Terms of Service | 2025
By engaging the services of VIVID STRINGS for an event, you (the Client) expressly acknowledge that you have read, understood and agree to the below Terms and Conditions (T&Cs). VIVID STRINGS will only attend, perform, and provide services at an event on the condition that these T&Cs are accepted in full.
Payment
To secure your booking and reserve our musicians, a $500 deposit is required. This deposit is non-refundable in the event of cancellation.
An invoice will be issued at the time of booking. The remaining balance must be paid no later than 30 days before your event date. For events booked within 30 days, full payment is required at the time of booking.
All payments must be made via direct bank transfer. Credit card payments are available upon request and are subject to a 3% surcharge.
If travel time to your venue exceeds 30 minutes from the CBD, a travel fee will apply and be itemised on your invoice. This is calculated at $80 per hour, per musician. Overnight stays may incur a small per diem per musician, which will be discussed at the time of booking.
Booking Changes
Changes to your booking (e.g., ensemble size, performance duration) must be communicated at least six weeks prior to your event date.
Changes after this deadline are subject to availability and a $200 administration fee will apply.
We encourage clients to book conservatively, with the option to extend if needed, rather than shortening the booking later.
Event Cancellations
Cancellation must be made via email as soon as possible.
If cancelled more than 30 days before your event, any payment made (minus the $500 deposit) will be refunded.
If cancelled within 30 days, no refund will be provided and any outstanding balance must be paid in full.
If payment is not received by the due date, Vivid Strings reserves the right to cancel the performance until full payment is confirmed.
Rescheduling an Event
Requests to reschedule must be made at least 30 days in advance in writing. Rescheduled events are subject to availability and may incur a $200 postponement fee.
If your event is affected by a government Public Health Order (e.g., due to a pandemic), and must be cancelled with less than 30 days' notice, we will refund your balance minus the deposit. If postponed, the fee will be waived.
Overtime
If your event exceeds the agreed finish time, an overtime fee will apply. This is calculated in 15-minute increments at $50 per musician.
Overtime is subject to musician availability and is at their discretion on the day. Payment is appreciated via bank transfer or cash on the day of the event.
Delayed Starts
If the event or ceremony start time is delayed by more than 15 minutes due to client or venue-related issues, the lost time will either be deducted from the agreed performance duration or charged as overtime, subject to musician availability.
Injury or Illness
If a booked musician is unable to perform due to illness, injury, or unforeseen circumstances, we will make every reasonable effort to secure a replacement of similar calibre.
If no replacement is available, we will notify you immediately and reduce the ensemble as necessary (e.g., quartet to trio). A partial refund will be issued to reflect the adjusted performance.
Requests
1. Music Selections
Music selections must be submitted in writing at least four weeks before the event, using the online form provided six weeks prior.
If you request a song that is not in our existing music list and it requires custom sourcing or arrangement, an additional fee will apply. You may select up to three special requests, subject to approval, outside of our standard catalogue.
For key moments during your event, you may choose specific songs. For background music, you may list up to ten song preferences. For the remaining time, our musicians will curate a set list that reflects your event's style and atmosphere.
2. Preferred Musicians
You may request specific musicians for your event; however, these requests must be made in writing at the time of deposit. While we will make every reasonable effort to accommodate these preferences, the availability of individual performers cannot be guaranteed.
If requested, we will confirm the final musician lineup one week prior to your event. If a requested performer is unavailable, a suitable substitute will be provided to ensure the performance standard is maintained.
Setup Time and Breaks
Musicians arrive 20–30 minutes before the start time. If earlier arrival or setup is required, an early setup fee will apply and be added to your invoice.
Musicians must take a 10-minute break every hour of playing. For bookings of three hours or more, two 20-minute breaks are required. Refreshments or a light meal should be provided.
Outdoor Events
Overhead shelter to cover and protect the musicians and their instruments must be provided as weather conditions such as harsh and direct sunlight, rain and wind can hinder the performance and cause harm to the fragile and valuable instruments. Our musicians reserve the right to move to a different area, or stop performing, if no sufficient cover is provided. Typically, a large marquee umbrella suffices for 1-2 musicians, and two umbrellas for 3-4 musicians.
If a performance is stopped due to safety concerns beyond our control, no refund will be issued.
Space Requirements and Parking
Each musician requires:
An armless, flat chair
A minimum of 1 square metre of performance space
A nearby secure area for personal belongings and instrument cases
A safe and accessible parking/loading area
Performance Attire
Musicians will wear elegant black evening wear. Male performers wear a black suit with a white shirt. Tie or bow tie preferences may be accommodated upon request.
Custom attire to match your event colour scheme can be arranged, with additional fees for hire.
Equipment and Amplification
Amplification (for acoustic or electric ensembles) is available at an additional cost and must be arranged in advance. Vivid Strings will provide a basic PA system.
For larger venues, we recommend using a professional sound engineer or hiring a larger PA system. We can liaise directly with your venue’s in-house audio team upon request.
Please note: It is the client’s responsibility to ensure the venue permits amplified live music and complies with sound restrictions or curfews.
Client Behaviour
Vivid Strings is committed to a professional and respectful working relationship. If a client displays aggressive, entitled, or disrespectful behaviour during the planning process — such as repeated fee renegotiation, unreasonable demands, or bullying — Vivid Strings reserves the right to cancel the booking and withdraw from the performance. Any balance paid beyond the non-refundable deposit may be refunded at our discretion. We have a zero-tolerance policy for harassment or intimidation.
Guest Interaction
Our musicians are happy to engage with guests when appropriate, but on-the-spot song requests may not always be possible. We kindly ask that guests do not touch or move instruments as they are highly valuable and delicate. Any equipment or instrument damage caused by any guests will result in the immediate departure of musicians from the event. No refund will be granted, and you will be responsible for the costs of any repair or replacement of any equipment or instrument damage.
Liability
Vivid Strings’ liability is limited to the amount you have paid for our services. We are not liable for indirect or consequential damages, loss of profit, or non-performance due to external factors.
Clients are responsible for ensuring the venue is safe, accessible, and compliant with all regulations.
Vivid Strings is covered by Public Liability Insurance (up to $30 million) through Duck for Cover which can be provided upon request.
Force Majeure
Vivid Strings is not responsible for delays or non-performance resulting from circumstances beyond our control, including but not limited to: severe weather, fire, flood, pandemic, civil unrest, or government restrictions.
Photography and Media Consent
We appreciate receiving any professional photos or videos featuring our musicians.
By booking Vivid Strings, you grant permission for such media to be used in our promotional materials, including website and social platforms. Proper credit will be given to photographers and videographers.
If you do not consent to this, please inform us in writing before your event.