Terms And Conditions

Booking Terms and Conditions

This Agreement is between Alastair Reay Events (a trading name of The Reay Group Ltd, “the Company”) and you (“the Client”). By confirming your booking and paying your deposit, you agree to these Terms and Conditions.

1. Booking Details

  • 1.1. All bookings are subject to these Terms and Conditions.
  • 1.2. DJ(s) need enough time to set up and pack down equipment. Let us know if your venue has special requirements or limited access — extra charges may apply.
  • 1.3. Both parties confirm no prior arrangements conflict with this booking.
  • 1.4. If you cancel in favour of another booking, full payment remains due, and cancellation fees in Clause 3 do not apply.
  • 1.5. If we cancel (except for emergencies like illness), you receive a full refund. In rare cases, we may send a trusted substitute DJ at no extra cost to you.
  • 1.6. We aim to be on time. If setup is delayed due to circumstances outside our control, we still require our setup time, and entertainment may start late.

2. Payments

  • 2.1. Deposit/payment means you accept these Terms.
  • 2.2. Overtime is £75 per hour or part thereof, paid in cash on the night (if the DJ agrees & venue allows).
  • 2.3. Non-payment by the due date is a breach of contract: we may not attend, but payment is still due.
  • 2.4. Late payment surcharges apply:
    • £50 for not paying on the night;
    • £60 per additional 7-day period (up to the total owed).
    • Additional charges (like postage, mileage, and legal fees) may apply if we need to chase payment.
  • 2.5. Extra 3% charge for agreed cash payments.

3. Deposits, Cancellations, and Postponements

  • 3.1. Cancel or postpone over 28 days before the event: £75 minimum fee.
  • 3.2. Cancel or postpone within 28 days: full fee charged.
  • 3.3. At our discretion, your booking may be moved to a new date within 3 months if we’re available.

4. Conduct and Security

  • 4.1. You’re responsible for guest behaviour.
  • 4.2. We act professionally and follow reasonable requests, unless unlawful or restricted by the venue.
  • 4.3. We may take photos/video for promotion—let us know in writing if you object.
  • 4.4. You’re liable for any theft, loss, or damage to our property (except by our staff).
  • 4.5. Please ensure the venue is safe and secure for our team and equipment.
  • 4.6. We’re not liable for venue damage unless you warn us of specific issues in advance.
  • 4.7. Zero tolerance for abuse—event may be stopped and no refund given in such cases.
  • 4.8. Zero tolerance for drugs, underage drinking, and illegal activity.

5. Health & Safety

  • 5.1. The venue must have valid licences and insurance.
  • 5.2. Our equipment meets safety standards.
  • 5.3. We require a safe set-up space with at least two separate 13Amp sockets.
  • 5.4. Setup refusal due to unsafe area = full payment still due.
  • 5.5. You must tell us about paid parking or tricky access up front.
  • 5.6. We won’t set up on mud, grass, or waterlogged areas.
  • 5.7. For outdoor events, a proper, weatherproof cover is required. Domestic gazebos are NOT suitable or accepted.

6. Times

  • 6.1. Client is responsible for ensuring event times align with venue licensing. If we have to finish earlier than agreed due to venue requirements, no refund is given.

7. Legal & Recovery Costs

  • 7.1. The Client is responsible for any legal or recovery costs we incur enforcing these terms.

8. Special Effects Equipment (Cold Sparks & Low Fog)

  • It is the Client’s responsibility to confirm—directly with the venue—that the use of special effects equipment, such as cold spark machines and low fog machines, is permitted for your event.
  • The Client must provide the name and contact details of the venue representative who has authorised their use, before the event date.
  • If we arrive at the venue and are told by staff or management that these effects are NOT allowed, no refunds or reductions will be given for hire or for any services related to these effects.