Toulston Music - Terms & Conditions

Toulston Music is a trading name of Toulston Arts Ltd (Company Registration No. 17147647), registered in England and Wales.

1. Quotations & Booking Confirmation

1.1. Any quotation provided by Toulston Music remains valid for 14 days from the date of issue.

1.2. A booking is formally confirmed when The Client transfers the requested initial deposit (or full payment, where applicable) and notifies Toulston Music in writing via email. By doing so, The Client accepts these Terms & Conditions in full.

1.3. Any variation or alteration to the agreed Services must be approved by Toulston Music in writing.

2. Fees & Payment Terms

2.1. Standard Deposit & Balance Schedule: Unless otherwise agreed in writing, a non-refundable deposit of 50% of the total fee is required to secure the booking. The remaining 50% balance must be settled at least 7 days prior to the event date.

2.2. Late Bookings: For bookings confirmed less than 30 days prior to the event date, Toulston Music requires payment of 100% of the total fee upfront upon booking.

2.3. Withholding Performance: Toulston Music reserves the right to withhold performance and cancel the engagement without penalty if any required pre-event payment is not cleared prior to the performance date. The full contract balance remains legally due by The Client.

2.4. Post-Event Fees & Custom Terms:

  • Any additional charges incurred on or after the event date (including overtime or extended performance fees) will be invoiced following the event and are strictly payable within 7 calendar days of the invoice date.

  • Where alternative post-event payment terms have been explicitly agreed in writing prior to the event, payment is due strictly on the agreed date.

2.5. Late Payment Penalties: Any payment not cleared by its specified due date (including pre-event balances, custom agreed payment dates, or post-event invoices) will incur an immediate £100 administrative late fee. Interest will accrue on the outstanding amount at 8% per annum above the Bank of England base rate from the day following the due date until payment is settled in full, together with any reasonable debt recovery expenses.

3. Cancellation Policy

If The Client cancels a confirmed booking, the following charges will apply based on the notice given prior to the agreed event date:

  • Over 90 days prior: A £50 administrative fee will be retained by Toulston Music; the remainder of the deposit will be refunded.

  • 60 to 89 days prior: 25% of the total invoice is payable.

  • 30 to 59 days prior: 50% of the total invoice is payable.

  • Less than 30 days prior: 100% of the total invoice is payable.

4. Venue Requirements, Sound Limiters & Outdoor Sets

4.1. The Client shall provide a safe, flat, clean performance area and an adequate, grounded power supply meeting UK safety standards if electrical or amplification equipment is used.

4.2. Sound Limiters: The Client must inform Toulston Music prior to booking if the venue operates an automatic power-cutoff sound limiter.

4.3. Outdoor Performance Conditions: If any performance takes place outdoors:

  • The Client must provide adequate, waterproof overhead cover protecting musicians and instruments from rain, direct sunlight, and excessive wind.

  • The ambient temperature in the performance area must be at least 15°C (59°F).

  • If weather or temperature conditions place instruments or performer health at risk, or result in the performance not being possible, the Act(s) reserve the right to pause or relocate indoors without financial penalty or refund.

4.4. If the venue provided fails to meet these criteria, rendering performance impossible, The Client remains liable for 100% of the total fee.

5. Schedule, Overruns & Extended Performance

5.1. Delays: If a performance is delayed due to schedule overruns not caused by the Act(s) (e.g., speeches running late), The Client remains liable for the full fee. The Act(s) are not obligated to extend their finish time.

5.2. Overtime Fees: If The Client requests extended performance time on the day, any extension is subject to performer agreement. Extra time will be billed pro-rata and invoiced immediately following the event.

6. Musician Safety & Conduct

6.1. Zero Tolerance: The Client agrees to maintain a safe working environment. If any musician is subjected to verbal abuse, physical harassment, or safety threats by anyone present, the Act(s) are entitled to immediately cease performing. The full contract fee will remain payable.

7. Lineups, Substitutions & Recording Rights

7.1. Lineups: Toulston Music works with top-tier professional session and concert musicians. While we maintain consistency across our ensembles, we do not guarantee the presence of specific individual performers unless expressly agreed in writing during the booking process.

7.2. Substitutions: Toulston Music maintains a high standard across all ensembles. In the rare event of illness, injury, or emergency, Toulston Music reserves the right to supply a substitute musician of equal professional standard to ensure the performance goes ahead.

7.3. Recording & Media Rights: Personal photos and non-commercial video recordings by guests are welcomed. Broadcast, commercial filming, or corporate media distribution of the performance requires prior written consent from Toulston Music.

8. Force Majeure & Governing Law

8.1. Neither party shall be liable for failure to perform duties if such failure results from acts of God, war, severe natural disasters, or government restrictions beyond reasonable control.

8.2. These Terms & Conditions are governed by the laws of England and Wales, and both parties submit to the exclusive jurisdiction of the English courts.