Short/Alternative Names

1. SW Music Ltd might be referred to as SW Music, or South West Music or SWM.
2. An Act may be referred to as an artist, band, duo, solo, trio, singer, or show.

The Booking Process

1. Clients need to approach SW Music Ltd to make a booking. SW Music will make the booking, and the act’s manager will organize bookings accordingly. Sometimes the acts management is SW Music itself, sometimes it is a band member.
2. Once a booking is pending with the client and the act, SW Music Ltd will provide the client with a booking sheet, detailing all key information, including deposit requirements.
   Upon receiving the deposit payment, SW Music Ltd will confirm the booking with the client and schedule the appropriate musicians.

Payment

1. Securing the Booking: The booking is secured upon payment of the booking deposit. SW Music Ltd requires this deposit before booking any bands or musicians.
2. Remaining Balance: The remaining payment must be made to SW Music before the event, usually 7 days. It is unlikely the band will arrive at the venue if the payment has not been made, or has been agreed upon beforehand that the payment will be afterwards. 

Client Responsibilities

1. Ensure the venue provides a safe power source and performance area.
2. Confirm the venue has appropriate music and entertainment licenses and no inhibiting noise limiters.
3. If venue restrictions lead to non-performance or below-par performance, the client remains liable for the full booking fee.
4. Free parking facilities must be provided for all vehicles associated with the act’s performance.
5. If no free parking is available, the client must cover any parking fees.
6. Acts must be provided with adequate refreshments. At a minimum, this includes unlimited mineral water and a hot meal or buffet for all performers and their crew.
7. A secure, private space must be available for the act to change and store their equipment and instrument cases.
8. Act equipment and instruments are not available for use by others unless explicitly authorized.
9. If the act encounters aggressive or abusive behaviour and the client fails to address the issue, the act may terminate their performance without penalty. The client remains liable for the full booking fee.

Act Responsibilities

1. The act will perform to the best of their ability at the event.
2. The act is responsible for their own equipment, which will be PAT-tested annually.
3. Acts will carry Public Liability Insurance with coverage of at least £5,000,000.
4. Acts will not consume excessive alcohol or use substances before, during, or after the performance.
5. Acts will dress appropriately and maintain professional and courteous conduct with clients, guests, and venue staff.
6. The act’s manager or band leader will contact the client prior to the event to confirm booking details, including parking, dress code, song choices, refreshments, and payment arrangements.
7. The act’s manager will ensure there are no scheduling conflicts upon confirmation of the booking sheet and deposit.

Complaints

1. In the event of a dispute, communication via email is recommended. SW Music Ltd will mediate to reach a satisfactory resolution.

Cancellations

1. Mutual Cancellation: When both the client and SW Music Ltd agree to cancel, the deposit will either be refunded in full or split 50-50.
2. If the act cancels, SW Music Ltd will promptly notify the client and work to secure a suitable alternative at no extra cost. If no alternative is available, the deposit will be refunded.
3. Cancellation fees apply as follows:
4. 90+ days before the event: 50% of the total remaining fee.
5. 61-89 days before the event: 75% of the total remaining fee.
6. 60 days or less before the event: 100% of the total remaining fee.

Performance Schedule Changes

1. Any-of Changes:
   Any last-minute changes should be agreed upon in writing (e.g., email).
2. Extended Performances: If the act agrees to perform later or longer than scheduled, an additional surcharge must be agreed upon and paid directly to the act on the day.
3. The act is under no obligation to extend their performance.
4. If the event overruns through no fault of the act, they are not required to perform beyond the agreed time and are still entitled to full payment.

Use of Alternative Performers

1. Band line-ups may change without notice, except for lead vocalists, where clients will always be informed.
2. Substitute performers (“Deps”) may be used if required. Substitute performers will meet the act’s usual standards.
3. Lead vocalist substitutions will only proceed without prior client notice in extreme circumstances (e.g., illness hours before performance).

Force Majeure

1. No party shall be liable for failure to perform due to unforeseen circumstances, including but not limited to:
2. Natural disasters, war, terrorist activities, illness certified by a medical practitioner, accidents, or government orders.
3. Any party invoking Force Majeure must provide evidence and demonstrate efforts to mitigate the impact.