KJ Folk Music – Booking Terms & Conditions
KJ Folk Music – Terms & Conditions
(Including KJ Ceilidhs)
Last updated: January 2026
These Terms & Conditions apply to all services, bookings, enquiries, and engagements made via www.kjmusic.uk, including (but not limited to): KJ Ceilidhs, ceilidh and barn dance bands, bagpipers, solo musicians, DJs, playlists, care-home entertainment, corporate events, weddings, private functions, and all musicians engaged by KJ Folk Music.
PART A — CLIENT BOOKINGS
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Booking Process
1.1. Clients begin by completing the “Are we right for you?” and quote forms.
1.2. Completion of these forms does not constitute a booking, acceptance, or legally binding agreement.
1.3. KJ Folk Music will confirm availability and, where appropriate, issue a booking link or written booking confirmation.
1.4. Where a booking link is issued, the event date is normally held for up to 7 days, subject to availability.
1.5. If confirmation or payment is not received within the hold period, the date may be released.
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Booking Confirmation, Contract Formation & Cooling-Off
2.1 Contract Formation
2.1.1. A legally binding contract is formed once both of the following have occurred:
• a deposit payment has been received; or
• full payment has been received; or
• written confirmation has been issued by KJ Folk Music for invoice-based institutional bookings;
and the booking has been confirmed by KJ Folk Music.
2.1.2. Following confirmation, the Client will receive written confirmation and/or a formal contract by email. These documents form part of the contract.
2.1.3. Once a booking is confirmed, the contract remains in force unless cancelled in accordance with these Terms & Conditions.
2.2 Cooling-Off Period
2.2.1. By confirming a booking, the Client acknowledges that KJ Folk Music begins work immediately. This includes securing musicians, reserving the date, planning line-ups, and declining other enquiries.
2.2.2. Under Regulation 28(1)(h) of the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, live performance services provided on a specific date are exempt from the standard 14-day cooling-off period.
2.2.3. As a goodwill gesture, KJ Folk Music offers a 48-hour grace period from the time of booking confirmation during which the Client may cancel for a full refund, unless the event takes place within 8 weeks.
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Cancellation & Non-Payment
3.1 Standard Cancellation Terms
After the 48-hour grace period:
More than 8 weeks before the event:
The Client is responsible for 50% of the total agreed booking fee.
Within 8 weeks of the event:
The Client is responsible for 100% of the total agreed booking fee.
Bookings made within 8 weeks of the event:
Non-refundable from the point of booking.
3.2 Deposit Paid but Balance Outstanding
3.2.1. Where a deposit has been paid but the remaining balance is not received by the agreed due date, this will be treated as a cancellation by the Client.
3.2.2. Cancellation charges apply in accordance with Section 3.1 and are calculated against the full agreed booking value, not the amount paid to date.
3.2.3. Any outstanding balance may be invoiced. KJ Folk Music reserves the right to pursue recovery of unpaid sums through appropriate legal or formal recovery processes, including recovery of reasonable administrative and legal costs where permitted by law.
3.3 Non-Recoverable Costs
3.3.1. Any non-recoverable costs already incurred (including, but not limited to, musician commitments, travel, accommodation, or administrative time) may be taken into account when calculating refunds or amounts due.
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Payments & Fees
4.1 Standard Event Bookings
4.1.1. Clients may confirm bookings by:
• paying in full online; or
• paying a deposit by invoice (where offered).
4.1.2. Where a deposit is used, the remaining balance must be paid no later than 8 weeks before the event date, unless agreed otherwise in writing.
4.1.3. Failure to pay the balance by the due date will be treated as a cancellation by the Client and will trigger the cancellation terms in Section 3.
4.2 Care Homes, Local Authorities & Institutional Clients
4.2.1. For care homes, local authorities, schools, charities, and similar organisations, bookings may be confirmed by written confirmation and invoice without upfront payment.
4.2.2. Unless otherwise agreed in writing, invoices are payable within 30 days of the invoice date.
4.2.3. Late payment may result in refusal of future bookings and/or recovery action under the Late Payment of Commercial Debts (Interest) Act 1998.
4.2.4. These payment terms do not affect cancellation liability once a booking is confirmed.
4.3 Payment Processing
4.3.1. Payments may be processed via secure third-party payment providers.
4.3.2. By making payment, the Client agrees to the provider’s applicable terms.
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Postponements & Date Changes
5.1. KJ Folk Music will make reasonable efforts to accommodate date changes, subject to availability.
5.2. If the originally booked line-up is unavailable, an alternative line-up of equivalent professional standard may be offered.
5.3. If no suitable alternative can be agreed, the cancellation terms in Section 3 will apply.
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Event Logistics & Client Responsibilities
6.1. Performance start and end times must be agreed in advance.
6.2. Adequate time must be allowed for setup and soundcheck.
6.3. Any venue restrictions (including noise limiters, curfews, or access issues) must be disclosed prior to booking confirmation.
6.4. The Client is responsible for obtaining any licences or permissions required for live music.
6.5. The Client must provide a safe, respectful environment for performers and equipment.
6.6. The Client is responsible for any damage to instruments, PA, or equipment caused by guests or venue staff.
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Equipment & Sound
7.1. Professional PA and equipment are supplied unless agreed otherwise.
7.2. KJ Folk Music is not responsible for sound limitations caused by venue restrictions or technical constraints beyond our control.
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Refreshments & Accommodation
8.1. For events exceeding 3 hours on site (including setup and pack-down), suitable meals and soft drinks must be provided.
8.2. Where overnight accommodation is reasonably required due to travel distance or late finishes, the Client must arrange or cover suitable accommodation.
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Safety & Conduct
9.1. KJ Folk Music reserves the right to pause or stop a performance if safety is compromised.
9.2. Where performance is curtailed for safety reasons outside our control, fees remain payable.
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Recording, Photography & Media
10.1. Guests may take short photos or videos for personal use.
10.2. Commercial use requires prior written permission.
10.3. KJ Folk Music may capture photos or videos for promotional purposes unless the Client objects in writing before the event.
10.4. Review requests or QR codes may be used as part of service feedback and improvement.
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Insurance & Health & Safety
11.1. KJ Folk Music holds appropriate Public Liability Insurance.
11.2. Electrical equipment is PAT tested.
11.3. Risk assessments are available on request.
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Force Majeure
12.1. KJ Folk Music is not liable for failure to perform due to events beyond reasonable control.
12.2. Where possible, reasonable efforts will be made to reschedule. Any refund offered will be discretionary and may account for unrecoverable costs.
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Limitation of Liability
13.1. KJ Folk Music’s total liability is limited to the amount paid by the Client for the booking.
13.2. KJ Folk Music is not liable for indirect or consequential losses.
13.3. Nothing in these Terms limits liability for death or personal injury caused by negligence.
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Privacy & Data Protection
14.1. Client data is used solely for booking administration and service delivery.
14.2. Data is processed in accordance with UK data protection legislation.
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Illness & Substitutions
15.1. If a performer becomes unavailable, KJ Folk Music will use reasonable efforts to provide a suitable replacement of equivalent professional standard.
15.2. Changes to personnel do not constitute a breach of contract.
15.3. If no replacement can be provided:
Band / ceilidh bookings: a reduced line-up and partial refund may be offered.
Solo bookings: a full refund will be issued.
15.4. Where a full refund is issued under this section, this constitutes full and final settlement of all claims arising from the booking.
PART B — MUSICIANS, CALLERS & PERFORMERS
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Engagement Status
16.1. All performers are engaged as self-employed independent contractors.
16.2. Nothing in these Terms creates an employment relationship, partnership, or joint venture.
16.3. Performers are responsible for their own tax, National Insurance, insurance, and professional obligations.
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Booking & Acceptance
17.1. Engagements are offered on a gig-by-gig basis.
17.2. An engagement is confirmed once the performer has accepted the engagement and the Client booking has been confirmed.
17.3. Provisional enquiries do not constitute confirmed work.
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Fees & Payment
18.1. Fees are agreed in advance on a per-event basis.
18.2. Performers are paid after the event has taken place, normally within 7 days, unless agreed otherwise in writing.
18.3. Payment is conditional upon the engagement being completed as agreed.
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Illness, Substitution & Conduct
19.1. Performers must notify KJ Folk Music immediately if they are unable to perform.
19.2. Performers may not arrange substitutes without prior written approval.
19.3. Performers must conduct themselves professionally at all times.
19.4. Performers must not attend engagements under the influence of illegal drugs and must not consume alcohol to the extent that performance, professionalism, safety, or reliability is impaired.
19.5. Serious misconduct may result in removal from the engagement, non-payment, and refusal of future work.
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Non-Circumvention & Confidentiality
20.1. Performers may not independently contract with Clients introduced by KJ Folk Music without written permission.
20.2. Client details, fees, and internal processes are confidential.
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Governing Law
These Terms & Conditions are governed by the laws of England and Wales, and the courts of England and Wales shall have exclusive jurisdiction.