Event Booking Form - Big Top Entertainment

Booking Form

Are you booking as a private individual or a business? *

Private individual
Business

First Name *

Last Name *

Email Address *

Cell Number *

Business Phone Number *

Your Business Name *

Your company registration number (if required on our invoice)

You VAT number (if required on our invoice)

Your business address *

Your residential address *

This is required for our invoice

If you have a Promo Code, please enter it here

Your Purchase Order number (if required on our invoice)

If you require us to complete a form, or provide specific documentation in order to become a supplier, please provide complete information here, and also email your forms to info@bigtop.co.za

Event date *

Event Description *

E.g. 40th birthday, wedding, family get together, store opening, product launch, holiday entertainment, staff family fun day etc

Event Venue Address (exact street address) *

We are only able to take a booking if you provide the exact street address of the event venue.

If it is at an event venue (e.g. hotel, hall, park, school etc), what is the venue name?

If you will not be at the event when our performer arrives, please advise who our performer can contact on arrival.

Please provide their name, cell number, and relationship to you (e.g. venue owner, event planner, the MC etc)

Expected Number of CHILDREN *

Expected Number of ADULTS *

What entertainment would you like to book? *

Please include the exact item description / option number and price

EXACT time you would like entertainment to start *

Please note that we can only accept booking requests where the EXACT performance time is specified.

Will the entertainment be performed indoors or outdoors? If outdoors, please kindly note that it is your responsibility to ensure that you have a wet / adverse weather plan in place at the venue for the date and time of your booking. *

Outdoors
Indoors

Please refer to our cancellation terms. FIRE entertainment will only be performed OUTDOORS and AFTER DARK. ELECTRIC GLOW JUGGLING / POV POI will only be performed outdoors when it is COMPLETELY DRY.

How much space is available for the entertainment? *

Please check your quote for our space requirements and ensure there is a suitable performance space at your venue.

Does your booking request include Fire Entertainment? *

Yes
No

If booking a Fire performance have your read and understood our technical requirements / conditions? *

Yes
No

Fire Performance Technical Requirements

Venue & safety

The client accepts full responsibility for obtaining permission for Big Top Entertainment’s entertainers to perform fire at the venue. If the performer arrives at the venue, and they are not allowed to perform fire, we will treat it as a client cancellation, and the fee will remain payable in full.

Please note that for safety reasons we only perform fire entertainment OUTDOORS.

We do not perform fire at indoor venues or inside tents/marquees.

The suitability of a venue for fire performance is subject to approval by Big Top Entertainment and it’s performers. If the venue provided is unsuitable, and an alternative suitable venue cannot be provided by the client, then the fee will remain payable in full.

Please note that if our performer / technician / representative of Big Top Entertainment arrives at the venue and the venue is found to be unsuitable, the required space is not available, or our technical requirements / terms and conditions have not been fully adhered to, we may not be able to perform. This will be treated as a client cancellation and our fee will remain payable in full.

Terms and conditions pertaining to adverse weather conditions remain in full effect.

For safety reasons, the client will need to ensure that there is a fire extinguisher & fire blanket on hand (we have never had occasion to use these items, but it’s always a good idea to have them available).

If there are children attending the event, please note that is the client’s responsibility to ensure that the children are supervised during the fire entertainment, and to ensure that no children enter the fire performance space.

Performance space

Individual background fire performers and Nova 1 man fire show: an absolute minimum of 3m x 3m per performer.

All fire performances require an absolute minimum of 3m vertical clearance, across the entire performance space. I.e. there must be no ceiling/roof, tree branches, objects or items of any kind hanging down within 3m of the area above the performance space.

Fire breathing: Although the Nova Fire Show can be performed in a space with 3m vertical clearance, if the client wishes to include fire breathing in the show, the area above the performance space must have unlimited vertical clearance, and be completely clear, with no ceiling/roof, trees, objects or items of any kind being located in the vertical space above the performance area.

Big Top Entertainment reserves the right not to include fire breathing in the show, if the performer decides that it is not suitable for the event or venue.

Please note that fire breathing is not included as part of our background fire performance.

All fire performance areas must be well away from decor, draping, carpets, curtains, tables, hanging objects etc.

To ensure that nobody is positioned too close to the performance space, please ensure you arrange a suitable area, a few of meters away from the performance space, where your guests can comfortably watch the fire performance.

Venue lighting

Fire entertainment can only take place after dark. To check when sunset is on the date of your event, click here.

Sound/P.A. system

Big Top Entertainment does not supply sound or PA systems.

In order for our performer to play the Nova Fire Show music, the client must supply a P.A. System that is adequate for the size/space of venue. The system should be supplied by the client with a competent sound operator. Our performer will provide the show music on either a CD, or as an MP3.

We do not provide music for background fire bookings.

Outdoor performance

As fire entertainment bookings can only be performed outdoors, our performers will try their very best to continue with the performance, if conditions allow. However, please bear in mind that it may be necessary to postpone, curtail or cancel the event in extreme situations. In these instances our fee will remain payable in full.

Some of our fire entertainers may be able to provide alternative indoor entertainment (not fire), if a suitable space is available. If the client is offered the option of alternative indoor entertainment, and refuses the option offered, then this will also be treated as a client cancellation, and the fee will remain payable in full.

(Adverse weather conditions could include, but are not limited to, wet weather and strong wind).

Recording/Photographs

It would be appreciated if copies of any recordings made or photographs taken of Big Top Entertainment’s shows/performance/rehearsals could be supplied to Big Top Entertainment for their use in marketing and/or advertising.

If booking a fire performance, have you obtained permission for our entertainers to perform fire at the venue? *

Yes
No

Please note that it is your responsibility to obtain permission for our entertainers to perform fire at the venue

Does your booking request include Electric Glow Juggling or POV Visual Graphic Poi entertainment? *

Yes
No

If booking an Electric Glow Juggling or POV Poi performance have your read and understood our technical requirements / conditions? *

Yes
No

Electric Glow Juggling and POV Visual Graphic Poi Technical Requirements

Items marked * only apply to the Electric Glow Juggling Show

All other items apply to the Electric Glow Juggling Show, Roaming Electric Glow Juggling and POV Poi

Performance space / venues

*An absolute minimum of 3m x 3m clear, flat, unobstructed performance space and a minimum of 3m vertical clearance is required across the entire show performance area.

POV Poi spinning requires a minimum of 3m x 3m clear performance space and ideally 3m vertical clearance.

For nightclub events, and other very crowded venues, the 3m x 3m performance space must be cordoned off by the client, to ensure there is sufficient performance space available.

3m vertical clearance is also required if your performer is a stilt walker.

*Please note that for the show the audience must be seated in front of the performance space.

*If your venue has less than 3m vertical clearance, it may be possible for Tom to perform a bespoke, slightly shorter show. In cases where the 3m vertical clearance is not available, we must be informed of the exact available vertical clearance, at the time the booking is requested, as a special tailor made show will need to be rehearsed by Tom.

*Please also note that all Electric Glow Juggling Show bookings, AND all bookings which include a personalised POV POI message, must be made, and confirmed with payment, a minimum of 15 days prior to the event date. This is because we need to schedule time to program the POV Poi and rehearse the show. In the event that we do accept a last minute booking for this show, or for a personalised POV POI message, (i.e. the booking is made, or confirmed, within 14 days of the event date), we will charge an additional R750 on top of the quoted rate, as a last minute booking fee. This is to compensate for time spent after hours, programming the equipment and rehearsing the show.

Please note that if our performer / representative of Big Top Entertainment arrives at the venue and the required space is not available, or our technical requirements / terms and conditions have not been fully adhered to, we may not be able to perform. This will be treated as a cancellation and our fee will remain payable in full.

Venue lighting

Electric glow juggling / POV Poi requires as little light as possible. The darker the venue, the better. It is not possible to perform electric glow juggling or POV Poi in a brightly lit area.

Please note that we do not supply any lighting equipment, lasers or smoke machines as part of the entertainment.
POV Poi

It is now possible to add a personal message, brand statement or simple logo/picture to a POV Visual, graphic poi performance. This service is offered free of charge for show bookings.
It is also available for roaming electric glow juggling bookings where POV poi is included, but at an additional fee.

Messages can contain up to 8 simple full colour images (depending on the size of the images.)

Messages can also contain unlimited text in one colour.
However, please note that EACH WORD MUST BE A MAXIMUM 10 CHARACTERS IN LENGTH and shorter words look most effective.

Please note that only simple images are possible, as we shrink the image down to a low pixel resolution, before loading it on to the POV Poi. Images may lose some definition, but we will program the best rendition of your picture possible with our equipment.

IMPORTANT: All POV poi messages / logos / pictures are subject to approval by Big Top Entertainment. Message / logo / picture requests MUST be submitted at the time as your booking form. We will then advise if your request is possible. If your request is not possible, we will suggest / use an alternative.

Stage backdrop

*The show works best with a dark or black background.

Electric Glow Juggling – Strobing

Please note that Electric Glow Juggling / POV Poi only works as entertainment when performed at night, or in a darkened venue. It can also only be performed outdoors when it is completely dry.

If booking Electric Glow Juggling / POV Poi, please be aware that this entertainment uses strobing juggling equipment, which can affect people who are sensitive to flashing lights or have conditions such as epilepsy.

Upon booking Big Top Entertainment the promoter/client/ agent accepts full responsibility for informing the audience, venue, suppliers and any other parties involved with or attending the performance, or rehearsals, of this fact.

Sound/P.A. system

*The Electric Glow Juggling Show requires a P.A. System that is adequate for the size/space of venue, as music is played during the show.

Big Top Entertainment does not supply sound or P.A. systems. The system must be supplied by the Client, with a competent sound operator. Big Top Entertainment will supply the show music to the client’s sound operator on an MP3 player or CD.

We do not supply music for roaming bookings.

Set up

*Please also ensure you advise us of any activities that are taking place on the stage prior to the show.

Please also take into account our space requirements when organizing any other activities on the stage. You will be responsible for ensuring that the required space is provided.

Backstage

*Our show performer will require a backstage area, with a minimum of 3m vertical clearance, to warm up before the show.

Outdoor performance

In the interest of safety and due to the nature of the electronic equipment used, our entertainers are only able to perform the Electric Glow Juggling Show, or use electric glow juggling / POV Poi equipment if the conditions are completely dry.

The Performers will make the best of any given situation, but please bear in mind that it may be necessary to postpone, curtail or cancel the event in extreme situations. In the event of adverse weather conditions it is the client’s responsibility to provide a suitable alternative venue. If a suitable alternative venue is not provided then the fee will remain payable in full. The suitability of a venue must be approved by Big Top Entertainment. (Adverse weather conditions could include, but are not limited to, wet weather and strong wind).

Agent, promoter, third party bookings

For clients of Big Top Entertainment who are booking on behalf of a third party, it is your responsibility to ensure that you have passed the technical requirements / terms and conditions on to the third party.

Recording/Photographs

It would be appreciated if copies of any recordings made or photographs taken of Big Top Entertainment’s shows/performance/rehearsals could be supplied to Big Top Entertainment for their use in marketing and/or advertising.

If booking an Electric Glow Juggling &/or POV Poi performance, have you read and understood the epilepsy warning within our technical requirements / conditions? *

Yes
No

If booking POV POI with a personalised message, what would you like your custom message to say?

Custom POV Poi messages can contain up to 8 simple images or logos (depending on the size of the images.) Messages can also contain unlimited text in one colour. Words must be a maximum of 10 characters in length. However, please note that shorter words look more effective. IMPORTANT: All POV poi messages / logos / pictures are subject to approval by Big Top Entertainment. Message / logo / picture requests MUST be submitted at the same time as this booking form. Please email your required images to info@bigtop.co.za We will then advise if your request is possible. If your request is not possible, we will suggest / use an alternative. Your custom message will be included in the POV Poi performance, along with other patterns chosen by us (unless you specifically request that we only show your custom message)

If booking a Fire &/or Electric Glow Juggling &/or POV Poi performance for a third party, have you passed on our technical requirements / conditions to your client? *

Yes
No

Additional information

Please use this section to provide any other important information that we may require about your event.

Would you like to receive the occasional marketing email from Big Top Entertainment? *

Yes, please sign me up!
No thank you, I’m not interested.

These emails will only be sent very occasionally and will contain information such as special offers, discounts, details of new entertainment on offer, and information about shows we are performing at public venues.

POPI ACT consent *

I consent to having Big Top Entertainment store my submitted information so they can respond to my booking request.

In line with POPI Act regulations, we require your consent to store the information you provide on this form. This information will be used by us to facilitate your booking with us. Please note that if you do not provide the required consent, Big Top Entertainment will be unable to make a booking for you.

How did you hear about Big Top Entertainment? *

If you selected 'Other', how did you hear about us? *

Digitally signed declaration

By ticking this box, you are digitally and legally signing this form, and you confirm that you have read, understood, and accept the Terms and Conditions on this form. Ticking this box will also confirm that you are authorised to accept our terms and conditions on behalf of the business being invoiced. *

I agree to the above declaration and all the terms and conditions on this booking form

Please ensure you read all the terms and conditions, including our cancellation terms.

PAYMENT TERMS

• WE DO NOT HOLD A DATE, OR CONFIRM A BOOKING, WITHOUT RECEIVING PAYMENT

To confirm a booking, and secure a time slot, the following payments are required within 2 working days of our invoice date (or by any date specified on our invoice / quote).

• If your booking is made, or your payment is made to us, 14 days or less before the event date, you will need to make 100% non-refundable payment into our bank account to confirm a booking.

• If your booking is made, or your deposit is paid 15 or more days before your event date, you will need to pay a 50% deposit into our bank account to confirm a booking.

• Any remaining balance owed, after your deposit has been paid to us, MUST be paid into our bank account no later than 14 days before your event date, and proof of payment emailed to info@bigtop.co.za. Should we not receive proof of the balance payment 14 days before your event date, we reserve the right to treat that as a client cancellation, and your deposit may be forfeited.

Electronic transfer (EFT) or ATM cash deposit are our ONLY accepted payment methods.

We do not usually accept cash deposits at a branch. However, if you choose to pay by an over the bank counter cash deposit at an FNB branch, you will be charged an additional fee to cover the bank charges incurred by the account holder. This fee will be calculated at current FNB rates (minimum R90).

***We do not accept payment by cheque, credit card, Zapper, eWallet etc***

Please note that completing a booking form does not guarantee a booking.
All bookings are subject to performer availability at the time that we receive a fully completed booking form.

Once we receive a completed booking form we will be able to re-check our availability.

If our performers are available, we will send you an invoice, with our banking details.

Please be advised that after sending you our invoice, we only hold a date for a maximum of 2 working days, to enable you time to make payment.

If your proof of payment is not received within 2 working days of our invoice date (or by the date / time specified on our invoice), we will be unable to guarantee the availability of our performers, as we will open the timeslot up again for other bookings.

CANCELLATION TERMS
For the purposes of the terms and conditions on this invoice, ‘client cancellation’ means a cancellation made by the client of Big Top Entertainment. ‘Advance costs’ means money spent by Big Top Entertainment in advance, for the purpose of making your booking (for example, but not limited, accommodation costs)

Cancellations (of all or part of the booking, for any reason whatsoever, INCLUDING ADVERSE WEATHER) made:
14 days or less before the event date will be subject to 100% PAYMENT as a cancellation fee.
15 – 30 days before the event date will be subject to a 50% cancellation fee for the entertainment (plus 100% of any advance costs incurred)
31 – 60 days before the event date will be subject to a 30% cancellation fee for the entertainment (plus 100% of any advance costs incurred)
61 – 90 days before the event date will be subject to a 15% cancellation fee for the entertainment (plus 100% of any advance costs incurred)
91+days before the event date will be subject to a 0% cancellation fee for the entertainment (plus 100% of any advance costs incurred)

If your deposit payment is more than the cancellation fee we will refund the difference. If your deposit payment is less than the cancellation fee we require you to pay us the difference within 7 days of your cancellation request. If multiple dates are booked, each date will be treated separately for calculating cancellation fees.

Our cancellation terms are in place as once we have confirmed your booking Big Top Entertainment, and the performers booked for your event, will start turning away all other work for that time slot. Once you have paid us a deposit we commit 100% to your event and in return we expect the same from you.

Your booking with us is for the above time slot. If your event is delayed, for any reason whatsoever, Big Top Entertainment will endeavour to accommodate your booking. However, your event may not be the only function or commitment our entertainers have on this date. If the delay results in an entertainer not performing at the event, due to leaving to attend another commitment, Big Top Entertainment will treat this as a client cancellation, and the fee will remain payable in full.

Postponements/date change requests/time change requests, for any reason whatsoever, INCLUDING ADVERSE WEATHER, will be treated as a client cancellation for the date/time originally booked, and our cancellation fees will apply. Should the client wish to book entertainment for a new date/time, the client will need to make a new booking with Big Top Entertainment, and pay a new deposit/invoice. All new booking requests will be subject to performer availability.

For outdoor functions, in the event of adverse weather forecast on the booked event date, it is the client’s responsibility to provide a suitable alternative indoor or covered/weather proof area at the venue, for the date and time of this booking. If a suitable alternative area is not provided by the client, for the date and time booked on this invoice, this will be treated as a client cancellation and the fee will remain payable in full. The suitability of the alternative performance area must be approved by Big Top Entertainment. (Adverse weather conditions may include, but are not limited to, wet weather /strong wind/excessive heat). Kindly note that having an outdoor event, with no suitable adverse weather plan in place, is at your own risk. For fire entertainment bookings, which can only be performed outdoors, our performers will try their best to continue with the performance, if conditions allow. However, if our fire entertainers are unable to perform due to adverse conditions the fee will remain payable in full. Some fire entertainers may be able to provide alternative indoor entertainment (not fire), if a suitable space is available. If the client is offered alternative indoor entertainment and refuses the option, we will treat it as a client cancellation, and the fee will remain payable in full.

For bookings which include services that require plug points/power (for example, but not limited to popcorn/candy floss machines) kindly note that we do not provide generators. Working plug points must be located a maximum of 20m from the set up area. Should no suitable plug points be provided, or should there be a power outage/load shedding we will not be held responsible for being unable to provide the service(s) booked, and no refund will be given, and the fee will remain payable in full.

If a performer / representative of Big Top Entertainment arrives at the venue and the required space is not available, or for a fire booking they are told fire performance is not allowed, or for a face painting booking they are told that face painting is not possible due to another supplier not allowing face paint on their equipment (e.g. Jumping castle), or our technical requirements / terms and conditions have not been fully adhered to, we may not be able to perform. This will be treated as a client cancellation and our fee will remain payable in full.
In the event of death, injury, illness, car trouble or any unforeseen circumstances keeping the artist from performing, every effort shall be made by Big Top Entertainment to find a replacement, although the fee for the job may have to change. This will be agreed upon by the client and Big Top Entertainment before the event. Failing agreement or the option of a replacement, Big Top Entertainment shall refund the deposit for the entertainer that is unable to perform. We shall not be liable for any sums which you have paid to any other persons in connection with your booking, and we will have no further liability to you for the cancellation of your booking.

CANCELLATIONS DUE TO FORCE MAJEURE
In the event of a Force Majeure event (an unforeseen event, outside of the control of both parties, an ‘Act of God’) which makes it impossible and / or dangerous for the booking to go ahead as planned, and the booking needs to be cancelled or postponed, then a different set of cancellation fees applies. Force Majeure events include, but are not limited to: War/Strike, Lockouts, Social Unrest, Riot/Pandemic, Disease, Epidemic, Quarantines/Hurricane, Flood, Earthquake, Volcanic Eruption, Fire/Shortage of, or interruption of supply of electricity, fuel, or other materials/Road closure or lack of access to roads due to a force majeure event.
In the case of a Force Majeure event we will split the loss with the client. So the cancellation fee will be reduced to 50% of the usual cancellation fee, should the client have chosen to cancel under normal circumstances. This is because Force Majeure circumstances are outside the control of both parties. This includes postponements or date changes due to Force Majeure.

Our performers are not child minders. Unattended children may not be left with our performers. Parents and care givers are responsible for their children at all times.

Our face painters use professional quality, water soluble face paints. These are skin safe non-acrylic face paints that are easily removed with soap and water. However, as with any type of make-up product, this does not preclude an individual suffering from an allergic reaction. Big Top Entertainment and its face painters will not be liable for any allergic reactions to the paints / products used by our performers. For health and safety reasons our artists reserve the right not to paint anyone, who in their opinion, seems to be suffering from an infectious skin condition (e.g. cold saw) or anyone suffering from cold/flu symptoms. They are also unable to paint over open cuts, grazes, and conditions such as eczema or psoriasis. Our face painters also reserve the right to refuse to paint anyone who is intoxicated/ abusive. Face paints generally wash out of clothing easily. However, Big Top Entertainment, and our performers, will not be liable for any damage to clothing or property.

Should a representative of Big Top Entertainment be required to attend a site visit/supplier meeting/venue induction (whether in person or online), pick up accreditation in advance, we will also invoice you for the extra time/travel expenses.

The Client shall indemnify and in perpetuity discharge Big Top Entertainment together with their owners, the officers, employees, representatives, volunteers, entertainers, independent contractors and delivery agents, of all or any of them (“the indemnified parties”) against all and any claims, liabilities, loss, loss of business, loss of profit, loss of reputation, direct, indirect, special or consequential loss or damage, costs, actions, damages, fines, judgments, awards, expenses, howsoever arising, including, but not limited to, all attorneys’ fees and disbursements:
a. arising out of Big Top Entertainment being unable to provide any or all of the booked services, due to death, injury, illness, car trouble or any unforeseen circumstances.
b. arising out of the damage to any personal property of, or personal injury to (including death of), any persons, the Client, the venue or any third party, whether associated with the event or not, resulting from Big Top Entertainment managing and providing products, services or rented equipment; or resulting from the clients use or misuse of the rented equipment.
c. arising out of any negligence, action or inaction, which is related to Big Top Entertainment managing and providing the services, of any of the indemnified parties which results in personal injury to (including death) or damage to property belonging to the Client, the venue, or any third party, whether associated with the event or not.
For client’s of Big Top Entertainment who are booking on behalf of a third party, it is your responsibility to ensure you pass the terms and conditions stated on this invoice on to the third party.

By ticking this box, you are digitally and legally signing this form, and you confirm that you have read, understood, and accept the Terms and Conditions on this form. *

I agree to the above declaration and all the terms and conditions on this booking form

Please ensure you read all the terms and conditions, including our cancellation terms.

PAYMENT TERMS

• WE DO NOT HOLD A DATE, OR CONFIRM A BOOKING, WITHOUT RECEIVING PAYMENT

To confirm a booking, and secure a time slot, the following payments are required within 2 working days of our invoice date (or by any date specified on our invoice / quote).

• If your booking is made, or your payment is made to us, 14 days or less before the event date, you will need to make 100% non-refundable payment into our bank account to confirm a booking.

• If your booking is made, or your deposit is paid 15 or more days before your event date, you will need to pay a 50% deposit into our bank account to confirm a booking.

• Any remaining balance owed, after your deposit has been paid to us, MUST be paid into our bank account no later than 14 days before your event date, and proof of payment emailed to info@bigtop.co.za. Should we not receive proof of the balance payment 14 days before your event date, we reserve the right to treat that as a client cancellation, and your deposit may be forfeited.

Electronic transfer (EFT) or ATM cash deposit are our ONLY accepted payment methods.

We do not usually accept cash deposits at a branch. However, if you choose to pay by an over the bank counter cash deposit at an FNB branch, you will be charged an additional fee to cover the bank charges incurred by the account holder. This fee will be calculated at current FNB rates (minimum R90).

***We do not accept payment by cheque, credit card, Zapper, eWallet etc***

Please note that completing a booking form does not guarantee a booking.
All bookings are subject to performer availability at the time that we receive a fully completed booking form.

Once we receive a completed booking form we will be able to re-check our availability.

If our performers are available, we will send you an invoice, with our banking details.

Please be advised that after sending you our invoice, we only hold a date for a maximum of 2 working days, to enable you time to make payment.

If your proof of payment is not received within 2 working days of our invoice date (or by the date / time specified on our invoice), we will be unable to guarantee the availability of our performers, as we will open the timeslot up again for other bookings.

CANCELLATION TERMS
For the purposes of the terms and conditions on this invoice, ‘client cancellation’ means a cancellation made by the client of Big Top Entertainment. ‘Advance costs’ means money spent by Big Top Entertainment in advance, for the purpose of making your booking (for example, but not limited, accommodation costs)

Cancellations (of all or part of the booking, for any reason whatsoever, INCLUDING ADVERSE WEATHER) made:
14 days or less before the event date will be subject to 100% PAYMENT as a cancellation fee.
15 – 30 days before the event date will be subject to a 50% cancellation fee for the entertainment (plus 100% of any advance costs incurred)
31 – 60 days before the event date will be subject to a 30% cancellation fee for the entertainment (plus 100% of any advance costs incurred)
61 – 90 days before the event date will be subject to a 15% cancellation fee for the entertainment (plus 100% of any advance costs incurred)
91+days before the event date will be subject to a 0% cancellation fee for the entertainment (plus 100% of any advance costs incurred)

If your deposit payment is more than the cancellation fee we will refund the difference. If your deposit payment is less than the cancellation fee we require you to pay us the difference within 7 days of your cancellation request. If multiple dates are booked, each date will be treated separately for calculating cancellation fees.

Our cancellation terms are in place as once we have confirmed your booking Big Top Entertainment, and the performers booked for your event, will start turning away all other work for that time slot. Once you have paid us a deposit we commit 100% to your event and in return we expect the same from you.

Your booking with us is for the above time slot. If your event is delayed, for any reason whatsoever, Big Top Entertainment will endeavour to accommodate your booking. However, your event may not be the only function or commitment our entertainers have on this date. If the delay results in an entertainer not performing at the event, due to leaving to attend another commitment, Big Top Entertainment will treat this as a client cancellation, and the fee will remain payable in full.

Postponements/date change requests/time change requests, for any reason whatsoever, INCLUDING ADVERSE WEATHER, will be treated as a client cancellation for the date/time originally booked, and our cancellation fees will apply. Should the client wish to book entertainment for a new date/time, the client will need to make a new booking with Big Top Entertainment, and pay a new deposit/invoice. All new booking requests will be subject to performer availability.

For outdoor functions, in the event of adverse weather forecast on the booked event date, it is the client’s responsibility to provide a suitable alternative indoor or covered/weather proof area at the venue, for the date and time of this booking. If a suitable alternative area is not provided by the client, for the date and time booked on this invoice, this will be treated as a client cancellation and the fee will remain payable in full. The suitability of the alternative performance area must be approved by Big Top Entertainment. (Adverse weather conditions may include, but are not limited to, wet weather /strong wind/excessive heat). Kindly note that having an outdoor event, with no suitable adverse weather plan in place, is at your own risk. For fire entertainment bookings, which can only be performed outdoors, our performers will try their best to continue with the performance, if conditions allow. However, if our fire entertainers are unable to perform due to adverse conditions the fee will remain payable in full. Some fire entertainers may be able to provide alternative indoor entertainment (not fire), if a suitable space is available. If the client is offered alternative indoor entertainment and refuses the option, we will treat it as a client cancellation, and the fee will remain payable in full.

For bookings which include services that require plug points/power (for example, but not limited to popcorn/candy floss machines) kindly note that we do not provide generators. Working plug points must be located a maximum of 20m from the set up area. Should no suitable plug points be provided, or should there be a power outage/load shedding we will not be held responsible for being unable to provide the service(s) booked, and no refund will be given, and the fee will remain payable in full.

If a performer / representative of Big Top Entertainment arrives at the venue and the required space is not available, or for a fire booking they are told fire performance is not allowed, or for a face painting booking they are told that face painting is not possible due to another supplier not allowing face paint on their equipment (e.g. Jumping castle), or our technical requirements / terms and conditions have not been fully adhered to, we may not be able to perform. This will be treated as a client cancellation and our fee will remain payable in full.
In the event of death, injury, illness, car trouble or any unforeseen circumstances keeping the artist from performing, every effort shall be made by Big Top Entertainment to find a replacement, although the fee for the job may have to change. This will be agreed upon by the client and Big Top Entertainment before the event. Failing agreement or the option of a replacement, Big Top Entertainment shall refund the deposit for the entertainer that is unable to perform. We shall not be liable for any sums which you have paid to any other persons in connection with your booking, and we will have no further liability to you for the cancellation of your booking.

CANCELLATIONS DUE TO FORCE MAJEURE
In the event of a Force Majeure event (an unforeseen event, outside of the control of both parties, an ‘Act of God’) which makes it impossible and / or dangerous for the booking to go ahead as planned, and the booking needs to be cancelled or postponed, then a different set of cancellation fees applies. Force Majeure events include, but are not limited to: War/Strike, Lockouts, Social Unrest, Riot/Pandemic, Disease, Epidemic, Quarantines/Hurricane, Flood, Earthquake, Volcanic Eruption, Fire/Shortage of, or interruption of supply of electricity, fuel, or other materials/Road closure or lack of access to roads due to a force majeure event.
In the case of a Force Majeure event we will split the loss with the client. So the cancellation fee will be reduced to 50% of the usual cancellation fee, should the client have chosen to cancel under normal circumstances. This is because Force Majeure circumstances are outside the control of both parties. This includes postponements or date changes due to Force Majeure.

Our performers are not child minders. Unattended children may not be left with our performers. Parents and care givers are responsible for their children at all times.

Our face painters use professional quality, water soluble face paints. These are skin safe non-acrylic face paints that are easily removed with soap and water. However, as with any type of make-up product, this does not preclude an individual suffering from an allergic reaction. Big Top Entertainment and its face painters will not be liable for any allergic reactions to the paints / products used by our performers. For health and safety reasons our artists reserve the right not to paint anyone, who in their opinion, seems to be suffering from an infectious skin condition (e.g. cold saw) or anyone suffering from cold/flu symptoms. They are also unable to paint over open cuts, grazes, and conditions such as eczema or psoriasis. Our face painters also reserve the right to refuse to paint anyone who is intoxicated/ abusive. Face paints generally wash out of clothing easily. However, Big Top Entertainment, and our performers, will not be liable for any damage to clothing or property.

Should a representative of Big Top Entertainment be required to attend a site visit/supplier meeting/venue induction (whether in person or online), pick up accreditation in advance, we will also invoice you for the extra time/travel expenses.

The Client shall indemnify and in perpetuity discharge Big Top Entertainment together with their owners, the officers, employees, representatives, volunteers, entertainers, independent contractors and delivery agents, of all or any of them (“the indemnified parties”) against all and any claims, liabilities, loss, loss of business, loss of profit, loss of reputation, direct, indirect, special or consequential loss or damage, costs, actions, damages, fines, judgments, awards, expenses, howsoever arising, including, but not limited to, all attorneys’ fees and disbursements:
a. arising out of Big Top Entertainment being unable to provide any or all of the booked services, due to death, injury, illness, car trouble or any unforeseen circumstances.
b. arising out of the damage to any personal property of, or personal injury to (including death of), any persons, the Client, the venue or any third party, whether associated with the event or not, resulting from Big Top Entertainment managing and providing products, services or rented equipment; or resulting from the clients use or misuse of the rented equipment.
c. arising out of any negligence, action or inaction, which is related to Big Top Entertainment managing and providing the services, of any of the indemnified parties which results in personal injury to (including death) or damage to property belonging to the Client, the venue, or any third party, whether associated with the event or not.
For client’s of Big Top Entertainment who are booking on behalf of a third party, it is your responsibility to ensure you pass the terms and conditions stated on this invoice on to the third party.

Our response time is usually within 24 hours, or on the next business day. If you don't see a response from us, please ensure you check your SPAM folder – thank you.

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