COMPANY INFORMATION

PianoDJ Ltd

Registered Company Number: 09112808

Registered Company Address: 5 Ducketts Wharf South Street, Bishop’s Stortford, Hertfordshire, CM23 3AR

VAT Number: 213123566

Postal Address: PianoDJ Ltd, Parkland House, Slough Road, Allens Green, Sawbridgeworth, Herts. CM21 0LR

Contact Phone Number: 01245 200576

Contact Email Address: music@pianodj.co.uk

DESCRIPTION OF SERVICES

Pianists for Weddings

PianoDJ Ltd acts as an agent for an approved list of freelance pianists and arranges for them to perform at weddings.

All of the freelance pianists have to pass a rigorous audition process before they are added to the approved list.

PianoDJ Ltd will pick the pianist that best matches your preferred musical styles and you will be informed of who will be playing for your wedding when you are sent the contract and payment schedule.

In the event that the freelance pianist is unable to perform due to unforeseen circumstances PianoDJ Ltd reserve the right to change the freelance pianist to a different person without prior notice.

A wedding day is typically split into five parts: the ceremony; the drinks reception; the wedding breakfast; the turnaround period and the evening party.

PianoDJ Ltd supply pianists to play for the ceremony, the drinks reception, the wedding breakfast and the turnaround period.

Piano Music for the Ceremony

The pianist will start playing piano music up to 30 minutes before the arranged ceremony time. This is usually when guests arrive at the venue in preparation for the ceremony.

The pianist will play a piece of music for the entrance of the bride.

The pianist will play two pieces of music during the signing of the register.

The pianist will play a piece of music for the departure of the bridal party.

The absolute maximum length of playing time for the ceremony is 3 hours.

Piano Music for the Drinks Reception

The pianist will start playing piano music at the beginning of the drinks reception.

The pianist will finish playing piano music at the end of the drinks reception.

The absolute maximum length of playing time for the drinks reception is 3 hours.

Piano Music for the Wedding Breakfast

The pianist will start playing piano music when the wedding couple take their seats in the room.

The pianist will finish playing the piano at the end of the meal (either when the speeches start or when the tea and coffee is poured).

The absolute maximum length of playing time for the wedding breakfast is 3 hours.

Piano Music for the Turnaround Period

The turnaround period is the period of time between the end of the wedding breakfast and the beginning of the evening party. The turnaround period is the time during which the venue transforms your reception room from a banqueting room into a dancing room. Not all weddings have a turnaround period.

The pianist will start playing when the turnaround period starts.

The pianist will finish playing when the turnaround period ends (just before the wedding couple have their first dance),

The absolute maximum length of playing time for the turnaround period is 3 hours.

Piano Equipment

Professional Keyboards

All of the freelance pianists have portable professional keyboards that they will bring with them to each wedding unless instructed otherwise.

PianoDJ Ltd cannot guarantee any specific make, model, colour, shape or size of professional keyboard.

Each freelance pianist has their own professional keyboard.

In the audition process, PianoDJ Ltd checks to see that each pianist has a professional keyboard of a suitably high specification.

Digital Grand Piano Hire

For an additional cost, a black gloss, Roland RG-3F digital grand piano can be hired from PianoDJ Ltd.

DEFINITIONS

Equipment – Roland RG-3F Digital Grand Piano
Equipment Hire Fee – The amount of money paid to hire the Equipment
Purchaser – The Client (the couple getting married)
Roadie – A competent freelance specialist who has been booked by PianoDJ Ltd to deliver / set up / test the Equipment
Guests – People who have been invited to the event by the Purchaser.
Suppliers – People who have been booked to provide services at the event by the Purchaser.
Venue Staff – Members of staff who are employed or contracted by the venue.

The Equipment remains the absolute property of PianoDJ Ltd during the period of hire.

PianoDJ Ltd will arrange for the Equipment to be installed and collected by a Roadie(s).

During installation, a Roadie will demonstrate to the venue staff or another designated person that the equipment has been delivered, set up correctly and is in full working order.

The period of hire starts immediately after the equipment is installed and ends immediately before the equipment is collected.

During the period of hire, the Purchaser agrees that the Equipment is not available for use by any other person or performer except by specific permission of PianoDJ Ltd.

Permission for another person or performer to use the Equipment must be given in writing before the date of the event.

Connectors and power cables must not be removed from the Equipment. PianoDJ Ltd reserves the right to charge for refitting, or inspecting, any connectors or power cables found to have been removed.

All spares, covers, accessories and tools must be made available for collection with the Equipment or they will be charged for.

The Purchaser will be responsible for any damage to the Equipment caused by the Purchaser and the Guests.

(In the past, guests have caused damage to our Digital Grand Pianos. Damage has been caused by: drinks being spilt into the piano and people dancing on top of the piano)

PianoDJ Ltd reserves the right to charge for repair or replacement of any equipment damaged or lost, directly arising from any breach of this agreement.

The Purchaser will procure to inform the other Suppliers and the Venue Staff that they do not have permission to use or move the Equipment without express permission of PianoDJ Ltd.

The Purchaser will procure to inform the other Suppliers and the Venue Staff that PianoDJ Ltd reserves the right to charge the other Suppliers and the Venue Staff for repair or replacement of any equipment damaged or lost, directly arising from any breach of this agreement.

Any Equipment damaged during the period of hire will remain on hire until all repairs are complete, and the equipment is available for further hire. Where possible, PianoDJ Ltd will assess repairs within 24 hours of receiving notice of any damage. PianoDJ Ltd will provide a written report outlining any damage and suggesting suitable solutions for any repairs with estimates of costs. PianoDJ Ltd will wait for confirmation from the Purchaser before proceeding with repairs. The Purchaser will be responsible for the reasonable cost of repairs for any Equipment damaged during the period of hire. The Equipment will be deemed to be on hire until any invoice for repairs or replacements, relating to that equipment, have been paid in full.

If the Equipment develops a technical fault during the installation or during the event, PianoDJ Ltd will make every possible effort to repair or replace the faulty component.

If it is not possible to make a repair or replacement then PianoDJ Ltd will offer a full refund of the Equipment Hire Fee.

PianoDJ Ltd shall not be liable for any consequential damage arising from the Equipment not being available for the event as a result of a technical fault.

In the month preceding the date of engagement, PianoDJ Ltd will liaise with the venue to co-ordinate delivery and collection of the equipment.

PianoDJ Ltd will ask the Venue Staff to confirm the route that the Equipment will have to be transported (from the loading bay to the location in the venue).

PianoDJ Ltd will specifically ask the Venue Staff about the number of stairs, the size of any lifts, and the width of any narrow corridors. This allows PianoDJ Ltd to allocate a suitable number of Roadie(s) and suitable moving equipment (ramps, etc) to the event.

PianoDJ Ltd will liaise with the Venue Staff to co-ordinate delivery and collection times that are suitable for both parties.

After speaking with the venue staff, PianoDJ Ltd will immediately inform the Purchaser if there are any potential difficulties with delivery or collection of the Equipment in order that a solution can be found before the date of the event.

PianoDJ Ltd will confirm the route and timings for delivering and collecting the Equipment by email to the Venue Staff and the Purchaser. This email is called the “Logistics Email”.

When a delivery or collection of the Equipment cannot be completed on the day of the event because the access to the venue is not as described or agreed in the Logistics Email, the Purchaser shall still be liable for all agreed charges and for any additional costs incurred completing the delivery or collection of equipment.

(It is not uncommon for the venue staff to ‘forget’ about a flight of stairs at the venue and in the past our Roadie(s) have really had to struggle to deliver and collect the Equipment. The Equipment has been put at unnecessary risk and this is now something that we are not prepared to do. Please double check the Logistics Email – this will really help us out!)

If the Equipment is not available for collection at the time and date agreed in the Logistics Email, the Purchaser will incur a late fee of £300 and the purchaser will be charged the full daily hire charge for each day over the agreed hire period.

(In the past, our Roadie(s) have arrived to collect a grand piano from a hotel, only to be told that they cannot collect the instrument because access is through another room that is being used for a different event. The venue had forgotten about this when they agreed the logistics of the collection.)

On request, PianoDJ Ltd will provide detailed information about the Equipment. The purchaser warrants that they have satisfied themselves that the Equipment will be fit for every purpose for which they require them.

(Information about our digital grand piano is available at www.pianodj.co.uk/grand-piano-hire. This page has a full description of the Equipment with the model number, colour, dimensions and photographs.)

The Purchaser will procure that the venue shall provide a safe supply of electricity in the location of the Equipment.

(The digital grand piano requires a single UK mains plug socket and, where possible, the piano should be positioned near the mains plug socket.)

If the Purchaser is not an expert in the supply of electricity, they should ask the Venue Staff to confirm in writing that the supply of electricity at the venue is safe, fit for use and tested to relevant standards required by law.

PianoDJ Ltd hold no responsibility over equipment malfunctioning and causing a hazard or danger as a result of the above not being carried out.

PianoDJ Ltd accepts no responsibility for damage, death, injury, fire, disaster, harm or failure as a result of Equipment installed on untested applications or unfit for use devices including electrical and mechanical fittings at the Venue.

The Equipment is transported in a long wheelbase ford transit type van. Purchaser will procure that the venue shall provide loading and parking for the van.

In the event that PianoDJ Ltd believe the Equipment will be used in a way that is that is not covered by the insurance policy held by PianoDJ Ltd, the Purchaser must undertake to insure the Equipment at full replacement value, when away from the premises of PianoDJ Ltd.

PianoDJ Ltd will inform the Purchaser that extra insurance is required before emailing the Purchaser the payment schedule and contract.

DJs for Weddings

PianoDJ Ltd acts as an agent for an approved list of freelance DJs and arranges for them to perform at weddings.

All of the freelance DJs have to pass a rigorous audition process before they are added to the approved list.

A wedding day is typically split into five parts: the ceremony; the drinks reception; the wedding breakfast; the turnaround period; the evening party.

PianoDJ Ltd supply DJs to play for the evening party.

A DJ for the Evening Party

The evening party starts after the wedding breakfast and the turnaround period have finished.

The DJ will usually set up during the wedding breakfast or during the turnaround period.

The DJ will be ready to start playing background music as soon as the turnaround period is finished.

The DJ will finish playing music at the end of the wedding reception.

The DJ will bring a heart light DJ booth, 4 uplighters and a sound system and lighting rig that is suitable for the size and shape of the venue.

If the access to the wedding venue involves steps and stairs then the DJ will bring a portable DJ booth, 4 uplighters and a sound system and lighting rig that is suitable for the size and shape of the venue.

Additional uplighters can be hired from PianoDJ Ltd for an additional charge.

Additional musicians (bongo players, sax players) can be booked through PianoDJ Ltd for an additional charge.

In the event that the freelance DJ is unable to perform due to unforeseen circumstances PianoDJ Ltd reserve the right to change the freelance DJ to a different person without prior notice.

The DJ will perform appropriate music at the wedding reception.

In the run up the wedding, you will have an opportunity to suggest songs that you would like the DJ to play at your wedding using an online music request form.

The DJ will prepare all of the requested songs and bring a copy of every available song with them to your wedding reception.

The DJ will try and play as many of your song requests as possible during your wedding reception.

The DJ will also play other songs that work well with your requests and are appropriate.

The DJ will try to get as many of your guests dancing as possible by selecting songs that appeal to you and your guests.

The DJ will take requests from you on the night.

The DJ will take requests from guests on the night (unless specifically instructed otherwise, in writing).

The DJ is not obliged to play every single request, but will make every effort to play as many requests as possible.

If you would like the DJ to play every single request on your list and stick to the music on your list, regardless of whether guests are dancing or not, this must be specified in writing at the time of booking.

PAYMENT FOR SERVICES

PianoDJ Ltd accept payment by online bank transfer and by cheque. A payment schedule with full details of how to pay is sent to you by email when you make a booking.

BOOKING PROCESS

The date of that you enter into an agreement to book a service from PianoDJ Ltd is the date that you commit to book.

You will receive an automated email, confirming the services that you have agreed to book.

In accordance with distance selling regulations, you will be entitled to a 14 day cooling-off period from this date during which you can cancel the service without any charges.

During the course of the 5 working days after you submit the booking form, you will receive a payment schedule and contract by email.

In the event that PianoDJ Ltd do not have a suitable musician available to play for your wedding then you will receive an email explaining that it is not possible for the booking to go ahead with 5 working days. Where possible, PianoDJ Ltd will look to recommend another suitable supplier.

Payment Schedule

The payment schedule outlines exactly what you have to pay and when it is due. All prices include VAT.

The full price is split into two payments – a deposit and a final payment.

The deposit payment is one third of the total amount and is due immediately after receiving a payment schedule from PianoDJ Ltd.

The deposit payment is non-refundable.

The deposit payment covers the reasonable costs incurred by PianoDJ Ltd and the holding fee that PianoDJ Ltd has to pay the freelance musicians to book them for the date.

The final payment is two thirds of the total amount and is due no later than 14 days before the date of the wedding.

If the full payment is not received by the date of the wedding then the musicians booked through PianoDJ Ltd will not turn up to play at the wedding.

Contract

The contract confirms all of the event details, including the date, location, time, price and details of the services provided.

This contract is really important because it outlines exactly what you have agreed to book from PianoDJ Ltd.

It is your responsibility to check this contract before signing and returning the document to PianoDJ Ltd.

The signed contract may not be modified or cancelled except by mutual consent, in writing and signed by both parties.

Cancellation

Normal Cancellation

In the event of normal cancellation (more than 6 months before the date of the wedding), PianoDJ Ltd, the final payment will be cancelled or refunded (if already paid). The deposit payment is non-refundable (see above).

If you make a normal cancellation (more than 6 months before the date of the wedding), it is likely that PianoDJ Ltd will be able to find alternative work for the musician you had booked at another wedding on the same date.

For this reason, we think it is fair that you should not have to pay the final payment.

Late Cancellation

In the event of late cancellation (up to 6 months before the date of the wedding), PianoDJ Ltd reserve the right to recover 100% of the final payment.

Due to the nature of weddings, the majority of couples book musicians to play for weddings between 6 months and 24 months in advance of the wedding date.

In the event of a late cancellation (up to 6 months before the date of the wedding), it is extremely unlikely that PianoDJ Ltd will be able to find the musician alternative work at another wedding on the same date.

For this reason, full payment must be made to PianoDJ Ltd.