Booking Terms & Conditions

MHX Entertainment – Booking Terms & Conditions (All Bookings)

 

Version date: 03/05/2026

 

These Booking Terms & Conditions (“Terms”) set out the agreement between MHX Entertainment, owned and operated by Matthew Hall (“we/us/our”), and the client (“you/your”) who is booking DJ / event entertainment services from us.

These Terms are suitable for private bookings (weddings, parties) and corporate/organisational bookings (invoice/PO bookings). Where extra terms apply to one type of booking, these are set out in Section A (Private) and Section B (Corporate).

1. Definitions

  • “Event” means the function, party, wedding, or occasion for which our services are booked.

  • “Services” means DJ performance, sound/lighting supply (if applicable), hosting/MC (if applicable) and any agreed add-ons shown on your quote/invoice/booking confirmation.

  • “Fee” means the total price shown on our quote/invoice/booking confirmation (plus any agreed variations).

2. Contract, documents and acceptance

2.1 What forms the contract

Your booking is made up of:

  1. your quote/invoice/booking confirmation (including the agreed Event details and Fee),

  2. these Booking Terms & Conditions, and

  3. any special terms we agree in writing.

If there is any conflict between documents, the quote/invoice/booking confirmation will take priority over the general Terms (to the extent of the conflict).

2.2 When these Terms become binding

These Terms become binding when you do any of the following:

  • confirm the booking in writing (email/WhatsApp), and/or

  • pay any deposit/booking fee or invoice amount (in whole or part), and/or

  • for corporate clients, issue a purchase order (PO) or instruction to proceed.

2.3 Booking confirmation

A booking is only confirmed once:

  • we have issued written confirmation, and

  • any required deposit/booking fee stated on the quote/invoice has been received.

Until confirmed, provisional dates may be released to other clients without notice.

2.4 Your responsibility for accurate information

You must provide accurate Event details (date, venue address, timings, and an on-the-day contact). Any changes must be communicated as soon as possible.

3. Fees, deposits and payment

3.1 Deposits / booking fees

Unless otherwise agreed in writing, a 50% deposit (booking fee) is required to secure the booking.

3.2 Balance due

The remaining balance is due no later than 7 days before the Event date (or by the due date shown on the invoice).

3.3 Payment methods

Payments may be made by bank transfer or Stripe (where offered).

4. Changes and variations (important)

4.1 Changes you request

If you request changes to timings, venue, access arrangements, equipment requirements, set-up location, or scope of Services, we will confirm any price/time impact in writing.

4.2 Last-minute alterations

Last-minute changes that materially increase set-up complexity or reduce practical access (for example: longer carry distances, stairs without a lift, reduced access times, security restrictions, delayed load-in, venue layout changes) may incur additional charges and/or may not be possible.

4.3 Changes that prevent set-up or performance

If changes (including venue rules or access restrictions) prevent us from setting up or performing safely and on time, this will be treated as a client cancellation and the full Fee remains payable.

4.4 Other suppliers

You must coordinate with any other suppliers (venue AV, production, staging, photographers, etc.) to ensure our set-up area and time are protected. We are not responsible for delays or reduced performance time caused by third parties.

5. Cancellations and postponements by you

5.1 Cancellation more than 14 days before the Event

If you cancel more than 14 days before the Event, the deposit/booking fee is retained and no further balance is due.

5.2 Cancellation within 14 days of the Event

If you cancel within 14 days of the Event, the full Fee remains payable.

5.3 Postponements / date transfers

Where possible and at our discretion, we may allow a date transfer (postponement) to a new date you propose, subject to availability. An administration fee may apply and pricing may change for the new date.

6. Cancellation by us

In the unlikely event we must cancel, all monies paid (including deposits) will be refunded in full.

Where feasible, we may offer a suitable replacement DJ at no extra cost, but this is not guaranteed and you may decline.

7. Venue, access and technical requirements

7.1 General

You must ensure suitable access, power supply, and space for our equipment, including sufficient time for load-in and set-up before performance start.

7.2 Access / parking / load-in (permits etc.)

You must provide clear instructions and (where applicable) permits for vehicle access, loading, and parking.

Reasonable parking, ULEZ and congestion charges are included in our Fee.
Where specific permits, pre-booked parking, timed loading slots, or vehicle registration approvals are required, you must arrange these in advance.

Any additional costs caused by inaccurate information, failed access arrangements, or penalties/fines are payable by you.

7.3 Access delays

If access is delayed or restricted (e.g., security, lifts unavailable, venue not ready), our finish time remains as booked unless overtime is agreed (see Section 8).

7.4 Sound limiters / volume restrictions

You must tell us in advance if the venue uses a sound limiter, SPL cap, or has strict volume policies. We are not responsible for any reduction in volume/performance quality caused by venue restrictions or limiter activation.

7.5 Power supply

You must provide a safe, continuous mains power supply suitable for professional audio/lighting equipment.

Unless agreed otherwise, this means at least two (2) standard 13A sockets within reasonable reach of the set-up area.

If adequate power is not available on arrival, we may be unable to perform and this will be treated as a late client alteration/cancellation.

7.6 Outdoor/open-air set-ups

Due to the nature of electrical equipment, we do not perform in open-air locations without suitable weatherproof cover.

Where any part of the set-up is outdoors, you must provide a solid, waterproof overhead cover (e.g., marquee/gazebo) and protection from rain, wind and direct sun.

If conditions are unsafe or the cover is inadequate, we may refuse to set up/perform.

7.7 Equipment safety and interference

Only MHX Entertainment personnel may operate, move, connect or adjust our equipment.

You must ensure guests/attendees do not touch, use or interfere with any equipment, cabling, speakers, stands or DJ booth.

7.8 Liquids near equipment

Drinks must not be placed on the DJ booth, speakers, subwoofers or any equipment cases. You are responsible for ensuring a safe separation between guests’ drinks and our equipment.

7.9 Damage and replacement costs

Any loss or damage to our equipment caused by guests/attendees, venue staff or other third parties due to negligence or interference will be charged to you for repair or like-for-like replacement (including associated labour/collection costs where applicable).

7.10 Permissions and licences

You are responsible for obtaining any required venue permissions, licences, or approvals unless we agree otherwise in writing.

7.11 Safe working environment

A safe working environment must be provided for our staff and equipment. We may refuse to set up/perform if conditions are unsafe.

8. Performance and operational notes

8.1 Music requests and DJ discretion

We will make reasonable efforts to accommodate music requests, subject to suitability, time, and Event context.

We welcome requests, but final music selection remains at the DJ’s discretion to suit the audience, venue rules and Event objectives. We will not play content that is discriminatory, hateful, illegal, or that we reasonably believe could jeopardise safety or breach venue policy.

8.2 Performance times and extensions

Performance times will be agreed in advance. Extensions may be possible at additional cost and subject to venue approval (where required).

8.3 Overtime / extensions

Any extension to the agreed finish time must be agreed by you (or an authorised on-site representative) and approved by the venue where required.

Overtime is charged at £80 per hour after the agreed finish time and will be invoiced post-event.

8.4 Event delays

If your Event schedule runs late (e.g., delayed speeches/food/room turnaround), this does not extend our end time. If you wish to keep the same amount of DJ time, this will be treated as overtime and must be agreed as above.

8.5 Breaks and welfare

For long bookings, we may take brief comfort breaks while maintaining music as appropriate.

For continuous bookings exceeding 5 hours, you agree to provide access to drinking water/soft drinks and a short break window, or additional staffing may be required at extra cost if needed.

8.6 Client/venue supplied equipment

Where you request we connect to or use any client/venue/third-party sound, lighting, staging or power equipment, you are responsible for its suitability and safety.

We cannot guarantee compatibility and are not liable for faults or performance issues arising from third-party equipment.

8.7 Smoke/haze and flashing lighting

Smoke/haze effects and flashing/strobe lighting are subject to venue approval and client notification.

9. Insurance, PAT testing and attended set-ups

9.1 Public Liability Insurance (PLI)

MHX Entertainment holds Public Liability Insurance with cover up to £10,000,000. Evidence can be provided on request.

9.2 PAT testing

All portable electrical equipment supplied by us is Portable Appliance Tested (PAT) and maintained in safe working order. PAT records can be provided on request.

9.3 Attended set-up only (no unattended “drop-off”)

For safety and insurance purposes, our set-up and equipment must be attended by our staff at all times.

We do not provide unattended “drop-off” set-ups. If you request an earlier set-up time and a later return, we will either:
a) remain on site (chargeable standby/manning time may apply), or
b) set up closer to performance time.

9.4 Security and responsibility

You are responsible for ensuring the performance area is secure, with guests/attendees prevented from accessing or tampering with equipment.

If equipment is left on site at your request against our advice, it will be at your risk and we accept no liability for theft, loss or damage.

10. Force majeure

We are not responsible for failure or delay in performing the Services due to circumstances beyond our reasonable control (including extreme weather, power failure, venue closure, government restrictions, illness/injury, transport disruption, or acts of third parties).

If a force majeure event occurs, we will work with you in good faith to reschedule where practical. If rescheduling is not possible, refunds (if any) will be limited to amounts paid minus unrecoverable costs already incurred.

11. Loss, damage and liability

We hold Public Liability Insurance and use PAT-tested equipment.

You are responsible for any loss or damage to our equipment caused by you, your staff, guests, contractors, or the venue (excluding normal wear and tear).

To the maximum extent permitted by law, our total liability for any claim is limited to the Fee paid for the Services. We are not liable for indirect or consequential losses (e.g., loss of profit, reputation, or anticipated savings).

12. Recording and content

If you or the venue record audio/video, you are responsible for any permissions/licences required.

We may take photos/short clips of our set-up for portfolio/marketing unless you notify us in writing before the Event that you do not consent.

13. Data protection

We process contact and Event information for the purposes of providing a quotation, booking administration and delivering the Services.

We will not sell your data. You may request access to or deletion of your booking details where we are not required to retain them for legal/accounting purposes.

14. Issues and complaints

Any issues should be raised with the DJ or our on-site representative as soon as reasonably possible during the Event so we can attempt to resolve them.

If you believe there is a problem with the Services, you must notify us in writing within 7 days of the Event, providing reasonable detail and (where relevant) supporting evidence.

We will investigate in good faith and, where appropriate, offer a proportionate remedy at our discretion. No remedy will exceed the Fee paid.

15. Governing law

These Terms are governed by the laws of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

Section A – Private clients (weddings, parties & consumer bookings)

A1. Fixed-date leisure/entertainment services – no standard cooling-off period

Where you are a consumer booking our leisure/entertainment Services for a specific Event date, the standard 14-day cancellation (“cooling-off”) right that applies to some distance/off-premises service contracts does not apply where the contract provides for a specific date or period of performance for leisure services.

You can still cancel under Section 5 (Cancellations and postponements by you) above.

A2. Consumer rights

Nothing in these Terms affects your statutory rights as a consumer.

Section B – Corporate / organisational clients (invoice / PO bookings)

B1. Authority to book

If you are booking on behalf of an organisation, you confirm that you have authority to bind that organisation.

B2. Late payment (business-to-business)

For business-to-business debts, we reserve the right to charge statutory interest and recovery costs where applicable, and/or suspend performance until payment is received.

 

By proceeding with your booking and/or paying any deposit or invoice, you confirm that you have read and accepted these Booking Terms & Conditions.