These Terms and Conditions are divided into four sections and an Annex. Section A contains the general terms that apply to all bookings with Musical Movements Ltd. Sections B, C and D contain additional terms that apply to specific booking types and must be read together with Section A. Where a term in Section B, C or D conflicts with Section A, the section-specific term shall prevail.

This document is structured as follows:

Section A — General Terms (applies to all bookings)
Section B — UK Shows
Section C — Events Abroad / Destination Weddings
Section D — Events Involving a Live Band

SECTION A — GENERAL TERMS

1. These terms

1.1. What these terms cover

These are the terms and conditions on which we will be supplying our DJs, musicians, live bands and event production services to you, hereafter referred to as the ‘Services’.

1.2. Why you should read them

Please read these terms carefully before you submit your order to us. These terms tell you who we are, how we will provide Services to you, how you and we may change or end the contract, what to do if there is a problem and other important information. Any variation of these terms will be mutually agreed in writing between us.

1.3. External production and third-party suppliers

By booking Musical Movements, you agree that all production elements related to our Services, including but not limited to lighting, staging, dancefloors, special effects, audio and AV, must be booked through Musical Movements. We do not allow third-party suppliers to provide or interfere with production linked to our DJ, musician or production setup, unless we have been notified in advance and have given our written approval. If you choose to book an external supplier without our prior approval, we reserve the right to refuse to work alongside such suppliers or adjust the Services accordingly. Any resulting limitation of Services will not entitle the client to a refund. This policy is in place to ensure quality control, safeguard your event, guarantee compatibility with our equipment and services, and to protect our brand.

2. Information about us and how to contact us

2.1. Who we are

We are Musical Movements Limited, a company registered in England and Wales. Our company registration number is 08384106 and our registered office is Unit 4, Anchor Business Park, 102 Beddington Ln, Croydon CR0 4YX. Our registered VAT number is 229 9144 83.

2.2. How to get in touch

We predominantly use telephone or email to correspond and as such, you can contact us at 020 3633 3717 or info@musicalmovements.co.uk. We will contact you via the telephone number or email address you have given to us.

2.3. ‘Writing’ includes emails

When we use the words ‘writing’ or ‘written’ in these terms, this includes email.

2.4. Point of contact

Musical Movements is under no obligation to liaise with, take instructions from, or receive written correspondence or notices relating to this agreement from any party other than the client named on the booking.

3. Our contract with you

3.1. Quotation

We will firstly send you a bespoke quotation for the Services requested. You understand that we often have multiple requests for the Services for one day and as such you agree to let us know within 7 days if you are happy to place an order with us. This means that we will not agree to book another customer for your event date for these 7 days only. The quotation will include the amount of deposit due upon Order Confirmation (see clause 4 and the relevant booking-type section).

3.2. How we will accept your order

Our acceptance of your order will take place when we write to you to accept it. Any order agreed via telephone or in person will be followed up with an email confirmation of the same, at which point a legally binding contract will come into existence between you and us. The terms and conditions of the contract between us consist of these terms and conditions and the other items listed in your Order Confirmation. The Order Confirmation will include:

A description of the Services, including the date of your event, venue, your preference of DJ / live musician (if specifically requested and subject to availability) and any event production items you have selected. Musical Movements reserves the right to exercise full discretion and autonomy in selecting and booking artists for its bands. This includes the right to replace or substitute performers, without prior notice or consent, in order to maintain the overall quality and integrity of the booked event.
Any reasonable and expected expenses we will incur as a result of your booking (e.g. flights or hotels). See Section C for destination bookings.
The deposit / booking fee payable and payment instructions (see clause 4 and the relevant booking-type section for the applicable amount).
An itemised price list of the Services, or if a package has been offered, the total price of that package and what this includes. All packages and services are based on a finishing time no later than midnight and with a maximum of 6 hours (usually 6pm to midnight) unless otherwise stated. Additional fees apply for extensions.
An invoice with payment instructions for the remaining balance of the price.

4. Payments (general)

The general payment rules set out in this clause 4 apply to all bookings. The specific deposit amount and structure for your booking is set out in the applicable booking-type section (Section B, C or D).

4.1. Deposit / booking fee

A non-refundable deposit or booking fee is payable on Order Confirmation. The amount and structure depends on your booking type:

UK shows — see Section B
Events abroad / destination weddings — see Section C
Events involving a live band — see Section D

Unless otherwise stated in your Order Confirmation, the deposit must be paid on the day of, or within 3 working days of, the Order Confirmation.

4.2. What the deposit covers

The deposit is a reservation of the Services for the relevant date and time and also reflects any expenses and resources incurred by us in preparing for the provision of the Services, including but not limited to meetings, calls, emails, venue site visits, time spent on playlists, materials ordered on your behalf, and reservation of third-party suppliers for your event. On booking, a fee is also transferred to the DJ / musicians to secure them for your event. The deposit is non-refundable.

4.3. Balance — due 60 days before the event

The remaining balance of the total cost of the Services must be paid and cleared in our account no later than 60 days prior to the date of your event. Where a booking is made less than 60 days before the event, the full balance is payable immediately on Order Confirmation.

4.4. Where to find the price for the Services

The price of the Services will be the price set out in the invoice provided to you in your Order Confirmation, unless we have agreed another price in writing.

4.5. Late payments

All payments must be cleared in our account by the due date stated on the invoice. If payment is not received by this date, a £50+VAT administration fee will be applied to the outstanding balance. A further £50+VAT administration fee will be applied for each week that the invoice remains overdue until full payment is received. We reserve the right to suspend Services, including attendance at the event, where payment is not received in full by the due date.

4.6. What to do if you think an invoice is wrong

If you think an invoice is wrong, please contact us promptly to let us know. You will not have to pay any interest until the dispute is resolved. Once the dispute is resolved, we will charge you interest on correctly invoiced sums from the original due date.

4.7. Venue charges

Venues that require a deposit from us, or any other fees chargeable by the venue in order for us to provide the Services (for example, venue-imposed supplier fees), must be paid directly to the venue by you. For international bookings, additional charges apply as set out in Section C.

4.8. Other invoices

For invoices other than those covered by clauses 4.1 to 4.3 (for example, additional services added after Order Confirmation, reimbursable expenses, or post-event charges), invoices are payable within 30 days of the invoice date. At Musical Movements’ discretion, this may be extended to up to 60 days. Failure to make timely payment entitles Musical Movements to suspend or cease all work until outstanding sums are paid.

5. Your rights to make changes

5.1. Changes to the Services

If you wish to make a change to the Services (e.g. adding a service) please contact us. We will let you know if the change is possible. If it is, we will let you know about any changes to the price of the Services, their timing or anything else which would be necessary as a result of your requested change, and ask you to confirm whether you wish to go ahead with the change.

5.2. Changes to your date or venue

A change of date or venue is subject to the availability of the Services and our ability to perform the Services at the new venue. Whilst we will try to accommodate you as much as we can, if we cannot, please see clause 8 in relation to termination of this contract.

5.3. Price amendments

All prices quoted by Musical Movements may be amended by mutual written agreement with the client. The client agrees to reasonably consider any error, omission or increase in price caused by a change in circumstances beyond Musical Movements’ control, including but not limited to: adverse weather, venue restrictions, venue access issues, third-party supplier changes, or changes to event timings.

6. Our rights to make changes

6.1. Changes to the Services

We may change the Services:

to reflect changes in relevant laws and regulatory requirements;
to implement minor technical adjustments and improvements;
where the venue does not allow a certain part of the Service, although we will try our best to ensure this is dealt with at a site visit.

We shall inform you in advance of any change.

6.2. DJ / musician requests and substitutions

You understand that any request for a specific DJ or musician is subject to their availability at the time of booking. While we will make every effort to accommodate your preferred choice, confirmation of a specific act is only guaranteed once your booking has been formally confirmed by us in writing.

In the event that your confirmed DJ or musician becomes unavailable after booking due to unforeseen circumstances, illness, travel disruption or any situation outside of our reasonable control, we reserve the right to substitute them with an alternative act of similar style and professional standard. We shall notify you with reasonable notice where possible and mutually agree a suitable alternative act for the event.

7. Providing the Services

7.1. Documentation on request

If the venue requires any of the following — risk assessments, public liability insurance, PAT certificates, method statements, or health and safety information — we shall provide this on your request, subject to such request being made no later than 30 days prior to the date of your event.

7.2. Force majeure

Neither party shall be liable for any failure or delay in performing its obligations under this agreement where such failure or delay results from events beyond its reasonable control, including but not limited to: acts of God, war, armed conflict, terrorism, civil unrest, riot, fire, flood, extreme weather, epidemic or pandemic, government-imposed restrictions or bans, strike or industrial action, failure of utilities, breakdown of plant or machinery, any law or action taken by a government or public authority, or any other event of a similar nature.

If a force majeure event affects our performance of the Services, we shall take steps to minimise the effect of the delay and the parties will act in good faith to reschedule the event where reasonably possible, subject to clause 8.5 (Postponement). We may also offer you a credit note where appropriate.

7.3. Your obligations to us

In order for us to effectively provide the Services, you shall:

Arrange a site visit with the venue, at a time convenient to us.
Provide us with: an itinerary of the event with specific start and finish times approved by the venue (music will stop exactly at the time specified unless told differently by the venue); a list of your other suppliers for the event and a contact at each supplier; and any images, slideshows or display content in the format advised to you by us in advance.
Arrange directly with the venue all necessary consents and permissions for us to access, set up and take down the equipment in relation to the Services on the date of your event and at the times informed to you by us (taking into account the itinerary of your event).
Provide suitable parking arrangements for our team during the course of service. All parking fees, permits or related charges must be covered by you. We will not be held liable for any parking costs incurred during the service period. If adequate parking is not arranged, you will be responsible for any additional time or expenses incurred as a result.
Pay any necessary charges to the venue as set out in clause 4.7.
Promptly update us with any information that is likely to affect our provision of the Services to you (e.g. timings, turnaround times, access).
Provide all reasonable co-operation to us in providing the Services to you, as advised to you from time to time and in advance.
During your event, take all reasonable steps to ensure that you or your guests do not damage our property. In the event that our property is damaged by you or your guests, we reserve our right to claim these damages from you.
Provide food for the DJs, musicians and staff at the same time as the guests.

Additional obligations apply where your booking involves a live band (see Section D) or takes place abroad (see Section C).

If you do not undertake your obligations in a timely manner and in any event within 4 weeks prior to the date of your event, or you provide us with incomplete or incorrect information and after a reminder from us you do not provide this, we may make an additional charge of a reasonable sum to compensate us for any extra work that is required as a result. We will not be responsible for providing the Services late or not providing any part of them if this is caused by you not giving us the information or failing to meet your obligations under this clause.

7.4. Third-party suppliers

Musical Movements does not warrant, guarantee or undertake on behalf of any third-party supplier or service provider that the said provider shall attend the event date and perform or carry out the third-party service. This includes DJs, musicians and live bands.

7.5. Client-supplied content

Unless otherwise agreed in writing, the client is responsible, at their own cost, for supplying Musical Movements with any photographic, video and musical content in the correct format, size, resolution and with any other necessary information or material, no later than 30 days prior to the event. Any delay or failure to provide this content may result in Musical Movements being unable to deliver the Services as agreed, and may attract additional costs. Musical Movements will not be liable for any claim of defective performance arising from the client’s failure to provide content in a timely manner.

7.6. Venue access

The client and their representatives or family are responsible for arranging Musical Movements’ access to the venue, and for allowing adequate time for set-up and collection of equipment. Musical Movements will not be held responsible for any delay, incomplete set-up or incomplete collection caused by a failure to provide this access.

Unless otherwise agreed in writing, the client must ensure that a minimum of 3 hours of uninterrupted access is available prior to the scheduled service start time to allow for standard set up, testing and preparation. Where additional production, bespoke installations, customisation, dance floor, staging, lighting, AV elements or enhanced technical requirements are booked, an additional minimum of 1 hour of set up time will be required.

7.7 Pack down

The client must ensure that Musical Movements is provided with sufficient uninterrupted access to dismantle, pack down and remove all equipment following the conclusion of the Services. Unless otherwise agreed in writing, a minimum of 2 hours must be allowed for standard pack down. Where additional production, staging, lighting, AV equipment, dance floors, special effects or bespoke installations are provided, an additional minimum of 1 hour must be allowed for pack down. Any delay or restriction caused by the venue, the client or any third party that prevents or delays pack down may result in additional charges, for which the client shall be responsible.

7.8. Safety and conduct

We reserve the right to withdraw Services without liability where the environment is unsafe, abusive or unsuitable.

8. Cancellation by you and the deposit

You may contact us at any time to end the contract for the Services, but in some circumstances we may charge you certain sums for doing so, as described below.

8.1. When this clause applies

This clause applies where you (a) cancel the entire event, (b) cancel partial use of the facilities for the event, or (c) reduce the duration of the event as a result of which the contracted value is reduced.

8.2. Cancellation charges

Should an event be cancelled, the following cancellation charges will apply and extend to the total charge. In addition, you will settle any third-party charges incurred by Musical Movements on your behalf.

If you cancel more than 90 days in advance of your event, for any reason, we can offer

A postponement of the Services at the same price, to a later date within one year of the date of the original event, subject to our availability to provide the Services

In the event that you do not wish to take up this offer, we reserve our right to retain the deposit for the costs incurred by us and charge you for any further costs we incur as a result of the cancellation at a late stage.

8.3. Cancelling with 90 days or less to go

If you cancel 90 days or less in advance of the date of your event, you are liable for full payment.

8.4. Cancellations must be in writing

All cancellations must be received in writing from you and will be deemed to take effect from the date of receipt.

8.5. Postponement

Any postponement of a confirmed booking will be treated as a cancellation in accordance with clause 8.2. However, provided that: (a) the postponement is requested in writing, (b) the revised event date is agreed at the time of cancellation, and (c) the revised date falls within 90 days of the original event date, then any payments already received by Musical Movements may, at Musical Movements’ discretion and subject to availability, be applied as a credit towards the revised event.

Where the postponement is due to a government-imposed ban on events, Musical Movements will exercise reasonable discretion in applying payments as a credit. In all cases, the revised date must fall within 24 months of the original event date, and the application of any credit remains subject to Musical Movements’ availability.

9. Our rights to end the contract

9.1. Ending the contract for your breach

We may end the contract at any time by writing to you if:

you do not make any payment to us when it is due and you still do not make payment within 14 days of us reminding you that payment is due; or
you are in breach of your obligations under clause 7.3 and you do not, within a reasonable time of us putting you on notice of your breach, remedy it.

9.2. Compensation for breach

If we end the contract in the situations set out in clause 9.1, we may retain any non-refundable booking fee already paid and recover any reasonable losses, costs and expenses incurred as a result of your breach of contract.

10. If there is a problem with the Services

10.1. How to tell us about problems

If you have any questions or complaints about the Services, please contact us. You can contact us by telephoning our consumer service team on 020 3633 3717 or by writing to us at info@musicalmovements.co.uk. If you have a complaint on the date of the event, please approach the member of our team at the event who will be available to discuss any concerns you have. All complaints should be made in writing within 7 days of the event to info@musicalmovements.co.uk.

11. Our responsibility for loss or damage suffered by you

11.1. Our liability to you

Subject to clause 11.2, if we breach this contract and you incur any loss or damage which is a foreseeable result of our breaking this contract, we will indemnify you for any reasonable and proportionate losses or damages incurred.

11.2. Excluded losses

We shall not be liable to you for the following losses:

any loss suffered by you as a result of your breach of clause 7.4; and
a failure or breakdown of any of the electronic equipment used as part of the Services by a reason out of our control, or any power failure which affects our ability to provide the Services.

11.3. Cap on liability

In any event and subject to clause 11.4, our total liability to you under this contract shall not exceed the total fees payable for the Services.

11.4. What we do not exclude

We do not exclude or limit in any way our liability to you where it would be unlawful to do so. This includes liability for death or personal injury caused by our negligence or the negligence of our employees, agents or subcontractors; for fraud or fraudulent misrepresentation; and for breach of your legal rights in relation to the Services.

11.5. Third-party damage

Musical Movements does not accept liability for damage caused to any third party, the venue building, its contents, fittings or fixtures, save where such damage is directly caused by the proven negligence of Musical Movements or its employees.

11.6. Equipment malfunction

The client acknowledges that electronic equipment may, from time to time, suffer breakdown or malfunction. Neither Musical Movements nor its employees or agents shall be liable for any damage, loss, delay or expense caused to the client, their employees, agents, licensees, invitees or any other person attending the event as a result of such breakdown or malfunction, save where this is directly caused by the proven negligence of Musical Movements.

11.7. Power supply

Musical Movements will not be held responsible for any power outage, interruption or failure of utility or power services on the day. If the venue experiences power issues on the day, Musical Movements will not be in a position to run its equipment and will not be held liable for any resulting failure to perform the Services as agreed.

12. How we may use your personal information

12.1. Data we collect

We may collect, use, store and transfer different kinds of personal data about you including:

first name, maiden name, last name, title, date of birth;
billing address, delivery address, email address and telephone numbers;
bank account and payment card details.

12.2. If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you. In this case, we may have to cancel a product or service you have with us, but we will notify you if this is the case at the time.

12.3. How we collect data

We will collect your data directly from you.

12.4. How we will use your personal information

We will use the personal information you provide to us to provide the Services and to process your payment for such Services.

12.5. Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

12.6. Sharing your data with third parties

We may share your data with your suppliers or other suppliers we may use to provide the Services. We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

12.7. Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

12.8. Data retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements. By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes. In some circumstances you can ask us to delete your data. In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

12.9. Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data, including to:

request access to your personal data;
request correction of your personal data;
request erasure of your personal data;
object to processing of your personal data;
request restriction of processing of your personal data;
request transfer of your personal data;
withdraw consent.

If you wish to exercise any of these rights, please contact us. We may need to request specific information from you to help us confirm your identity.

12.10. Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

12.11. Complaints

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

13. Use of client images

13.1 Promotional use

The client grants Musical Movements permission to use photographs and footage captured at the event for promotional purposes, including social media, website and marketing materials.

14. Other important terms

14.1 Transfer of this agreement

We may transfer our rights and obligations under these terms to another organisation. We will contact you to let you know if we plan to do this. If you are unhappy with the transfer you may contact us to end the contract within 7 days of us telling you about it and we will refund you any payments you have made in advance for Services not provided.

14.2 Transfer of your rights

You may only transfer your rights or your obligations under these terms to another person with our written consent. We may withhold our consent if we cannot provide the Services on the date or at the venue of another person.

14.3 No third-party rights

This contract is between you and us. No other person shall have any rights to enforce any of its terms.

14.4 Severability

Each of the paragraphs of these terms operates separately. If any court or relevant authority decides that any of them are unlawful, the remaining paragraphs will remain in full force and effect.

14.5 No waiver

If we do not insist immediately that you do anything you are required to do under these terms, or if we delay in taking steps against you in respect of your breaking this contract, that will not mean that you do not have to do those things or prevent us taking steps against you at a later date. For example, if you miss a payment and we do not chase you but we continue to provide the Services, we can still require you to make the payment at a later date.

14.6 Governing law and jurisdiction

These terms are governed by English law and you can bring legal proceedings in respect of the Services in the English courts.

15. Outdoor weddings and events

15.1 Weather-related delays

We shall not be liable for delays to service caused by the weather (including, but not limited to, general rainfall).

15.2 Weather damage

You agree to be fully liable for any damages or losses caused to us, our equipment or our cabling by weather conditions (including but not limited to rain or storms).

15.3 Equipment covering

You must ensure that our DJs and musicians are provided with suitable covering for their equipment for any outdoor event. This does not include bin liners or umbrellas, but may include (without limitation) gazebos or roofing.

15.4 Outdoor staging and power supply

Where the Services are to be provided outdoors, the client is responsible for ensuring that suitable weather protection, staging conditions and a safe working environment are provided for all equipment and personnel. Musical Movements reserves the right to delay or refuse unloading, setup or operation of equipment where weather conditions or the environment are considered unsafe or unsuitable, including where there is a risk of damage to electrical equipment. Any delay or inability to provide the Services arising from such conditions shall not affect the client’s obligation to pay the agreed fees in full. The client is also responsible for providing a suitable and reliable power supply within 15 meters of proximity to the performance or production area.

SECTION B — UK SHOWS

This Section B applies to all bookings for shows taking place within the United Kingdom (other than events which fall within Section C or Section D, in which case the relevant section also applies). Section B must be read together with Section A.

B1. Booking deposit

A non-refundable booking deposit of £1,200 per show is payable on Order Confirmation. This amount is payable per date of Services, unless otherwise stated in your Order Confirmation.

The deposit must be paid on the day of, or within 3 working days of, the Order Confirmation. Your booking date is only held for you once the deposit has cleared in our account.

B2. Balance

The remaining balance of the total cost of the Services must be paid and cleared in our account no later than 60 days prior to the date of your event, as set out in clause 4.3 of Section A.

B3. What the deposit reflects

The deposit reflects the reservation of your date, and the time and resources we commit to your booking from the point of Order Confirmation (including but not limited to consultations, playlist preparation, site visits, securing artists and reservation of third-party suppliers). The deposit is non-refundable in accordance with clause 4.2 of Section A.

SECTION C — EVENTS ABROAD / DESTINATION WEDDINGS

This Section C applies to all bookings for events taking place outside the United Kingdom, including destination weddings. Section C must be read together with Section A. Where your event abroad also involves a live band, Section D applies in addition to this Section C.

C1. Booking fee

A non-refundable booking fee of £600 per day of Services is payable on Order Confirmation. For multi-day destination weddings, the booking fee is calculated by multiplying £600 by the number of event days for which Services are requested.

The booking fee must be paid on the day of, or within 3 working days of, the Order Confirmation. Your dates are only held for you once the booking fee has cleared in our account.

C2. Balance

The remaining balance of the total cost of the Services must be paid and cleared in our account no later than 60 days prior to the date of your event (or, for multi-day events, the first event date), as set out in clause 4.3 of Section A.

C3. Travel, accommodation and subsistence

For international bookings, you shall be liable for our reasonable expenses, including:

flights (including return travel to and from the event destination);
hotel accommodation for the duration required to provide the Services, including travel days;
visas, where applicable;
all ground transfers, including taxis to and from airports.

If food is not provided by you for our DJs, musicians and staff, a subsistence charge of £50 per person per day will be applied to cover food expenses.

These expenses are in addition to the booking fee and the price of the Services and will be itemised in your Order Confirmation where known at the time of booking. Where expenses cannot reasonably be quantified at the time of booking, they will be invoiced separately at cost.

C4. Your local obligations

You are responsible for ensuring that all local laws, permits, licences and venue requirements at the destination are met, including any equipment import requirements, performance permits and amplified-sound restrictions. We will support you with documentation reasonably required to meet these obligations, subject to clause 7.1 of Section A.

C5. Travel, Accommodation & Technical Requirements

The following arrangements are required when booking our DJs and musicians for travel-based engagements. These terms ensure our artists arrive rested, equipped, and ready to perform at the highest level.

C5.1. Flights

2 x return direct flights (DJ + assistant DJ) must be provided, with sufficient baggage allowance to accommodate professional DJ equipment — a minimum of 23kg checked luggage, one carry-on case, and one personal item per person.

Flight class by travel time:

Up to 6 hours – Economy
6–9 hours – Premium Economy
9+ hours – Business Class
All flights must be arranged by the client or wedding planner. All proposed flight itineraries must be submitted to MM / your DJ for approval prior to booking.

C5.2. Accomodation

5-star hotel accommodation is required, of the same standard as where the bride and groom will be staying, with access to a gym.

2 separate hotel rooms preferred; at minimum, 2 separate beds required.

Where any part of the wedding celebrations takes place at a hotel or resort, accommodation must be provided on-site.

Where the wedding is not hosted at a hotel, accommodation must be provided at the hotel where the bride and groom and the majority of guests are staying.

Arrival & Rest: Where flights result in an early arrival, accommodation should be available on arrival. Adequate rest prior to the first event is essential to ensure the DJ can perform at the highest level, so flights and schedules should be coordinated with hotel availability and event timings in mind.

Where early check-in is unavailable, suitable arrangements must be made for luggage storage, access to hotel facilities, and a private space to rest before the event.

C5.3. Transfers & Allowances

Transfers: All airport, hotel, and venue transfers are to be provided by the client. Alternatively, a £500 transportation allowance may be provided in advance to cover taxis, private transfers, and local travel. Any unused balance will be reimbursed by MM to the client within 14 days after the wedding.

Daily Allowance: A meal / room service allowance of £50 per person, per day is required. (It is sometimes impossible to eat during events.)

C5.4. Technical Rider – DJ Set-up (using Serato)

2 x Pioneer CDJ-3000s
1 x Pioneer DJM-S11 or S9 mixer only – no substitutes
2 x laptop stands
2 x microphones (one cordless, one corded)
2 x monitor speakers (positioned left and right)
UK-compatible power sockets with extension leads
1 x pergola or covered area to shade equipment from the sun and prevent overheating
1 x fan

C5.5. Music & Timeline Deadlines

14 days: Full DJ timeline and running order must be sent to MM no later than 14 days before the event.
28 days: All dance / singing / performance music must be sent via email in MP3 format no later than 28 days before the event.
28 days: Full sound system and AV production specification must be sent to MM / DJ for review and approval no later than 28 days before the event.
Optional: 1 x Spotify playlist per event may be sent to indicate the desired vibe for each event.

C5.6. Other Terms

MM reserves the right to request reasonable amendments where the proposed setup is deemed unsuitable for the event requirements.
MM is not responsible for creating first dance or any other performance mixes.
Custom edits are available at £50 per mix (2 songs), and £25 per song thereafter.

SECTION D — EVENTS INVOLVING A LIVE BAND

This Section D applies to all bookings that include a live band (whether in addition to, or instead of, a DJ). Section D must be read together with Section A, and where the event takes place abroad, also with Section C.

D1. Deposit — 50% on booking

For any booking that includes a live band, a non-refundable deposit of 50% of the total cost of the Services is payable on Order Confirmation. This deposit is required in order to secure the band, and the higher deposit reflects the costs we commit to musicians at the point of booking.

The 50% deposit must be paid on the day of, or within 3 working days of, the Order Confirmation. The band is only secured for your date once the deposit has cleared in our account.

D2. Balance

The remaining 50% balance of the total cost of the Services must be paid and cleared in our account no later than 60 days prior to the date of your event, as set out in clause 4.3 of Section A.

D3. Relationship with Sections B and C

Where a booking includes a live band, the 50% deposit under this Section D replaces the booking deposit in Section B (UK shows) or Section C (events abroad). All other terms of Section B or Section C (as applicable) continue to apply, including travel and subsistence charges under Section C.

D4. Live band requirements

The following requirements apply in addition to your obligations under clause 7.3 of Section A where your booking includes a live band. You (as the Organiser) shall:

Provide a dedicated green room for all live bands performing at the event. The green room shall be equipped with appropriate amenities, including but not limited to seating, mirrors and refreshments.
Ensure that food is provided for the live bands during the event. The food shall be of sufficient quantity and quality to accommodate the number of band members and staff, as well as their dietary requirements and preferences.
Collaborate with the live bands in advance to understand their specific food preferences and any dietary restrictions, allergies or special requests they may have.
Make reasonable efforts to serve the food at appropriate times, allowing the bands to fully enjoy and partake in the event without disruption to their performance schedules.
In the event of any changes to the agreed provision of dedicated green rooms or food, provide reasonable notice to the affected live bands and seek alternative solutions that are mutually acceptable.

Failure to comply with these requirements may result in penalties or contractual remedies as outlined in the agreement between the Organiser and the live bands.

D5. Sound check

You must allocate a minimum of 3 hours for the band’s sound check prior to the event. This time is necessary to ensure proper setup and optimal sound quality. The sound check should take place in the same space where the performance will be held, with full access to the stage and equipment. Any delays or restrictions that prevent the completion of the sound check may affect the performance quality, for which the band will not be held liable.

D6. Band substitutions

Clause 6.2 of Section A applies to live bands. In addition, Musical Movements reserves the right to exercise full discretion and autonomy in selecting and booking artists for its bands, including the right to replace or substitute individual performers within a band, without prior notice or consent, in order to maintain the overall quality and integrity of the booked event.