Terms & Conditions
The “Client” means the person(s), organisation or company booking the equipment with the Specialist Discos
The “Company” means Specialist Discos , trading as Specialist Discos
The “Equipment” means the photo booth, bouncy castle, selfie pod, magic mirror, social pod, dance floor, love letters, chocolate fountain, DJ, uplighters, computer, camera and printer and all accompanying accessories.
1.1 By booking with Specialist Discos either verbally or in writing, including email or online, it is deemed that the customer has thoroughly read, understood, fully agreed and is bound by all our terms and conditions of hire for the equipment.
1.2 If traffic or other any other uncontrollable circumstances prevent us from being able to achieve our contracted responsibilities, our liability shall be limited to a refund of any monies paid in relation to the cost of hourly upgrades or a pro rata reduction in the hire fee in the event of a delayed start. No further compensation will be paid irrespective of any loss of earnings.
PRICES, DEPOSIT AND BALANCE PAYMENTS
2.1 All hires are subject to a non-refundable deposit per item. This deposit will be deducted from the final hire fee. Once the deposit is paid, it is deemed that you have read and understood the terms and conditions.
2.2 The balance shall be paid in full and cleared no later than 7 days prior to the event start date or Cash payment to the Entertainment on the Day or Night upon Arrival
2.3 Advertised prices are subject to change without prior notification.
2.4 Hire charges include setting up the equipment 1 to 1.5 hours before it becomes operational. If the equipment is to be set up earlier then additional waiting charges may be incurred. Refer to Idle hours rates.
2.5 If the payment contract is not met, Specialist Discos hold the right to cancel, suspend or add interest on any outstanding payments. Payments with added interest will be added to the invoiced amount and will be increased over the course of the balance not being paid. A debt recovery cost of £40 for balances that are under £1000 and £70 for balance over £1000 will be added on top of an 8.25% interest rate (based on 0.25% base rate from the Bank of England, August 2016).
3.1 Any cancelled hire is subject to the following cancellation charges:
3.2 If the client cancels any time after 2 weeks of booking a photo booth the deposit is then non refundable and will be kept as admin charge.
3.3 Within 8 weeks prior to the event – 25% of the agreed hire price,
3.4 Within 6 weeks prior to the event – 50% of the agreed hire price,
3.5 Within 4 weeks prior to the event – 75% of the agreed hire price
3.6 Within 2 weeks prior to the event – 100% of the agreed hire price
4.1 All equipment remains the property of Specialist Discos at all times.
4.2 Specialist Discos reserves the right to substitute hired equipment with equipment of a similar type and value without notice in the event of previous damage or loss of booked equipment.
4.3 All sizes quoted are approximate.
4.4 It is the responsibility of the client to ensure the equipment is fully supervised by a responsible adult at all times.
4.5 NO persons are allowed to enter/move/ tamper with the equipment at ANY TIME without a member of the Specialist Discos team present.
4.6 NO persons under the influence of alcohol, drugs or any other intoxicating substance are allowed the use the equipment.
4.7 NO food, drink, gum, pets, toys and/or sharp implements are permitted inside the photo booth or DJ Stand, including around the props and the guest book table.
4.8 Users of the equipment must remove glasses, jewellery, badges, any long necklaces, buckles or sharp objects.
4.9 Ensure equipment is not overcrowded. It is recommended a maximum number of 6 users can enter the photo booth at one time. Limit numbers according to the age and size of guests using it. Try to avoid large guests and small children from using the equipment at the same time.
4.10 Prevent horseplay and ensure guests are not pushing, colliding, fighting or behaving in a manner likely to injure or cause distress to others.
4.11 NO climbing on the seats, roof or supporting poles of the photo booth, selfie pod, mirror, DJ stand or chocolate fountain. If applicable, users must not sit or lean on guest book table.
4.12 NO silly string, streamers, party poppers or similar ink based products in or near the equipment. These such products can stain and are difficult to remove. The cost of cleaning will be charged to the client at £30 per hour plus costs. If not removable full replacement/repair costs are liable to the client. If using face paint, please ensure this is water based and easily removed with a cloth. Staining left by face paint will result in the client being invoiced for cleaning or repair.
4.13 Users are not permitted on/in the equipment during set up until the attendant(s) has agreed it is safe to use, nor are users permitted around the equipment during the time of pack down.
4.14 Keep guests clear of all electrical connections, computers, TVs and extension leads.
4.15 The client is not permitted to move the equipment from the position it is erected/set up once the attendant(s) has left the premises.
4.16 The equipment will be supplied to the client in a clean condition and it is the responsibility of the client to ensure no one uses the equipment until the attendant arrives 30 minutes before the event start time if such arrangements have been made in regards to early setup. Failure to do so will result in the company charging the client per damaged piece of equipment.
4.17 Specialist Discos reserve the right to refuse the use of the equipment to any person contravening any of the clauses above.
4.18 Although video messages may have been included in the package the client booked it no longer comes as standard with the photo booth package and is now a charged upgrade and will have to be discussed with the company before the event date for this to be used at the event.
4.19 All of our printable equipment offers 2 prints per visit unless agreed upon in advance.
4.20 Specialist Discos cannot and will not force guests into displaying their photos in the guestbook, and takes no responsibility for the fullness of the guestbook at the end of the agreed hire period.
4.21 None of the equipment supplied by Specialist Discos can be run off of a generator of any kind. Failure to inform Specialist Discos of any power directly or indirectly from a generator will result in the equipment not being set up and no refund will be given.
4.22 We would like to highlight that we use smoke machines to enhance the lighting and we understand that due to the nature of the business and the locations we visit this isn’t always practical due to fire systems installed. It is the clients responsibility to check if a smoke machine maybe used at there chosen venue and to inform us of the venues decision, If the client does not inform us of the venues decision we will assume that a smoke machine is suitable for the booking and will be installed at the function. If the Dj arrives at the function and is informed by the venue that a smoke machine may not be used the Dj Reserves the right to use minimal lighting and no lasers as no prior acknowledgement from the client has been given, this will be regarded as a breech of contract In this instance and the full fee will still be payable if the Dj has only installed minimal lighting to cater for the restrictions. If you choose a venue and no smoke machine is allowed you will only see 40% of the lights while in use, please take this into consideration while making your choices regarding your function.
4.23 We also will not be held responsible for any accident, injury, slips and falls that may occur due to other equipment we may use including any Foam, Snow, Bubble Machines, and Props, ALL CLIENTS must be aware when booking our services they agree that if an incident occurs due to any of the equipment above they exempt Specialist Discos from all claims and will not be able to seek legal action and hold us liable for any accidents that have occurred.
Specialist Discos reserves the right to substitute and use alternative entertainment should circumstances dictate the need to do so by sub-contractual terms using a recommended supplier who we feel offers the same level of service/standard or product that we agree to at the time of booking.
This may be in the way of a substitute Dj, Photo Booth, Dance Floor, LED Lettering, Sweet Cart, Magic Mirror or any other such pieces of relative equipment associated or inline to Specialist Discos. Any work that is subcontracted out will be only subcontracted to pre-vetted companies, using the same equipment (or better) as Specialist Discos. In the situation that a complaint and/or issue arises on the night with the subcontracted company, any and all concerns will be passed onto the company in question for them to deal with directly.
The subcontracted company agrees to indemnify Specialist Discos from any and all liability of any issues caused on the night. If the sub-contracted company doesn’t want to deal with the issue directly with the client, the sub-contracted company agrees to reimburse Specialist Discos with the full agreed refund negotiated on their behalf.
SITE LOCATION, FACILITIES AND CONDUCT
5.1 Please ensure the area provided is undercover and no less than 2.5m wide x 1.5m deep x 2.5m high for all equipment.
5.2 When set up, the equipment is unable to be moved to another area and will remain in 1 area for the duration of the hire.
5.3 Client is responsible for ensuring adequate and safe 240V AC mains supply is available on delivery and throughout the hire period. The company cannot be held liable for power cuts/loss of power. No compensation will be paid for loss of use.
5.4 Should an adequate distance of power supply not be supplied it is down to the client to provide safe & electrically tested utilities in order to operate the equipment for the duration of hire.
5.6 It is the client’s responsibility to ensure the computer unit is not accessed or tampered with throughout the whole duration of the equipment being set up. Any loss of use of the equipment will not be compensated unless due to the fault of the company. Compensation is excluding any delivery charges, based on the event times/ location. No further compensation will be paid irrespective of expenses occurred.
5.7 The company reserves the right to refuse delivery if the venue or site is deemed to be unsuitable by our delivery personnel or if the client has failed to notify the company of any delivery obstructions such as stairs or excessive loading distances from our vehicle to the setup site. In such a case no refund will be given and the full hire fee will be due.
5.8 The client is responsible for ensuring that suitable security and crowd control measures are in place prior to the start of the event.
5.9 Specialist Discos reserves the right to cease operation and remove hired equipment from the site if at any time a representative of the company feels that guests or clients conduct endangers the safety of guests, clients, themselves or the safety of the equipment. In such cases, no refund will be given and full contracted fees will be due to us.
5.10 It is the client’s responsibility to ensure guests of the equipment must take photos with feet firmly on the floor & hands placed on laps. A maximum of 6 users can use the equipment at 1 time, any more users than the maximum amount entitle the users to ensure that all parties are safe whilst using the equipment at all times.
5.11 If a representative of the company feels that any user will potentially or has jeopardised the safety of others and/or the equipment they hold full rights to cease the user from re-using the equipment to ensure the risk is kept to a minimum throughout the event.
LIABILITY AND INSURANCE
6.1 The company is insured for £10,000,000 public liability insurance and is happy to provide a copy of the insurance certificate upon the client’s request.
6.2 The client agrees to indemnify the company for any damage or theft of Specialist Discos equipment whilst on hire. Should the client not indemnify the company of such damage/theft within 7 days, the company will commence legal proceedings.
6.3 Specialist Discos accepts no liability for any damage or loss of personal property and or any injury arising from the use of the hired equipment.
6.4 The client agrees that in all circumstances, Specialist Discos liability is limited to an amount equal to the booking cost and not be liable for indirect or consequential damages.
7.1 The customer agrees to, and understands the following:
All persons using Specialist Discos equipment, at the customer’s event hereby gives to Specialist Discos, the right and permission to copyright and to reproduce or otherwise use any photographic portraits or pictures of any equipment user. Such use may include, but is not limited to, any social media site or magazine/leaflet for the purposes of illustration, art, promotion, advertising, trade, or for any other purpose.
Once in the public domain, the company accepts no liability for the further use, or misuse, of the photographic portraits mentioned in clause 8.1 above, by any third party.
7.2 All marketing material, content on the Specialist Discos website (www.mdmentertainment.co.uk) and material used on other platforms of marketing such as, but not limited to, social media is original content from Specialist Discos and the Owner (Ben Martin) is the author and copyright holder. Use of copyright protected material without permission is illegal under copyright laws and will be followed with legal proceedings.
8.1 If any provision of these terms shall be unlawful, void, or for any reason unenforceable under contract law, then that provision, or portion thereof, shall be deemed separate from the rest of this contract and shall not affect the validity and enforceability of any remaining provisions, or portions thereof.
9.1 Refunds will be limited to 50% of the total hire price.
9.2 Hours lost due to an error of the company will be refunded at the cost of £50 per hour or the hours will be added onto the end of the hire to ensure that total hire time will still be carried out. In the event that the guestbook is missed off of the event, refunds for the guestbook will be capped at a total of £50 and a replacement book with a copy of all the photos will be sent out. If the client has received a discount on the booking the refund amount with be reduced by the same level of the discount.
9.3 No compensation will be paid to the client in respect of inconvenience.
9.4 In the event of the Green Screen upgrade technical error, the company will supplement this option with a classic curtain and vice versa. A full refund of the amount paid for the upgrade will be refunded. Please note: If this is a free upgrade no refund will be given.
9.5 Any damage to the booth due to a fault of the venue, client or guests will not result in compensation or refund.
9.6 Errors due to printers not processing photos for guests to take away at the event will be set to a refund of £50. Photos will be printed and sent after the event with the agreed amount of prints.
9.7 In the result that the light up letters malfunction and dont work will be limited to a refund of £50, and no refund will be given for any bulbs that are not illuminated.
9.8 In the event that the dance floor doesn’t light up upon install, the refund amount will be set at a maximum of 30%. In the event that the dance floor stops working during the night, MDM holds no responsibility and will be deemed as the client’s responsibility to reimburse any damaged equipment.
9.9 In the event that the uplighters don’t work upon install and a replacement cannot be sourced a refund of £15 per uplighter that’s not working will be refunded. In the event that these stop working during the event, Specialist Discos holds no responsibility and it will be deemed the clients responsibility to reimburse any costs to replace the damaged equipment.
9.10 Guestbooks that are damaged at the event will be charged at £20 if a replacement is required and available.
10.1 Children under the age of 12 must be accompanied by an adult when around the equipment. This ensures the safety of equipment and the children.
10.2 It is the clients responsibility to ensure that children under the age of 12 are not around the set-up area of the booth during building and dismantling.
11.1 Two attendants come as standard with all our equipment. The company holds the right to send 1 member of staff with specific equipment when deemed appropriate.
12.1 On the occasion that the event overruns, due to the venue or client, into the hire period start time that has been previously agreed, no additional time will be added to the hire time. Specialist Discos doesn’t take responsibility for the added costs involved with time lost due to any circumstances out of the companies control. A 15 minute buffer time will be added to the end of the hire for any downtime caused due to the company. Any downtime deemed to be the result of the guests/client or venue will not receive any additional hire time. This doesn’t include downtime for changing print media, or any other necessary tasks involved with running a booth.
13.1 When entering the photo booth the guest then accepts full responsibility that photos will be uploaded. It is the clients responsibility to ensure that guests are happy with photos that are uploaded. Any photos that are not deemed appropriate must be agreed with the client to be removed.
13.2 Specialist Discos holds no responsibility for any nudity that is uploaded to the Specialist Discos gallery. It is the guests responsibility for their actions whilst using the equipment and all photos are uploaded to the gallery. Any that need removing can be done so during working hours and will be removed at the companies earliest convenience.