Terms and Conditions 

1. Booking Fee

No booking is secure with Hampshire Entertainment until a non-refundable booking fee is received. The booking fee amount depends on the service being supplied.

All enquiries are held for up to 24 hours from first contact. An extension may be granted at our discretion (for example, up to 5 days).

2. Payments

Full payment must be made by the 1st of the month prior to your event.

Failure to meet payment terms may result in loss of booking or late payment charges. Late payment fees are calculated based on the outstanding balance, up to a maximum of £10.00 per day.

For hires under £400, the full balance is required upfront. This applies to hire services only and protects Hampshire Entertainment and its subcontractors against cancellations.

3. Venues and Subcontractors

Payment terms may be waived for established venues we have worked with previously. In such cases, payment terms may extend to 14 days, excluding weekends and public holidays.

All agreements must be confirmed in writing. Verbal agreements will not be accepted.

If payment is not received within 60 days, Hampshire Entertainment reserves the right to apply for a County Court Judgment (CCJ). Any recovery costs, including High Court Enforcement Officer fees and damages to our business, will be added to the outstanding balance.

4. Venue Setup & Hire of Services

Clients must provide full clarification of how hired PA systems will be used (e.g. speeches, background music) at least 7 days before the event.

If Hampshire Entertainment or its subcontractors are required to return to the venue after setup (before an evening DJ/disco service) to move or remove items, additional charges will apply and must be paid prior to the event.

All hired equipment remains the client’s responsibility. Missing or unavailable items at collection will be charged at full replacement cost, plus any loss of earnings if another booking cannot be fulfilled.

Clients must ensure venues have adequate electrical sockets. No partial refunds will be issued if equipment cannot be installed due to insufficient power supply.

The venue must be fully prepared at the agreed setup time. Floor plans must be supplied at least 2 weeks in advance. Equipment will not be moved once installed. Delays caused by venue readiness will incur additional charges.

Once setup is complete, any damage or movement of equipment caused by guests or venue staff is the client’s responsibility. Hampshire Entertainment accepts no liability after leaving the venue.

Estimated setup times are provided in advance and will not be shortened on the day. We accept no responsibility for delays caused by insufficient setup time.

5. Venue Charges

It is the client’s responsibility to confirm and pay any venue fees for external DJs or suppliers. These fees are not included in Hampshire Entertainment’s pricing. We reserve the right to request proof of payment.

Additional charges:

• Follow-up message or call: £10

• Late payment fee: Up to £10 per day

• Administration costs: £15

6. Mobile Disco Fees

Minimum standard disco rate: £58 per hour, with a minimum booking of 5 hours.

7. Stairs and Access

Prices exclude stair or step access. Where no lift is available, Hampshire Entertainment reserves the right to refuse service.

If stairs are involved and not disclosed in advance, a charge of £10 per step will apply. Additional costs may be incurred depending on access.

Failure to disclose access issues may result in forfeiture of booking with no refund.

8. Damages

Any damage to Hampshire Entertainment’s equipment caused by the client, venue, or guests will be charged at full retail replacement value plus VAT and delivery.

We will not repair damaged equipment. Damage claims also extend to our vehicles. CCTV footage must be provided immediately upon request.

Damage to venues caused by clients or guests is not the responsibility of Hampshire Entertainment.

9. Dancefloor

No drinks are permitted on the dancefloor. Evidence of spills will result in a £100 cleaning fee.

Any damage to the dancefloor will be charged at full retail replacement value plus VAT and delivery.

10. Feedback & Reviews

Fake or fraudulent reviews will be challenged publicly and may result in legal action for fraud and reputational damage. We reserve the right to involve local authorities.

11. Cancellations

Clients have a 24-hour cooling-off period after confirmation. After this period:

• Booking fees are non-refundable

• Any payments made are non-refundable

This applies regardless of notice given.

12. Fire & Safety

Clients must ensure sufficient space for equipment, staff, and safe exits. Hampshire Entertainment reserves the right to refuse setup or performance if safety is compromised. No refunds will be issued.

13. Sound Limiters

Venues with sound limiters must disclose this in advance. Hampshire Entertainment is not responsible for power cut-offs caused by sound limiters.

14. Right to Stop the Event

We reserve the right to cease service immediately if any of the following occur:

• Assault or threats

• Equipment damage or theft

• Verbal abuse

• Objects or drinks thrown

• Tampering with equipment

• Unauthorised use of equipment

• Mass fighting or riots

No refunds will be given in these circumstances.

15. Breakdowns

In the event of vehicle or equipment failure, Hampshire Entertainment will attempt to resolve the issue or provide a replacement. If unsuccessful, compensation may be agreed in writing and issued within 14 days.

16. Change of Venue

If the venue changes and cannot accommodate booked services, no price reduction will be offered and the full balance remains payable.

Venue changes affecting setup times must be agreed at least 1 month in advance. Additional charges may apply.

17. Traffic Delays

We plan travel carefully but cannot be held responsible for traffic delays beyond our control.

18. Breaks

For bookings over 5 hours, we reserve the right to a 20-minute break. All-day events require a 1-hour break.

19. Acceptance of Terms (Invoices & Quotes)

By paying a booking fee, part payment, or full balance, or by accepting a written quote or invoice (including via email, text message, or social media messaging), you confirm that you have read, understood, and agreed to these Terms & Conditions in full. These Terms form a legally binding agreement between you (the client) and Hampshire Entertainment.

20. Website Use & GDPR Compliance

When booking via our website or communicating electronically, personal data is processed in accordance with UK GDPR and the Data Protection Act 2018.

• We only collect data necessary to provide our services

• Data may be shared with subcontractors solely for event delivery

• We do not sell or misuse personal data

• Data is stored securely and retained only as long as necessary

For full details, clients should refer to our Privacy Policy.

21. Plain‑English Summary for Clients (Non‑Contractual)

This summary is for guidance only. The full Terms & Conditions above are legally binding.

• Your date is not secured until the booking fee is paid

• Booking fees are non‑refundable

• Final payment is due by the 1st of the month before your event

• Late payments may incur daily fees or loss of booking

• You are responsible for venue access, power, and setup readiness

• Any damage to equipment caused by guests or venues will be charged in full

• If safety, abuse, or damage occurs, we may stop the event immediately with no refund

• Venue fees for external DJs are your responsibility

• Cancellations after 24 hours do not receive refunds

22. UK Consumer Law Compliance (Non‑Legal Guidance)

These Terms are written to align with UK consumer principles including:

• Transparency and clarity of pricing

• Clear cancellation and refund terms

• Reasonable late payment and damage charges

• Health and safety obligations

Nothing in these Terms affects your statutory rights under UK law. If any clause is found unenforceable, the remaining Terms will continue to apply.

23. Formatting & Usage Guidance

These Terms & Conditions may be used across:

Website

• Display as a dedicated Terms & Conditions page

• Link during checkout or enquiry forms

• Pair with a Privacy Policy and Cookie Notice

Invoices & Quotes

• Include a short reference: “Payment confirms acceptance of Hampshire Entertainment’s Terms & Conditions”

• Provide a link or PDF copy upon request

Contracts & PDFs

• Attach as a schedule or appendix

• Include version date and page numbers

24. Force Majeure (Events Outside Our Control)

Hampshire Entertainment shall not be held liable for any failure or delay in performing its obligations where such failure or delay is caused by events beyond our reasonable control ("Force Majeure Event").

Force Majeure Events include, but are not limited to:

• Extreme weather conditions

• Flooding, fire, or natural disasters

• Pandemics, epidemics, or public health emergencies

• Government restrictions, lockdowns, or changes in law

• Acts of terrorism, war, civil unrest, or riots

• Power failures, venue closures, or evacuation orders

• Failure of transport networks or fuel shortages

• Illness, injury, or death affecting performers where no reasonable substitute is available

Where a Force Majeure Event occurs, Hampshire Entertainment will make reasonable efforts to:

• Rearrange the event to a mutually agreed alternative date, or

• Provide a suitable replacement where possible

Booking fees remain non-refundable, however any further payments may be credited toward a rescheduled date at our discretion. No compensation shall be payable for losses incurred as a result of a Force Majeure Event.