Terms & Conditions
Heard The Beat
Version 1.1 – Effective from 4th February 2026
Please carefully review the following Terms & Conditions. These apply to both the hirer (“the Client”) and Heard The Beat (“the DJ / Service Provider”). This document forms a legally binding contract between both parties.
By confirming acceptance of these Terms & Conditions and Cancellation Policy, the Client agrees to be bound by its contents. Heard The Beat will retain a record of acceptance, at which point this agreement becomes legally binding.
To avoid any non-appearance or disappointment, all bookings are only confirmed once these Terms & Conditions have been accepted.
Changes to Agreement
Any changes to this agreement must be agreed in writing by Heard The Beat. Additional fees may apply and will be confirmed in writing before any changes are made.
All services and equipment are provided only for the times agreed. The Client and/or venue must allow sufficient access for setup and pack-down to ensure services can be delivered as contracted. Administrative fees may apply if services are delayed or postponed due to circumstances outside of Heard The Beat’s control.
Fees and Payments
Booking Deposit
A non-refundable deposit of £50 is required to secure the event date. The booking is not confirmed until the deposit has been received. The deposit is deducted from the total booking fee.
Balance Payment
The remaining balance is due no later than 14 days (2 weeks) before the event date. Payments may be made in instalments for flexibility, however the full balance must be cleared by this date.
Failure to pay the balance by the due date may result in cancellation of services, with the cancellation terms below applying.
Cancellations by the Client
All cancellations must be made in writing. The date the written cancellation is received will be used to determine applicable fees.
- The £50 booking deposit is non-refundable under all circumstances
- Cancellation more than 6 months before the event date: deposit retained, no further charges
- Cancellation between 3 and 6 months before the event date: 50% of the total booking fee remains payable
- Cancellation within 3 months of the event date: 100% of the total booking fee remains payable
If the Client cancels after the full balance has been paid, no refund will be issued.
Illness, personal circumstances, travel disruption, or COVID-related issues do not qualify for a refund. Where possible, Heard The Beat will attempt to offer a rescheduled date, subject to availability. If a suitable alternative date cannot be found, no refund will be issued.
These charges reflect the loss of opportunity to rebook the date and the preparation work already undertaken.
Cancellations by Heard The Beat
In the unlikely event that Heard The Beat is unable to perform due to unforeseen circumstances such as illness or emergency, every reasonable effort will be made to provide a suitable replacement DJ.
If a replacement cannot be provided, a full refund of all monies paid will be issued. No additional compensation will be payable.
Force Majeure
Heard The Beat shall not be liable for failure to perform where performance is prevented by events beyond reasonable control, including but not limited to national mourning, war, strikes, extreme weather, government restrictions, or venue-related issues.
Where possible, an alternative date will be discussed. If performance cannot take place, refunds will be considered on a case-by-case basis, excluding the deposit.
Insurance
Heard The Beat holds £5,000,000 Public Liability Insurance. Copies of insurance and relevant documentation are available upon request.
Venue & Safety Requirements
The venue must provide a safe and suitable working environment, including sufficient space for the DJ booth, speakers, and any additional equipment booked.
A minimum of one 15–20 amp, three-prong grounded power outlet must be provided within 20 feet of the setup area and must not be shared with other equipment. Any delays or interruptions caused by inadequate power are the responsibility of the Client.
Damages and Liability
The Client is responsible for any damage caused by guests to Heard The Beat equipment, including but not limited to speakers, lighting, DJ booth, photo booths, giant letters/numbers, and other hired items.
Any damage will be assessed after the event, and the Client will be liable for repair or replacement costs.
Heard The Beat accepts no liability for personal injury or property damage arising from misuse of equipment or guest behaviour.
Equipment Hire & Use
Dry Ice and Smoke Effects
Dry ice and smoke effects are subject to venue approval. No refunds will be issued if the venue prohibits their use on the event day.
Uplighting (Mood Lighting)
Uplighting must remain in the agreed position throughout the event. Any damage will be chargeable.
Giant Letters & Numbers
These must remain in the agreed position and be treated with care. Any damage will be chargeable to the Client.
Sound & Lighting Equipment
All equipment remains the property of Heard The Beat and must be returned in the condition supplied.
Photobooth Prints
Packages that include prints per session are limited to a maximum of 200 prints per event. Once the print limit is reached, the photobooth will continue in digital-only mode, with digital images supplied after the event.
Acceptance of Terms
By accepting these Terms & Conditions and entering your name via the confirmation form, you confirm that you have read, understood, and agree to be bound by this agreement.
Where a booking has already been confirmed via email and payment has been made, this acceptance shall carry the same legal effect as a handwritten signature.