Terms and Conditions of Hire & Service



Website: www.synergysound.net

Effective Date / Last Updated: August 2026

1. Definitions and Agreement

1.1. "The Company", "We", "Us", or "Our" refers to Synergy Sound (www.synergysound.net).
1.2. "The Client", "You", or "Your" refers to the person, organisation, or entity making the booking.
1.3. "The Event" refers to the specific function, date, and venue agreed upon in the booking correspondence or contract.
1.4. By paying a reservation fee or signing a service contract, the Client enters into a legally binding agreement based on the terms outlined below.

2. Bookings, Reservation Fee & Payments

2.1. Reservation Fee: A booking is only confirmed once a reservation fee of £100 for bookings with a total cost of £500 or less, has been paid; or a reservation fee of £200 is paid for bookings over £500 total cost  has been paid.  Dates will not be held or reserved without this payment.
2.2. Deduction: The reservation fee is not an additional charge; it is deducted directly from the total contracted balance.
2.3. Balance Due Date: The remaining balance must be cleared prior to the date of the Event, or paid in full on the day of the Event strictly before any equipment is unloaded or assembled.
2.4. Receipts: Synergy Sound will issue a formal digital or physical receipt for all payments received.

3. Cancellations & Guarantees

3.1. Cancellation by the Client:

• More than 30 days’ notice: If you cancel the booking at least 30 full days prior to the scheduled Event date, your reservation fee will be refunded in full.

• Fewer than 30 days’ notice: Cancellations made within 30 days of the scheduled Event date forfeit the reservation fee in full to cover lost booking opportunities and administrative costs.

3.2. The Synergy Sound Service Guarantee (Cancellation by Us):
In the improbable event that Synergy Sound is forced to cancel or cannot commit to a confirmed booking, we provide the following double-protection guarantee:

• We will refund your reservation fee/deposit in full; AND

• We will pay you the equivalent of the full agreed fee, allowing you to secure alternative arrangements at no net out-of-pocket loss to you.

3.3. Force Majeure: Neither party shall be held liable for failure to perform obligations where such failure results from circumstances strictly beyond reasonable control (including, but not limited to, catastrophic weather events preventing travel, structural venue failure, or national emergency).

4. Venue Requirements & Technical Provision

To enable safe and timely operation, the Client agrees to ensure the following minimum site conditions:

4.1. Power Supply: The venue must provide a minimum of two dedicated 13-Amp (230V / 50Hz) standard UK mains sockets located within 20 feet (6 metres) of the setup location. Power supplies must be safe, grounded, and fully functional.
4.2. Access & Time Allocation: The Company requires clear, unhindered access to the setup area for a minimum of 60 minutes prior to the start time for installation and sound checks, and a minimum of 60 minutes after the scheduled finish time for safe disassembly and pack-down.
4.3. Environmental Suitability: The performance/setup area must be dry, flat, structurally sound, and sheltered from rain or direct extreme elements if outdoors.

5. Client Responsibilities & Liability

5.1. Agreed Timings: Performance start and finish times must be agreed upon prior to the Event. Any unscheduled extensions on the night are strictly at the discretion of Synergy Sound and may incur additional charges.
5.2. Damage to Equipment: The Client assumes full financial liability for any damage to, or loss of, Synergy Sound equipment, vehicles, or property caused by any guest, attendee, or venue staff during the Event.
5.3. Safety and Conduct: The Client is responsible for maintaining orderly conduct at the venue. Synergy Sound reserves the right to suspend or terminate services immediately if equipment or personnel are subjected to abusive, threatening, or hazardous behaviour.

6. Synergy Sound Responsibilities & Insurance

Synergy Sound agrees to:

6.1. Safety & Compliance: Provide all sound, lighting, and ancillary equipment in clean, safe working order, fit for purpose, and compliant with relevant UK electrical safety standards (PAT tested).
6.2. Public Liability Insurance: Maintain comprehensive Public Liability Insurance (PLI) cover against personal injury or property damage caused directly by our equipment or operations. (Proof of PLI available to venues upon request).
6.3. Professional Standards: Dress and conduct all operations in a professional, courteous manner suited to the occasion.
6.4. Music & Content: Deliver music suitable for the agreed brief, making reasonable accommodations for client and guest requests where appropriate.
6.5. Contractual Performance: Fulfil the contracted hours and services agreed upon in the booking schedule.

7. Scope & Commercial Bookings

7.1. Private Parties: These standard terms apply directly to all private social events, weddings, and private parties.
7.2. Corporate / Commercial Bookings: Corporate clients, public institutions, and commercial festivals may negotiate tailored commercial service-level agreements (SLAs), invoicing schedules, and terms by separate written contract.

8. Governing Law

These Terms and Conditions are governed by and construed in accordance with the laws of England and Wales, and both parties submit to the exclusive jurisdiction of the Courts of England and Wales.