These are the terms and conditions of Smash Life UK Ltd in relation to motivational speaking, talk / performances at your event.
A copy of our terms and conditions (or a link to this page) will be sent to you at the time of booking and we ask that you read them carefully before confirming your booking and paying your fee advance*.
*Please note that bookings cannot be secured without us having received cleared payment of a 20% fee advance.
If you have any questions about anything on this page then please do not hesitate to contact us on firstname.lastname@example.org
Please carefully read our terms and conditions document which applies to every booking that Smash Life UK Ltd take. All conditions apply to the speakers and/or the client.
Our terms and conditions have been designed to offer protection and peace of mind to all parties and to ensure the safety of the speakers, the client and all guests.
The following definitions apply to these terms and conditions:
- Smash Life UK Ltd (the company)
- Company Management Team (members of the company or those appointed to work on their behalf)
- Client (the person or organisation making the booking for the company to perform / speak live)
- Guests (those people invited to attend the event by the client)
- Venue (the place where the event will take place)
- Event (the event arranged by the client, where the talks will take place)
- Booking Process
The agreed deposit is due strictly within 5 working days of the customer agreeing to book. The fee can be paid via BACs transfer. The deposit is NON-REFUNDABLE to cover admin fees, ongoing customer liaison and to cover any potential business loss to the company in securing your chosen date (meaning that it would no longer be available to any other potential clients).
Due to Demand please note that we do not hold dates for customers who have not paid a deposit.
- Advance Fee (Deposit) Payment
Once the booking has been confirmed by the company the client will be issued with a notification to pay the agreed 20% advance amount, the remaining amount of the fee is paid via BACS during the week of the client’s event. This will be broken down by services requested, advance amount and any other reasonable expenses as necessary (and previously agreed) such as accommodation and mileage. Please note (as above Section 04) that the booking cannot be confirmed without the deposit payment.
Once the deposit has been made, the client will have the opportunity to pay the outstanding amount in any method that they choose (for example monthly instalments or full amount) until one month before the event. If the outstanding amount has not been paid before the date of the event the company has the right to terminate the agreed contract without penalty. Additionally, the client remains liable for cancellation fees as outlined in Section 16 of these terms and conditions.
If the client cancels the event at any point and a cancellation fee is applicable the client will be issued a bill for that outstanding amount.
Please note that payment cannot be made at the event.
Any outstanding payment owed to the company will be followed up by the company management team for up to 30 days after the event. If payment has not been made after these 30 days all outstanding payments will be referred to a recovery company and will be subject to a surcharge to cover any collection costs incurred. This surcharge together with all other charges and legal fees will be the responsibility of the defaulting party and will be legally enforceable. In addition, any outstanding cancellation charges will be passed over to the recovery company.
Please note that the receipt will be in the form of either email, text, social media platform message and/or by telephone. will be issued to the client once all fees have been paid to the company.
Contracts and Agreements
Once the event booking has been confirmed the company will issue the client with the following:
- Confirmation of booking either via email, text, social media message and/or by telephone outlining all fees and advance fee payment required for the company’s performance
- A copy of the company’s FAQ pack ensuring you have all the relevant information you need about the speakers and their set up, performance times, spatial requirements and other requirements.
- A copy of these terms and conditions by e-mail or url link.
- Confirmation of Booking
Once the deposit has been received the booking will be confirmed to the client by the company via email, text, social media platforms and/or by telephone.
If you have not received confirmation from the company within 30 days of you paying the fee advance, then you should contact the company via email email@example.com to confirm that everything is in order.
If the client has agreed to pay additional expenses to the company (for example accommodation, mileage etc) they must be repaid to the company within 28 days of the event. It will be the responsibility of the company to provide all appropriate receipts and invoices to the client to validate costs. Payment of expenses can be paid by bacs. Bank details will be provided to the client at the same time as receipts and invoices. Please note that all expenses will be quoted to the client as an approximate cost at the time of booking.
- Health and Safety
You agree that it is your responsibility to ensure that the venue is safe for the company to perform at and that you will notify us of safety procedures applicable at the venue on or before our arrival. If you the client are not responsible for the venue, it will be your responsibility to work with your event co-ordinator or the venue management team to ensure that the following are in place:
- Up to date Health and Safety Policy (and relevant risk assessments see section10).
- Up to date Fire Risk Assessment. (see section 10)
- Suitably earthed single phase electricity supplies that will not endanger our safety or damage our equipment and incorporate RCD’s (residual current devices) that have been subject to regular safety inspections as required by law.
- Two double or four single sockets nearby to the performance area.
- A safe place for the transportation, setting up and operation of the company equipment including, but not limited to, a stage or floor space that is flat, non-slip, free from dirt, debris and liquids and capable of safely supporting the performers and any necessary equipment and clear access to the stage or floor space from outside the venue
We maintain, inspect, test and operate our equipment to ensure the safety of ourselves, the venue and its management, staff and clients. We shall not be liable for any injury or damage arising from touching or attempted use of our equipment by the venue’s management, staff, the client (and their guests). Copies of inspections and tests are available from the company upon request.
You agree that you are responsible for the conduct of your clients, staff, and guests. If at any time during the event, we consider that our equipment or ourselves to be under threat, verbally or physically, we reserve the right to terminate the contract without notice. You agree that the full fee shall be payable to us in these circumstances.
- Licences, Insurance and Certificate
You agree that you have the necessary licences, insurances and certificates for us to perform including but not limited to:
- An up-to-date fire risk assessment for the venue
- An up-to-date health and safety policy
- A premises, personal or event license permitting our live performance
- Performing Rights Licence
- Public Performance Licence
- Public Liability Insurance
- Employer’s Liability Insurance
If you the client are not responsible for the venue, then you should speak to your event co-ordinator or the venue management team to ensure that these documents are in place. It will be the company’s right to ask for copies of these documents if it is deemed necessary.
It will be the responsibility of the company to hold appropriate public or personal liability insurance and these will be supplied you on request by the company.
- Smash Life UK Ltd’s Responsibilities
We (the Company) will be responsible for:
- Arranging inspirational speakers for the client’s event, who will perform to the highest standard and in the manner in which we have represented ourselves in previous performances.
- Acting professionally and courteously to the client, their guests and all employees of the venue and other contractors working at the event.
- Ensuring that all our equipment (should it be required) is in good working order and meets relevant safety requirements including all portable equipment to be PAT Tested
- Ensuring that we have all relevant and up to date certificates and insurances including Public Liability Insurance.
- Acting in a manner that is not deemed damaging to the reputation of the company, the client or the venue.
- Being suitably attired for our performance in line with agreements made with the client prior to the event.
- Arriving, setting up and performing as per times outlined on the booking form or subsequently negotiated with the client
- Where the client has not already provided provision for full sound, audio / visuals then the company will (at a further cost to the client) provide microphones, cables, PA or any other equipment deemed necessary for the performance.
- Ensuring the safety of all equipment used whilst on site
- Leaving the facilities as found on completion of the engagement
- Ensuring that we are not under any obligation to another client which may impact on the event
- Contacting the client at least 7 days before the event to re-confirm final details for the event and to finalise any last-minute details
- Ensuring that if the company finishes playing before the event concludes that we will breakdown and remove equipment from the venue with the least amount of disruption to the event and to the client’s guests as possible
- Client’s Responsibilities
The client will be responsible for:
- Providing full details of the required performance including timings, venue details, contracts and special requirements (the company will contact you after the booking has been confirmed to arrange a suitable time to discuss these requirements).
- Providing adequate parking facilities for the company’s vehicles. Where no legal parking is available, the client agrees to pay parking expenses.
- Providing an appropriate and safe environment in which to perform, that will include a covered performance area on a dry, flat surface and with good access to loading/unloading facilities. Typically, the company will require a 4m x 3m performance area.
- Ensuring the company has access to suitable rest area (especially if the client does not want the company’s inspirational speakers’ to be a part of the event when they are not speaking)
- Providing a suitable and safe place for unloading and loading of any necessary equipment to and from vehicles and venue – this includes adequate lighting and suitable surfaces.
- providing a suitable place for the company to store cases and other items that are not required for the performance (preferably somewhere that can be locked)
- Ensuring adequate power supplies are available where appropriate. Typically, the company will require a minimum of 2 x 13 amp sockets. Extension leads, cables and other equipment will be supplied
- Advising of any sound restrictions at the venue or any other restrictions which may affect the company’s inspirational speakers’ access or performance
- Providing soft drinks to the company during the event (meals or provision to obtain food should be made available for events that last over 6 hours from time of arrival to end of the breakdown period)
- Ensuring that the venue is able to accommodate the performance of the company by possessing appropriate licenses
- Ensuring that any photographs taken of the company during the performance are only used for private reasons and not made public without the prior permission of the company.
- Ensuring that no video footage is to be taken of the performance. *Note if the client fails in this obligation either knowingly or unknowingly, any video footage of the talk that is taken for any use whatsoever and without the company having been paid for a license to do so will be subject to the UK copyright infringement law. The company shall in this event, seek legal recourse against the person / persons responsible.
- Ensuring that their guests do not interfere with the company’s performance and that any questions asked during the Q&A remain respectful and pertinent to the talk.
- Ensuring that their guests do not use or touch any of the company’s equipment without prior permission from the company.
- Ensuring that the company is not subject to aggressive or abusive behaviour during the performance.
- Any other special requirements as requested by Smash Life Uk Ltd at the time of booking.
If cancellation, non-performance or a below par performance results due to venue restrictions, the client will still be liable for the total fees or cancellation fees. If the client is not responsible for the venue, then it is their responsibility to work with their event co-ordinator or venue manager to ensure these requirements are investigated before the booking and that any relevant information is disclosed to the company management team as soon as possible.
3rd Party Supplier Disclaimer
Where a 3rd party supplier has been contracted by the company on behalf of the client, it is the client’s responsibility to arrange the respective booking with them directly following receipt of the contact details from Smash Life UK Ltd. NOTE *Smash Life UK Ltd takes no responsibility for any dissatisfaction with any 3rd party product or service and any grievance should be taken up with the relevant supplier directly.
- Access to the Venue
We require at least 90 minutes to set-up prior to the performance and at least 60 minutes to pack up after the performance. You agree to inform us if the playing space is not located on the ground floor or special access is required to allow us a longer set up / break down period for equipment.
Please also see Section 9: Health and Safety and Section 12 Client’s responsibilities of these terms and conditions for further details.
- Duration of performance
The performance time of the company is specified in the contract and events form and are as agreed by the client and the company prior to the event to suit the needs of the client. Please note that contracted start times are based on the company having access to the performance area at least one hour before the contracted start time.
Where you require additional performance times not previously agreed, this shall be at our sole discretion and shall be chargeable at a rate to be agreed at the time (no less than £150 per additional hour) additional fees will be required to be paid at the event. The client must be aware that the company are under no obligation to extend our performance should we not wish to do so.
If the timings of the event are overrunning due to no fault of the company, the company are under no obligation to finish later than the time specified in the booking contract and is still due full payment.
- Delay, interruption, or suspension to our performance
In the unlikely event that the performance is delayed, curtailed or stopped due to events beyond the company’s control then you agree to pay the fee in the full amount. This includes but not limited to:
- Equipment failure
- Power failure
- Noise limiters
- Time restrictions
- Venue’s staff absence
- Smoke detector activation
- Closure of the venue by police, fire brigade or other public authority
- Licensing/certification problems
- One of your guests continually disturbing the company’s performance or interfering /mistreating the company’s equipment during the company’s performance or during the breaks
- Cancellation by you (The Client)
Cancellation by either party is not allowed except where Section 22: Force Majeure’ applies or where the client and the company mutually agree to cancel the booking (this must be provided in writing by both parties). In either event forfeiture of the booking fee will result.
If you book us and subsequently cancel, you owe us the agreed fee or part thereof as shown below (optionally waived at our sole discretion) and in addition to any previously paid fee advance:
- Cancellation up to 90 days before the Event – 50% of Balance
- Cancellation up to 60 days before Event – 75% of Balance
- Cancellation less than 60 days before Event – 100% of Balance
If you ask us to stop talking because you decide it is not what you want or we are required to stop the performance for any other reason stated within these terms and conditions you the client agree to pay the full amount.
The above cancellation fees are an important part of our agreement and are accepted by the client on receipt of our contract. All cancellation fees must be paid within 14 days of cancelling the engagement.
If, due to Force Majeure, your event needs to be rescheduled, bookings must be rearranged prior to the performance date and the rescheduled date must be within a six-month period from the originally booked performance. If Smash Life UK Ltd cannot reschedule due to lack of availability, a postponement will be treated as a cancellation. If your event cannot be rescheduled prior to the performance, the booking this will also be treated as a cancellation.
- Cancellation by Smash Life UK Ltd (The Company)
We reserve the right to cancel for any reason though normally that will only occur because of circumstances beyond our control (e.g., illness, incapacity, breakdown of equipment or transportation or, extreme weather conditions). You agree that, if we cancel, we will not be liable for any related cancellation fees or your losses from the event or venue.
If the company needs to cancel the performance we will give the client as much notice as possible.
We will ensure that all fees including the deposit are returned to you with 7 days of the cancellation.
If your event is a public event, it will be your sole responsibility to advertise and promote it yourself. If logos are required for posters and other material these can be requested directly from the company, however, the company will require final approval of designs to ensure that their intellectual property is not compromised. If you require the company to provide promotional items this can be arranged at an additional cost to cover design and printing expenses.
The client must be aware that we normally publicise our performances on our website from the date they are booked and thereafter on listings and social networking websites. If you do not wish to have your event advertised via our website or social Media please let us know at the time of booking. Please note that we will never publicise personal information or share specific details of private events.
You agree that you will fully indemnify us for damage, loss or confiscation of any equipment owned by the company on your premises resulting from any act or omission on your part (or your guests/customers) or, failure to comply with these terms and conditions.
- Change to bookings
For advice on amending a booking, please contact firstname.lastname@example.org or call 07900 492 791. All amendments to the original booking form are subject to mutual agreement from the company and the client and will need to take into consideration the details outlined in these terms and conditions.
In the event of a dispute or complaint from the client this should be disclosed at the time of the event however, if this is not possible all complaints must be made in writing and forwarded to the company within 28 days of the event. A response to the complaint will be given to the client within 14 days of receipt.
If the matter cannot be resolved, or an agreement reached, then the client should seek legal advice. The company will do everything in its power to settle all disputes swiftly and satisfactorily.
- Force Majeure
No party shall be liable for any failure to perform its obligations where such failure is as a result of Acts of Nature (including fire, flood, earthquake, storm, hurricane or other natural disaster), war, terrorist activities, death, illness or other incapacity certified by a properly qualified medical practitioner, epidemic, accident, civil commotion, order of Government or Local Authority or Police having jurisdiction in the matter or changes in law.
Any party asserting Force Majeure so as to negate liability shall have the burden of proving it and justifying that they took preventative action wherever possible to counteract the circumstance. If successfully proven then the cancellation fees outlined above shall be unenforceable.
- Commercial Rights
The client hereby agrees that the performance shall not be recorded or broadcast for commercial gain without the written permission of the company or the company management team. All discussions regarding this should be made before the event.
- Photographs and Videos of the event, the company and the performance
We appreciate that during the performance and the event that photographs may be taken of the company, we ask that where this is the case photographs are only used for personal use (to include social networking sites) and are not used for commercial reasons without permission from the company. We also ask that any photographs taken of the company and which are used on social networking sites/blogs do not represent the company in a negative manner or in a manner that would damage the company’s reputation.
Where photographs are taken of the company by a professional photographer we again ask that they are not used for commercial reasons without the permission of the company management team. We always appreciate been given copies of professional photographs and we will use these appropriately as agreed with the photographer.
As mentioned in clause 12 (Client Responsibilities) No video footage is to be taken of the performance. *Note if the client fails in this obligation either knowingly or unknowingly, any video footage of the talk that is taken for any use whatsoever and without the company having been paid for a license to do so will be subject to the UK copyright infringement law. The company shall in this event, seek legal recourse against the person / persons responsible.