Terms and Conditions of Service

Welcome to Seren Cymru!

These terms and conditions outline the rules and regulations for the use of Seren Cymru's Services.

1. BOOKING & PAYMENTS

1.1 A booking is only confirmed once a deposit has been received by SEREN CYMRU.

1.2 All deposits are non-refundable and non-transferable.

1.3 The remaining balance must be paid no later than 31 days before the event date unless otherwise agreed in writing.

1.4 Failure to pay the balance by the due date may result in cancellation of the booking by SEREN CYMRU, with all monies previously paid being retained.

1.5 Payments may be made by bank transfer, card payment, or any other agreed payment method.

2. CANCELLATION POLICY

2.1. If the CLIENT cancels the booking at any stage, the deposit will be retained.

2.2. The following cancellation charges will apply:

More than 31 days before the event: 50% of the total agreed fee.

31 days or less before the event: 100% of the total agreed fee.

2.3. The deposit paid shall form part payment of any cancellation charges due.

2.4. Cancellation must be provided in writing by email or letter. Cancellation is only deemed effective once acknowledged by SEREN CYMRU in writing.

2.5. If SEREN CYMRU can demonstrate that another booking or engagement was refused for the same date due to this Agreement, the full fee may be pursued.

3. PERFORMANCE STANDARDS

3.1. SEREN CYMRU shall conduct themselves professionally and appropriately throughout the engagement.

3.2. SEREN CYMRU will make reasonable efforts to accommodate requests relating to:

Music preferences, Volume levels, Dress code

Equipment placement, Event format, General presentation

3.3. SEREN CYMRU reserves the right to refuse unreasonable, unsafe, abusive, discriminatory, or unlawful requests.

4. VENUE REQUIREMENTS & SAFETY

4.1. The CLIENT must ensure the venue provides:

• A safe and suitable performance area

• Adequate access for equipment loading/unloading

• Safe, properly earthed electrical supplies

• Appropriate shelter for outdoor events where applicable

4.2. SEREN CYMRU reserves the right to reduce or refuse equipment usage where power supplies are considered unsafe or unsuitable.

4.3. SEREN CYMRU reserves the right to refuse to start or continue any performance where conditions are considered unsafe.

4.4. Unsafe conditions may include but are not limited to:

• Unsafe electrical systems

• Aggressive or abusive behaviour

• Dangerous weather conditions

• Unsafe access routes

• Overcrowding

• Illegal activity

• Excessive intoxication

4.5. In such circumstances, the provisions of Clause 2 (Cancellation Policy) may still apply.

5. NON-APPEARANCE & LIMITATION OF LIABILITY

5.1. SEREN CYMRU will use all reasonable efforts to attend and perform at the event.

5.2. If SEREN CYMRU is unable to attend due to illness, accident, emergency, vehicle breakdown, severe weather, or circumstances beyond reasonable control, all monies paid by the CLIENT for that event shall be refunded in full.

5.3. SEREN CYMRU shall not be liable for any indirect or consequential losses including but not limited to:

• Venue costs

• Catering costs

• Accommodation expenses

• Travel expenses

• Emotional distress

• Loss of profit

• Third-party supplier costs

5.4. Liability shall in all circumstances be limited to the total amount paid by the CLIENT for the booking.

6. FORCE MAJEURE

6.1. Neither party shall be liable for failure to perform obligations under this Agreement where such failure is caused by events beyond reasonable control including but not limited to:

• Severe weather

• Flood

• Fire

• Pandemic or epidemic

• Government restrictions

• Venue closure

• Power failure

• Road closures

• Industrial disputes

• Terrorism

• Natural disasters

• Acts of God

• 6.2. In such circumstances, both parties shall attempt to agree an alternative date where reasonably possible.

7. MUSIC LICENSING & EVENT PERMISSIONS

7.1. The CLIENT is responsible for ensuring that the venue holds any licences, permissions, or authorisations required for the event and performance.

7.2. If SEREN CYMRU is unable to perform due to the absence of required permissions, licences, or venue approvals, the provisions of Clause 2 may apply.

8. SET UP, PACK DOWN & ACCESS

8.1. SEREN CYMRU requires reasonable access to the venue before and after the performance.

8.2. Typical setup and dismantling times may be up to 60 minutes each, depending on the services booked.

8.3. Suitable parking and unloading access must be available as close as reasonably possible to the performance area.

8.4. Any parking fees, congestion charges, tolls, or venue access charges shall be payable by the CLIENT.

8.5. SEREN CYMRU reserves the right to refuse unsafe access arrangements.

9. EQUIPMENT DAMAGE & BEHAVIOUR

9.1. The CLIENT is responsible for ensuring guests behave safely and appropriately.

9.2. The CLIENT accepts responsibility for any loss, theft, or damage caused to SEREN CYMRU equipment by guests, venue staff, contractors, or attendees.

9.3. SEREN CYMRU will not tolerate abusive, threatening, violent, discriminatory, or inappropriate behaviour towards staff or performers.

9.4. SEREN CYMRU reserves the right to immediately stop or terminate the performance if such behaviour occurs.

9.5. In such circumstances, full payment shall remain due.

10. CHILD SUPERVISION & SAFEGUARDING

10.1. Children remain the responsibility of the CLIENT and/or supervising adults at all times.

10.2. SEREN CYMRU staff and performers are entertainers only and are not acting in a childcare or

supervisory capacity.

10.3. Appropriate adult supervision must be maintained throughout the event.

10.4. SEREN CYMRU reserves the right to pause or terminate activities where behaviour is unsafe or supervision is inadequate.

11. NERF PARTIES & ACTIVE ENTERTAINMENT ACTIVITIES (WHERE BOOKED)

11.1. Participants must follow all safety instructions given by SEREN CYMRU staff.

11.2. Participation in games and activities is at the participant’s own risk.

11.3. SEREN CYMRU accepts no liability for injuries resulting from:

• Failure to follow instructions

• Reckless behaviour

• Misuse of equipment

• Lack of supervision

• Pre-existing medical conditions

11.4. SEREN CYMRU reserves the right to remove any participant behaving dangerously or inappropriately.

11.5. Eye protection, where provided or required, must be worn during applicable activities.

12. GLITTER TATTOOS (WHERE BOOKED)

12.1. SEREN CYMRU will not apply glitter tattoos to:

• Children under 3 years old

• Anyone appearing unwell

• Anyone unwilling or distressed

• Any person unable to remain still during application

12.2. A parent or legal guardian must be present for all applications to children under 16.

12.3. Parents or guardians remain responsible for checking allergies or skin sensitivities prior to application.

12.4. SEREN CYMRU reserves the right to refuse service where it is considered unsafe or inappropriate.

12.5. Abuse towards staff will result in immediate termination of services in accordance with Clause 9.

13. CHARACTER VISITS (WHERE BOOKED)

13.1. Children must be supervised at all times while interacting with performers.

13.2. Guests should be reasonably clean and free from substances likely to damage costumes.

13.3. A cleaning or repair charge may be applied where costumes are damaged or excessively soiled due to negligence or inappropriate behaviour.

13.4. Abuse, harassment, or inappropriate behaviour towards performers will result in immediate termination of services.

13.5. No animals or pets allowed near our performers at any time

14. SPECIAL EFFECTS

14.1. Where smoke, haze, snow, foam, bubble, confetti, or similar effects are requested, the CLIENT must confirm with the venue that such effects are permitted.

14.2. SEREN CYMRU accepts no responsibility where venue restrictions prevent the use of requested effects.

14.3. Laser and lighting effects may have reduced visual impact where smoke or haze effects cannot be used.

15. EXTENSIONS & ADDITIONAL TIME

15.1. Any extension of performance time is entirely at the discretion of SEREN CYMRU.

15.2. Additional time may be charged at the current rate of £100 per hour or part thereof unless otherwise agreed.

15.3. Extensions are subject to venue permissions, legal operating restrictions, and performer availability.

16. PHOTOGRAPHY, VIDEO & MARKETING

16.1. The CLIENT grants permission for photographs and videos taken during the event to be used by SEREN CYMRU for promotional, marketing, and social media purposes.

16.2. If the CLIENT does not wish images or footage to be used, they must notify SEREN CYMRU in writing prior to the event.

17. DATA PROTECTION & PRIVACY

17.1. SEREN CYMRU will only use personal information provided by the CLIENT for purposes connected to the booking and performance.

17.2. Personal information will not be sold or shared with unrelated third parties except where required by law.

18. GENERAL TERMS

18.1. This Agreement represents the entire agreement between the parties.

18.2. Any amendments must be agreed in writing.

18.3. If any provision of this Agreement is found unenforceable, the remaining provisions shall remain in effect.

18.4. This Agreement shall be governed by the laws of England and Wales.