KJ Folk Music – Booking Terms & Conditions
KJ Folk Music – Booking Terms & Conditions
Last updated: June 2025
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1. How to Book
1.1. To start your booking, simply complete our short enquiry form with your event details.
1.2. We’ll respond within 24 hours to confirm availability.
1.3. Once we confirm availability, we’ll hold your event date for 48 hours to give you time to decide. This is to keep things fair, as we receive a high volume of enquiries.
1.4. After 48 hours, the date may be released unless the booking is confirmed by full payment.
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2. Booking Confirmation & Cooling-Off Period
2.1. A booking is only confirmed once full payment has been received.
2.2. When booking online and paying by card, your rights are protected under the Consumer Rights Act 2015. However, by confirming your booking, you agree that KJ Folk Music begins work immediately by securing musicians and blocking out your date. This constitutes a customised service under UK law, and by booking, you waive your right to the standard 14-day cooling-off period.
2.3. You have 48 hours from the time of booking to cancel and receive a full refund (unless the booking is within two months—see Section 3).
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3. Cancellation Policy
3.1. After the initial 48-hour grace period, cancellations are subject to the following terms:
* More than 2 months before the event: 50% refund
* Within 2 months of the event date: No refund
* Short-notice bookings (made less than 2 months before the event): Non-refundable from the point of booking
3.2. Exceptions: If musicians have already incurred non-refundable costs specifically for your event (e.g. train tickets or accommodation), these will be deducted from any refund.
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4. Postponements
4.1. We will always try to accommodate a date change if needed.
4.2. If your new date is unavailable, we may offer an alternative lineup from our trusted team, especially for ceilidhs.
4.3. If no suitable alternative date can be agreed, the original cancellation policy applies.
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5. Payment Terms
5.1. Full payment is required in advance to secure your booking. Musicians are paid after the event has taken place.
5.2. Payments are processed via our secure online provider. By paying, you agree to the provider's terms.
5.3. We take payment upfront to ensure we can consistently work with the highest quality musicians. It also means we can guarantee prompt payment to our performers after the event, supporting fairness and professionalism across our team.
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6. Performance Terms
6.1. Performance start and end times must be agreed in advance. Late starts or extensions may incur extra charges and are at the discretion of the band.
6.2. Adequate time must be allowed for setup and sound check.
6.3. The Client must provide a suitable, safe performance space with necessary power supply and weather protection where needed.
6.4. Any venue-specific limitations (e.g. noise limiters, curfews, access issues) must be disclosed before confirming the booking.
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7. Client Responsibilities
7.1. The Client is responsible for maintaining a safe and respectful environment for the performers and their equipment.
7.2. Delays caused by the Client or venue may reduce the performance time or incur additional charges.
7.3. The Client must ensure all required licenses or permissions for live music are obtained.
7.4. The Client is liable for any damage caused to the band’s equipment by guests or venue staff.
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8. Equipment & Sound
8.1. The band supplies all required instruments and professional-grade PA equipment unless agreed otherwise.
8.2. We are not responsible for sound issues resulting from venue restrictions or technical limitations beyond our control.
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9. Refreshments & Accommodation
9.1. For events longer than 4 hours, suitable meals and soft drinks must be provided for all performers.
9.2. Where overnight accommodation is required (e.g. late finish or long travel), the Client must arrange suitable local accommodation or cover the cost.
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10. Safety & Conduct
10.1. We reserve the right to cease performance if the safety of performers or equipment is compromised due to guest behaviour, venue conditions, or other risks.
10.2. No refund will be issued if performance is cut short due to such issues.
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11. Recording & Media
11.1. Guests are welcome to take short video or photo clips of the performance for personal use. Commercial use requires written permission.
11.2. KJ Folk Music may take photographs or short videos during the event for promotional use (e.g. social media, website), unless the Client objects in writing before the event.
11.3. With consent, we may occasionally record short video interviews with guests or organisers to capture their ceilidh experience. These may be used on our social media platforms.
11.4. We may display QR codes at your event or send follow-up review links as part of our continuous improvement and feedback process.
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12. Insurance & Health and Safety
12.1. KJ Folk Music holds full Public Liability Insurance. Certificates can be provided on request.
12.2. All electrical equipment is PAT tested to comply with health and safety regulations.
12.3. We have an in-house qualified Health and Safety professional who can provide a basic risk assessment on request. For corporate clients, we can supply a more detailed risk assessment tailored to your event needs.
12.4. The Client is responsible for informing KJ Folk Music of any additional venue-specific safety requirements before the event.
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13. Force Majeure
13.1. KJ Folk Music shall not be liable for failure to perform or delays caused by events beyond our reasonable control, including but not limited to extreme weather, natural disasters, government restrictions, acts of terrorism, or venue closure.
13.2. In such cases, we will make reasonable efforts to reschedule the performance. If rescheduling is not possible, the booking fee may be refunded at our discretion, less any non-recoverable costs incurred.
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14. Limitation of Liability
14.1. KJ Folk Music’s total liability for any claim arising from a booking is limited to the amount paid by the Client.
14.2. We are not liable for indirect, consequential, or incidental damages, including loss of profits or business interruption.
14.3. This limitation does not apply in cases of gross negligence, willful misconduct, or personal injury caused by our actions.
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15. Merchandise and Sales
15.1. If merchandise or recordings are sold at events, all sales are final unless faulty.
15.2. KJ Folk Music is not responsible for merchandise lost, stolen, or damaged during an event.
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16. Privacy and Data Protection
16.1. We collect and store Client data solely to facilitate bookings and provide our services.
16.2. Any personal information shared with us will be handled in accordance with applicable data protection laws.
16.3. Recordings, photos, or reviews featuring guests will only be used with explicit consent and never shared beyond agreed platforms.
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17. Health and Safety Protocols (Including COVID-19)
17.1. KJ Folk Music follows current government and public health guidance to ensure the safety of performers and clients.
17.2. If an event must be cancelled or postponed due to illness, health restrictions, or safety concerns, we will work with the Client to find a suitable alternative date where possible.
17.3. Refunds or rescheduling will be handled in accordance with our Cancellation and Postponement policies (Sections 3 and 4).
17.4. Clients must inform us in advance of any health and safety requirements specific to the venue or event.
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18. Illness and Substitutions
18.1. If any member of the confirmed lineup is unable to perform due to illness or unforeseen circumstances, KJ Folk Music will make every reasonable effort to provide a suitable replacement musician of equivalent skill and style.
18.2. The Client acknowledges that substitutions do not constitute a breach of contract and no refunds will be issued solely due to personnel changes.
18.3. If a suitable replacement cannot be secured, the Client may be offered a reduced lineup with a partial refund reflecting the change in performance scale. All core band members who remain available and prepared to perform will still be compensated in full.