Booking Terms

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Last updated: 13 August 2026

These Booking Terms apply to bookings and services provided by KCS Productions.

These terms are designed for bookings arranged directly with KCS Productions, including by email, telephone, enquiry form, written quotation, invoice or written confirmation. They do not mean that a booking is automatically made through the website.

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1. About KCS Productions

These Booking Terms apply to services supplied by:

KCS Productions Limited
Company number: 08374052
Registered office: 124 Finchley Road, London, England, NW3 5JS
Registered in: England and Wales
Website: www.kcs-productions.co.uk
Email: Karen@kcs-productions.co.uk

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2. Services covered by these terms

These Booking Terms apply to services including, but not limited to:

• Live piano and vocal performances;

• Weddings and private events;

• Corporate events and business functions;

• Care home and assisted-living performances;

• Church and community events;

• Club 88 events;

• Piano and singing lessons;

• Theatre, film and creative production services;

• Script development, readings, rehearsals and showcases;

• Musical direction, scoring, underscoring and creative development;

• Pitch decks, showreels and media-related services;

• Any other services agreed in writing with KCS Productions.

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3. Definitions

In these Booking Terms:

“KCS Productions”, “we”, “us” or “our” means KCS Productions Limited.

“Client”, “you” or “your” means the person, business, venue, care home, organisation, school, company, charity or representative making the booking.

“Performer” means Karen Anne or any performer, musician, teacher, creative, assistant, contractor or representative supplied or arranged by KCS Productions.

“Services” means the performance, lesson, event, creative, production, media or related services agreed in writing.

“Event” means the wedding, private event, corporate function, care home visit, venue event, lesson, production session, rehearsal, consultation or other booking.

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4. Booking confirmation

An enquiry does not reserve a date and does not create a confirmed booking.

A booking is only confirmed when KCS Productions has accepted it in writing and any required deposit, payment, invoice, written confirmation or booking agreement has been completed.

KCS Productions may decline or refuse a booking at its discretion.

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5. Quotations

Quotations are valid for 30 days unless stated otherwise.

A quotation may be revised if the Client changes any material detail, including date, time, location, venue, travel requirements, performance length, audience size, access arrangements, equipment requirements, rehearsal requirements or project scope.

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6. Deposits and booking fees

A deposit or booking fee may be required to secure the date.

Unless expressly stated otherwise, deposits and booking fees are used to reserve diary time, cover administration, planning and preparation, and reflect the fact that KCS Productions may turn away other work for the same date.

The deposit or booking fee payable will be confirmed in writing.

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7. Payment terms

Unless otherwise agreed in writing:

• The deposit or booking fee is payable on confirmation of booking;

• The remaining balance is payable no later than 14 days before the event;

• Bookings made at short notice may require payment in full before the service is provided;

• KCS Productions is not required to attend, perform, teach, rehearse, deliver materials or provide services where payment terms have not been met.

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8. Business clients and late payment

Where the Client is a business, venue, care home, company, charity, school, local authority, organisation or other commercial client, KCS Productions may charge statutory interest and fixed recovery costs on late commercial payments where applicable.

KCS Productions may also recover reasonable debt recovery costs where legally permitted.

KCS Productions may suspend work, withhold materials, cancel attendance or pause further services where payment is overdue.

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9. Purchase orders and business administration

Where a business client requires a purchase order, supplier form or internal approval process, this must be completed before the booking is confirmed unless otherwise agreed.

The Client remains responsible for payment even if its internal purchase order, finance or approval process has not been completed on time.

No purchase order, supplier form or client-side terms shall override these Booking Terms unless KCS Productions expressly agrees in writing.

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10. Client authority

Where the booking is made on behalf of a business, venue, care home, school, charity, company, organisation or other third party, the person confirming the booking warrants that they have authority to bind that organisation.

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11. Client responsibilities

The Client must provide accurate and complete information, including:

• Event date;

• Venue name and full address;

• Access details;

• Parking or loading arrangements;

• Arrival time and performance time;

• Contact person on the day;

• Audience type and approximate numbers;

• Required service or performance format;

• Any venue rules, restrictions or policies;

• Any safeguarding, care, access, disability, health or infection-control requirements;

• Any known risks, hazards or concerns;

• Any requested repertoire, themes or performance preferences.

The Client must notify KCS Productions promptly of any changes.

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12. Venue access and setup

The Client must ensure that the venue provides safe and suitable access, performance space, setup time and working conditions.

Unless otherwise agreed, the Client is responsible for:

• Providing a suitable performance or working area;

• Ensuring the venue is safe and accessible;

• Providing access to electricity where required;

• Arranging venue permission for the performance or service;

• Providing nearby parking or unloading where reasonably possible;

• Ensuring staff or a responsible contact person are available on arrival;

• Ensuring KCS Productions is told about any access restrictions in advance.

If safe access, setup or working conditions are not available, KCS Productions may adapt, delay, shorten, refuse or cancel the service as reasonably necessary.

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13. Equipment

Equipment requirements will be agreed before the booking.

Where KCS Productions provides equipment, the Client must ensure that it is not moved, handled, adjusted, interfered with or used by others without permission.

The Client may be responsible for damage to KCS Productions’ equipment caused by the Client, guests, venue staff, residents, attendees or third parties under the Client’s control.

Where the venue provides a piano, instrument, sound system or other equipment, the Client is responsible for ensuring it is safe, suitable, accessible and in reasonable working order.

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14. Timings and delays

The Client must provide accurate timings before the event.

If the event is delayed, KCS Productions will try to accommodate reasonable changes where possible, but cannot guarantee extended availability.

Additional time may be charged at the applicable rate.

If delays prevent KCS Productions from providing the agreed service through no fault of KCS Productions, the full fee remains payable.

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15. Repertoire, content and creative discretion

KCS Productions will use reasonable care and skill to provide the agreed service.

Specific songs, styles, themes, scripts, creative materials, setlists or programme requests should be provided in advance.

KCS Productions will try to accommodate reasonable requests but cannot guarantee every requested item unless agreed in writing.

KCS Productions may adapt the performance, programme or creative delivery to suit the venue, audience, timings, performer safety, practical circumstances or artistic judgment.

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16. Filming, photography and recording

The Client must not commercially record, stream, publish, broadcast, upload, reproduce or exploit any performance, lesson, rehearsal, creative session, production material, showreel, music, script, image or other KCS Productions content without written permission.

Guests may take reasonable personal photographs or short video clips unless KCS Productions has stated otherwise, provided they do not interfere with the service, breach venue rules, or infringe the rights of KCS Productions or others.

KCS Productions may ask for consent to use approved images or footage for promotional purposes.

KCS Productions will not knowingly use identifiable images of children or vulnerable adults for promotional purposes without appropriate consent.

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17. Public performance licences and venue permissions

Unless otherwise agreed in writing, the Client or venue is responsible for ensuring that any required event permission, premises licence, entertainment licence, public performance licence, music licence, PRS/PPL arrangement, venue approval or other regulatory permission is in place.

KCS Productions is not responsible for a venue’s failure to obtain required permissions unless expressly agreed in writing.

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18. Health and safety

The Client is responsible for the general safety of the venue, premises, audience, staff, guests, residents and event environment.

KCS Productions is responsible for taking reasonable care in how it provides its services.

The Client must inform KCS Productions in advance of any known hazards, risks, infection-control requirements, safeguarding concerns, behavioural risks, access restrictions or venue-specific procedures.

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19. Behaviour and safety

KCS Productions may stop, pause, leave, refuse to continue or cancel a service if any performer, teacher, contractor or representative is exposed to threatening, abusive, discriminatory, sexual, unsafe, aggressive, inappropriate or unreasonable behaviour.

In such circumstances, the full fee may remain payable.

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20. Cancellation by the Client — event and performance bookings

Cancellation must be made in writing.

Unless otherwise agreed in writing, the following cancellation charges apply to weddings, private events, corporate events, care home performances, venue bookings, Club 88 events and live performance bookings:

• More than 60 days before the event: deposit or booking fee retained;

• 30 to 60 days before the event: 50% of the agreed fee payable;

• 14 to 29 days before the event: 75% of the agreed fee payable;

• Less than 14 days before the event: 100% of the agreed fee payable.

These charges reflect diary reservation, administration, preparation, work already carried out, committed costs and the reduced opportunity to replace the booking.

Where KCS Productions has already incurred non-refundable costs, these may also be payable.

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21. Postponement by the Client

If the Client wishes to postpone, KCS Productions will try to transfer the booking to a new date, subject to availability.

A postponement is not confirmed until agreed in writing.

If KCS Productions is unavailable for the new date, the postponement may be treated as a cancellation.

Additional fees may apply if the new date, location, timings, scope, travel, equipment, preparation or requirements change.

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22. Cancellation by KCS Productions

KCS Productions may cancel, postpone or adapt a booking where necessary due to illness, emergency, unsafe conditions, extreme weather, travel disruption, venue issues, non-payment, safeguarding concerns, unreasonable behaviour, force majeure or circumstances outside reasonable control.

Where KCS Productions cancels and no substitute, postponement or alternative arrangement can be agreed, any refund due will be limited to sums paid for services not provided.

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23. Force majeure

KCS Productions shall not be liable for failure or delay caused by events outside reasonable control, including illness, accident, severe weather, transport disruption, fire, flood, venue closure, power failure, public emergency, epidemic, legal restrictions, industrial action, acts of God, national mourning, civil disorder, terrorism, war or other circumstances beyond reasonable control.

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24. Consumer cancellation rights

Where the Client is a consumer, statutory cancellation rights may apply to certain distance or off-premises contracts.

However, date-specific event, entertainment, leisure or performance services may not carry the usual 14-day cooling-off cancellation right where the contract provides for a specific date or period of performance.

For non-date-specific consumer services, such as some lessons, consultations, creative services or production services, KCS Productions will provide any required cancellation information where applicable.

If a consumer asks KCS Productions to begin providing services during any cancellation period, the consumer may be required to pay for services already provided, preparation undertaken, costs incurred or work completed where legally permitted.

Nothing in these Booking Terms affects statutory consumer rights.

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25. Model cancellation form for applicable consumer services

This form may be used only where a statutory cancellation right applies.

To: KCS Productions Limited
Email: karen@kcs-productions.co.uk

I hereby give notice that I cancel my contract for the following service:

Service:
Ordered on:
Name of consumer:
Address of consumer:
Email address:
Date:

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26. Refunds

Any agreed refund will usually be made to the original payment method within 14 days of agreement.

KCS Productions may deduct sums lawfully due for services already provided, costs incurred, administration, preparation, cancellation charges or other amounts payable under these Booking Terms.

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27. No-show, denied access or venue failure

If KCS Productions attends the venue but is unable to perform or provide the service because of denied access, unsafe conditions, lack of staff, lack of permissions, incorrect information, unavailable room, venue closure, unavailable contact person, unsuitable setup or circumstances caused by the Client or venue, the full fee may remain payable.

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28. Production, creative and media services

For theatre, film, music, pitch deck, showreel, script, creative development, rehearsal, musical direction or media services, the agreed scope of work will be confirmed separately in writing.

Unless otherwise agreed, fees cover only the specific services stated in the quotation or confirmation.

Additional revisions, meetings, rehearsals, materials, edits, music preparation, design work, travel, licensing, third-party costs or out-of-scope work may be charged separately.

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29. Intellectual property in creative work

Unless expressly agreed in writing, KCS Productions retains ownership of its pre-existing intellectual property, creative concepts, music, arrangements, scripts, notes, show materials, pitch materials, recordings, designs, templates, know-how and production materials.

The Client receives only the specific rights expressly agreed in writing.

No transfer of copyright, ownership, commercial exploitation right or licence is granted unless clearly agreed in writing.

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30. Third-party rights and materials

The Client is responsible for ensuring it has permission to use any third-party material supplied to KCS Productions, including scripts, music, images, logos, artwork, video, audio, photographs, trademarks or personal data.

The Client shall indemnify KCS Productions against claims arising from unauthorised third-party material supplied by the Client.

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31. Insurance

KCS Productions aims to maintain appropriate business insurance for its activities.

The Client remains responsible for venue insurance, public liability relating to the premises, staff, guests, residents, attendees, event arrangements and any third-party providers unless otherwise agreed in writing.

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32. Liability

Nothing in these Booking Terms excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence.

Subject to that, KCS Productions shall not be liable for indirect loss, consequential loss, loss of profit, loss of business, loss of opportunity, loss of goodwill, reputational loss, disappointment, emotional distress, third-party failure, venue failure or circumstances outside reasonable control.

KCS Productions’ total liability for any booking shall be limited to the total amount paid by the Client for the relevant service, unless the law requires otherwise.

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33. Client indemnity

Where legally enforceable, the Client agrees to indemnify KCS Productions against losses, claims, damage, costs or expenses arising from:

• Incorrect information supplied by the Client;

• Unsafe venue conditions;

• Damage caused by the Client, guests, residents, attendees, staff or third parties under the Client’s control;

• Failure to obtain required permissions or licences;

• Unauthorised recording, publication or commercial use of KCS Productions’ performance, music, image, materials or intellectual property;

• Breach of these Booking Terms;

• Third-party claims arising from materials supplied by the Client.

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34. Complaints

Any complaint should be raised as soon as possible and preferably within 7 days of the event or service.

Complaints should be sent to:

karen@kcs-productions.co.uk

Please include the booking date, service type, what happened, and what outcome you are seeking.

KCS Productions will review complaints fairly and may request further information.

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35. Changes to these terms

KCS Productions may update these Booking Terms from time to time.

The version applicable to a booking will usually be the version provided or linked at the time the booking is confirmed, unless otherwise agreed.

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36. Governing law

These Booking Terms are governed by the laws of England and Wales.

Any dispute shall be subject to the courts of England and Wales.