1.GENERAL TERMS AND CONDITIONS

Acceptance of the Contract: Proposals are valid for 15 days unless stated otherwise. During the validity period, all proposed products/services will be reserved for the client. Confirmation of the reservation through the payment of the deposit constitutes acknowledgment that you have read, understood, and accepted the terms and conditions.

Once the proposal’s validity period has elapsed, and if we have not received the deposit payment, the client will no longer have the date or the offered products reserved. The client must contact Ibiza Pro DJ before making any payment to confirm the availability of materials and the event date. Making any payment after the proposal’s validity period does not guarantee the availability of the offered service. Products/services can only be offered again if they are still available and have not been offered to other clients.

Minimum Spend: Our minimum spend is €350 + 21% VAT with transportation, setup and technical services costs aside. We can in exceptional cases accept dry hire of less

Photographs: Please be aware that we may request photographic material from your photographer to represent our work, and we will also take photos/videos of our work. This visual material may be used for our portfolio, website, Instagram, or other marketing purposes.

Supplying Services: Ibiza Pro DJ does not share its services with other companies. Any other audiovisual services contracted directly by the client, wedding planner or agency will be the client’s, wedding planner or agency’s responsibility. In the exceptional case there is other companies involved, Ibiza Pro DJ will be responsible only for services and own equipment strictly, having the possibility of refusing to touch material from another company if requested to do so. If other audiovisual companies are involved we will require to know this when we are booked and told what areas/responsabilities each one has with the option to refusing to the job. 

Generators hire are hired per event and related to a number of hours of use, normally 8/10/12h, the use of generators for more hours than quoted might incur in extra expenses which will be invoiced accordingly at the existing rate at the time, depending on fuel costs, etc. Photo of the hour-meter will be done at the beginning and end of every event. 

Food and drink: If technical services are booked during the event Food and drink will be provided to technicians who stay during this event (lunch and dinner + drink). If this option is not available, it must be notified during the acceptance of the budget and an expense for this will be added to the quote. If you do not inform us in advance, a last-minute extra will be charged because we did not have enough time to prepare the menu for the worker(s).

Dressing room. The technicians who will have previously been setting up will be provided with a room/space with bathroom so they can change before the start of the event. If this is not possible we will need to be told in advanced. This way the correct uniform of our workers will be ensured, otherwise, as there is no place where they can change, we do not ensure the appropriate uniform. It is totally mandatory the worker(s) have access to a bathroom at ALL times. 

2.SETUP

Setup Time: We normally require a minimum setup time of 4 hours. This may be longer depending on the complexity of the set up or less but it will be the management of Ibiza Pro DJ who will calculate and consider set up time as there will be many factors that will affect how long a set up takes. The approximate setup time will be confirmed in the final proposal. If time constraints are tight and depending on the complexity of your set up, it may be necessary to hire additional personnel to ensure the proper setup of your event. This could incur additional expenses. We need to be informed of the setup time as early as possible if there are any constraints for setup and/or dismantle. (Per example: if in the same venue you have a pool party the day before or after and you don’t want guests to see the set up). We suggest when sending the first request time constraints and limitations (if there are any) for set up or dismantle are mentioned, this will help produce a stress free event and insure the correct choice of  equipment and  set up costs /labour that will be required from the start to finish of the event.

Access: If the delivery or collection location involves distances from the accessible area that are not easily reachable, this must be communicated in advanced to arrange for the appropriate team to handle the delivery and collection. We consider “not easy access” for our flight cases to be more than 4 steps, or more than 10m of grass or gravel, please inform our admin team of any difficulty in access when booking. 

Punctuality and Timings: We allow for a delay/advance of 60 minutes due to good/bad traffic or any unforeseen circumstances we may encounter. If the delay/advance exceeds 60 minutes, we will contact you or your event coordinator/wedding planner as soon as possible to provide an estimated arrival time. We require as well the largest possible time frames for set up and dismantle and any relevant information such as limitations of access, as mentioned before, other supplier times, etc in order to not affect other events.

Contact Person: The client is expected to provide a contact person (name and phone number/ whats up ) from the event venue for both setup and material collection. This applies to venues with restricted or challenging access. The client must ensure that the designated person is available. 

Guest Access During Setup: It is crucial that guests do not enter areas that our team is working at until these spaces are fully ready. This is a security rule not only for guests but for our personnel too.  The client should designate someone at the venue to communicate this instruction to guests and redirect them if necessary. If our team has to manage and redirect guests, any setup delay will be the client’s responsibility.

Weather Conditions: Ibiza Pro DJ does not assume responsibility for potential alterations in the way equipment is set up due to weather factors such as rain, wind, among others. If adverse conditions prevent setup, either in part or entirely, no refund will be provided. It is understood that Ibiza Pro DJ has offered the service, but the installation becomes unfeasible due to external circumstances. The client releases Ibiza Pro DJ from any responsibility related to the weather and its impact on the event.

Substitution of Contracted Material: We will strive to supply the specific items requested, but we reserve the right to substitute them with a suitable alternative when necessary. Some images or videos shown during the proposal period are examples and inspiration for how the final composition might look, and some variations may occur. 

3.COLLECTION

A minimum of 2 hours is required to dismantle and collect event equipment. Equipment collection will take place normally on the night of the event or the morning following the event. If this is not accepted by the venue or client, please inform us as soon as possible. If collection has to occur in the evening, this might incur additional overnight charges, and we must be notified at least 15 days in advance unless stated and quoted accordingly. There is a possibility that Ibiza Pro DJ may not have staff available for nighttime collection. We ask for this relevant information to be organized and communicated to us 60 days before the event to ensure everything is correctly quoted and planned. 

Damaged Material: Standard cleaning is included in all our prices. However, if, upon removal of the material, and after a more thorough inspection, irreversible damage due to improper handling is detected, such as breakage, stepping on items, paint, cigarette burns, wax, wrong use of sticky tape, etc., these damages will need to be paid for by the client. An invoice will be issued to repair such material.

Material Substitution and Damaged Material: We will not accept material substitutions, and damaged material will remain the property of Ibiza Pro DJ.

Use and Return of Material: The material provided by our company is intended exclusively for use on the day of the event. Collection will take place the day of, or after the event. If the client wishes to retain the material for an additional period, they must pay an additional fee equivalent to 50% of the total, if the materials/equipment are available.

4.PAYMENTS

To confirm the reservation, a payment of 500€+IVA is required unless otherwise stated on written email, if the total is less than 500€+IVA payment will be made iin full.

Reservation Confirmation: Until we receive the corresponding deposit payment for the event, we do not guarantee the reservation of any materials or services for the requested date.

Final Payment: The remaining balance must be settled 15 days before the event date. If, upon the event date, the total payment has not been completed, Ibiza Pro DJ will only set up/deliver up to the amount paid.  For any undelivered equipment or service due to incomplete payment, Ibiza Pro DJ is exempt from any responsibility.

Invoices and Receipts: Invoices and payment receipts will always be provided via email.

Liability is limited to the total payment made to Ibiza Pro DJ. The client understands that Ibiza Pro DJ will not accept this contract without this clause.

Payment Methods: Accepted payment methods include bank transfer and credit card.

Refundable Deposit: A deposit equivalent to 5% of the total value of your wedding is required to safeguard against possible damage or material breakage caused by you or your guests. If any damage occurs, the corresponding amount will be deducted from this deposit. After the event concludes and it is confirmed that there are no damages, we will proceed with the deposit refund. Please note that this refund may take up to 10 days.

It will be mandatory to require a security deposit if our technical staff is not present during the event, and/or if we hire or dry hire mirror balls, LED floating balls, generators, TV screens and visual equipment, CDJ decks, DJ mixers, Walkies, and or any other materials we consider are very delicate. If a 5% deposit hasn’t been paid or allocated, Ibiza Pro DJ reserves the right to issue the corresponding invoice with any breakage once the event is over to the client, wedding planner or agency.

Additionally, for clients who request a refund to accounts in the United Kingdom, please be aware that due to the UK’s exit from the European Union, transfers to the UK incur an additional fee of €30. This fee will be deducted from the refunded amount. 

5. MODIFICATIONS AND ADJUSTMENTS TO THE BUDGET:

Changes to the Proposal: Any significant modification may result in a variation of the initially agreed-upon price. Changes to the original proposal will not be accepted within 60 days of your event date. Please note that once an item for your event has been purchased, it is non-refundable under any circumstances.

However, additional items can be added as long as they are in stock.

Adjustments in Event Size: At Ibiza Pro DJ, we plan and organize our operations based on the event’s initial size and budget. We understand that adjustments may arise, but we accept a maximum reduction of 20% from the initial budget. If the client decides to reduce the budget by more than this percentage, we reserve the right to cancel our services for that event. In such a case, we will proceed to refund the amount paid by the client, retaining a sum of €250 corresponding to admin fees, venue visits, etc.

6.CANCELLATIONS

Reservations are transferable to another date (subject to our availability). In the event of a total cancellation, no refunds will be made for payments made. Cancellations within less than 30 days do not exempt the final payment, which must still be made by the client. Any modification to your reservation must be within 12 months from the original event date. After this period, prices may be subject to change.

Ibiza Pro DJ reserves the right to cancel your reservation under the following conditions: 

• If the venue is closed on the day of the event due to circumstances beyond our control.
•  If it could unduly harm the reputation of Ibiza Pro DJ.
• In the case of exceptional weather conditions such as earthquakes, floods, or extreme weather conditions such as strong winds or heavy rain that may endanger the safety of our staff. 
• If the client does not have the necessary permits to hold the event at the specified location (Es Vedrá, beaches, public spaces, etc…)
  

Refunds: Once the invoice has been paid, no refunds will be issued. Cancellation will result in the loss of the deposit and any money paid before the event. No refunds or credits will be issued for items that are not used.

Privacy: Your reservation, event date, contact details (address, phone, email), as well as credit/debit card details, will be treated with complete privacy and in accordance with applicable regulations. We will not speak with any media representatives or disclose any information unless you give us your consent to do so. Ibiza Pro DJ adheres to Spanish regulations on the protection of personal data and the guarantee of digital rights (Organic Law 3/2018, of December 5, on the protection of personal data and guarantee of digital rights), which establishes, among other things, a series of principles, obligations, and rights regarding the protection and processing of personal data.

Payments to Third Parties: Ibiza Pro DJ acts as an intermediary with certain providers in order to offer a complete service (DJs, generators, performances, etc.). However, these providers have their own terms and conditions, so any payments to third parties are not subject to Ibiza Pro DJs responsibility and cannot be demanded from the client, but depend solely on the terms and conditions of these providers. If requested, such terms can be provided to the client.

Cancellation and Date Change Policy for Exceptional Situations (Pandemics, Wars, etc.):

Voluntary Cancellations: If the client decides to cancel the event despite the conditions and regulations in force in Spain allowing its realization, no money will be refunded. Minor restrictions, such as the mandatory use of health protection measures or the like, will not be considered as force majeure.

Government Restrictions: If, due to government restrictions in Spain or the client’s country of origin, the event becomes unviable, Ibiza Pro DJ will offer the option to reschedule the date. A second date change without adequate justification incurs a cost of €300 for administrative management.

Lockdowns or Travel Restrictions: In the event of exceptional measures such as lockdowns or travel bans that prevent the event from taking place, and if the client does not accept a change of date, Ibiza Pro DJ will charge €300 as administrative fees. The rest of the payments made by the client, except those destined for third parties, will be refunded within a maximum period of 12 months.

7.COMPLAINTS

The client must communicate any complaints to Ibiza Pro DJ within 7 days from the date of the event.

8.APPLICABLE LAW AND JURISDICTION

The applicable law to these Policies, Terms, and Conditions, as well as any obligation, relationship, or matter arising from them, is Spanish law.

In the event of a conflict, dispute, or discrepancy, the parties submit, expressly waiving any other jurisdiction, to the Courts and Tribun.