Terms of service
Terms and Conditions of Service
Last updated: 22 June 2026
1. About VIBE Events & Media Ltd
These Terms and Conditions are operated by:
VIBE Events & Media Ltd
Company number: 17272766
Registered in England and Wales
Registered office: SIU Offices, 4–6 Greatorex Street, London, England, E1 5NF
Email: vibeeventsmedia@gmail.com
In these Terms:
“VIBE”, “we”, “us” and “our” mean VIBE Events & Media Ltd.
“Client”, “you” and “your” mean the individual, business, organisation, promoter or other party requesting, booking or purchasing our services.
“Services” means the events, media, creative, promotional and entertainment services supplied by us.
“Contract” means the agreement between you and VIBE Events & Media Ltd.
2. About These Terms
These Terms apply to:
Your use of our website
Enquiries submitted through our website
Quotations and proposals issued by us
Bookings made with us
Services provided by VIBE Events & Media Ltd
Any project, event or creative production agreed between us and a Client
Our Services may include:
Event planning and coordination
Event production
Show promotion and marketing
Photography
Videography and content production
Graphic design and branding
DJ and entertainment services
Artist and performer coordination
Social media and promotional content
Music video production
Event recap and highlight content
Other events, media or creative services agreed in writing
A quotation, proposal, invoice, booking confirmation, project brief, email agreement or written service description may contain additional terms relating to a particular project.
Those documents and these Terms together form the Contract between you and VIBE Events & Media Ltd.
Where a project-specific quotation or booking confirmation conflicts with these Terms, the project-specific document will apply to that booking, provided that its terms are lawful.
3. Using Our Website
You may use our website only for lawful purposes.
You must not:
Attempt to gain unauthorised access to our website, servers, systems or accounts
Introduce viruses, malware or other harmful technology
Interfere with the operation, performance or security of the website
Copy or commercially exploit our website content without permission
Use the website to submit false, fraudulent or misleading information
Infringe our intellectual property rights or the rights of another party
Use automated tools to scrape or extract website content without permission
Impersonate another person, company or organisation
Use our website for unlawful, abusive, threatening or discriminatory purposes
Information on our website is provided for general information.
Service descriptions, prices, photographs, portfolio material and visual concepts displayed on the website do not automatically form a binding offer.
We may update, remove or change website content without prior notice.
4. Enquiries
You may contact us through:
Our website contact form
Telephone
Social media
Messaging services
A meeting or consultation
Another communication method agreed by us
Submitting an enquiry does not create a confirmed booking.
We may ask you to provide information including:
Your name and contact details
The type of event or project
Your preferred date
The event venue or location
The estimated number of guests
The required Services
Your proposed budget
Your expected delivery date
Relevant creative or technical requirements
You are responsible for ensuring that information provided during an enquiry is accurate and complete.
5. Quotations and Proposals
We may provide a written quotation, proposal or estimate after reviewing your enquiry.
A quotation may include:
The Services included
The event or project date
The venue or location
The estimated working hours
The agreed deliverables
The project scope
The price
The deposit required
The payment schedule
Estimated delivery dates
Revision limits
Travel or accommodation costs
Third-party supplier costs
Services or costs that are not included
Unless stated otherwise, our quotations are valid for 14 days from the date of issue.
A quotation may be withdrawn or amended before a booking is confirmed.
Prices may change where:
The project scope changes
The event date changes
The venue changes
Additional Services are requested
Additional working hours are required
Supplier prices increase
Information originally provided was incomplete or inaccurate
Travel or accommodation requirements change
6. When a Booking Becomes Confirmed
A booking becomes confirmed only when:
You accept our quotation or proposal in writing;
You provide the information reasonably required to begin the work;
You agree to these Terms;
You pay the required deposit or initial payment; and
We confirm acceptance of the booking.
Written acceptance may be given by:
Signed agreement
Online booking form
Written message
Invoice payment
Another written method accepted by us
Until the booking is confirmed, we are not required to:
Reserve an event date
Begin planning
Begin creative work
Attend a venue
Engage performers or suppliers
Purchase advertising
Produce or deliver any content
The person making the booking confirms that they are at least 18 years old.
Where you book on behalf of a company, organisation, artist, promoter, venue or another person, you confirm that you have authority to enter into the Contract on their behalf.
7. Prices
The price of the Services will be stated in the quotation, invoice or booking confirmation.
Unless expressly stated otherwise:
Prices are quoted in pounds sterling
Additional work is charged separately
Advertising expenditure is not included
Venue hire is not included
Equipment hire is not included
Printing costs are not included
Travel and accommodation are not included
Parking and access charges are not included
Artist, performer and supplier fees are not included
Music, font, image or software licensing fees are not included
VAT will be added only where applicable and will be shown on the relevant invoice.
Where a price is described as an estimate, the final cost may change according to the actual work required.
We will inform you where reasonably possible before carrying out work that materially increases the agreed price.
8. Deposits and Payment
We may require a deposit before reserving a date or beginning work.
The deposit amount will be stated in your quotation, invoice or booking confirmation.
The deposit forms part of the total price.
The remaining balance must be paid according to the payment schedule shown on the invoice or booking confirmation.
For event bookings, full payment may be required before the event date.
We may suspend or withhold Services where payment is overdue.
This may include withholding:
Event attendance
Final photographs
Final video files
Graphic designs
Artwork
Promotional materials
Editable files
Download links
Project completion
We are not responsible for delays caused by overdue payment.
Where a Client is acting in the course of business, we may charge statutory interest and reasonable debt-recovery costs where permitted by law.
9. Deposits Following Cancellation
A deposit is not automatically non-refundable in every circumstance.
Where a booking is cancelled after any applicable statutory cancellation period, we may retain all or part of the deposit where reasonably necessary to cover:
Planning already completed
Administration already undertaken
Creative work already produced
Time reserved for the booking
Loss of an event date
Supplier deposits
Advertising expenditure
Travel arrangements
Equipment bookings
Other reasonable losses resulting from the cancellation
We will not retain more than is reasonably necessary and legally permitted.
Any refundable balance will be returned after reasonable deductions have been calculated.
10. Client Responsibilities
You agree to provide accurate, complete and timely information.
Depending on the Services, this may include:
Event dates and times
Venue details
Access times
Parking information
Loading arrangements
Guest numbers
Running orders
Speaker, artist or performer information
Contact details for suppliers
Brand guidelines
Logos
Photographs
Video footage
Music files
Written copy
Prices and ticket information
Health and safety information
Technical requirements
Venue restrictions
Required permissions and licences
You must review schedules, artwork, promotional materials, drafts and other project information carefully before approval.
We are not responsible for errors that:
Originated from information supplied by you; and
Were visible in material approved by you.
You must inform us promptly about any matter that may affect the Services.
Delays in providing information, payment, feedback, access or approval may affect:
The event schedule
The project schedule
Delivery dates
Supplier availability
Advertising performance
The final price
11. Event Venues and Access
You are responsible for ensuring that the chosen venue:
Permits the Services being provided
Allows reasonable access at the required times
Has adequate power, space and facilities
Meets applicable safety requirements
Permits photography or filming where relevant
Permits music, DJs or live entertainment where relevant
Has any required venue licences and permissions
Provides suitable working conditions
You must inform us in advance about:
Restricted access
Stairs or loading restrictions
Security procedures
Identification requirements
Parking restrictions
Noise limits
Curfews
Music cut-off times
Power restrictions
Equipment restrictions
Photography or recording restrictions
Health and safety requirements
We are not responsible for reduced performance, delays or missed content caused by venue restrictions that were not disclosed before the booking.
12. Health and Safety
We may refuse, pause or stop work where we reasonably believe that:
Working conditions are unsafe
Equipment is being used dangerously
Guests or participants are behaving violently or abusively
Venue capacity has been exceeded
Access routes are unsafe
Required safety instructions are being ignored
Continuing the Services may place a person at risk
Where Services are stopped because of unsafe conditions caused by the Client, venue or attendees, this will not automatically create a right to a refund.
You are responsible for providing us with relevant risk, venue and safety information before the event.
13. Third-Party Suppliers
We may recommend or coordinate:
Venues
Artists
Performers
Photographers
Videographers
DJs
Designers
Printers
Equipment providers
Advertisers
Caterers
Security providers
Other suppliers
Unless we expressly confirm that a third party is our subcontractor, the supplier may contract directly with you.
We are not responsible for the independent acts, omissions, cancellation or failure of a supplier with whom you contract directly.
Where we pay or book a supplier on your behalf, you may be required to pay the supplier cost in advance.
Third-party costs may be non-refundable where the third party does not provide a refund.
This may include:
Venue deposits
Performer deposits
Printing costs
Advertising expenditure
Equipment hire
Accommodation
Travel tickets
Licensing charges
14. Consumer Cancellation Rights
This section applies where you are acting as an individual for purposes mainly outside your trade, business, craft or profession.
Where a Contract is entered into online, by telephone or away from our business premises, you may have a legal right to cancel within 14 days after the day the Contract is entered into.
To exercise an applicable cancellation right, email:
vibeeventsmedia@gmail.com
Your cancellation notice must clearly state that you wish to cancel the Contract.
You may use the following wording:
“I hereby give notice that I wish to cancel my contract for the following service: [describe the service]. The contract was entered into on [date]. My name and address are [provide details].”
You do not have to use this exact wording.
Where you ask us to begin work during an applicable 14-day cancellation period, you expressly request early performance of the Services.
If you then cancel during that period, you may be required to pay a reasonable and proportionate amount for Services supplied before cancellation.
Where the Services have been fully performed during the cancellation period following your express request and acknowledgement, your statutory cancellation right may end once the Services have been fully completed.
The statutory cancellation right may not apply to certain Services relating to leisure activities where the Contract provides for a specific date or period of performance.
This may include certain:
Weddings
Parties
Concerts
Comedy shows
Live music events
Cultural events
Entertainment bookings
DJ bookings
Date-specific event services
We will not restrict any cancellation right that you are legally entitled to exercise.
15. Cancellation by the Client
A cancellation must be communicated to us in writing.
Unless you are exercising an applicable statutory cancellation right, any refund or cancellation charge will be calculated reasonably according to:
Work already completed
Planning and preparation undertaken
The notice provided
Whether the date can reasonably be rebooked
Supplier costs already incurred
Non-refundable third-party payments
Advertising expenditure
Printing costs
Custom creative work already produced
Equipment or venue commitments
Other reasonably foreseeable losses caused by cancellation
The quotation or booking confirmation may contain a specific cancellation schedule for the project.
A cancellation charge will not exceed the amount reasonably required to compensate us for losses arising from the cancellation.
Where a refundable balance remains, we will return it using the original payment method or another method agreed with you.
16. Rescheduling by the Client
A request to change an event or project date must be made in writing.
Rescheduling is subject to our availability.
We will make reasonable efforts to accommodate the new date, but availability cannot be guaranteed.
Where we agree to reschedule:
Payments already made may be transferred to the new date
Additional planning costs may be charged
Additional supplier costs may be charged
A rescheduling fee may apply where stated in the booking confirmation
The price may be updated where the new date, venue or scope changes
Where we are unavailable for the requested new date, the request may be treated as a cancellation by the Client.
17. Changes to the Agreed Services
You may request changes to the project or event scope.
A requested change may result in:
An additional charge
A revised quotation
A revised delivery date
Additional supplier costs
Additional working hours
Changes to the project schedule
We will notify you where the requested change materially affects the price or timetable.
We are not required to carry out additional work until the change and any additional price have been accepted.
18. Cancellation or Changes by Us
We may cancel, suspend or alter the Services where:
An invoice remains unpaid
You fail to provide required information
You commit a serious breach of the Contract
Working conditions are unsafe
You or another person behaves abusively or unlawfully
The requested work would infringe another party’s rights
The requested work would breach the law
A venue prevents us from providing the Services
A supplier or performer becomes unexpectedly unavailable
Circumstances outside our reasonable control prevent performance
Where we cancel for reasons that are not caused by you and are not circumstances outside our reasonable control, we will refund payments received for Services not supplied.
Where reasonably possible, we may offer:
A replacement professional
A replacement performer
A replacement supplier
An alternative date
A revised service
A partial refund for Services not supplied
We will discuss any significant substitution with you where reasonably possible.
19. Circumstances Outside Our Control
Neither party will be responsible for a delay or failure caused by circumstances outside their reasonable control.
This may include:
Severe weather
Flooding
Fire
Natural disaster
Government restrictions
Epidemic or pandemic measures
Transport disruption
Power failure
Internet failure
Venue closure
Industrial action
Civil disturbance
Security incidents
Serious illness or injury
Supplier failure despite reasonable precautions
Equipment failure despite reasonable maintenance
The affected party must notify the other as soon as reasonably possible.
Where possible, we will first attempt to:
Reschedule the Services
Provide a replacement
Agree an alternative service
Agree another reasonable solution
Where performance becomes impossible, any refund will take account of:
Services already supplied
Work already completed
Non-refundable third-party costs
Costs already reasonably and irrevocably committed
Nothing in this section limits rights that cannot legally be restricted.
20. Photography Services
The agreed photography coverage will be stated in the quotation or booking confirmation.
This may include:
Coverage hours
Locations
Estimated number of final images
Editing
Delivery method
Delivery timescale
We will use reasonable professional judgement when photographing, selecting and editing images.
Unless expressly agreed:
Not every photograph taken will be delivered
Unedited photographs will not be delivered
Duplicate or technically unsuitable images may be removed
Raw files are not included
Selection and editing remain within our professional discretion
We cannot guarantee that every person, guest, activity or moment will be photographed.
Photography may be affected by:
Lighting
Weather
Venue restrictions
Crowd movement
Late running
Obstruction
Guest cooperation
Safety requirements
Equipment restrictions
21. Videography and Content Production
The agreed video coverage and deliverables will be stated in the quotation or booking confirmation.
This may include:
Filming hours
Locations
Highlight videos
Event recap videos
Interviews
Promotional clips
Social media reels
Music videos
Performance videos
Editing
Delivery format
Unless expressly agreed:
Raw footage is not included
Project files are not included
Source files are not included
Not every recorded clip will be used
Final footage will be selected and edited using our professional judgement
Specialist editing, visual effects, subtitles, animation, additional versions or additional revisions may carry an extra charge.
We cannot guarantee the recording of every person, speech, performance or event moment.
22. Graphic Design and Branding
You must provide accurate information for inclusion in creative work.
This may include:
Names
Dates
Times
Locations
Prices
Contact information
Ticket details
Sponsor information
Logos
Social media details
Website addresses
Event information
The quotation may specify the number of:
Initial concepts
Drafts
Revisions
Final formats
Additional revisions, changes of direction or work requested after approval may be charged separately.
Approval may be given by email, message or another written method.
Once final approval has been given, further changes may result in additional charges.
We are not responsible for printing, publication or advertising errors that were visible in material approved by you.
Colours may appear differently between screens, printers, papers and other materials.
23. Delivery and Project Timescales
We will provide the Services within the agreed timetable or, where no date is agreed, within a reasonable time.
Delivery dates are estimates unless expressly confirmed as fixed deadlines.
A delivery date may be extended where:
You provide information late
You provide feedback late
You delay approval
You request additional work
The project scope changes
An invoice is overdue
A third-party supplier causes delay
Circumstances outside our control occur
Digital files may be delivered through:
Download link
Cloud storage
Shared drive
Another agreed delivery method
You are responsible for downloading and securely storing delivered files.
We do not guarantee indefinite storage of completed project files.
Files may be deleted after a reasonable period following final delivery.
24. Show Promotion and Marketing
Promotion and marketing Services may include:
Promotional planning
Event positioning
Flyer and poster design
Social media content
Online campaigns
Advertising support
Ticket promotion
Audience-awareness activity
Content strategy
We do not guarantee:
A specific number of ticket sales
A sold-out event
A particular audience size
Press coverage
Media coverage
Social media reach
Engagement levels
Sponsorship
Profit
Revenue
Commercial success
Results depend on factors outside our control, including:
The event
The artist or performer
The event date
The venue
Ticket pricing
Audience demand
Advertising budget
Competing events
Platform algorithms
Public interest
You remain responsible for ensuring that promotional claims, event information, ticket information and prices supplied by you are accurate and lawful.
Advertising budgets and platform charges are separate from our professional fees unless expressly included.
25. DJ and Entertainment Services
The agreed performance time, setup time, equipment and entertainment requirements must be confirmed before the event.
You must tell us about:
Venue noise restrictions
Music cut-off times
Electrical restrictions
Access and setup times
Insurance requirements
Performance licences
Venue rules
Age restrictions
Restricted content
Required announcements
Music requests will be considered, but we cannot guarantee that every requested track will be available or suitable.
We may refuse requests that are unlawful, threatening, discriminatory or inappropriate.
Where a performer is unable to attend because of an emergency, we may provide a suitably experienced replacement where available.
26. Music, Performance and Venue Licences
Unless expressly included in our quotation, the Client or venue is responsible for obtaining licences and permissions required for:
Public music performance
Recorded music
Live performance
Alcohol
Venue operation
Temporary events
Filming
Photography
Broadcasting
Copyrighted material
You must confirm with the venue which licences and permissions are already held.
We are not responsible for disruption caused by missing licences or permissions that were your or the venue’s responsibility.
27. Intellectual Property
All copyright and intellectual property rights in our original work remain owned by VIBE Events & Media Ltd unless transferred through a separate written agreement.
This may include:
Photographs
Video footage
Edited videos
Graphic designs
Artwork
Promotional materials
Written content
Creative concepts
Project files
Templates
Branding materials
Once full payment has been received, you will receive the usage rights described in the quotation or booking confirmation.
Unless otherwise agreed, you receive a non-exclusive licence to use the final approved work for the purpose for which it was commissioned.
You must not, without written permission:
Sell the work to another party
Sublicense the work
Claim that you created the work
Materially alter the work in a damaging or misleading way
Distribute editable or source files
Use the work beyond the agreed purpose
Raw files, editable design files and project source files are not included unless expressly agreed.
28. Materials Supplied by the Client
You confirm that you have permission to use all materials you provide to us.
This may include:
Logos
Photographs
Video footage
Music
Fonts
Artwork
Written content
Trade marks
Testimonials
Images of other people
Personal information
You are responsible for claims arising from materials supplied by you where we used those materials according to your instructions.
We may refuse to use material that appears:
Unlawful
Defamatory
Discriminatory
Misleading
Offensive
Infringing
Harmful
29. Portfolio and Promotional Use
We will not use private or sensitive event content for our marketing where permission is required and has not been obtained.
Where agreed in the quotation, booking form or separate consent, we may display selected completed work through:
Our website
Social media
Portfolios
Showreels
Presentations
Promotional materials
Award or industry submissions
You may withdraw permission for future promotional use by contacting us in writing.
Withdrawal will not normally require us to:
Recall printed material
Remove content already lawfully republished by another party
Remove historical records required for legal or administrative purposes
30. Confidentiality
Each party will take reasonable steps to protect confidential information received from the other party.
Confidential information does not include information that:
Is already publicly available
Was lawfully known before disclosure
Is received lawfully from another source
Must be disclosed by law or regulatory requirement
We may share necessary project information with employees, freelancers and suppliers involved in delivering the Services.
31. Privacy and Personal Information
We process personal information according to our Privacy Policy.
Our Privacy Policy is available on our website.
Information may be collected when you:
Submit an enquiry
Complete a booking form
Make a payment
Attend an event
Communicate with us
Subscribe to marketing
Use our website
You must not provide another person’s personal information unless you are authorised to do so.
Where a project involves attendee lists, guest information, photographs, recordings or participant details, each party will comply with its applicable data-protection responsibilities.
32. Complaints
Please raise concerns as soon as reasonably possible so that we have an opportunity to investigate and resolve them.
Complaints should be sent to:
vibeeventsmedia@gmail.com
Please include:
Your name
Your booking or invoice number
A description of the issue
Relevant dates
Supporting information
The outcome you are seeking
We will acknowledge the complaint and aim to provide a substantive response within 14 days.
Where a problem can reasonably be corrected, you must allow us a reasonable opportunity to put it right.
33. Our Responsibilities to Consumers
We will provide the Services with reasonable care and skill.
Nothing in these Terms limits your statutory rights as a consumer.
Where Services are not performed with reasonable care and skill, you may have statutory remedies, including repeat performance or an appropriate price reduction.
We are responsible for losses that are a foreseeable result of:
Our breach of the Contract; or
Our failure to use reasonable care and skill.
We are not responsible for losses that were not reasonably foreseeable when the Contract was formed.
We do not exclude or restrict liability where it would be unlawful to do so, including liability for:
Death or personal injury caused by negligence
Fraud
Fraudulent misrepresentation
Breach of rights that cannot legally be excluded
We are not responsible for business losses suffered by a consumer, including loss of profit, revenue, contracts or business opportunity.
34. Our Responsibilities to Business Clients
This section applies where you enter into the Contract wholly or mainly for purposes relating to your trade, business, craft or profession.
To the fullest extent permitted by law, we will not be liable for:
Loss of profit
Loss of revenue
Loss of anticipated savings
Loss of business opportunity
Loss of goodwill
Indirect loss
Consequential loss
Our total liability arising from a particular booking will not normally exceed the total amount paid or payable to us for that booking.
This limitation does not apply to liability that cannot legally be limited or excluded.
35. Subcontracting
We may use suitably experienced:
Employees
Freelancers
Performers
Creatives
Technicians
Photographers
Videographers
Designers
DJs
Subcontractors
We remain responsible for Services supplied by a subcontractor where that person is engaged by us to perform our contractual obligations.
36. Ending the Contract
We may end the Contract by written notice where you:
Fail to make payment when due
Commit a serious breach of the Contract
Repeatedly fail to cooperate
Provide false or misleading information
Create unsafe working conditions
Behave abusively towards our team or suppliers
Request unlawful or infringing work
Ending the Contract does not remove your responsibility to pay for:
Services already supplied
Work already completed
Supplier costs already incurred
Other reasonable costs arising before termination
Provisions concerning payment, intellectual property, confidentiality, liability and dispute resolution will continue after the Contract ends where appropriate.
37. Transfer of Rights
You may not transfer your rights or obligations under the Contract without our written permission.
We may transfer or subcontract our rights and obligations where doing so does not reduce your contractual rights.
38. Third-Party Rights
Unless expressly stated, a person who is not a party to the Contract has no right to enforce its terms.
39. Severability
If any provision of these Terms is found to be unlawful or unenforceable, the remaining provisions will continue in effect.
The affected provision will be adjusted only to the extent required to make it lawful and enforceable.
40. No Waiver
A delay in enforcing a right does not mean that the right has been waived.
A waiver will be effective only where it is confirmed in writing.
41. Entire Agreement
The Contract represents the entire agreement between the parties concerning the relevant Services.
Neither party relies on a statement that is not included in the Contract, except where the law provides otherwise.
Nothing in this section excludes liability for fraud or fraudulent misrepresentation.
42. Changes to These Terms
We may update these Terms from time to time.
The Terms applying to your booking will normally be those in force when the Contract is formed, unless:
A change is required by law; or
A change is agreed by both parties.
The current version will be published on our website with its latest update date.
43. Governing Law and Courts
These Terms and the Contract are governed by the laws of England and Wales.
Where you are a consumer, this does not remove any mandatory rights you have under the laws applying where you live.
Consumers resident in Scotland or Northern Ireland may bring legal proceedings in their local courts where applicable.
Business Clients agree that the courts of England and Wales will have exclusive jurisdiction.
44. Contact Information
Questions regarding these Terms should be sent to:
VIBE Events & Media Ltd
Company number: 17272766
Registered in England and Wales
Registered office: SIU Offices, 4–6 Greatorex Street, London, England, E1 5NF
Email: vibeeventsmedia@gmail.com