Legal

Terms & Conditions

Motion Entertainment Services Ltd

Please read these terms carefully before making a booking. By paying a deposit or making any payment to Motion Entertainment, you confirm that you have read, understood, and agreed to the following terms and conditions.

1. Definitions

"Company" refers to Motion Entertainment Services Ltd
"Client" refers to the individual or organisation making the booking
"Supplier" refers to any DJ, entertainer, or service provider assigned to fulfil the booking
"Event" refers to the booked service date and time

2. Booking & Payment

A booking is only confirmed once a deposit has been received and written confirmation has been issued by Motion Entertainment.
All deposits are non-refundable under all circumstances.
The remaining balance must be paid at least 7 days prior to the event, unless otherwise agreed in writing, or on arrival where "pay on the day" has been agreed.
The Client named on the booking is fully responsible for all payments, any outstanding balances, and any payments made on the day.
Motion Entertainment reserves the right to refuse or cancel bookings where payments are not made in accordance with these terms.

3. Cancellations & Changes

3.1 Cancellations

All deposits are non-refundable.
If a booking is cancelled within 30 days of the event, the full remaining balance remains payable, even if it has not yet been paid at the time of cancellation.

Cancellation timing	Amount due
More than 30 days before event	Deposit retained; no further balance due
Within 30 days of event	50% of total booking value payable
Within 7 days of event	100% payable with no refunds under any circumstance

3.2 Date Changes / Rebooking

Clients may request to transfer their booking to a new date, subject to availability and at the discretion of Motion Entertainment.
The original deposit will be carried over to the new booking date.
The new event date must fall within 6 months of the cancellation date. If a suitable date is not agreed within this period, the booking will be treated as a cancellation and standard cancellation terms will apply.
Date changes are offered as a gesture of goodwill, not a contractual obligation.
Motion Entertainment reserves the right to refuse date changes during peak periods (including Saturdays, holidays, and December).

3.3 Amendments

Any changes to services, timings, packages, or locations must be requested in writing.
All changes are subject to availability and may incur additional charges.
No changes can be made within 7 days of the event, unless agreed at the sole discretion of Motion Entertainment.

4. Nature of Service

Motion Entertainment provides professional event entertainment services through a network of carefully vetted and approved Suppliers.
All Suppliers are trusted partners who regularly work with Motion Entertainment and meet our standards of quality and professionalism.
Suppliers operate as independent contractors and are responsible for delivering the service on the day.
While Motion Entertainment takes reasonable steps to ensure reliability and quality, we do not guarantee the performance of individual Suppliers.

5. Supplier Substitution & Failure

In the unlikely event that a Supplier is unable to attend, Motion Entertainment will make reasonable efforts to provide a suitable replacement.
If no replacement can be provided, a full refund will be issued.
Motion Entertainment shall not be liable for indirect losses, consequential losses, loss of enjoyment, venue costs, or third-party expenses.

6. Limitation of Liability

Motion Entertainment's total liability for any claim shall be limited to the total amount paid for the booking.
Under no circumstances shall Motion Entertainment be liable for loss of profit, loss of business, or indirect or consequential losses.

7. Force Majeure

Motion Entertainment shall not be liable for failure or delay in performance due to events beyond its control, including but not limited to:

Severe weather
Traffic delays
Illness or injury
Vehicle breakdown
Power failure
Venue issues
Acts of God

8. Client Responsibilities

The Client must ensure:

Safe and suitable access to the venue
Adequate space for equipment
A stable and safe power supply
Compliance with venue rules

Failure to meet these requirements may result in delays, reduced service, or cancellation without refund.

9. Access, Parking & Setup

Clients must provide suitable parking close to the venue (ideally within 100m), safe unloading access, setup time of 45–90 minutes prior to the event, and pack-down time of up to 90 minutes after the event.
Parking must remain available for the full duration of setup, the event, and pack-down.
Any additional costs (including parking charges, fines, congestion/ULEZ charges) will be charged to the Client where caused by inadequate arrangements.

10. Equipment & Damage

The Client is responsible for any loss, theft, or damage caused by guests or venue staff. Full repair or replacement costs will be charged where applicable.
Suppliers reserve the right to stop or suspend services where equipment is at risk.

11. Behaviour & Safety

Abusive, threatening, or unsafe behaviour toward staff or Suppliers will result in immediate termination of services with no refund.
The Client is responsible for the behaviour of all guests.

12. Service Limitations

Services are subject to venue restrictions, noise limits, and technical constraints.
Specific music requests or performance styles are not guaranteed unless agreed in advance.

12.1 Dance Floor Surface Requirements

LED dance floors cannot be laid on grass, gravel, uneven ground, or any surface that is not flat, firm, and level.
The Client is responsible for informing Motion Entertainment of the intended surface prior to the event. This information must be confirmed at the time of booking or as soon as it becomes known.
If the Supplier arrives at the venue and the intended surface is unsuitable (including grass), Motion Entertainment reserves the right to refuse to lay the dance floor.
In such circumstances, the full booking fee remains payable in full, regardless of whether the dance floor is installed. No refund will be issued.
Motion Entertainment shall not be liable for any losses, disappointment, or costs incurred as a result of the dance floor not being laid due to an unsuitable surface.

13. Photo Booth Services

13.1 Print Policy

For all photo booth packages that include printed photos (including Magic Mirror, Vintage Selfie Pod, Selfie Pod, and Oval Booth), the print allowance is one print per visit to the booth.
Guests may return to the booth as many times as they wish throughout the event — there is no limit on the number of visits.
Each visit produces one fresh print, which guests keep as a keepsake.
Additional prints from a single session are not included and are not available on the day unless a separate upgrade has been agreed in writing prior to the event.

13.2 Digital Copies

Where digital sharing is included, all photos taken throughout the event are available via the online gallery at no additional cost, regardless of the print allowance.

14. Photography & Media

Suppliers may take photos of equipment setup and the event environment.
No identifiable images of guests will be used publicly without consent.
Images may be retained for evidence or internal records.

15. Complaints

Any issues must be raised during the event where possible, or within 24 hours after the event.
Complaints will not be considered where the service has been delivered and used, except in cases of non-delivery, major service failure, or equipment unusable.

16. Equipment / Speaker Hire

16.1 Delivery, Setup & Collection Services

Where delivery, setup and/or collection is included, equipment will be delivered, set up, and tested where applicable.
The Client must confirm satisfaction at the time of setup.
No refunds will be issued after acceptance unless the equipment becomes unusable due to a proven fault during the hire period.

16.2 Collection & Return (Self-Setup Hire)

Where equipment is collected by the Client, the Client is responsible for safe transport, correct setup, and proper use of equipment.
Collection and return times for PA hire are provisional and subject to change. Motion Entertainment will notify the Client of any revised time as soon as reasonably practicable.
Equipment will be demonstrated or explained at the point of collection where possible.
By collecting the equipment, the Client confirms it is in good working condition and they are satisfied with its condition.
No refunds will be issued after collection unless the equipment is proven to have a pre-existing fault that prevents its use.

16.3 Responsibility During Hire

The Client is fully responsible for equipment from the time of delivery or collection until it is returned or collected by Motion Entertainment.
Any loss, damage, or misuse will be charged accordingly.

16.4 Karaoke Machine Internet Connection

For karaoke machine bookings, the Client is responsible for providing a stable and suitable internet connection at the event address.
A reliable internet connection is required to access streamed karaoke applications, online song searches and the full online song catalogue.
If no internet connection is available, or if the connection is slow, intermittent or restricted, only a limited selection of locally available or offline karaoke content may be accessible.
The Client should test the venue's internet connection and provide any required Wi-Fi credentials before the event begins.
Motion Entertainment is not responsible for reduced karaoke functionality caused by the Client's internet connection, venue network restrictions, service outages or incorrect access details. These circumstances do not constitute an equipment fault.

16.5 Missed Delivery of Courier-Delivered Items

This clause applies to courier-delivered hire items, including the Karaoke Machine and The Party Pod.
The Client is responsible for ensuring that a suitable person is available at the delivery address to accept the item during the delivery window provided by DPD.
If delivery is missed because nobody is available, access cannot be obtained, the delivery details supplied by the Client are incorrect, or the parcel is refused, the Client is responsible for rearranging delivery directly with DPD.
Any redelivery, address-change, depot-collection or other charges resulting from a customer-missed delivery are payable by the Client.
This clause does not apply where delivery is missed solely because of an error or service failure by DPD or Motion Entertainment.

17. Data Protection

Client details will be shared with assigned Suppliers for event fulfilment.
All data is handled in accordance with the Data Protection Act 2018 and UK GDPR.

18. Payments & Acceptance

By making any payment, the Client confirms that they have read, understood, and accepted these Terms & Conditions.

Motion Entertainment Services Ltd — Last updated April 2025