BOOKING TERMS & CONDITIONS

Version: September 2025

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These Terms are designed for consumer clients (e.g., weddings, private parties and functions) in the UK. They set out clear, fair and transparent obligations in line with common industry practice for wedding/function performers, and current UK consumer law. 

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1. PARTIES & DEFINITIONS

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1.1 Parties. These Terms form a contract between: (a) Tom Powell Music (the Artist), and (b) the person(s) or entity making the booking (the Client).
1.2 Key definitions. - Booking Confirmation: the email (or signed agreement) confirming the booking details, including event date, venue, performance package and price.
- Event: the Client’s event where the performance takes place.
- Event Date: the date of the Event.
- Fee: the total price for the performance package, as set out in the Booking Confirmation.
- Deposit: the non-refundable part-payment paid to secure the Artist for the Event.
- Balance: the Fee less the Deposit, payable as set out below.
- Venue: the location of the Event.
- Force Majeure Event: see clause 13.1.

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1.3 Entire agreement. These Terms and the Booking Confirmation form the entire agreement between the parties and replace any previous discussions about the booking.

1.4 Third party rights. No one other than the Client and the Artist has any rights under this contract.

 

2. BOOKING PROCESS

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2.1 How a booking is made. A booking is created when the Artist issues a Booking Confirmation and receives the Deposit by the due date stated. Bookings may be agreed by email. A signature is not required for the contract to be binding.

2.2 Information accuracy. The Client must check the Booking Confirmation carefully and notify any errors within 7 days (or within 24 hours if the Event Date is within 7 days of booking).

2.3 Special requirements. Any variations or special requests agreed by the Artist (e.g., additional sets, early arrival, specific songs) will be listed on the Booking Confirmation and form part of this contract.

 

3. FEES, PAYMENTS & INVOICING

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3.1 Deposit. A Deposit (typically 25% of the Fee) is payable to secure the date. The Deposit covers administrative time, diary reservation and turning away other work, and is non-refundable except as stated in these Terms.

3.2 Balance. Unless agreed otherwise in writing, the Balance is due the day before the Event Date except as stated in clause 3.3. If payment is not received, the Artist may treat this as a cancellation by the Client (see clause 10.3).

3.3 Methods. Payment is by bank transfer. The Artist does not accept responsibility for cash sent by post. The Client may pay in cash on arrival at the Venue, subject to prior written agreement with The Artist. 

3.4 Late payment. Where the Client is a consumer, reasonable late-payment interest and administrative charges may be applied in a fair and proportionate manner. If an invoice is disputed in good faith, only the undisputed part need be paid while the dispute is investigated.

3.5 Price changes. Once booked, the Fee will not change unless the scope of the booking changes by agreement (e.g., extra sets, extended finish time, additional sound/lighting), in which case the Artist will confirm any additional charges in writing.

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4. CLIENT RESPONSIBILITIES (VENUE, ACCESS & SAFETY)

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4.1 Access & parking. Provide suitable access to the Venue and a legal parking space close to the performance area for loading and unloading. Any parking charges are payable by the Client where the Venue does not provide free parking.

4.2 Performance area & power. Provide a clean, safe, level performance area of adequate size with at least 2x 13A sockets on a safe electrical circuit. The Client confirms the Venue has all licences/permissions for live and recorded music and dancing.

4.3 Sound limiters & restrictions. The Client must inform the Artist at booking (or as soon as known) if the Venue has a sound limiter or any noise/time restrictions. The Artist will use professional judgement to perform within those limits, but is not responsible for sound limiter cut-outs or any Venue-imposed restrictions that interrupt performance.

4.4 Refreshments. Provide soft drinks and for bookings longer than 4 hours on-site, provide a hot meal or reasonable hot food per performer/crew, unless agreed otherwise.

4.5 Health & safety. The Client will take reasonable steps to prevent damage, theft, or abuse of the Artist’s equipment and to ensure guest behaviour is appropriate. The Client will promptly remove any person behaving aggressively or dangerously.

4.6 Children & safeguarding. The Artist is not engaged to supervise children. Children must be supervised by responsible adults at all times. The Artist will follow reasonable safeguarding directions given by the Venue or Client.

4.7 Power supply failures. The Artist is not responsible for failure or interruption of the performance due to Venue power or facilities outside the Artist’s control.

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5. ARTIST OBLIGATIONS

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5.1 Professional performance. The Artist will provide a professional performance consistent with their promotional materials and will be polite and cooperative with the Client and Venue staff.

5.2 Repertoire & requests. The Artist will use their professional judgement to choose repertoire and adapt to the audience and flow of the Event. The Artist cannot guarantee to perform every request or any exact running order unless agreed in the Booking Confirmation. Up to 6 special songs (e.g., first dance) will be learned and performed if agreed at booking, provided at least 4 weeks’ notice and an appropriate key/arrangement.

5.3 Equipment & certification. The Artist supplies suitable sound/lighting equipment unless the booking specifies otherwise. Equipment will be regularly safety checked (e.g., PAT) and the Artist will maintain public liability insurance.

5.4 Timings. Standard performance packages include up to 2 x 45 live sets within a 3–4 hour window on site, including appropriate breaks. Exact timings will be agreed in advance and may be adapted on the day by mutual agreement to suit the Event schedule.

5.5 Overtime. Where the Client requests performance time be extended on the day and the Artist agrees, overtime is charged at £100/half-hour (or pro rata), payable prior to the extension commencing. The Artist is not obliged to over-run beyond Venue curfews or where unsafe/illegal.

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6. LINE‑UP & SUBSTITUTIONS

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6.1 Line-up descriptions. The Artist will perform as a soloist/duo/band/DJ as specified in the Booking Confirmation. Where a band/duo is booked, line-ups may vary using like-for-like professional deputies without notice if a member is unwell or unavailable. This is standard industry practice and will not reduce the Fee or constitute grounds for cancellation.

6.2 Lead vocalist or featured performer. If a specific named lead vocalist/featured performer is an essential condition of the booking and becomes unavailable, the Artist will offer a suitable deputy where possible. If the Client reasonably refuses the deputy, the Client may cancel without further charge and will receive a refund of all sums paid (including the Deposit). This clause does not apply where the Booking Confirmation states that deputies may be used for any performer.

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7. CHANGES & VARIATIONS

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7.1 Before the Event. Changes requested by either party should be agreed in writing (email is fine). The Artist will confirm any impact on Fee/timings. If no agreement is reached, the original booking stands.

7.2 On the day. Reasonable on-the-day adjustments may be agreed between the parties (e.g., set order, short delays). Fees for significant additions (e.g., extra set, very late finish) will be agreed before proceeding.

 

8. PHOTOGRAPHY, VIDEO & PROMOTION

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8.1 Client and guest photography/video. Unless the Venue prohibits it or the Booking Confirmation states otherwise, the Client and guests may take photos/video for personal use. Commercial use (e.g., suppliers’ advertising) requires the Artist’s prior written consent.

8.2 Artist’s photography/video. Unless the Client tells the Artist in advance that no images should be taken, the Artist may capture limited photos/video of the performance and room atmosphere for portfolio and social media, avoiding anything likely to cause distress or harm reputation. The Artist will promptly honour reasonable take‑down requests after publication.

8.3 Data protection. Any images captured by the Artist will be handled in accordance with UK data protection law and used on the basis of legitimate interests and/or contract performance. The Artist will avoid identifying children by name without parental consent and will remove images on request where reasonably possible.

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9. DAMAGE, LOSS & LIABILITY

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9.1 Care & skill. Each party will use reasonable care and skill to meet its obligations.

9.2 Liability cap. Except for clause 9.4, each party’s liability to the other for foreseeable loss caused by breach of this contract is capped at the total Fee paid or payable.

9.3 No business losses. The Artist is not liable for loss of profit, business interruption, or loss of opportunity.

9.4 No exclusion for serious harm. Nothing in these Terms limits liability for death or personal injury caused by negligence, fraud, or any liability that cannot legally be excluded.

 

10. CANCELLATIONS & POSTPONEMENTS

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10.1 Cooling‑off rights. Because this is a leisure service for a specific date, the usual 14‑day cooling‑off period for distance contracts does not apply. However, the Artist aims to be fair and will discuss postponements where possible.

10.2 Client cancellation (fees are a genuine estimate of loss). If the Client cancels for any reason other than a Force Majeure Event (see clause 13): 
- More than 120 days before the Event Date: Deposit forfeited.
- 119–61 days: 50% of Fee (less any Deposit already paid).
- 60–31 days: 75% of Fee (less any Deposit already paid).
- 30 days or fewer: 100% of Fee.
The Artist will take reasonable steps to mitigate losses (e.g., re‑sell the date). If re‑sold, the Client will receive a fair credit/refund of any recoverable amount after costs, not exceeding sums paid.

10.3 Non‑payment. If the Balance is not received by the due date, the Artist may treat this as a Client cancellation under 10.2.

10.4 Postponement by Client. One date change may be accommodated at the Artist’s discretion if requested at least 60 days before the Event Date and subject to availability. If the new date is a higher‑demand day (e.g., Saturday peak season), an adjustment to the Fee may apply. A new Deposit may be required if the original date cannot be re‑sold.

10.5 Cancellation by the Artist. The Artist will only cancel in exceptional circumstances (e.g., serious illness, accident). The Artist will use best endeavours to provide a suitable professional replacement at the same Fee. If a replacement of comparable standard cannot be provided, the Client will receive a full refund of all sums paid, including the Deposit. This refund is the Client’s sole remedy for cancellation by the Artist (but see clause 9.4).

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11. DELAYS & CURFEWS

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11.1 Delays outside the Artist’s control. The Artist is not responsible for delays caused by factors outside their control (e.g., Venue overruns, access delays). The Artist will act reasonably to perform within the remaining time.

11.2 Curfews & legal limits. The Artist will not perform beyond legal curfews, licensing limits or unsafe noise levels. Where the Client requests a later finish within legal/venue limits, overtime rates in clause 5.5 apply.

 

12. COMPLAINTS

 

12.1 How to raise a concern. Please contact the Artist as soon as possible during or after the Event and in any case within 30 days of the Event Date with details and any evidence (e.g., short phone video of an issue).

12.2 Resolution. The Artist will respond promptly and seek a fair resolution, which may include a partial refund where appropriate. Raising a complaint does not entitle the Client to withhold undisputed sums that are due.

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13. FORCE MAJEURE

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13.1 Definition. A Force Majeure Event is an event beyond a party’s reasonable control which makes performance impossible or illegal, including (by way of example) extreme weather, fire, flood, terrorism, national mourning directives, epidemic, significant sudden illness or bereavement, serious transport failure, government action or changes in law.

13.2 Consequences. The affected party will notify the other as soon as reasonably practicable and both will take reasonable steps to minimise the impact. Obligations are suspended while the Force Majeure Event prevents performance. If the Event cannot reasonably proceed, the parties will discuss postponement. If cancellation is unavoidable, the Artist will refund the Balance paid (if any) but may retain the Deposit to reflect costs/loss already incurred, unless fairness requires otherwise.

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14. PERSONAL DATA

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14.1 Privacy. The Artist will process basic contact details and booking information to perform the contract and for legitimate interests (e.g., record keeping). A privacy notice is available on request.

14.2 Marketing. The Artist will not add the Client to marketing lists without consent. The Client may opt out at any time.

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15. ASSIGNMENT & SUBCONTRACTING

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15.1 Deputies & crew. The Artist may use professional deputies/crew to deliver the performance. This does not change the Artist’s obligations to the Client.

15.2 No transfer by Client. The Client may not transfer the booking to another person without the Artist’s consent.

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16. GOVERNING LAW & DISPUTE RESOLUTION

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16.1 Law & courts. This contract is governed by the laws of England and Wales. If the Client lives in Scotland or Northern Ireland, they may bring proceedings in their local courts.
16.2 Mediation. The parties will consider mediation before issuing court proceedings where proportionate.

 

17. FAIRNESS & TRANSPARENCY

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17.1 Plain English. These Terms are intended to be fair and clear. If any term is found unlawful or unfair by a court or regulator, it will be treated as modified or removed, and the rest of the contract will continue.
17.2 Updates. The Artist may update these Terms for future bookings. The version that applies is the one sent with the Booking Confirmation at the time of booking.

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SCHEDULE A – COMMON PACKAGE OPTIONS (ILLUSTRATIVE)

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This schedule is not a quote. Final inclusions are set out in the Booking Confirmation.

• Solo Acoustic: Arrival from 2pm; 2 x 45-min live sets between 3–5pm; compact PA for up to ~150 guests; background music between sets.

• Evening Party: Arrival from 6:30pm; 2 x 60‑min live sets between 7:30–10pm; ambient PA/lighting; background/DJ filler music between sets.

• Full‑Day (Ceremony to Carriages): Ceremony + Drinks Reception + Wedding Breakfast + Evening Party + DJ add on; on‑site up to 12 hours total; additional crew may be required.

 

Optional add‑ons (examples): custom song writing, surprise singing waiter, professional MC / host, early setup, later finish, additional sets, additional saxophone, custom arrangements, wireless uplighting, microphones for speeches, upgraded PA/lights, next day brunch, keepsake recording.

 

SCHEDULE B – INFORMATION THE CLIENT AGREES TO PROVIDE

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• Final timings/run‑sheet and first dance/special song(s) at least 2 weeks before Event Date.

• Venue contact, access/parking details, and any sound limiter/noise constraints.

• Any special announcements or dedications to be made by the Artist (optional).

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Questions about these Terms?
Email: tom.powell@hotmail.com
Telephone: +44 (0)7889 485 827

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— End of Terms —

updated: 5th September 2025