Terms & Conditions
Thanks for choosing NexGen Event Management. We take pride in delivering professional, polished events, and these terms are here so everyone knows what to expect before the big day. They apply to all bookings for our DJ, MC, event management, live entertainment (including musicians such as saxophone, violin and oud, and other external suppliers we arrange for you), zaffe, photobooth, special effects, sound and lighting services etc., and all other services we may be providing for your particular event.
By paying a deposit or accepting a quote, you agree to these terms. If anything isn't clear, give us a call and we'll happily talk it through.
1. Quotes and Bookings
1.1 Quotes are valid for 14 days unless we say otherwise. Prices can change after that, and our availability isn't guaranteed until a booking is confirmed.
1.2 Your booking is confirmed once you have accepted your quote and paid the deposit. Until then, your date is not held.
1.3 Quotes are based on the details you give us (date, venue, guest numbers, hours and services). If these change, we may need to update the price.
1.4 Any extras added after your booking is confirmed (extra hours, additional entertainers, effects and so on) will be quoted separately and are subject to availability.
2. Deposits and Payment
2.1 A deposit is required to secure your booking. The deposit is 30% of the total, unless agreed otherwise in writing. The deposit is non-refundable and is what takes your date off the market for other clients.
2.2 The remaining balance is due one month (30 days) before your event, unless we have agreed something different in writing.
2.3 If the balance isn't paid by the due date, we may treat the booking as cancelled and keep the deposit. We will always try to contact you first.
2.4 Payment can be made by bank transfer or another method we agree on. Any special payment arrangements (for example, a cash balance on the day) must be agreed in writing beforehand.
2.5 Additional charges, such as extra time on the night, are payable on the night or within 7 days of the event.
3. Planning and Event Details
3.1 For weddings, we usually hold a planning meeting 4 to 8 weeks before the event to go over your timeline, runsheet and music.
3.2 We need your final music selections, runsheet and key details between 7 days and 2 weeks before the event, depending on your booking. We will let you know the exact date when we confirm.
3.3 We love bringing your vision to life, but we are the professionals when it comes to the dancefloor. We'll always take your must-play and do-not-play lists seriously, and we'll read the room to keep the energy up on the night.
3.4 If details are given to us late, or change on the day, we'll do our best to adapt but can't guarantee everything will be possible.
4. Venue Requirements
To do our job properly, we need the following from you and your venue:
DJ and sound
A power source within approximately 10 metres of the setup area
A suitable space for our setup, normally a trestle table with black linen
Safe, reasonable access for loading in and out
Photobooth
A power source within approximately 10 metres
A normal table with black linen
Enough floor space for the booth, backdrop and guests to queue comfortably
Special effects
Approval from the venue (see section 9)
Enough space, ventilation and time for our operator to set up safely
4.1 It is your responsibility to check that the venue allows our services, and to let the venue know we are coming. This includes noise limits, curfews, power restrictions and any effects or equipment rules.
4.2 We'll arrive with plenty of time to set up. Please make sure the venue is open and accessible when we arrive. If we're delayed because the venue wasn't ready, we'll still need to start on time, and the service may be shortened.
4.3 If your venue has rules that affect our setup (a strict finish time, restricted load-in times or similar), please tell us as early as possible.
5. Our Staff
5.1 Our team is professional, punctual and presentable. Our uniform will depend on the type of event and function we're working, but our staff will always look the part.
5.2 Breaks and meals: Staff working more than 3 hours should have access to a seat or table, along with a meal and refreshments. This is standard in the industry and keeps our team at their best for your guests. If a meal isn't provided, please let us know ahead of time.
5.3 Our staff are there to work, not to attend as guests. Please don't ask them to do tasks outside the agreed service. Please look after their safety, and let us know if you're worried about the behaviour of any guest toward our team.
5.4 We reserve the right to pause or end a service if our staff are being harassed, threatened or put at risk. In that case, no refund will apply.
6. DJ, MC and Live Entertainment
6.1 The agreed hours of service include setup and packdown unless your quote says otherwise. Please talk to us if you expect to need more time. No refunds or credits apply if your event finishes earlier than planned or the booked time isn't fully used.
6.2 If the event runs over time, we may be able to stay on, subject to availability and an extra hourly fee, which will be confirmed on the night before we continue.
6.3 We provide professional sound equipment and music suited to your event. Requests from guests are welcome, but we will play them at our discretion to protect the flow of the night.
6.4 Live performers (such as drummers, saxophone, violin or oud) are quoted separately. Fees are confirmed in your quote and depend on the number of performers, travel and the length of the performance.
6.5 If a live performer cannot attend due to illness or an emergency, we will provide a suitable replacement of a similar, if not better, standard from our network (see section 11).
7. Event Management and Coordination
7.1 Where you have booked event management or coordination, we will manage the entertainment and agreed vendors in line with your approved runsheet.
7.2 We are only responsible for the services we are booked to provide. We aren't responsible for the performance of venues, caterers, photographers, florists or other suppliers, even where we help coordinate them.
7.3 Delays or changes caused by third parties, guests or the venue may affect the timeline. We'll always work to keep things running smoothly, but can't be held responsible for events outside our control.
8. Photobooth
8.1 Photobooth packages include the inclusions listed on your quote. These typically cover an attendant, backdrop, props, custom event design, unlimited prints and a digital gallery or link. Items like a guest book are only included where your quote says so.
8.2 Custom designs (templates, logos and layout) are prepared from the details you provide. Please send final design requests and approvals by the date we give you. Late changes may not be possible.
8.3 Photobooth hours start when the booth is ready for guests, not when we arrive.
8.4 Please ask your guests to treat the booth and props with care. You will be responsible for the cost of any damage caused by guests or the venue.
8.5 Digital copies and galleries are provided after the event, usually within a reasonable time. Photos are kept for a limited period, so please download your gallery promptly.
8.6 We may use photos taken in the booth for our portfolio and marketing unless you tell us in writing that you'd rather we didn't.
9. Special Effects (Cold Sparks, CO2, Dry Ice and More)
9.1 Special effects are only provided where the venue has approved them. It is your responsibility to get venue approval before the event. Some venues restrict or ban effects, and we can't override that.
9.2 Our operator will make the final call on whether an effect can be used safely on the night. This may be affected by ceiling height, ventilation, flooring, crowd size, smoke alarms or weather.
9.3 If an effect can't be used because the venue refuses it, or because of safety, you will not be entitled to a refund or credit for that effect where the venue's approval was your responsibility. Where the problem is ours (for example, faulty equipment), see section 11.
9.4 Dry ice and CO2 effects must only be handled by our staff. Please keep guests, especially children, away from the equipment and do not let anyone touch or consume dry ice.
9.5 Fireworks and pyrotechnics: Traditional fireworks and pyrotechnics are not part of our standard services. If you'd like these at your event, we can arrange them through a licensed pyrotechnician, subject to permits, venue and council approval, and applicable laws. These are quoted and confirmed separately, and are subject to local fire and weather restrictions.
10. Client Responsibilities
You agree to:
Provide accurate information about your event
Make sure we can access the venue at the agreed time, with a safe and suitable space and power
Get any permits or venue approvals needed for our services
Make sure the venue, guests and other suppliers don't interfere with our equipment
Keep guests from tampering with our equipment, including the DJ setup, photobooth and effects
Be responsible for any damage to our equipment caused by you, your guests or your venue
Provide staff with meals and a place to rest where required (see section 5)
If any of these aren't met, we may need to limit or adjust our services, and no refund will apply.
11. If We Make a Mistake: Our Commitment to You
We're only human, and we do make mistakes. Like any business, we can have clerical errors (such as a wrong date, time or detail recorded) and technology errors (such as booking system, email, software or equipment issues). If something goes wrong on our end, we'll own it, tell you as soon as we know, and we will always do our best to give you the best possible outcome.
11.1 If we make an error or can't attend If an error on our side means we can't provide a service as planned, we will do our best to find a suitable replacement of a similar, if not a better, performer than the one you originally booked. This could be another trusted DJ, MC, performer or operator from our network. We work with a large team of professionals on a regular basis, so the quality of your event will not be affected.
11.2 Clerical errors If a mistake in our paperwork or records (for example, an incorrect date, time or inclusion in a quote or booking confirmation) affects your event, we'll work with you to fix it. Where the error is ours, we will make it right with a suitable remedy.
11.3 Technology errors We rely on technology like everyone else. If a system or equipment failure on our side (including emails not sent or received, online forms, software, files or playback equipment) causes a problem, we'll fix it as quickly as we can. We take backup equipment to events wherever possible, and we will replace anything that fails so your event keeps running smoothly. If it affects your event, we will make it right with a suitable remedy.
11.4 If we arrive late We aim to be set up and ready well before your start time. If we're late through our own fault and it affects your event, we will make it right with a suitable remedy.
11.5 Limits on our liability To the fullest extent the law allows, our total liability for any claim relating to a booking is limited to the amount you paid us for that booking. We are not liable for indirect or consequential loss (for example, the cost of other suppliers, venue hire, or disappointment).
12. Cancellations and Changes by You
12.1 Cancellation by you: Please tell us in writing (email is fine) if you need to cancel.
12.2 The following applies unless we have agreed otherwise in writing:
When you cancelWhat happensAny time after the booking is confirmedThe deposit is non-refundableMore than 60 days before the eventDeposit kept, and no further payment is required30 to 60 days before the eventDeposit kept, plus 50% of the remaining balanceLess than 30 days before the eventDeposit kept, plus 100% of the total fee
12.3 These amounts cover the time held for you, turning away other bookings and costs already committed. They are a genuine estimate of our loss and not a penalty.
12.4 Changing your date: If you need to move your event, let us know as early as possible. We will do our best to move your booking to a new date, subject to availability. The deposit can usually be transferred to the new date once, where we have at least 60 days' notice. A new date is not guaranteed, and if we can't accommodate it, standard cancellation terms apply.
13. Circumstances Outside Our Control
13.1 Neither of us is responsible for failing to perform where it is caused by something outside our reasonable control. Examples include severe weather, natural disaster, fire, government restrictions or lockdowns, venue closure, power or infrastructure failure, serious illness or injury, accident, or travel disruption.
13.2 If this stops us from providing our service, we'll tell you as soon as possible and offer to reschedule your event. If we can't reschedule, we'll work with you to find a suitable alternative, taking into account any costs we've already committed that can't be recovered (for example, bookings for performers or custom items made for your event).
13.3 If we've been prevented from arriving due to illness, we'll supply a suitable replacement from our network where possible (see section 11).
14. Safety, Conduct and Equipment
14.1 We take health and safety seriously. If we reasonably believe a situation is unsafe for our staff, guests or equipment, we may adjust, pause or stop our service. This includes overcrowding, unsafe power, dangerous weather or aggressive behaviour.
14.2 Our equipment remains our property at all times. Please keep drinks and food away from our equipment, and please don't allow guests to touch, move or unplug anything.
14.3 You are responsible for any loss or damage to our equipment caused by you, your guests or your venue while it is in the venue's care.
14.4 We hold appropriate insurance for our services. If your venue requires a certificate of currency or a copy of our public liability insurance, let us know early and we'll provide it.
15. Noise, Music and Licensing
15.1 We'll follow reasonable venue and council noise restrictions. If a venue or authority asks us to turn down or stop, we'll comply, and this won't entitle you to a refund.
16. Photos, Video and Marketing
16.1 We may take photos or videos of our setup and your event for our website and social media. We won't publish anything that identifies you if you ask us in writing not to.
16.2 Please let us know before your event if you'd like to opt out.
17. Privacy
17.1 We collect the information we need to provide your service, such as your name, contact details, event details and payment information. We only use it for that purpose, and we don't sell it to anyone.
17.2 We may share relevant details with venues and other suppliers you've asked us to work with.
18. General
18.1 Changes to these terms: We may update these terms from time to time. The terms in place when you paid your deposit are the ones that apply to your booking.
18.2 Agreements in writing: Any special arrangements that differ from these terms must be agreed in writing (email counts) to apply.
18.3 If part of these terms isn't enforceable, the rest still applies.