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Terms and Conditions

 Booking with HeartSongs

By signing and returning the formal quote/ agreement/contract as issued, you are formally engaging HeartSongs and it’s ‘Artists’ to perform as the details specified in the contract. The contract serves as confirmation of the ‘Artist/s’ performance; in conjunction with a 20% non-refundable deposit/booking fee [20% of total value of the contract] required.  

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The deposit/ booking fee is non-refundable because by entering this contract you are securing a particular date that we are not able to offer another party and we will be securing resources from now until then so that we are able to fulfil our obligations at that time. We consider the non-refundable deposit/booking fee to be a reasonable estimate of the costs associated with securing and maintaining the booking. The non-refundable deposit/booking fee covers artist cancellation fees and administration time connected to your booking.

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The final balance will be required 14 days prior to the event, or earlier if you choose. In the event of non-payment of your 20% deposit/booking fee invoice, your date and artists contracted will be released within 14 days of the invoice due date.

In the event of non-payment of your final balance after your specified due date, HeartSongs will withhold services until payment is received, or proof of funds transferred.

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By signing and returning your formal quote/ agreement/ contract as issued, you a formally engaging HeartSongs as an ‘entertainment service provider’ to your event.  HeartSongs does not guarantee the original booked Artist/s will be available at the time of the performance, however, HeartSongs will make a concerted effort to have the original Artist/s as stated on the formal quote/ agreement/ contract to fulfil the contact, unless in the instance of Artist/s illness to which the contract is then to be executed by an alternative HeartSongs Artist/s, with the original terms of the contract applicable, where HeartSongs is able to service the event.

CANCELLATION BY CLIENT

  • Should the client cancel the agreement or downgrade the agreed performance [either the amount of time agreed or band arrangement/number of performers]  6 months or more prior to the appearance/event date, 20% of the Artist fee is payable, or forfeiting of the initial 20% deposit/ booking fee. 

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  • Should the client cancel the agreement or downgrade the agreed performance [either the amount of time agreed or band arrangement/number of performers] between 2-6 Months prior to the event date, 50% of the Artist fee is payable.  

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  • Should the client cancel the agreement or downgrade the agreed performance [either the amount of time agreed or band arrangement/number of performers] 2 months prior to the appearance/event date, 100% of the Artist fee is payable.

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  • Your cancellation must be received in writing/email. Payment will be due 6 weeks from the date of cancellation.  

RESCHEDULE BY CLIENT

In the event that you need to reschedule, you can freely change the date for a $70 admin fee, providing you have paid the initial 20% deposit/booking fee. The fee will be chargeable at time of changing the date. 
Reschedules must have a new event date to move the booking [this cannot be left open], otherwise the booking will be treated as a cancellation with normal cancellation terms applicable.
Reschedules are subject to artist availability. In the event where the original booked artist/s is unavailable, the contract is then to be executed by an alternative HeartSongs Artist/s, with the original terms of the contract applicable.

CHANGE OF ARTIST

In the event where the client wishes to change the originally booked artist/s [after a contract has been signed and outside of the standard cooling off periods] a rebooking fee of $250 + GST is applicable, per lead performer - HeartSongs will advise the rebooking fee. This is paid to the original artist as a cancellation fee. This can be added to your final invoice or paid upfront, due 14 days of confirming the change. The deposit/ booking fee will carry over to the new artist.

CANCELLATION BY ARTIST

In the unlikely event that the specific Artist/s booked is unable to fulfil their performance duties as outlined in the contract [due to illness, accident, pregnancy or other], HeartSongs will offer as a solution a minimum of two other Artists who are of a similar calibre to the original Artist for the clients consideration; providing there is sufficient timing with the notice received. The performance fee would remain the same for the replacing artist as originally agreed.

BOOKINGS WITH TRAVEL ARRANGEMENTS

If you book an artist/s and the travel driving time [one way] from the venue to the artists home base is greater than 2 hours 15 minutes, accommodation is required in either a hotel/motel at the clients expense. 

HeartSongs is more than happy to make the accommodation and travel arrangements on your behalf – we do not charge any additional fees for this service.

HeartSongs will always choose the most effective option whilst meeting the needs of the artist and client. When making travel arrangements, HeartSongs requests a 50% deposit.

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HeartSongs recommends choosing airfares that allow for a date change should the event need to be postponed in relation to COVID-19 or for any other reason.  Any penalties that may be incurred with needing date change travel arrangements will be at the cost of the client.

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