Booking Terms and Conditions
Last updated: May 2026
Kara Strings Ltd (“Kara Strings”, “we”, “us”, “our”) is a London-based string ensemble booking agency. We provide professional string quartets, trios, duos, soloists, and larger ensembles for weddings, corporate events, private functions, memorial services, and other occasions.
These Booking Terms and Conditions are a summary of how our booking process works and should be read together with the full Booking Confirmation and contract issued for each event. The full Booking Terms and Conditions provided with each Booking Confirmation apply to the booking and prevail in the event of any inconsistency.
Kara Strings acts as a booking agent for self-employed professional musicians (“Performers”). The contract for the performance itself is between the Client and the Performer(s); Kara Strings is not the performing party. By submitting a booking request, confirming a booking online, or otherwise confirming a booking in writing and paying the deposit, you agree to these terms and to the booking documents issued for your event.
1. What We Do
We arrange suitable Performers for your event, manage the booking process, and handle all booking administration. We collect the Fee on our own behalf in respect of our agency booking fee, and on behalf of the Performer(s) as collection agent. We use reasonable care in arranging suitable Performers for each booking.
2. Confirming Your Booking
A booking is confirmed once:
(a) you have accepted the booking details in writing or through our online booking system; and
(b) you have paid the 25% deposit, or the full Fee where the booking is made within 21 days of the event.
No date is held until both steps are completed. Please check all booking details carefully before confirming, as changes may not be possible after payment.
3. Fees and Payment
A 25% deposit is payable to confirm the booking. The remaining balance is due no later than 21 days before the event. Where a booking is made within 21 days of the event, the full Fee is payable on confirmation.
The Fee includes the agreed Performer fees, our agency booking fee, and any pre-agreed travel or accommodation costs. Overtime, additional travel, special equipment, or extra services must be agreed in advance. Payment is preferred by bank transfer.
4. Changes to Your Booking
If you need to change the date, venue, timing, or nature of your booking, please contact us as soon as possible. Changes are subject to Performer availability and may involve additional charges. No changes are guaranteed unless confirmed by us in writing.
5. Cancellation
The deposit is non-refundable. It represents a reasonable pre-estimate of our non-recoverable costs of reserving the date, administration, and lost opportunity arising on booking.
Cancellations made more than 21 days before the event incur no further charge beyond the deposit. Cancellations made within 21 days of the event are payable in full, plus any non-recoverable travel, accommodation, or third-party costs reasonably incurred.
6. Postponement and Force Majeure
Where an event of force majeure (including extreme weather, illness, transport disruption, government restrictions, public health emergencies, and similar events beyond reasonable control) prevents the event from proceeding, we will work with you to postpone the booking to a mutually acceptable new date. Where the Performer(s) are available on the new date, the deposit transfers to the new booking.
Where postponement is not possible, the deposit is retained and any balance already paid will be refunded, less any non-recoverable costs reasonably incurred.
7. Performer Conditions
The venue must provide reasonable conditions for live musical performance, including suitable space, seating, refreshments, lighting, and adequate shelter for outdoor events. Detailed requirements are set out in the full Booking Terms issued with each Booking Confirmation. Performers must be treated with courtesy at all times.
8. Overtime
Overtime is not included in the Fee and is at the sole discretion of the Performer(s). Any overtime is agreed and settled directly with the Performer(s) at the event, or in advance if specifically arranged. Kara Strings is not a party to any overtime arrangement and does not invoice, collect, or account for overtime payments.
9. Recording, Photography and Intellectual Property
You may record or photograph the performance for personal and non-commercial use, including sharing on personal or event social media accounts. Commercial use of any recording or photograph (including advertising, broadcast, monetised media, resale, or training of artificial intelligence systems) requires our prior written consent and may be subject to a separate fee.
All intellectual property in our musical arrangements, scores, and performances remains the property of Kara Strings. Any permitted use of recordings or photographs is limited to the rights expressly granted in these Terms and is subject to the rights of the Performer(s) and any third parties.
10. Insurance and Liability
Kara Strings holds Public Liability Insurance of up to £10 million. A copy of the current certificate is available on request.
You are responsible for ensuring the venue is suitable for live musical performance and for obtaining any required permissions, licences, or consents. To the extent permitted by law, our total liability under any booking is limited to the total Fee paid for that booking. Nothing in these Terms limits or excludes any liability that cannot lawfully be limited or excluded, including liability for death or personal injury caused by negligence and liability for fraud or fraudulent misrepresentation.
11. Privacy and Data
We process personal data in accordance with our Privacy Policy, available on our website.
12. Governing Law
These Terms are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction in respect of any dispute arising out of or in connection with any booking.
Full Booking Terms and Conditions are issued with each Booking Confirmation. To request a copy in advance of booking, please email info@karastrings.co.uk.
Kara Strings Ltd Registered in England and Wales
Company No: 16835521
Registered office: 15 Tanner House, Tanner Street, London SE1 3LL
Email: info@karastrings.co.uk
Website: karastrings.co.uk