Terms and Conditions
Last updated: July 31, 2025
By booking Kara Strings electronically or in writing, you agree to the following non-negotiable Terms and Conditions, which form a legally binding contract.
1. Communication
- All communication regarding changes must be made by email to [email protected].
- No changes to the timing or nature of the booking may be made within 21 days of the event unless confirmed in writing.
- Significant changes may require a revised contract and invoice and may incur additional fees.
- Email is the preferred communication method. Important information sent by phone or WhatsApp must also be confirmed by email.
- Clients are responsible for checking all booking details listed on the final invoice before payment. Kara Strings is not liable for errors not flagged before payment.
2. Payment
- A 25% non-refundable deposit is required to secure the booking.
- The remaining balance is due 21 days before the event.
- Bookings made within 21 days of the event must be paid in full upon confirmation.
- Non-payment may void the booking; however, the invoice remains payable.
- Payments can be made via bank transfer. Credit/debit card payments incur a 2% transaction fee.
3. Overtime
- Overtime is at the discretion of the musicians and must be arranged separately.
- Standard overtime rates are available on request.
- Overtime payments should be settled on the day with the musicians.
- Bookings extending past midnight will incur additional charges.
4. Cancellation Policy
- Deposits are non-refundable.
- Cancellations made more than 21 days before the event incur no further charges.
- Cancellations made within 21 days require full payment, including pre-booked travel or accommodation.
- In cases of Force Majeure (e.g., extreme weather, government restrictions, epidemic, or transport failure), the contract becomes void. Deposits remain non-refundable; any other payments will be refunded, minus travel costs.
- If the event is postponed due to Force Majeure, and musicians are available, the original contract remains valid.
- If the event cannot proceed legally due to restrictions and no alternative date is possible, all payments (excluding deposit and travel) will be refunded.
5. Punctuality
- If musicians are late due to their own error (not Force Majeure), time will be made up or a partial refund issued based on time lost.
- In the rare case of a no-show, a full refund is provided.
6. Musician Wellbeing & Respect
- Musicians are entitled to a 10-minute break per hour, and a 20-minute meal break for events over 3 hours.
- Light refreshments must be provided (e.g., water, soft drinks, light snacks).
- A hot meal must be provided for bookings over 3 hours.
- Adequate shelter must be provided for outdoor events (e.g., gazebo or covered structure). Trees are not sufficient.
- Lighting and secure storage must be provided.
- Space must be safe and sufficient for instruments and movement.
- If conditions are too cold, an indoor or heated backup location must be available.
- Musicians must be treated with respect. Kara Strings reserves the right to end a performance without refund if musicians experience harassment, abuse, or unsafe conditions.
7. Equipment
- Clients must provide chairs for all musicians.
- Musicians will bring their stands.
- Electric setups or sound systems must be requested at the time of booking.
8. Deputising
- If a booked musician is unavailable, Kara Strings will provide a suitable deputy of equal standard.
- Deputies may not appear on the website but meet the same musical expectations.
- Gender-specific requests must be made at the time of booking.
9. Music Requests
- One free special request (not on the listed repertoire) is allowed with 21 days’ notice, provided it can be arranged for the ensemble.
- Additional songs may incur an arrangement fee, quoted per piece.
- Please notify us in advance if there are songs or artists you do not wish to hear.
10. Arrival & Setup
- Musicians will arrive approximately 30 minutes before performance time for setup and preparation.
11. Recording & Photography
- Clients may record or photograph performances for personal use only.
- Commercial use or public sharing must credit Kara Strings and may require prior written permission.
12. Dress Code & Performance Style
- Performers wear formal concert attire by default.
- Colour-themed clothing may be arranged if requested at the time of booking and may incur an additional fee.
13. Insurance & Liability
- Kara Strings holds Public Liability Insurance up to £10 million.
- It is the client’s responsibility to ensure the venue is safe and suitable for live music performance.
Agreement
By confirming your booking and paying the deposit, you acknowledge and agree to all the terms and conditions outlined above.
