes to the contract in terms of disco service window and disco set up time voids the contract between us which could result of extra charges if we are required to set up earlier of provide a later service.

3.3 Setup Time Constraints: We communicate our setup requirements at the point of booking. If it is later communicated that the venue does not allow sufficient time for our high-end production setup, we may not be able to start at the quoted time. No refund will be given for lost performance time, and a late fee may be applied to accommodate the restricted setup.

4. SUPPLEMENTAL OVERTIME & LATE FINISHES

4.1 Unscheduled Extensions: If you wish to extend the disco service window on the night, this is subject to our discretion and availability.
4.2 Upfront Payment: There is a Late Fee for a later disco finish. In all cases, payment for an unscheduled extension must be settled upfront on the night via digital transfer or mobile link before the extended service begins.

5. PACKAGE AMENDMENTS & REFUNDS

5.1 No "Trading" or Subtractions: Once a package is booked, if you later decide you do not require a specific product or service, that item cannot be "traded in" for a refund or reduction in cost. The agreed contract price is the minimum billable amount.
5.2 Venue Layout & Space: If a service is booked but cannot be provided due to venue space or layout constraints, no refund will be given.
5.3 Upgrades: You may add services or upgrades at any time, subject to availability and a supplemental invoice.

6. CANCELLATION & THE 14-DAY RULE

6.1 Cooling-Off Period: If you cancel within 14 days of the initial payment, you may apply in writing for a refund.
6.2 Post 14-Days: After 14 days, the booking fee is strictly non-refundable.
6.3 Refund of Installments: If you have paid voluntary installments or a lump sum and cancel after the 14-day window, these amounts will be refunded minus the £99 booking fee and a £50 administration/processing charge (to cover transaction costs and admin time). Administration Fee: This fee includes a £50.00 non-refundable administration charge to cover the costs of processing your booking, securing your date, and initial event preparation.

7. CLIENT LIABILITY & CONDUCT

7.1 Damage & Loss: The Client is fully liable for any damage to Posh Wedding Discos® equipment caused by the Client or their guests. Restitution must be paid within 7 days of invoice.
7.2 Zero Tolerance Policy: We operate a strict policy regarding abuse. If staff face verbal or physical threats, we reserve the right to cease performance immediately. No refund will be given.

8. GENERAL PROVISIONS

8.1 Force Majeure: We are not liable for failure to perform due to events beyond our control. ExamplesIn such cases, the Booking Fee remains non-refundable to cover administrative overheads.

Neither Posh Wedding Discos nor the Client shall be liable for any failure or delay in performing their obligations under this Agreement where such failure or delay results from events beyond their reasonable control (“Force Majeure Event”).

Force Majeure Events include, but are not limited to: acts of God; war; terrorism; civil unrest; fire; flood; severe weather; fuel rationing, government action or restrictions, civil unrest, epidemic or pandemic; government restrictions or public health measures; venue closure; power failure; failure of transportation networks; road closures; or the illness, injury, or incapacity of the DJ or key personnel.

In the event of a Force Majeure Event:
The affected party shall notify the other as soon as reasonably practicable;
Both parties shall use reasonable endeavours to mitigate the impact; and
Where possible, the parties shall seek to agree a mutually convenient alternative date.
If the Event is postponed due to a Force Majeure Event, any payments made shall be transferred to the rescheduled date, subject to the DJ’s availability.
If the Event cannot be rescheduled of the original date, either party may terminate this Agreement. In such circumstances Posh Wedding Discos shall refund any instalments paid, less the non-recoverable £99.00 booking fee incurred to cover administration costs; and neither party shall have any further liability to the other.

Nothing in this clause shall require the Posh Wedding Discos to perform where it would be unsafe, unlawful, or impracticable to do so.

8.2 Music Policy: All Booking agreements are automatically subject to the Posh Wedding Discos® Music Terms of Service.

9. CONTACT US Any particular questions regarding playlist then contact us on: info@poshweddingdiscos.com