Corporate Booking Terms & Conditions

CORPORATE AND ORGANISATIONAL BOOKINGS

 

Version 6 | 2 September 2026

For corporate and organisational clients using quotations or invoice bookings.

 

Contracting party
MHX Entertainment Ltd (Company No. 17414412)
Registered in England and Wales
Registered office: 75 Summerlin Drive, Woburn Sands, Milton Keynes, MK17 8GP

Contact
Email: info@mhxentertainment.co.uk
Telephone: 07386 366 898
Website: www.mhxentertainment.co.uk

 

These Booking Terms & Conditions form part of the agreement between MHX Entertainment Ltd (MHX, we, us or our) and the organisation named as the customer on the relevant quotation, booking confirmation or invoice (Client, you or your). They apply to corporate and organisational bookings accepted on or after 2 September 2026 unless we agree otherwise in writing. They do not retrospectively amend an earlier contract.

Acceptance. These terms become binding when an authorised representative of the Client confirms the booking in writing, issues a purchase order or instruction to proceed, or pays any booking fee, deposit or invoice amount. The person acting for the Client confirms that they have authority to bind the Client.

Order of precedence. Any specific written terms agreed by both parties take priority. The quotation, booking confirmation or invoice takes priority for the Services, Event details, Fee and payment schedule. These terms apply to everything else.

1. DEFINITIONS

  • Event means the function, party, conference or other occasion for which the Services are booked.

  • Services means the DJ performance, sound, lighting, hosting, microphones, production support and any agreed additions shown on the quotation, booking confirmation or invoice.

  • Fee means the total amount shown for the Services, including any agreed written variation.

  • Booking Fee means the deposit or other advance payment stated to secure the booking.

2. BOOKING AND CONFIRMATION

  • Dates remain provisional until we issue written confirmation and receive the 20% Booking Fee (deposit), or the full Fee where you choose to pay upfront, in cleared funds. An enquiry, quotation, provisional hold or purchase order alone does not secure the date.

  • Until confirmation, we may release a provisional date to another client without notice.

  • You must provide accurate Event details, including the date, venue, timings, attendance, access arrangements, technical requirements and an authorised contact for the day.

  • Any purchase order or supplier-onboarding requirement must be supplied early enough to avoid delaying confirmation or payment.

3. FEES, BOOKING FEES AND PAYMENT

  • Unless a quotation or invoice expressly states otherwise, a non-refundable Booking Fee (deposit) equal to 20% of the total Fee is payable upfront to secure the chosen Event date. The Booking Fee forms part of, and is deducted from, the total Fee.

  • You may choose to pay the total Fee in full upfront instead of paying the Booking Fee and a later balance.

  • Where only the Booking Fee is paid upfront, the remaining balance must be received in cleared funds by the invoice due date and no later than 10 calendar days before the Event.

  • For a booking confirmed 10 calendar days or fewer before the Event, the total Fee is payable immediately in full and must be received in cleared funds before we are required to load in, set up or perform.

  • MHX Entertainment Ltd is not currently VAT registered and no VAT is charged unless an invoice expressly states otherwise.

  • Payment may be made by bank transfer or by another method we offer. Your internal purchase-order or approval process does not extend an agreed payment date unless we confirm this in writing.

  • For late business-to-business payments, we reserve the right to claim statutory interest, compensation and reasonable recovery costs where legally available.

  • If an undisputed amount remains overdue, we may suspend preparation or performance after reasonable notice. If non-payment prevents performance, the booking may be treated as a Client cancellation.

4. CHANGES AND VARIATIONS

  • Requested changes to timings, venue, access, equipment, staffing or scope are subject to availability and may change the Fee. We will confirm material changes in writing.

  • You must coordinate with the venue and other suppliers so that our setup area, access time and performance time remain available as agreed.

  • Late changes that increase setup complexity, including longer carries, stairs without a suitable lift, restricted loading, security procedures or reduced access time, may incur additional charges or may not be possible.

  • If a Client change, venue rule or access restriction prevents safe or timely performance, this may be treated as a Client cancellation and the applicable cancellation charges will remain payable.

5. CANCELLATION AND POSTPONEMENT BY THE CLIENT

  • Cancellation must be given in writing and takes effect when received by us.

  • If you cancel more than 14 days before the Event, the Booking Fee is retained and no further balance is due, except for agreed or non-recoverable third-party costs already committed specifically for your Event.

  • Where you paid the total Fee upfront and cancel more than 14 days before the Event, we will refund the amount paid above the Booking Fee after deducting any agreed or non-recoverable third-party costs described above.

  • If you cancel 14 days or fewer before the Event, the full Fee remains payable.

  • At our discretion, we may permit one transfer to a new date proposed by you. This is subject to availability, any administration or supplier costs, and the pricing applicable to the new date.

  • Until a replacement date is confirmed in writing, the original payment and cancellation obligations continue to apply.

  • Cancellation, postponement or inability to proceed because of inadequate venue access, unsuitable outdoor conditions or missing weather protection is also subject to section 7.

6. CANCELLATION BY MHX

  • If we cancel for reasons other than force majeure, we will refund amounts paid for Services we cannot provide.

  • Where feasible, we may offer an appropriately qualified replacement DJ or supplier at no additional charge. You may decline that replacement and receive the applicable refund instead.

  • Our responsibility for a force majeure event is dealt with in section 11.

7. VENUE, ACCESS AND EVENT REQUIREMENTS

  • You must ensure that the venue provides sufficient, safe and timely access for loading in, setup, sound checks, performance, pack-down and loading out at the agreed times. You remain responsible to us for these venue arrangements even where venue staff or another supplier is expected to organise them.

  • Before confirmation, you must disclose accurate parking and loading locations, carrying distances, stairs, lift restrictions, security procedures, permits and any limits on access times. Suitable parking and loading permissions must remain available when reasonably required for delivery and collection.

  • Charges are included only where stated in the quotation or invoice. Reasonable additional parking, labour, waiting or equipment costs caused by inaccurate information, failed arrangements or materially more difficult access may be recharged.

  • Delayed, denied or restricted access does not extend the agreed finish time. Any extension must be agreed under section 8. If access arrangements prevent safe or timely setup or performance, we may treat the affected Services as cancelled by the Client and the applicable cancellation charges remain payable.

  • You must tell us before confirmation about sound limiters, sound-pressure limits, curfews or venue volume policies. We are not responsible for reduced output caused by those restrictions.

  • Unless agreed otherwise, you must provide at least two safe, continuous 13A mains sockets within reasonable reach of the setup area.

  • For any outdoor or marquee performance, you must ensure that the venue provides a stable, level and dry floor; safe electrical supplies; and substantial rainproof overhead and side protection suitable for professional electrical equipment, including protection from wind-driven rain and standing water. The protection must be in place before load-in and remain available through pack-down.

  • You are responsible for a suitable wet-weather and adverse-weather contingency. We decide whether conditions are safe for our personnel and equipment and may delay, pause, relocate or refuse setup or performance where they are unsafe or the required protection is missing. Exercising that safety judgement is not a cancellation by MHX.

  • If an outdoor Event or our Services are cancelled, postponed, shortened or unable to proceed because of reasonably foreseeable weather, unsuitable ground or the Client's or venue's failure to provide adequate access, cover, power or contingency arrangements, this is treated as a Client cancellation. We are not responsible for resulting losses and the payment and cancellation terms remain applicable.

  • Only MHX personnel may move, connect, operate or adjust our equipment. You must prevent guests, venue staff and other suppliers from interfering with equipment, stands, speakers, cabling or the DJ booth.

  • No drinks or other liquids may be placed on or immediately beside our equipment. You are responsible for maintaining a safe separation from guests and service areas.

  • You are responsible for venue permissions, entertainment licences and approvals, including permission for smoke, haze, flashing or strobe effects, unless we agree otherwise in writing.

  • You must provide a safe working environment. We may pause or stop work where there is violence, threatening or abusive behaviour, unsafe crowd conduct or another material safety risk. No refund is due where the risk arises from the Client, venue or attendees.

8. PERFORMANCE AND OPERATIONAL ARRANGEMENTS

  • We welcome music preferences and requests, but final selection remains with the DJ, taking account of the audience, venue rules and Event objectives.

  • We may refuse material that is discriminatory, hateful, illegal, unsafe or likely to breach venue policy.

  • Performance times are those agreed in writing. Event delays, including speeches, catering or room turnaround, do not automatically extend the finish time.

  • An extension requires venue approval where applicable and agreement from an authorised Client representative. Unless another rate is stated, overtime is charged at £80 per hour and invoiced after the Event.

  • For continuous bookings exceeding 5 hours, you will provide access to drinking water or soft drinks and a reasonable comfort-break window while music is maintained where appropriate.

  • Smoke, haze, flashing and strobe effects are used only where suitable and permitted. You must notify us in advance of known sensitivities or restrictions.

  • We do not guarantee the attendance, conduct or response of the audience, or that every request will be played.

9. EQUIPMENT, PERSONNEL AND THIRD PARTIES

  • Our equipment remains our property. You are responsible for loss or damage caused by the Client, attendees, venue staff or other suppliers, excluding fair wear and tear and damage caused by us.

  • Reasonable repair, replacement, collection and labour costs arising from such loss or damage may be charged to you.

  • Our setup must remain attended by our personnel. We do not provide unattended drop-off setups. Where unusually early setup is requested, chargeable standby or revised setup arrangements may apply.

  • We may provide the Services through appropriately qualified employees, associate DJs or subcontractors. MHX remains responsible for the Services they perform on our behalf.

  • Where you ask us to connect to Client, venue or third-party sound, lighting, staging or power equipment, you are responsible for its suitability and safety. We cannot guarantee compatibility and may refuse equipment we reasonably consider unsafe.

  • We are not responsible for faults, interruptions or reduced performance caused by third-party equipment or services, except to the extent caused by our negligence.

10. INSURANCE AND TESTING

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

  • Portable electrical equipment supplied by us is maintained and Portable Appliance Tested where applicable. Records can be provided on request.

  • You remain responsible for insurance, licences and permissions relating to the venue, attendees, Client property and activities outside our Services.

11. FORCE MAJEURE

  • Neither party is liable for delay or failure caused by circumstances beyond its reasonable control. These may include genuinely exceptional weather, fire, flood, serious illness or injury, transport disruption, widespread power failure, venue closure, government action or the acts of third parties.

  • Force majeure does not include weather or outdoor conditions that ought reasonably to have been anticipated and planned for, or a failure by the Client or venue to provide the agreed access, rainproof cover, safe power or other contingency arrangements. Those circumstances are dealt with under sections 5 and 7.

  • The affected party must notify the other as soon as reasonably practical and take reasonable steps to reduce the effect of the event.

  • We will work with you in good faith to reschedule where practical. If rescheduling is not possible, any refund will be limited to amounts paid for Services not supplied, less reasonable non-recoverable third-party costs already committed specifically for the Event.

12. LIABILITY

  • Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any liability that cannot lawfully be excluded or limited.

  • Subject to the paragraph above, neither party is liable for indirect or consequential loss, or for loss of profit, revenue, anticipated savings, opportunity, goodwill or reputation.

  • Subject to the paragraphs above, our total aggregate liability arising from a booking will not exceed the total Fee paid or payable, except to the extent that a higher amount is actually recovered under an applicable MHX insurance policy for the relevant claim.

  • Any exclusion or limitation applies only to the maximum extent permitted by law and remains subject to any applicable statutory reasonableness requirement.

13. RECORDING, PUBLICITY AND DATA PROTECTION

  • If you or the venue record audio or video, you are responsible for the permissions and licences required for that recording and its later use.

  • We may photograph or film our equipment, setup and non-identifying venue details for portfolio and marketing purposes. We will use identifiable people, confidential Client material or prominent Client branding only where we have an appropriate lawful basis and any permissions reasonably required.

  • You should notify us in writing before the Event of confidentiality, security or photography restrictions. Agreed restrictions will be respected.

  • We process contact, billing and Event information to provide quotations, administer bookings, deliver Services, maintain records and comply with legal obligations. We may share necessary information with personnel and suppliers involved in delivery.

  • We do not sell personal data. Information is retained only for appropriate operational, legal and accounting purposes. Further information about rights and lawful bases is set out in our Privacy Policy at www.mhxentertainment.co.uk/privacy-policy.

14. ISSUES AND COMPLAINTS

  • Raise any issue with the DJ or our on-site representative as soon as reasonably possible so that we have an opportunity to address it during the Event.

  • A complaint should be sent in writing within 7 days after the Event, with reasonable details and any relevant evidence.

  • We will investigate in good faith and, where appropriate, propose a proportionate remedy. Any liability remains subject to section 12 and rights that cannot lawfully be restricted are unaffected.

15. GENERAL TERMS AND GOVERNING LAW

  • The booking confirmation, quotation or invoice, any specifically agreed written terms and these terms form the agreement between the parties.

  • Each party acknowledges that it has not relied on a statement not recorded in the agreement, but nothing limits liability for fraud or fraudulent misrepresentation.

  • A variation is effective only when agreed in writing by both parties. A delay in enforcing a right is not a waiver of that right.

  • If any provision is invalid or unenforceable, the remaining provisions continue in effect.

  • A person who is not a party to the agreement has no right to enforce it under the Contracts (Rights of Third Parties) Act 1999.

  • These terms and the booking are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction.

ACCEPTANCE

By proceeding with the booking, issuing an instruction to proceed or paying an invoice amount, the Client confirms that it has read and accepted these Booking Terms & Conditions.

MHX Entertainment Ltd
Company No. 17414412
Registered in England and Wales
Registered office: 75 Summerlin Drive, Woburn Sands, Milton Keynes, MK17 8GP
Email: info@mhxentertainment.co.uk
Telephone: 07386 366 898
Website: www.mhxentertainment.co.uk

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