Terms and conditions

BMVC – Wedding & Event Terms and Conditions

1. Booking & Confirmation

  • A booking is considered provisional until BMVC has issued a formal quote and received written confirmation from the client.
  • The date is secured once the deposit (amount specified in the quote) has been paid.
  • The remaining balance is due no later than 14 days before the event unless otherwise agreed in writing.

2. Performance Requirements

  • BMVC will provide a full choir, musical director, and accompanist as stated in the quote.
  • Song choices within our existing repertoire can be adjusted up to 8 weeks before the event (with the agreement of the Musical Director(MD)).
  • Any songs not in our current repertoire will be added at the discretion of the MD at time of booking.
  • BMVC will bring our own keyboard; the client /venue will need to provide a power supply.

3. Venue & Access

  • The client is responsible for ensuring BMVC has suitable access to the venue, including:
    • A private changing/warm‑up space
    • Adequate lighting and safe working conditions
    • Parking or drop‑off access for the choir and equipment
  • BMVC must be informed of any restrictions (e.g., sound limits, timing constraints, access routes) at least 4 weeks before the event. A site visit may be nessessary.

4. Travel & Logistics

  • Travel costs (including coach hire where required) will be included in the quote.
  • If the venue location or timings change after booking, BMVC reserves the right to revise the travel cost.

5. Timing & Delays

  • BMVC will arrive in good time for the agreed performance.
  • If the event is delayed by more than 30 minutes, BMVC will make every effort to accommodate, but cannot guarantee extended performance beyond the agreed schedule.

6. Photography, Video & Social Media

  • BMVC may use photographs or short video clips for promotional purposes unless the client opts out on the booking form.
  • If the client ticks the “private event” box, BMVC will not post or share any content publicly.

7. Cancellation Policy

  • If the client cancels:
    • More than 60 days before the event: deposit is non‑refundable.
    • Within 60 days of the event: 50% of the full fee is payable.
    • Within 14 days of the event: full fee is payable.
  • If BMVC must cancel due to unforeseen circumstances, all payments will be refunded in full.

8. Force Majeure

BMVC is not liable for failure to perform due to events beyond its control, including severe weather, venue closure, illness, or emergencies. In such cases, BMVC will work with the client to find a suitable solution.

9. Behaviour & Conduct

  • BMVC expects respectful behaviour from all guests and venue staff.
  • If the choir’s safety is compromised, BMVC reserves the right to withdraw from the event without refund.

10. Final Arrangements

  • BMVC will confirm final timings, song list, access details, and any special requirements with the client 2–4 weeks before the event.
  • Any changes after this point must be agreed in writing.