Terms and Conditions
Fresh Entertainments Scotland Ltd
Company Number: SC430676
Website: freshentertainments.com
Email: enquiries@freshentertainments.com
Telephone: 0141 478 0239
Mobile: 07397 901779
These Terms and Conditions apply to all bookings made with Fresh Entertainments Scotland Ltd, trading as Fresh Entertainments (“Fresh Entertainments”, “we”, “us” or “our”).
By paying the reservation fee, completing a booking form, signing a contract, or otherwise confirming a booking with us, the Client agrees to be bound by these Terms and Conditions.
Fresh Entertainments reserves the right to amend these Terms and Conditions from time to time without prior notice. Any booking already confirmed will remain subject to the terms agreed at the time of booking, unless otherwise agreed in writing.
1. Definitions
In these Terms and Conditions:
- “Client” means the person, couple, company, organisation, agency, venue, event organiser, or other party making the booking.
- “Event” means the wedding, party, corporate event, function, or other occasion for which Fresh Entertainments has been booked.
- “Hire Date” means the date on which Fresh Entertainments is booked to provide services.
- “Reservation Fee” means the non-refundable fee paid to secure the booking.
- “Contract” means the booking agreement issued by Fresh Entertainments, including these Terms and Conditions.
- “Services” means any entertainment, DJ, hosting, photo booth, lighting, enhancement, equipment, or related service provided or arranged by Fresh Entertainments.
2. Booking Process
2.1 Bookings are only secured once Fresh Entertainments has received the required non-refundable reservation fee.
2.2 The Client must notify Fresh Entertainments by email when any reservation fee or payment has been made.
2.3 Payment details and a booking form will be sent to the Client. The Client should complete and return the booking form by email within 14 days of receipt.
2.4 Once the completed booking form has been received, Fresh Entertainments will prepare a contract using the information provided by the Client.
2.5 The contract will be issued electronically, usually via Adobe e-signature. The Client must sign the contract within 14 days of receipt.
2.6 Payment of the reservation fee confirms the Client’s acceptance of these Terms and Conditions, whether or not the Client subsequently signs the contract.
2.7 The initial booking is only fully complete when both of the following have been received:
- the completed booking form; and
- the reservation fee.
2.8 Bookings are not transferable without the prior written consent of Fresh Entertainments.
2.9 The Client is responsible for saving or printing a copy of these Terms and Conditions at the time of booking.
3. Communication and Office Hours
3.1 Fresh Entertainments’ events coordinator is available for telephone and email communication during the Client’s event planning period.
3.2 Our office hours are:
- Monday to Thursday: 10.00 am to 5.00 pm
- Friday: 10.00 am to 3.00 pm
- Saturday and Sunday: Closed due to events and weddings
3.3 We may also be involved in weekday corporate events and will respond as soon as reasonably possible.
3.4 Fresh Entertainments may reschedule arranged virtual meetings where necessary, including in circumstances beyond our reasonable control.
4. Payments
4.1 Payment is due in two parts unless otherwise agreed in writing:
- a non-refundable reservation fee payable at the time of booking; and
- the remaining balance payable no later than four weeks before the Hire Date.
4.2 Where a booking is made less than four weeks before the Hire Date, the full balance is payable at the time of booking.
4.3 Fresh Entertainments operates strictly on a first-come, first-served basis. Verbal agreements do not secure bookings.
4.4 The Client must email Fresh Entertainments after making any payment so that receipt can be confirmed and records updated.
4.5 If the final balance has not been paid by the required date, Fresh Entertainments reserves the right not to attend or provide the Services. In such circumstances, all monies already paid will be forfeited and no refund will be due.
4.6 Fresh Entertainments recommends payment by BACS transfer, as this does not usually incur additional charges to the Client.
4.7 Credit and debit card payments are processed by Stripe.
4.8 Fresh Entertainments reserves the right to offer discounts or change prices at any time. Any discounts or revised prices introduced after a reservation fee has been paid will apply only to new bookings, unless otherwise agreed in writing.
4.9 Agencies, venues, corporate Clients and third-party booking companies are bound by these Terms and Conditions.
4.10 Events booked through a third-party company, including entertainment agencies, may be subject to a 20% fee increase.
4.11 If the Event venue is more than three hours’ travel time from our base, the booking may be subject to a 20% fee increase.
Bank Details
Account Name: Fresh Entertainments Scotland Ltd
Account Number: 12221064
Sort Code: 80-22-60
5. Travel, Accommodation and Location Charges
5.1 Standard hire within Glasgow is included in the hire cost unless otherwise stated.
5.2 Travel charges apply where the venue is more than 30 miles from our base at PA4 0TH. Any travel charge will be included in the quote where applicable.
5.3 If the venue is within a Low Emission Zone, any applicable charge will be incorporated into the price and payable by the Client.
5.4 If the venue is more than two hours from our base, overnight accommodation may be required at the Client’s expense.
5.5 If the venue is more than 70 miles from our base, or where otherwise reasonably required for health and safety reasons, the Client must arrange and pay for suitable overnight accommodation for Fresh Entertainments. Accommodation must be a double en-suite room with breakfast at a Premier Inn or similar standard hotel, unless otherwise agreed.
5.6 Accommodation must be booked in the name of Fresh Entertainments. Confirmation of accommodation must be emailed to Fresh Entertainments no later than two weeks before the Event.
5.7 For all-day hire packages at venues more than two hours from our base, accommodation may be required for the previous evening to allow for the earlier start time.
5.8 If the venue is more than three hours from our base, package fees may be increased by 20% and overnight accommodation will be required.
6. Fresh Entertainments DJs
6.1 The Client is booking Fresh Entertainments and not a particular individual DJ.
6.2 Fresh Entertainments will always endeavour to provide the Client’s preferred DJ where requested on the booking form, but no specific DJ can be guaranteed.
6.3 Fresh Entertainments will usually notify the Client approximately four weeks before the Event of the DJ allocated to perform.
6.4 Notification of a DJ earlier than four weeks before the Event may be subject to change.
6.5 DJ availability is subject to personal commitments, holidays, other bookings, employment obligations and circumstances outside Fresh Entertainments’ control.
6.6 Some Fresh Entertainments DJs have full-time employment, including emergency services roles. In exceptional circumstances, work commitments or emergency service shift changes may require a DJ substitution at short notice. Fresh Entertainments will notify the Client as soon as reasonably possible if this occurs.
6.7 No refunds, discounts or compensation will be provided solely because a particular DJ is unavailable, substituted, or not the DJ the Client expected.
7. Weddings, Planning Calls and DJ Meetings
7.1 For wedding bookings, Fresh Entertainments will arrange a telephone or video call between the Client and the allocated DJ, provided the online planner has been completed.
7.2 The purpose of the call is to discuss the online planner and the entertainment arrangements.
7.3 If the Client wishes to meet the DJ in person, Fresh Entertainments may arrange this subject to availability. Any such meeting will be limited to one hour and will usually take place near Fresh Entertainments’ base in Renfrew.
7.4 Fresh Entertainments may also arrange a Zoom call with the Client’s DJ where suitable.
7.5 Fresh Entertainments will send one email to arrange the call or meeting. The Client is responsible for replying promptly. Failure to reply may mean that a call or meeting cannot be arranged due to DJ availability, other events or work commitments.
8. Online Planner
8.1 Once the contract has been signed, the Client will receive login details for the online planner by email.
8.2 The online planner is an important planning tool and must be completed online. Printed, handwritten or emailed planner submissions will not be accepted unless agreed in writing.
8.3 Unless otherwise stated, the online planner must be completed no later than four weeks before the Hire Date. Fresh Entertainments may, at its discretion, extend this deadline in limited circumstances.
8.4 The online planner may automatically close after the deadline. Once closed, no further details or music requests may be accepted.
8.5 If the online planner is not completed by the required date, Fresh Entertainments and/or the DJ will use professional judgement to select appropriate music and event details. For weddings, this may include Fresh Entertainments selecting a popular first dance and using “Loch Lomond” as the final song.
8.6 The online planner is a guide to the Client’s preferences. It is not a fixed playlist, running order, or guarantee that any specific song or number of songs will be played.
8.7 Fresh Entertainments does not own the online planner software and cannot be responsible for outages, maintenance, technical faults or software issues outside its control.
8.8 Information submitted through the online planner may be used by Fresh Entertainments for event planning and service delivery.
9. Music Requests
9.1 Fresh Entertainments provides experienced DJs who use professional judgement to read the room and select music that is suitable for the Event and the guests.
9.2 Online Planner & Music Requests – Terms & Conditions
Fresh Entertainments provides an online planner to help clients submit music preferences for their event. This planner includes the following categories:
- Most Favourite Songs
- Play If Possible
- Play Only If Requested
- Do Not Play
The online planner is designed solely as a guide to assist our DJs in understanding your musical tastes and creating the right atmosphere for your event.
Important Information
The Fresh Entertainments online planner is NOT a playlist. None of our DJs perform to a fixed playlist, and clients must understand that songs submitted through the planner are not guaranteed to be played.
Our DJs are experienced professionals who read the crowd and adapt music selections throughout the event to maintain the best possible atmosphere and dancefloor experience. Guest requests made before and during the event may also be accepted at the DJ’s discretion.
While every effort will be made to include your preferred music choices, Fresh Entertainments cannot guarantee that any specific song or number of songs will be played.
Liability
Fresh Entertainments accepts no responsibility or liability for any songs that are not played during the event. No refunds, partial refunds, compensation, or discounts will be offered in relation to music selections not being played.
By using the online planner, clients acknowledge and agree that:
- The planner is a guidance tool only.
- Music requests are not guaranteed.
- DJs retain full discretion over music programming and performance.
- The success of the event atmosphere takes priority over fixed playlists.
Clients are reminded that the online planner should not be treated as a running order or guaranteed playlist, regardless of personal expectations.
9.3 These categories are intended to guide the DJ and are not a guaranteed playlist.
9.4 Guest requests before or during the Event may be accepted or refused at the DJ’s discretion.
9.5 Fresh Entertainments cannot guarantee that any specific song, artist, genre or number of requested songs will be played.
9.6 Fresh Entertainments will not play any song that it considers unsuitable, offensive, unsafe, likely to cause hostility, or inappropriate for the Event.
9.7 No refund, partial refund, discount, compensation or other payment will be offered because a particular music request was not played.
9.8 For wedding ceremony music, including processional, signing of the register and recessional music, the Client must provide the required songs no later than 14 days before the Event. If this information is not provided, Fresh Entertainments will not be responsible for the song choices and will use suitable popular selections.
9.9 For drinks receptions and wedding breakfasts, Fresh Entertainments may provide background music using playlists supplied by the Client or selected by Fresh Entertainments. Fresh Entertainments does not provide a full DJ performance during these periods unless expressly agreed.
10. Cancellation by the Client
10.1 Cancellation of a booking by the Client must be made in writing by email or letter.
10.2 Failure to return a booking form or contract does not constitute cancellation.
10.3 All reservation fees are non-refundable.
10.4 If the Client cancels the booking, the following cancellation charges apply:
| Notice Given Before Hire Date | Amount Payable |
|---|---|
| 0–12 weeks | 100% of total booking fee |
| 13–27 weeks | 75% of total booking fee |
| 28 weeks or more | Reservation fee only |
10.5 If the Client cancels due to a decision made by a third party, including a venue, supplier, agency or other organisation, Fresh Entertainments will not be liable to refund any monies except where expressly required by law.
11. Changing the Date or Venue
11.1 Requests to change the Hire Date must be made in writing as soon as possible and no later than 12 weeks before the original Hire Date.
11.2 Any change of date is subject to availability and is not guaranteed.
11.3 If a date change is agreed, the existing contract and these Terms and Conditions will transfer to the new date, unless otherwise agreed in writing.
11.4 If the Client changes the venue, the Client must notify Fresh Entertainments at least 12 weeks before the Hire Date where possible.
11.5 Any venue change is subject to access, parking, power supply, travel, accommodation and any additional charges. Fresh Entertainments reserves the right to refuse a venue change if the new venue is unsuitable.
12. Force Majeure
12.1 Fresh Entertainments shall not be liable for any failure or delay in performing its obligations where such failure or delay is caused by events or circumstances beyond its reasonable control.
12.2 Such circumstances may include, but are not limited to, sickness, extreme weather, flood, fire, accident, road closure, vehicle breakdown, earthquake, explosion, governmental action, war, invasion, hostilities, terrorist threat or act, riot, civil unrest, national emergency, epidemic, pandemic, lock-outs, strikes, labour disputes, transport delays, power failure, telecommunications failure, or inability to obtain suitable materials or supplies.
12.3 If the Client is required to change the Event date due to COVID-19, a similar pandemic, or government restrictions, Fresh Entertainments will endeavour to transfer the booking to a new available date without an additional date-change charge. Payment deadlines will move in line with the new date where appropriate.
12.4 If the Client cancels rather than postpones, the standard cancellation terms will apply.
12.5 Where government regulations are in effect on the booked date and any refund is due, Fresh Entertainments may deduct reasonable administrative costs.
13. Cancellation or Termination by Fresh Entertainments
13.1 Fresh Entertainments may cancel, refuse to perform, suspend, or terminate the Services where:
- the Client has not paid the required balance;
- the venue is unsuitable or unsafe;
- access is refused, restricted, dangerous or unreasonable;
- the necessary licences or permissions are not in place;
- the Client has misrepresented the type of Event;
- Fresh Entertainments staff are subjected to abuse, threats, aggression or unsafe behaviour;
- Fresh Entertainments equipment or property is at risk of damage or has been damaged;
- power supply, space, weather, licensing or venue conditions prevent safe performance; or
- circumstances beyond Fresh Entertainments’ control prevent performance.
13.2 Where possible, Fresh Entertainments will endeavour to speak with the Client or venue before terminating the Services.
13.3 If Services are terminated due to the Client, the Client’s guests, the venue, lack of payment, unsuitable conditions, unsafe behaviour, or breach of these Terms and Conditions, the full hire cost remains payable and no refund will be given.
13.4 If Fresh Entertainments cannot attend or fulfil the booking due to circumstances beyond its reasonable control, it will contact the Client or venue as soon as reasonably possible. In such cases, Fresh Entertainments’ liability will be limited to monies paid, excluding the reservation fee, unless otherwise required by law.
13.5 Fresh Entertainments will attempt to source a suitable substitute DJ or entertainer where possible, but this cannot be guaranteed. If a suitable replacement is provided, no refund will be due.
13.6 Fresh Entertainments is not liable for non-attendance or delay caused by severe weather, traffic delays, vehicle breakdown, sickness, road closures, venue restrictions or similar circumstances beyond its reasonable control.
13.7 Any agreed refunds will be processed within 72 hours of Fresh Entertainments confirming the refund.
14. Venue Responsibilities, Licences and Permissions
14.1 The Client warrants that they are entitled to use the venue for the Event.
14.2 The Client is responsible for ensuring that the Event does not breach any law, by-law, licence, venue condition, property condition or other permission.
14.3 All bookings are accepted on the understanding that the venue holds all necessary music, entertainment, alcohol and event licences.
14.4 Fresh Entertainments is not responsible for any breach of licence or failure by the venue to obtain or maintain appropriate permissions.
14.5 Where licences for recorded music, entertainment or other permissions are required, the Client is responsible for ensuring that these are in place.
14.6 If Fresh Entertainments is prevented from performing due to the absence of appropriate licences or permissions, the hire may be terminated and no refund will be given.
15. Venue Location, Access and Parking
15.1 The Client must ensure that Fresh Entertainments is provided with the correct full venue address, including postcode.
15.2 Fresh Entertainments is not responsible for delays or issues caused by incorrect, incomplete or missing venue details.
15.3 The Client is responsible for ensuring suitable access for Fresh Entertainments to unload, set up, dismantle and reload equipment.
15.4 The Client must ensure that suitable parking is available for Fresh Entertainments vehicles throughout the time Fresh Entertainments is on site.
15.5 Any parking charges, penalties or fines resulting from inadequate or restricted parking arrangements are the responsibility of the Client.
15.6 Fresh Entertainments equipment is heavy and requires reasonable, safe and practical access. Excessive stairs, long carrying distances, lack of lifts, or difficult access must be disclosed at the time of booking.
15.7 If Fresh Entertainments is told that lift access is available and the lift is not available on the Hire Date, Fresh Entertainments reserves the right to refuse or reduce the set-up if safe set-up is not reasonably possible. No refund will be due.
15.8 Fresh Entertainments may charge an additional roadie fee, currently £100 per event, where extra assistance is reasonably required due to venue access, parking, loading, unloading or set-up conditions.
16. Set-Up, Dismantling and Hire Period
16.1 Fresh Entertainments requires adequate time before the performance to set up and adequate time afterwards to dismantle and remove equipment.
16.2 Unless otherwise stated, at least one hour is required for set-up and one hour for dismantling. Some packages may require longer.
16.3 The hire period will start and finish at the times agreed in the booking form and contract.
16.4 The Client is responsible for ensuring that the venue allows Fresh Entertainments access at the agreed time.
16.5 Fresh Entertainments is not responsible for moving guests, furniture, venue items or third-party equipment to create space.
16.6 If there is insufficient space to set up the full package, Fresh Entertainments may reduce the set-up as required. The full hire fee will remain payable.
16.7 If set-up is delayed because the venue does not allow access on time, because the function room is unavailable, or because the Client’s schedule is running late, the hire will still finish at the contracted time and no refund will be due.
16.8 If Fresh Entertainments is responsible for a delay in commencing the hire, Fresh Entertainments will, where possible and where permitted by the venue, extend the finishing time to provide the agreed hire period.
16.9 Fresh Entertainments requires access to a properly earthed mains electricity supply sufficient for the safe use of equipment.
16.10 If Fresh Entertainments considers the power supply, set-up area, access or any other aspect of the Event unsafe, it may refuse to start or continue the Services. No refund will be due where the issue is outside Fresh Entertainments’ control.
16.11 Where Fresh Entertainments is required to arrive early or remain on site due to traffic, access, venue or movement restrictions, idle hours may be charged at an additional hourly rate. The Client should discuss any such requirements at the time of booking.
17. Standard Start and Finish Times
17.1 Unless otherwise agreed in writing:
- Evening and Saxophone packages commence at 8.00 pm.
- Twilight package commences at 4.00 pm
- All-Day Hosting and DJ packages commence at 1.00 pm.
- All packages finish at midnight.
17.2 Earlier start times or later finish times are subject to availability and additional charges.
17.3 Fresh Entertainments will only play beyond midnight at the discretion of the DJ and subject to venue permission.
17.4 Extensions beyond midnight, where agreed, are currently charged at £200 per hour unless otherwise agreed in writing.
17.5 Fresh Entertainments is not liable if the wedding breakfast or earlier part of the Event finishes earlier than expected and there is a waiting period before the contracted start time.
18. Overrunning Events
18.1 Where the Client’s Event overruns, it will be at the discretion of Fresh Entertainments staff whether Services can continue beyond the agreed finish time.
18.2 If Fresh Entertainments agrees to continue beyond the contracted time, the Client must pay any agreed additional fee at the time, unless Fresh Entertainments agrees in writing to invoice the Client.
18.3 For some corporate events, Fresh Entertainments may agree to invoice for additional time. Such invoices must be paid within seven days.
19. Outdoor Events
19.1 If any element of the booking is outdoors, the Client must ensure that suitable cover, protection, flooring, power supply and weather contingency arrangements are provided.
19.2 Fresh Entertainments will have the final decision on whether it is safe and suitable to perform outdoors, taking into account weather, ground conditions, location, power and equipment safety.
19.3 No refund will be due where outdoor performance cannot proceed due to unsuitable or unsafe conditions outside Fresh Entertainments’ control.
20. Sound Limiters
20.1 The Client must inform Fresh Entertainments in advance if the venue has a sound limiter.
20.2 Fresh Entertainments is not responsible for reduced volume, power cuts, interruptions, music stopping, or limitations caused by a sound limiter.
20.3 Interruptions caused by a sound limiter do not entitle the Client to a refund, discount or compensation.
20.4 If Fresh Entertainments equipment is damaged due to a sound limiter or associated venue power issue, the Client will be responsible for repair or replacement costs.
21. Client, Guest and Venue Conduct
21.1 The Client is responsible for supervising their guests, customers, staff, suppliers and any children attending the Event.
21.2 Children must be supervised at all times and are not the responsibility of Fresh Entertainments.
21.3 Fresh Entertainments is not liable for injury, loss or damage caused by children, guests, venue staff or third parties touching, moving, interfering with or being near Fresh Entertainments equipment.
21.4 Fresh Entertainments will not tolerate abuse, threats, aggression, harassment or unsafe behaviour towards its staff, DJs, entertainers or contractors.
21.5 Fresh Entertainments may terminate the hire immediately if staff safety, equipment safety or public safety is at risk.
22. Damage or Loss of Equipment
22.1 The Client is responsible for any loss, theft or damage to Fresh Entertainments equipment, vehicles or property caused by the Client, guests, venue staff, suppliers or any person attending the Event.
22.2 The Client will be liable for the full cost of repair or replacement. Replacement will be charged at the retail price for a new equivalent item.
22.3 If equipment damage affects the Services, Fresh Entertainments may terminate the hire. The full hire fee will remain payable.
22.4 The Client is responsible for ensuring that booked services or equipment will not damage venue property or third-party property.
22.5 If any Fresh Entertainments service, including pyrotechnics or enhancements, is positioned near property that may be at risk of damage, the Client must advise Fresh Entertainments before the start of the hire.
22.6 Where Fresh Entertainments is responsible for damage to venue or third-party property, Fresh Entertainments’ liability will be limited to reasonable repair or like-for-like replacement where legally appropriate.
22.7 Fresh Entertainments is not liable for damage caused by third-party suppliers, providers, entertainers, venues or contractors.
23. Photo Booths
23.1 The Client must arrange suitable space for the photo booth at the venue. A minimum floor area of 3m x 3m is required unless otherwise agreed.
23.2 If there is inadequate space to set up the photo booth safely or properly, Fresh Entertainments will not be liable if the hire cannot proceed. No refund will be due.
23.3 The Client must ensure that all names, wording and details for photo booth screens and/or prints are correct before the booth booking starts. Fresh Entertainments is not liable for spelling or wording errors once the booth booking has commenced.
23.4 Fresh Entertainments is not liable for any effect on photo quality caused by venue lighting, overhead lighting, guest behaviour, environmental conditions, or circumstances outside its control.
23.5 Any logos, graphics or artwork required by the Client must be supplied in PNG format no later than 14 days before the Event.
23.6 If no design requirements are provided before the Event, Fresh Entertainments will use a suitable design of its choice, which may include the couple’s or company’s name and the Event date.
23.7 Fresh Entertainments does not provide physical props as standard. Virtual props may be included at no additional cost where available and where requested in advance.
23.8 Fresh Entertainments may source physical props at the Client’s expense. Such props will belong to the Client at the end of the Event unless otherwise agreed.
23.9 If props are left behind at the end of the Event, Fresh Entertainments reserves the right to retain or dispose of them.
23.10 Fresh Entertainments is not liable for technical errors, software issues, venue issues, lighting, internet connectivity, power problems or other matters outside its control.
23.11 Unless otherwise stated, photo booth packages are for three hours from the agreed start time.
23.12 Standard photo booth timings are:
- Three-hour package: 8.00 pm to 11.00 pm
- Four-hour package: 7.30 pm to 11.30 pm
23.13 All Fresh Entertainments photo booths are open-style booths and do not include backdrops unless expressly stated.
23.14 If AI backgrounds or background removal are used, Fresh Entertainments will select appropriate backgrounds where required.
23.15 Where AI background removal is selected, a maximum of four people is recommended in each photograph to reduce ghosting, blurring or other visual effects.
23.16 Users must remain close enough to the booth when AI background removal is used. No refund will be provided for ghosting, blurring, background issues or other effects outside Fresh Entertainments’ control.
24. Rehearsals and Site Visits
24.1 Rehearsals are not included with All-Day Hosting Packages or Ceremony Host Packages unless expressly stated.
24.2 If the Client requires a rehearsal, this must be requested in advance and will be subject to availability and an additional charge.
24.3 Site visits are not included in any quote unless expressly stated.
24.4 If the Client requires Fresh Entertainments to carry out a site visit, this must be requested at the time of booking. Site visits are subject to availability and may incur an additional charge.
25. Changing Packages or Services
25.1 If the Client wishes to increase or upgrade their package, Fresh Entertainments will provide a quote based on current prices.
25.2 Quotes are valid for 30 days unless otherwise stated.
25.3 If the Client has booked a package containing multiple services and later wishes to remove or cancel any part of the package, any reservation fee remains non-refundable.
25.4 If a package discount was applied because multiple services were booked together, Fresh Entertainments reserves the right to re-price the remaining services at their standard individual rates. No further discount is guaranteed.
26. Mood Lighting
26.1 If mood lighting is booked, the Client should provide preferred colour choices on the booking form or online planner.
26.2 Fresh Entertainments will use professional judgement to decide the number and placement of mood lights to achieve the best overall effect.
26.3 The number of lights installed may be limited by venue layout, plug sockets, furniture, doors, windows, space or safety considerations.
26.4 If mood lighting cannot be installed or must be reduced due to venue restrictions, lack of space or guest/venue arrangements, no refund will be due.
26.5 Fresh Entertainments is not responsible if guests, venue staff or third parties move, switch off, unplug or interfere with mood lighting.
27. Name Projector / Gobo Projection
27.1 The Client is responsible for providing the wording and design requirements for any name projector or gobo at the time of booking or by any deadline advised by Fresh Entertainments.
27.2 For best results, Fresh Entertainments recommends projection onto a suitable floor, clear wall or ceiling.
27.3 Fresh Entertainments is not responsible for poor display caused by uneven surfaces, unsuitable projection areas, lighting, venue restrictions or lack of appropriate space.
27.4 No refund will be given due to limited display caused by venue conditions or circumstances outside Fresh Entertainments’ control.
28. Dancing on the Clouds
28.1 Fresh Entertainments will purchase dry ice capsules for the dry ice machine where Dancing on the Clouds has been booked.
28.2 The effect is created by a chemical reaction and may vary depending on venue temperature, airflow, flooring, room layout and other conditions.
28.3 Fresh Entertainments is not responsible for, and no refund will be provided for, reduced dry ice effect caused by circumstances outside its control.
28.4 The Client is responsible for ensuring that guests and children do not run through or interfere with the dry ice effect. Fast movement through the effect can disperse the dry ice and reduce the visual impact.
29. Additional Services and Third-Party Suppliers
29.1 Additional services provided by Fresh Entertainments, including mood lighting, Dancing on the Clouds, video memory displays, name projectors and similar enhancements, are subject to these Terms and Conditions.
29.2 If final payment is not received at least 21 days before the Hire Date, Fresh Entertainments cannot guarantee the availability of certain enhancements, particularly where third-party suppliers are involved.
29.3 Fresh Entertainments may use or recommend third-party suppliers for certain items, including LED dance floors, LOVE letters, saxophonists and other enhancements.
29.4 Third-party suppliers are not employees of Fresh Entertainments. Fresh Entertainments is not liable for their behaviour, acts, omissions, delays, availability, quality, conduct or failure to perform, except where required by law.
30. Saxophone Package or Enhancement
30.1 Saxophone players used by Fresh Entertainments are third-party performers and are not employees of Fresh Entertainments.
30.2 Availability of saxophone players cannot be guaranteed until confirmed by the performer.
30.3 Fresh Entertainments cannot guarantee a specific saxophone player, but will endeavour to provide a performer of a professional standard.
30.4 If the Client requires a saxophone performer for the evening “Power Hour”, the Saxophone/DJ Package must be booked.
30.5 The Saxophone Enhancement cannot be booked for the evening “Power Hour” section unless expressly agreed.
30.6 Unless music requirements have been specified through the online planner or in writing by the required deadline, Fresh Entertainments cannot guarantee particular genres, tracks or performance content.
30.7 If no music is requested for a drinks reception, the saxophone player may perform a pre-set playlist.
30.8 Fresh Entertainments cannot guarantee exact saxophone start or finish times where the performer has other commitments or events on the same day. Requested times will be communicated to the performer but cannot be guaranteed.
30.9 No refund, discount or compensation will be provided in relation to saxophone start times, finish times, music choices or conflicts with buffet or venue timings.
30.10 The Client is responsible for ensuring that buffet timings or venue arrangements do not conflict with any saxophone performance.
31. Confetti Cannons
31.1 The Client is responsible for ensuring that confetti cannons are permitted at the chosen venue.
31.2 Fresh Entertainments is not responsible for cleaning charges or related costs arising from the use of confetti cannons.
31.3 If the venue does not permit confetti cannons, no refund will be given.
32. Microphones
32.1 Fresh Entertainments may provide microphones for speeches where included in the booked package.
32.2 Fresh Entertainments reserves the right to refuse use of microphones for purposes other than speeches, announcements, or agreed event use.
32.3 Any damage to microphones caused by the Client, guests, venue staff or third parties will be the responsibility of the Client, who will be liable for repair or replacement costs.
33. Interaction and DJ Performance Style
33.1 Fresh Entertainments DJs are interactive and use their professional judgement to encourage guest participation and create a positive atmosphere.
33.2 The Client acknowledges that Fresh Entertainments DJs may use interaction, microphone work and crowd engagement techniques as part of the performance.
33.3 Fresh Entertainments’ priority is to create a successful event atmosphere using the DJ’s experience, professional judgement and knowledge of the dancefloor.
34. Christmas Parties and Multi-Night Set-Ups
34.1 Where Fresh Entertainments equipment is set up and left in position for more than one night, the Client is responsible for the security of that equipment while it is in situ.
34.2 The Client, venue staff and guests must not touch, move, use or interfere with Fresh Entertainments equipment unless authorised by Fresh Entertainments.
34.3 The Client must provide adequate supervision and/or security to protect Fresh Entertainments equipment and staff during the Event and while equipment remains at the venue.
35. Refreshments
35.1 Where Fresh Entertainments is hired for more than four hours, the Client shall provide reasonable refreshments, such as soft drinks and sandwiches or buffet food.
35.2 Where Fresh Entertainments is hired for an All-Day Hosting Package, the Client must provide a suitable meal and soft drinks, such as a bar meal or main course from the wedding breakfast.
36. Use of Photographs and Videos
36.1 By booking Fresh Entertainments, the Client agrees that Fresh Entertainments may take and use photographs and videos during the Event for suitable business purposes, including advertising, promotional material, social media, websites, print and online marketing.
36.2 Fresh Entertainments may upload photographs and videos to Facebook, Instagram, YouTube, other social media platforms and company websites.
36.3 The Client is responsible for informing guests that photography and videography may take place.
36.4 If the Client wishes to opt out of promotional use of photographs or videos, this must be stated in writing in the additional comments section of the booking form or otherwise confirmed in writing before the Event.
37. Client Issues, Concerns and Complaints
37.1 If the Client or any guest has an issue, concern or complaint at any time after booking, the Client should contact Fresh Entertainments by email in the first instance so that Fresh Entertainments can investigate and seek to resolve the matter.
37.2 Emails should be sent to enquiries@freshentertainments.com.
37.3 Fresh Entertainments will endeavour to acknowledge complaints within 48 working hours and provide a full response within seven working days where reasonably possible.
37.4 Fresh Entertainments reserves the right to request the removal of inaccurate, defamatory, unlawful or harmful online content relating to Fresh Entertainments.
37.5 Where Fresh Entertainments considers that the Client or the Client’s guests have posted unlawful, defamatory or damaging material, Fresh Entertainments reserves the right to take appropriate action, which may include legal action and/or cancellation of the booking.
37.6 A further contract or written variation may be issued to document any agreed changes to the booking.
38. Destination Weddings
38.1 For destination weddings, the Client is responsible for arranging suitable local equipment unless otherwise agreed in writing.
38.2 The Client must provide and pay for return flights from Glasgow or Edinburgh, suitable accommodation near the venue, food and reasonable travel arrangements for Fresh Entertainments.
38.3 The Client must provide car hire and fuel where required.
38.4 The Client is responsible for providing complete and accurate venue information, travel details and any local requirements.
39. Event Type and Misrepresentation
39.1 Fresh Entertainments prices vary depending on the type of Event, planning requirements, timings, workload and Services required.
39.2 If Fresh Entertainments discovers before the Event that the booking was made for a different type of Event than stated, Fresh Entertainments may require payment of the correct standard package price before proceeding.
39.3 If Fresh Entertainments discovers at the Event that the booking type has been misrepresented, Fresh Entertainments may terminate the hire unless the correct standard fee is paid immediately.
39.4 For charity events where a reduced rate has been offered, Fresh Entertainments reserves the right to terminate the hire or require full standard payment if it discovers that the Event is not a genuine charity event.
40. Limitation of Liability
40.1 Fresh Entertainments will provide the Services with reasonable care and skill.
40.2 Fresh Entertainments shall not be liable for losses, delays, interruptions or failures caused by the Client, guests, venue, third-party suppliers, power supply, sound limiters, licensing issues, weather, traffic, force majeure events, or circumstances outside its reasonable control.
40.3 Fresh Entertainments’ total liability, where liability is established, shall be limited to the amount paid by the Client for the relevant Services, excluding the reservation fee, unless otherwise required by law.
40.4 Nothing in these Terms and Conditions excludes or limits liability where it would be unlawful to do so.
41. Quick Answers
This section answers some of the most frequently asked questions. If a query is already answered in these Terms and Conditions, the booking form or the contract, Fresh Entertainments may refer the Client to the relevant document.
Office Hours: Monday to Thursday, 10.00 am to 5.00 pm; Friday, 10.00 am to 3.00 pm; closed Saturday and Sunday due to weddings and events.
Set-Up Time: At least one hour is required to set up equipment and at least one hour to dismantle, unless otherwise stated.
Start Time: Premier, Elite and Saxophone packages usually commence at 8.00 pm. All-Day Hosting and DJ packages usually commence at 1.00 pm.
Finish Time: All packages finish at midnight unless otherwise agreed in writing.
Reservation Fee: The reservation fee is non-refundable.
Full Payment: The full balance must be received no later than four weeks before the Hire Date.
Bank Details:
Account Name: Fresh Entertainments Scotland Ltd
Account Number: 12221064
Sort Code: 80-22-60
Payment Notification: The Client must email Fresh Entertainments after making any payment so that receipt can be confirmed and records updated.
Cancellation Charges:
| Notice Given Before Hire Date | Amount Payable |
| 0–12 weeks | 100% of total booking fee |
| 13–27 weeks | 75% of total booking fee |
| 28 weeks or more | Reservation fee only |
Online Planner: For weddings and adult parties, the online planner must be completed online no later than four weeks before the Hire Date.
Music Requests: Music requests are requests only and are not a guaranteed playlist. The DJ will use professional judgement to read the dancefloor and select suitable music.
Notification of DJ: The Client will usually be informed of the allocated DJ approximately four weeks before the Hire Date.
Wedding Client Meetings: Fresh Entertainments can arrange a telephone or Zoom call with the DJ once the online planner has been completed. In-person meetings may be arranged near Renfrew subject to availability.
Travel and Accommodation: Travel charges apply where the venue is more than 30 miles from Renfrew. Accommodation and/or additional charges may apply where the venue is more than two hours from our base.