TERMS & CONDITIONS

Bookings & Confirmation

A booking is only confirmed once R&D Entertainments has received the required deposit and issued a written confirmation (by email or message). Verbal agreements, enquiries, or provisional holds do not constitute a confirmed booking.

By paying your deposit and/or signing a booking confirmation, you (the Client) agree to be bound by these Terms & Conditions in full. These terms apply to all services provided by R&D Entertainments including, but not limited to, DJ hire, photobooth hire, selfie pod hire, 360° video booth hire, LED letter hire, magic mirror hire, and all associated party extras.

Deposits & Payments

The following payment terms apply to all bookings:

• A non-refundable deposit of 25% of the total agreed fee is required to secure your booking date.
• The remaining balance is due in full no later than 14 days before your event date.
• For bookings made within 14 days of the event, full payment is required at the time of booking.
• Payment may be made by bank transfer, debit/credit card, or cash.
• Any additional services or upgrades added after the initial booking must be agreed in writing and paid for in full prior to the event.

Failure to pay the balance by the due date may result in the booking being cancelled. In such cases, the deposit will not be refunded.

Cancellations & Rescheduling

We understand that circumstances can change. Our cancellation policy is as follows:

• Cancellation more than 90 days before the event: Deposit forfeited. No further charge.
• Cancellation 30–90 days before the event: Deposit forfeited. 50% of the remaining balance due.
• Cancellation fewer than 30 days before the event: Full payment remains due.

All cancellations must be made in writing (email to info@rdentertainments.co.uk).

Services & Equipment

R&D Entertainments will provide the services and equipment agreed at the time of booking. We reserve the right to substitute equivalent or superior equipment where necessary without notice, for example in cases of equipment failure.

• All equipment is professionally maintained and PAT tested.
• We carry full public liability insurance. Documentation is available on request.
• Setup and breakdown time is not included within the agreed hire period unless otherwise stated.
• We require reasonable access to the venue for setup. Any access restrictions must be communicated at the time of booking.
• Sufficient mains power must be available at the venue. Power requirements will be advised on booking.

R&D Entertainments reserves the right to terminate services at any event where the safety of our staff or equipment is at risk, without refund.

Venue Requirements

The Client is responsible for ensuring the venue is suitable for the services booked. This includes:

• Confirming that the venue permits the services booked (e.g. DJ, photobooths, LED equipment).
• Providing adequate space for setup as outlined in your booking confirmation.
• Ensuring access for loading and unloading equipment is available at least 2 hours before the event start time.
• Confirming the venue's noise restrictions and sound limiters with R&D Entertainments prior to the event.
• Ensuring adequate power supply. Any damage to our equipment caused by venue power issues is the responsibility of the venue/client.

Liability

R&D Entertainments' total liability to the Client shall not exceed the total amount paid for the services booked.

We are not liable for:

• Indirect or consequential losses arising from a failure to provide services.
• Losses caused by events outside our reasonable control (see Force Majeure).
• Damage to personal property of guests at the event.
• Any loss arising from information provided by the Client that is inaccurate or incomplete.
• Any costs incurred as a result of a venue refusing access or requiring early termination.

The Client is responsible for any damage caused to R&D Entertainments equipment by guests or third parties during the event. Damage will be assessed after the event and the Client will be invoiced accordingly.

Client Responsibilities

The Client agrees to:

• Provide accurate event details at the time of booking (date, venue, timings, guest numbers).
• Notify R&D Entertainments of any changes to event details as soon as possible.
• Ensure guests treat our staff and equipment with respect.
• Not permit intoxicated or abusive individuals to interfere with our equipment or staff.
• Ensure the agreed performance area is clear and ready prior to our setup time.

R&D Entertainments reserves the right to refuse service, terminate the event early, or remove equipment if staff are subjected to abusive, threatening, or unsafe behaviour. No refund will be issued in such circumstances.

Force Majeure

Neither party shall be liable for failure to fulfil their obligations where such failure is caused by circumstances beyond their reasonable control, including but not limited to:

• Extreme weather events or natural disasters.
• National emergencies, pandemics, or government-imposed restrictions.
• Fire, flood, or significant damage to the venue.
• Serious illness or bereavement of key personnel.
• Acts of terrorism or civil unrest.

Music & Content

R&D Entertainments holds all necessary music licences required to perform at events. The Client is not required to obtain any additional music licensing for services provided by R&D Entertainments.

• Music requests must be submitted in advance where possible. We will endeavour to accommodate all reasonable requests.
• R&D Entertainments reserves the right to decline to play music that is deemed offensive, inappropriate, or likely to cause distress to guests.
• The DJ will use their professional judgement to adapt the music selection to the mood and audience throughout the event.
• Requests for explicit content must be agreed in advance. Any such content will only be played where appropriate to the event and age of attendees.

Photography & Media

R&D Entertainments may photograph or film our setup and services at your event for use in our marketing materials, website, and social media channels. This includes images produced by photobooth, selfie pod, 360° booth, and magic mirror equipment.

All digital images and videos produced by our equipment during your event remain the intellectual property of R&D Entertainments. A full copy will be provided to the Client as agreed in the booking. The Client may use event media for personal use. Commercial use of R&D Entertainments-produced content requires prior written consent.

Privacy & Data

R&D Entertainments collects and stores personal information (name, address, email, phone number, event details) solely for the purpose of fulfilling bookings and communicating with clients. We will never sell or share your personal data with third parties.

• Your data is stored securely and retained only for as long as necessary.
• You may request access to, correction of, or deletion of your personal data at any time by contacting us at info@rdentertainments.co.uk.
• By making a booking you consent to R&D Entertainments contacting you via email, phone, or message in connection with your event.

R&D Entertainments complies with the UK General Data Protection Regulation (UK GDPR).

General

• These Terms & Conditions constitute the entire agreement between R&D Entertainments and the Client in relation to the services booked.
• Any amendments to these terms must be agreed in writing by both parties.
• If any part of these terms is found to be unenforceable, the remaining provisions shall continue in full force.
• These terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.
• R&D Entertainments reserves the right to update these Terms & Conditions at any time. The version in force at the time of your booking confirmation will apply to your booking.