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.
Please contact us at info@kjmusic.uk and we will be happy to answer any questions.
PART A — CLIENT BOOKINGS
- 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.
- 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 non-refundable 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.
- 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.
- Payments & Fees
4.1 Standard Event Bookings
4.1.1. Standard private event bookings may be confirmed by:
• Payment in full online; or
• Payment of the standard £200 booking deposit.
4.1.2. Unless otherwise agreed in writing, the remaining balance is due 8 weeks before the event date.
4.1.3. Bookings made within 8 weeks of the event require full payment at the time of booking.
4.1.4. Failure to pay the balance by the due date will be treated as a cancellation by the Client and the cancellation terms in Section 3 will apply.
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 performance 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.
4.3.3. Online payments are the preferred payment method for private bookings.
4.4 Pricing
4.4.1. KJ Folk Music operates transparent, standardised pricing wherever possible to ensure fairness and consistency for all Clients.
4.4.2. Written quotations remain valid for the period stated on the quotation.
4.4.3. Prices may be amended prior to booking confirmation but will not change once a booking has been confirmed.
- 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.
- 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.
6.7. Where possible, parking should be provided close to the performance area to allow safe loading and unloading of instruments and sound equipment.
6.8. Any parking charges, permits or access restrictions must be communicated in advance. Any parking charges incurred by KJ Folk Music in connection with the engagement are the responsibility of the Client unless otherwise agreed.
- 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.
7.3. Where any Ceilidh, Barn Dance, Playlist Party or Professional DJ service forms part of the booking, suitable mains power and safe access to the performance area must be available.
- Refreshments & Accommodation
8.1. Where performers are on site over a main meal period or for more than approximately three hours (including setup and pack-down), the Client shall provide a suitable hot meal together with drinking water or soft drinks for each performer.
8.2. Where overnight accommodation is reasonably required due to travel distance or late finishes, the Client must arrange or cover suitable accommodation.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- Illness & Substitutions
15.1. If a performer becomes unavailable due to illness, injury, vehicle breakdown, public transport disruption, family emergency, or any other circumstance beyond their reasonable control, KJ Folk Music will make every reasonable effort to provide a suitable replacement performer of equivalent professional standard.
15.2. Where a suitable replacement cannot be secured, KJ Folk Music reserves the right to provide an alternative performer or instrument, or to perform with a reduced line-up where the overall quality and nature of the performance are not materially affected.
15.3. A reduced line-up shall not constitute a breach of contract where the booked entertainment can still be delivered to a professional standard. This includes, but is not limited to, ceilidh and barn dance bands performing with fewer musicians where the dances, music and calling can still be delivered effectively.
15.4. Where the booking is for a named solo performer or specialist service (including, but not limited to, a solo Highland bagpiper) and no suitable replacement can reasonably be secured, KJ Folk Music's liability shall be limited to a refund of the fees paid for the affected service.
15.5. If the affected service forms only part of a larger booking (for example, bagpipes within a wedding entertainment package), any refund shall be limited to the value of that affected service only.
15.6. If KJ Folk Music is unable to deliver the booked entertainment, or a substantially similar professional alternative, an appropriate refund will be offered. KJ Folk Music shall not be liable for any indirect or consequential losses, including but not limited to travel costs, accommodation costs, venue costs, or other third-party expenses.
15.7. Any refund made under this section shall constitute full and final settlement of all claims arising from the performer's unavailability.
PART B — MUSICIANS, CALLERS & PERFORMERS
- 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.
- 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.
- 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 become aware of any illness, injury, vehicle breakdown, public transport disruption, family emergency, or other circumstance that may prevent them from attending or completing an engagement.
19.2. Where a performer is unable to fulfil an engagement before its scheduled start time, they are responsible for making every reasonable effort to source a suitable professional deputy of equivalent standard. Any proposed substitute must receive prior approval from KJ Folk Music before performing. Approval remains entirely at the discretion of KJ Folk Music.
19.3. If a performer becomes unable to continue after an engagement has commenced, they must notify KJ Folk Music as soon as reasonably practicable and follow any reasonable instructions given regarding the continuation of the performance.
19.4. Performers must conduct themselves professionally at all times and act in the best interests of both KJ Folk Music and the Client.
19.5. Performers must not attend engagements under the influence of illegal drugs and must not consume alcohol to the extent that their performance, professionalism, safety, reliability, or ability to drive is impaired.
19.6. Performers are expected to allow sufficient travel time and make reasonable efforts to arrive punctually. Where delays or unforeseen circumstances occur, they must keep KJ Folk Music informed as soon as reasonably possible.
19.7. Serious misconduct, repeated unreliability, failure to comply with these Terms, or behaviour that is likely to damage the reputation of KJ Folk Music may result in removal from the engagement, non-payment, suspension from future bookings, or permanent removal from the KJ Folk Music performer team.
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Non-Circumvention & Confidentiality
20.1. Clients introduced by KJ Folk Music remain clients of KJ Folk Music. Performers must not, either directly or indirectly, solicit, accept, or undertake bookings from any Client introduced by KJ Folk Music except with the prior written permission of KJ Folk Music.
20.2. This restriction applies during the performer's engagement with KJ Folk Music and for a period of 24 months following their last engagement through KJ Folk Music.
20.3. Performers must not encourage or assist any Client to bypass KJ Folk Music, nor provide personal contact details, quotations, invoices, or booking arrangements with the intention of securing future work outside KJ Folk Music.
20.4. All Client details, personal data, contact information, pricing, fee structures, booking information, business methods, supplier details, documents, contracts, correspondence, and internal processes obtained through KJ Folk Music are strictly confidential and remain the property of KJ Folk Music. Such information must not be disclosed, copied, retained, shared, transmitted, or used for any purpose other than fulfilling the engagement. This includes disclosure to family members, friends, other performers, competitors, or any other third party, or use in connection with any personal dispute, legal proceedings, or other matter unrelated to the engagement, unless required by law.
20.5. Nothing in this section prevents a performer from accepting work from a Client where they can demonstrate that an independent professional relationship existed prior to the introduction made by KJ Folk Music.
20.6. Any breach of this section shall be treated as serious misconduct and may result in immediate removal from the KJ Folk Music performer team. KJ Folk Music also reserves the right to seek recovery of any financial losses and any other remedies available under English law.
20.7. Performers must comply with all applicable UK data protection legislation when handling personal data obtained through KJ Folk Music and must immediately notify KJ Folk Music of any actual or suspected unauthorised access, disclosure, loss, or misuse of such information.
20.8. The confidentiality obligations contained in this section continue after the performer's engagement with KJ Folk Music ends and remain in force indefinitely unless the information has lawfully entered the public domain.
- 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.