Terms of Service | 2026
By engaging Vivid Strings, you (the Client) confirm that you have read, understood, and agree to the following Terms & Conditions.
These Terms & Conditions form the basis on which Vivid Strings will provide musical services for your event.
Payment
A $550 non-refundable deposit is required to secure your booking and reserve our musicians. An invoice will be issued at the time of booking. Bookings are not considered confirmed until the deposit has been received.
The remaining balance is due no later than 30 days prior to your event date. For bookings made within 30 days of the event, full payment is required at the time of booking.
Payment is via direct bank transfer. Credit card payments are available upon request and incur a 3% surcharge.
If travel time to the venue exceeds 30 minutes from the central business district (CBD) of the city in which the event is held, a travel fee will apply and will be itemised on the invoice. Travel is charged at $88 per hour, per musician.
All fees are inclusive of GST unless otherwise stated.
Booking Changes
Changes to your booking (such as ensemble size, performance duration, or venue location) must be submitted in writing at least 30 days prior to your event date. Any changes requested after this time are subject to availability and will incur a $220 administration fee.
Clients are encouraged to book conservatively, with the option to extend performance time if required, rather than reducing the booking at a later stage.
Event Cancellations
All cancellations must be made in writing via email as soon as possible.
If cancelled more than 30 days prior to the event date, any payments made (excluding the non-refundable deposit) will be refunded.
If cancelled within 30 days of the event date, no refund will be provided and any outstanding balance remains payable.
If payment is not received by the due date, Vivid Strings reserves the right to suspend or cancel the performance until full payment has been received.
Rescheduling an Event
Requests to reschedule must be made in writing at least 30 days prior to the event date. All rescheduled bookings are subject to availability and may incur a $220 postponement fee.
A booking may only be postponed once. Any further postponements will be treated as a cancellation.
If your event is impacted by a government Public Health Order (including pandemic-related restrictions) and must be cancelled with less than 30 days’ notice, your balance will be refunded minus the deposit. If the event is postponed under these circumstances, the postponement fee will be waived.
Overtime
If your event exceeds the agreed finish time, overtime will be charged in 15-minute increments at $55 per musician.
Overtime is subject to musician availability and is at their discretion on the day. Payment is appreciated via bank transfer, PayID, or cash on the event day.
Delayed Starts
If the event or ceremony start time is delayed by more than 15 minutes due to client, venue, or other external factors, the lost time may 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, Vivid Strings will make every reasonable effort to secure a suitable replacement of similar calibre.
If no replacement is available, the ensemble may be reduced as necessary (for example, from 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 30 days prior to the event using the online form. This form is provided 6-8 weeks before the event date.
Requests for music not included in our existing repertoire list that require custom sourcing or arrangement may incur an additional fee. Up to three special requests may be submitted outside of our standard catalogue, subject to approval. For key moments, specific song selections may be chosen. For general background music, up to 10 specific song preferences may be selected. For any time remaining in the booking, our musicians will curate a playlist that reflects the style and atmosphere of your event and seamlessly work with the songs previously performed.
2. Musician Requests
Requests for specific musicians must be made in writing at the time the deposit is paid. While we will make every reasonable effort to accommodate these preferences, the availability of individual performers cannot be guaranteed.
If requested, the final musician lineup can be confirmed one week prior to the event. If a requested performer is unavailable, a suitable substitute will be provided to maintain performance standards.
Setup Time and Breaks
Musicians arrive approximately 20–30 minutes prior to the scheduled start time. If earlier arrival or extended setup is required, an early setup fee will apply and be added to your invoice.
Musicians are entitled to a 10-minute break per hour of playing. For bookings of three hours or more, two 20-minute breaks are required. Breaks are included within the booked performance duration. Light refreshments or a meal should be provided for longer bookings.
Outdoor Events
For outdoor performances, suitable overhead shelter must be provided to protect musicians and instruments from direct sunlight, wind, and rain. String instruments are fragile and sensitive to weather conditions.
If adequate shelter is not provided, musicians reserve the right to relocate or cease performing for safety reasons. As a guide, one large umbrella is suitable for 1–2 musicians, and two umbrellas for 3–4 musicians. Please note that large, shaded trees are often not adequate and umbrellas still must be provided.
If a performance is stopped due to safety concerns beyond our control, the booking will be treated as a completed performance and no refund will apply.
Space Requirements and Parking
Each musician requires:
One armless, flat chair
A minimum of one square metre of performance space
A nearby secure area for personal belongings and instrument cases
Safe and accessible parking or a loading zone close to the performance area
Performance Attire
Musicians will wear elegant black evening attire. Male performers typically wear a black suit with a white shirt. Tie or bow tie preferences may be accommodated upon request.
Custom attire to suit your event styling may be arranged, subject to availability and additional hire fees.
Equipment and Amplification
Amplification is available at an additional cost and must be arranged in advance. Vivid Strings can provide a basic PA system for up to four musicians.
For larger venues, the use of a professional sound engineer or venue-supplied audio system is recommended. We are happy to liaise with your venue’s in-house audio team if required.
It is the client’s responsibility to ensure the venue permits amplified live music and complies with any sound restrictions or curfews.
Client Behaviour
Vivid Strings is committed to maintaining a respectful and professional working relationship. In the event of aggressive, abusive, or inappropriate behaviour during the planning process or on the event day, we reserve the right to withdraw our services.
Any refund beyond the non-refundable deposit will be at the discretion of Vivid Strings.
Guest Interaction and Damage
Musicians are happy to engage with guests when appropriate; however, on-the-spot song requests may not always be possible.
Guests must not touch or move instruments or equipment. If damage occurs as a result of guest behaviour, the performance may be stopped immediately. No refund will apply, and the client will be responsible for all repair or replacement costs.
Liability and Insurance
Vivid Strings’ total liability is limited to the amount paid for our services. We are not liable for indirect or consequential loss, including loss of profit, or for non-performance due to circumstances beyond our control.
The client is responsible for ensuring the venue is safe, accessible, and compliant with all relevant regulations.
Vivid Strings holds Public Liability Insurance in Australia of up to $30 million, which can be provided upon request.
Force Majeure
Vivid Strings is not responsible for delays or non-performance resulting from events beyond our control, including but not limited to severe weather, fire, flood, pandemic, civil unrest, or government restrictions.
Where possible, reasonable efforts will be made to reschedule affected bookings.
Photography and Media Consent
We appreciate receiving any professional photographs or video footage featuring our musicians.
By booking Vivid Strings, you grant permission for such media to be used for promotional purposes, including on our website and social platforms. Appropriate credit will be given to photographers and videographers.
If you do not consent to this use, please notify us in writing prior to your event.
Governing Law
These Terms & Conditions are governed by the laws of the state, territory, or country in which the event is held, and the parties submit to the non-exclusive jurisdiction of the courts of that location.