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 be bound by the below Terms and Conditions (T&Cs). You explicitly acknowledge that VIVID STRINGS will only attend, perform and provide services at an Event on the condition that you have agreed to the following T&Cs.
PAYMENT
To secure your booking and reserve our musicians, a non-refundable deposit of $500 is required. 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 can be arranged upon request and are subject to a 3.5% 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 fee is calculated at $80 per hour per musician. Overnight stays may incur a small per diem per musician and will be discussed with you at the time of booking.
OVERTIME
If your event exceeds the agreed finish time, an overtime fee will apply. This fee is calculated in 15-minute increments at $50 per musician. Payment is appreciated via direct bank transfer or cash on the day. Vivid Strings musicians will decide at their discretion whether they can continue playing, as their availability is not guaranteed.
MUSIC REQUESTS
Music selections must be provided in writing at least four weeks before the event date using the online form sent six weeks prior.
If you request a song that is not in our existing Music List and requires special sourcing or arrangement, an additional fee will apply, which will be discussed with you. You may select up to three additional requests, subject to approval, outside of our standard catalogue.
For key moments during the event, you may select specific songs. For background music, you may request up to ten songs. With the remainder of time (if applicable) the musicians will curate a playlist based on your selections; taking into account your other music choices, event style and atmosphere.
SET UP TIME & BREAKS
Our musicians arrive 20-30 minutes before start time. If the musicians are required to be set up earlier than this, an additional early set up cost will be incurred and this will be added to the invoice.
Musicians must take a 10 minute break every hour of playing. For bookings of three hours or more, 2 x 20 minute breaks are required and refreshments or a 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 & PARKING
Each musician requires an armless, flat chair for the performance.
A safe performance area of at least 1 square meter per musician is required and a nearby secure space for storing instrument cases and personal belongings is appreciated.
A suitable parking area must be available to allow musicians to safely unload and load their instruments and equipment.
BOOKING CHANGES
Any changes to your booking must be communicated to Vivid Strings at least six weeks before your event date. This includes modifications to the ensemble choice or booking duration.
Changes requested after this deadline are subject to availability and a $200 administration fee.
Please carefully consider your ensemble choice and booking duration. Vivid Strings is happy to accommodate a shorter initial booking with the option to extend, rather than reducing your booking duration later.
EVENT CANCELLATIONS
Cancellation of any event is to be notified by email to Vivid Strings as soon as possible. If you cancel the event with more than 30 days’ notice, any payment made minus the deposit ($500) is refundable. After this time there will be no refund and any outstanding balance on the account must be paid*.
Where full payment has not been received by the due date, we reserve the right to cancel our performance until proof of full payment has been provided.
RESCHEDULING AN EVENT
We will reasonably consider any request to reschedule an event provided that at least 30 days’ notice has been given in writing to Vivid Strings. Providing less than 30 days’ notice of your requested date change will incur a postponement fee of $200*. Rescheduled events are subject to availability.
*If your event is impacted by a Public Health Order due to a pandemic and you have to cancel your event with less than 30 days' notice, we will refund your balance minus deposit. If the event is postponed, we will waive the postponement fee.
INJURY or ILLNESS
If a musician in your booked ensemble is unable to perform due to illness, injury, accident, personal, or unforeseen circumstances, we will make all reasonable efforts to source a replacement of similar calibre.
If no replacement is available on the day, we will notify you immediately, and the ensemble may be reduced (e.g., from a string quartet to a trio). In this rare instance, partial refund will be issued to reflect the cost difference.
LIABILITY
When you engage Vivid Strings to perform at your event, you agree that Vivid Strings’ liability shall be entirely limited to the amount equal to Vivid Strings’ fees that you have paid for the applicable event. Vivid Strings shall not be in any way liable for any loss of profit, indirect, special or consequential damages arising from non-performance of the applicable event. Vivid Strings is covered for Public Liability by Duck for Cover for up to $30,000,000 in Australia.
FORCE MAJEURE
Vivid Strings is not responsible for any delay or failure in the performance of it's obligations if such delay or failure results from events, circumstances or causes beyond its reasonable control, including (without limitation) extreme weather, fire, flood, storm, earthquake, civil disturbance, epidemic or pandemic.
PERFORMANCE ATTIRE
Our musicians perform in elegant black evening wear. Male musicians wear a black suit with a white shirt, with the option of a bow tie or standard tie upon request.
If you would like the musicians to coordinate with your event's colour scheme, this can be arranged upon request and additional fees may apply for attire rental.
PHOTOGRAPHY & MEDIA CONSENT
Any professional photos or videos taken at your event featuring Vivid Strings that you are happy to share are greatly appreciated.
By booking Vivid Strings, you grant permission for photos and videos featuring our musicians to be used for promotional purposes, including on our website, social media, and marketing materials. Vivid Strings will ensure proper credit is given to the photographers, videographers, and other creatives associated with the content.
If you do not wish for media featuring our musicians to be used, please notify us in writing before the event.
EQUIPMENT AND AMPLIFICATION
Vivid Strings can provide amplification for both electric and acoustic string ensembles. This is an extra cost discussed and agreed upon at the time of booking. Our setup is a basic PA system. For events at large venues, please consider using a professional sound engineer.
We can directly liaise with your venue’s in-house PA team to organise a microphone setup if requested. We warrant that all equipment is in good working order, and that no part of the performance is likely to be a danger to the performer/s or any other persons.
GUEST INTERACTION & REQUESTS
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.