Classical Strings – Booking Terms and Conditions

These terms and conditions apply to all bookings made with Classical Strings. By confirming a booking and paying the booking fee, the client agrees to the terms set out below.

 

1. Confirming Your Booking

Your booking is only confirmed once we have received:

  • written confirmation from you by email; and
  • payment of the £200 booking fee.

Until both of these have been received, the date remains available to other clients.

The £200 booking fee secures the date in our diary and covers administration, preparation time, correspondence, reserving the musicians, and declining other work for that date. For this reason, the booking fee is non-refundable except where Classical Strings cancels the booking and is unable to provide a suitable replacement.

Payment can be made by BACS, IBAN, or cheque. Bank details will be provided on request or shown on your invoice.

 

2. Final Balance

The final balance is due one calendar month before the event date.

We will send an invoice nearer the time, but it remains the client’s responsibility to ensure that the balance is paid by the due date.

Classical Strings requires full cleared payment before performing at any event. If the final balance has not been received by the due date, we reserve the right to treat the booking as cancelled by the client, in which case the cancellation terms below will apply.

 

3. Booking Period and Performance Time

Unless agreed otherwise in writing, our standard booking period is three hours. This is a continuous period of time, for example 1pm to 4pm.

During this three-hour period, we can play at one venue or move between agreed locations within the same venue, for example ceremony room, drinks reception area, or wedding breakfast room.

The booking period includes reasonable breaks. We do not perform continuously for three hours. A 30-minute break will normally be taken during the booking period to avoid physical strain and injury. If we are providing music for your ceremony, waiting quietly and being ready to play does not count as a break, as we are still on call to provide the music.

If the event schedule changes on the day, we will do our best to be flexible, but we cannot guarantee performance beyond the agreed booking period unless overtime has been agreed.

 

4. Overtime

Overtime up to one hour may be available by prior agreement or, if possible, on the day.

Overtime must be agreed with Classical Strings before the additional playing time begins. Payment for overtime must be made either in advance or on the day, unless otherwise agreed in writing.

We reserve the right to decline overtime if we have other commitments, travel arrangements, health and safety concerns, or if the request is not practical on the day.

Overtime of over one hour will be regarded as a second booking.

 

5. Changes to Timings, Venue or Event Details

Please tell us as soon as possible if any details of your event change, including timings, venue, access arrangements, parking, or whether you would like us to play in different locations.

Minor timing adjustments can usually be accommodated, provided they are agreed in advance and do not extend the overall booking period.

Significant changes may incur an additional fee. This includes, but is not limited to:

  • a longer booking period;
  • a change of venue;
  • extra travel time;
  • additional waiting time;
  • late changes requiring additional preparation;
  • moving between multiple venues or locations.

Any changes must be confirmed in writing.

 

6. Special Arrangements

If there is a piece of music you would particularly like us to play which is not already in our repertoire, we may be able to arrange it for strings.

Special arrangements are charged at £125 per piece, plus the cost of obtaining any required score, sheet music, licence, or source material.

Please give as much notice as possible when requesting a special arrangement. Ideally, we require at least three months’ notice. We cannot guarantee that late arrangement requests will be possible.

Payment for special arrangements is due before work begins. Once work has started, arrangement fees are non-refundable.

Bespoke arrangements remain the musical property of Classical Strings unless otherwise agreed in writing. The arrangement fee covers the creation and performance of the piece at your event; it does not include ownership, resale rights, recording rights, or permission for third-party use.

 

7. Cancellations by the Client

All cancellations must be made in writing by email.

The £200 booking fee is non-refundable in all cases of client cancellation.

Because wedding and event bookings are date-specific, and because we often turn away other work once your date has been reserved, the following cancellation charges apply:

  • More than 6 months before the event: booking fee retained only.
  • Between 3 and 6 months before the event: 50% of the total agreed fee is payable.
  • Between 1 and 3 months before the event: 75% of the total agreed fee is payable.
  • Less than 1 calendar month before the event: 100% of the total agreed fee is payable.

If the final balance has already been paid and the client cancels, any refund due will be calculated according to the cancellation schedule above.

Any bespoke arrangement fees, sheet music costs, special purchases, travel costs already incurred, accommodation costs, or other agreed expenses are non-refundable where the work has already been carried out or the cost has already been incurred.

Cancellation fees are due within 7 days of cancellation.

 

8. Postponements and Date Changes

If you need to postpone your event, please contact us as soon as possible.

We will always try to move your booking to a new date, subject to our availability. If we are available for the new date, the original booking fee will normally be transferred to the new booking.

A postponement is only confirmed once the new date has been agreed in writing.

If the new date requires different musicians, additional travel, a longer booking period, or takes place in a different pricing year, we reserve the right to amend the fee.

If you request a postponement and we are not available for the new date, this will be treated as a cancellation by the client, and the cancellation terms above will apply.

If a postponed booking is later cancelled by the client, the cancellation charge will be calculated from the original event date or the new event date, whichever results in the greater loss to Classical Strings.

 

9. Cancellations by Classical Strings

In the unlikely event that Classical Strings has to cancel your booking, we will make every reasonable effort to provide a suitable replacement musician or ensemble from our trusted professional network.

If we are unable to provide a suitable replacement, all monies paid to Classical Strings for the performance will be refunded in full.

Our liability will be limited to the amount paid to Classical Strings for the booking. We are not liable for any additional costs, losses, or expenses incurred by the client as a result of cancellation.

 

10. Illness or Musician Substitution

If one of the musicians is ill, unavailable due to emergency, or unable to perform for reasons beyond their control, Classical Strings reserves the right to provide a suitable replacement musician of professional standard.

This does not affect the agreed fee and does not constitute a cancellation by Classical Strings.

 

11. Force Majeure

Classical Strings will not be liable for failure to perform where this is caused by circumstances beyond our reasonable control. This may include, but is not limited to:

  • severe weather or dangerous travel conditions;
  • road closures or major travel disruption;
  • illness, accident, or emergency;
  • fire, flood, or venue closure;
  • government restrictions;
  • public health restrictions;
  • power failure or unsafe performance conditions;
  • civil unrest, terrorism, or acts of God.

Where possible, we will work with you to find a fair solution, such as postponement or replacement musicians. Refunds, if applicable, will be considered on a case-by-case basis, taking into account work already carried out, costs already incurred, and the circumstances preventing performance.

 

12. Playing Outdoors

We are happy to play outdoors when conditions are suitable, but this is always at the discretion of the musicians on the day.

String instruments are valuable and sensitive to heat, cold, wind, rain, damp, direct sunlight, and sudden temperature changes.

If you would like us to play outside, the client must provide:

  • a safe, level and stable playing area;
  • adequate shade from direct sunlight;
  • suitable cover from rain or damp conditions;
  • protection from strong wind;
  • suitable chairs without arms;
  • sufficient space for the ensemble and instruments.

We cannot perform outside in rain, drizzle, damp conditions, strong wind, excessive heat, excessive cold, or direct sunlight.

If outdoor conditions are unsuitable, an indoor alternative must be provided. If no suitable indoor alternative is available, we reserve the right not to perform, and the full fee will remain payable.

The decision as to whether conditions are suitable for outdoor performance rests solely with Classical Strings.

 

13. Venue Requirements

Please ensure that the venue knows we are performing at your event.

The client is responsible for ensuring that the venue can provide:

  • chairs without arms for each musician;
  • adequate space for the ensemble;
  • safe access to the performance area;
  • suitable lighting;
  • shelter and shade where required;
  • a secure place to leave instrument cases and personal belongings;
  • nearby parking or clear loading/unloading arrangements.

We are unable to carry furniture ourselves. If you would like us to move between locations, please ensure that chairs are already in place or that a member of the venue team is available to move them.

If we are required to move between locations during the booking period, the time taken to move and reset forms part of the agreed booking period.

 

14. Breaks and Refreshments

During a standard three-hour booking period, we will normally take a 30-minute break.

Please liaise with the caterers to provide soft drinks and refreshments for the musicians, such as sandwiches or canapés during our 3 hour booking.

If refreshments are not available, we may need to leave the performance area during our break to obtain food or drink.

 

15. Delays on the Day

We understand that weddings and events do not always run exactly to time, and we will do our best to be flexible.

However, the agreed booking period begins and ends at the times stated in the booking confirmation, unless otherwise agreed in writing.

If the ceremony, reception, photographs, speeches, or any other part of the event runs late, we cannot guarantee that we will be able to extend our finish time.

Any extension beyond the agreed booking period will be treated as overtime and charged accordingly.

 

16. Repertoire and Musical Choices

We are happy to discuss your musical preferences and will always do our best to include favourite pieces from our repertoire.

Final repertoire choices are at the discretion of Classical Strings and may depend on the ensemble booked, the suitability of the music, the timing of the event, and any special arrangement requirements.

If specific pieces are required for key moments, such as the bridal entrance, signing of the register, or exit music, these must be confirmed in writing in advance.

 

17. Photography, Filming and Recording

Guests and photographers are welcome to take photographs during the performance, provided this does not interfere with the musicians or the performance.

Any professional filming, live streaming, commercial recording, broadcast, or promotional use of our performance must be agreed with Classical Strings in advance.

Short personal video clips taken by guests are normally acceptable, but these must not be sold, commercially exploited, or used in paid advertising without permission.

 

18. Insurance and Liability

Classical Strings holds appropriate public liability insurance. A copy can be provided to the venue on request.

The client is responsible for ensuring that the venue is safe and suitable for live acoustic performance.

Classical Strings will not be liable for any failure to perform or reduction in performance quality caused by unsuitable conditions, excessive noise, unsafe access, lack of required facilities, or restrictions imposed by the venue.

 

19. Acceptance of Terms

Payment of the booking fee confirms that the client has read, understood, and accepted these terms and conditions.

Any variation to these terms must be agreed in writing by Classical Strings.