Last updated: 05 September 2026

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These Booking Terms & Conditions apply to services provided by MEIKAI Events and form part of the agreement between MEIKAI Events and the Client.

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By accepting a proposal, the Client confirms that they have read, understood and agreed to these Booking Terms & Conditions.

A booking is not confirmed until MEIKAI Events has accepted the booking and any required booking fee or deposit has been received.

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Until the booking is confirmed, the requested date remains available and may be offered to other clients.

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Once confirmed, the booking relates specifically to the event details stated within this proposal. Any subsequent changes may be subject to availability and may result in an adjustment to the agreed price.

The price stated within the proposal is based on the event details and requirements provided by the Client at the time of quotation.

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A deposit of 20% of the total booking price is required to secure the booking. The booking will not be confirmed and the event date will not be reserved until the deposit has been received.

 

The final invoice will normally be issued 14 days before the event date and must be paid within 7 days of issue. Where the invoice is issued fewer than 7 days before the event, payment will be due immediately.

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Where a booking is made fewer than 14 days before the event, the full booking price will normally be invoiced and payable immediately, unless a different payment arrangement is agreed in writing.

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Where a deposit arrangement is exceptionally agreed for a booking made fewer than 14 days before the event, the deposit will be payable immediately. The final balance will be payable seven days before the event or, where that date has already passed, immediately.

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The agreed price will remain fixed provided that the event details and requirements do not materially change. Changes requested after confirmation may result in additional charges, which will be agreed with the Client before they are added to the booking.

 

If payment is not received by the applicable due date, MEIKAI Events will contact the Client and provide a reasonable opportunity to make payment. MEIKAI Events reserves the right to treat the booking as cancelled where payment remains outstanding prior to the event date unless alternative agreements have been made.

 

Any cancellation charges will be determined in accordance with Section 8 below.

The Client should notify MEIKAI Events as soon as possible if they wish to change any aspect of the booking, including the date, venue, performance times, setup arrangements or services required.

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Changes are subject to availability and may result in additional charges.

 

A significant change of date or venue may be treated as a new booking where MEIKAI Events is unable to accommodate the revised arrangements.

The agreed performance and service times will be shown within the booking confirmation.

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Where the Client or venue requests that MEIKAI Events continues beyond the agreed finish time, additional time may be provided subject to venue restrictions, staff availability and the discretion of MEIKAI Events.

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Additional performance time is charged at £75 per hour, or part thereof, unless otherwise agreed in writing.

The Client is responsible for ensuring that MEIKAI Events has reasonable and safe access to the venue and sufficient time to unload, set up, sound check where required, and dismantle equipment.

 

Standard setup of up to 2 hours immediately before the agreed event start time is included within the quoted price.

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Where the Client or venue requires MEIKAI Events to arrive or complete setup earlier than would ordinarily be necessary, an additional early setup charge of £50 per additional hour may apply. Any additional charge will be agreed with the Client in advance.

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The Client must inform MEIKAI Events in advance of any access restrictions, stairs, long carrying distances, loading restrictions, parking restrictions or other circumstances that may affect setup or dismantling.

The Client is responsible for ensuring that the venue permits the services and equipment included within the booking.

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The venue must provide a safe and suitable performance area with sufficient space for the agreed equipment. The venue must also provide an adequate and safe electrical supply, with suitable standard UK mains outlets located within reasonable reach of the performance area.

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MEIKAI Events will comply with reasonable venue rules relating to matters such as sound levels, access, health and safety and finishing times.

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If venue restrictions prevent part of the agreed service from being provided, MEIKAI Events will make reasonable efforts to adapt the setup but cannot be held responsible for restrictions that were not disclosed before the booking.

The quoted price includes travel within 30 miles unless otherwise stated.

 

Travel beyond the included distance may be charged at £0.55 per mile for the additional return journey.

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Any parking charges, tolls, congestion charges or other venue-related travel costs may be added to the booking where applicable.

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Where the location or finishing time makes a safe return journey impractical, particularly where the expected return travel time exceeds approximately 1 hour 30 minutes, suitable overnight accommodation may be required. Any such requirement and associated cost will be discussed with the Client in advance.

The Client may cancel their booking at any time by notifying MEIKAI Events in writing. Cancellation will take effect on the date the cancellation notice is received.

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Where the Client cancels, MEIKAI Events may retain from payments already received an amount that reasonably reflects the net losses arising directly from the cancellation. In calculating this amount, MEIKAI Events will take into account work already undertaken, costs incurred, costs saved as a result of the cancellation, and any reasonable opportunity to secure an alternative booking for the event date.

MEIKAI Events will not normally seek payment beyond the amount already received. However, it reserves the right to seek additional payment where reasonably necessary to recover documented losses arising directly from the cancellation.

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Where the payments received exceed the final cancellation charge, the difference will be refunded.

 

MEIKAI Events will not recover the same loss twice.

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Cooling-Off Period

Bookings for DJ and event entertainment services are made for a specific event date or period. Such bookings may fall within the exemption for services related to leisure activities provided on a specific date or during a specific period under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013.

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Accordingly, the statutory 14-day cancellation right that applies to some distance and off-premises contracts may not apply to a booking made with MEIKAI Events.

 

This does not affect any other statutory rights the Client may have.

 

If the Client wishes to move their event to another date, MEIKAI Events will make reasonable efforts to accommodate the change, subject to availability.

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Where the new date can be accommodated, MEIKAI Events may agree to transfer payments already made to the rescheduled booking rather than treating the change as a cancellation. Any change in venue, timings, travel, services or other requirements may result in a revised price.

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Where the requested new date cannot be accommodated, the booking will be treated as a cancellation and the cancellation provisions above will apply.

In the unlikely event that MEIKAI Events is unable to fulfil the booking due to illness, emergency, equipment failure or another circumstance beyond reasonable control, reasonable efforts will be made to find a suitable alternative solution where possible.

 

If MEIKAI Events cancels the booking and is unable to provide the agreed service or a suitable alternative accepted by the Client, any payments made for services that will not be provided will be refunded.

 

MEIKAI Events' liability will not exceed the amount paid by the Client for the affected services, except where liability cannot legally be limited.

Neither party will be responsible for failure to fulfil the booking where this is caused by circumstances genuinely beyond their reasonable control, such as severe weather, venue closure, government restrictions, major transport disruption, fire, flood or other emergencies.

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Where possible, both parties will work together to find a reasonable alternative, including rescheduling the event.

MEIKAI Events welcomes music requests and preferences in advance of the event and will make reasonable efforts to incorporate them into the performance.

Requests are subject to availability, suitability for the event and professional judgement.

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MEIKAI Events cannot guarantee that every requested song will be played.

Any "do not play" requests submitted by the Client will be respected wherever reasonably possible.

Unless instructed otherwise by the Client, MEIKAI Events may accept reasonable music requests from guests during the event.

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MEIKAI Events reserves the right not to play requests considered unsuitable, offensive, inconsistent with the Client's instructions or inappropriate for the event.

All equipment remains the property of MEIKAI Events.

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The Client is responsible for taking reasonable steps to prevent guests from interfering with, climbing on, moving or damaging equipment.

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MEIKAI Events reserves the right to stop the performance temporarily or permanently where continuing would present a genuine risk to people, equipment or property.

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Deliberate or negligent damage caused to equipment by the Client, their guests or persons for whom the Client is responsible may be charged to the Client.

MEIKAI Events will not tolerate threatening, abusive, discriminatory, violent or unsafe behaviour towards its staff or representatives.

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Where such behaviour occurs and cannot reasonably be resolved, MEIKAI Events reserves the right to stop providing services and leave the venue where necessary for safety.

MEIKAI Events may occasionally capture photographs or short video clips of its equipment or setup for promotional purposes.

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Images or footage in which the Client or their guests are identifiable will not be used for promotional purposes without appropriate permission.

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The Client may inform MEIKAI Events at any time if they do not want any photography or filming to take place.

MEIKAI Events will operate its sound system at levels considered appropriate for the venue and event and will comply with reasonable instructions from venue management regarding sound levels.

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MEIKAI Events cannot be held responsible for reduced volume or changes to the performance resulting from venue sound limiters, noise restrictions or instructions from venue staff or relevant authorities.

Where services are to be provided outdoors, suitable protection from rain, moisture, excessive heat, wind and other adverse conditions must be provided.

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MEIKAI Events reserves the right not to set up or operate electrical equipment where conditions are considered unsafe.

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Where services cannot safely be provided because suitable protection has not been arranged, this will not normally be treated as a cancellation by MEIKAI Events.

The Client is responsible for providing accurate contact, venue, timing and event information.

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MEIKAI Events should be informed as soon as reasonably possible of any information that could materially affect delivery of the service.

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Personal information will only be used as reasonably necessary to administer the enquiry, booking and associated services, in accordance with applicable data protection requirements.

By accepting the quote the Client confirms that:

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• the event information provided is accurate to the best of their knowledge;

• they have authority to make the booking;

• they have read and accepted these Booking Terms & Conditions; and

• they agree to pay the amounts due in accordance with the agreed payment schedule.

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A booking will only be confirmed once MEIKAI Events has accepted the booking and the required 20% booking deposit has been received.