Epic Moments Dance Party Terms & Conditions

1. Overview

These Terms & Conditions apply to all Epic Moments bookings, including both mobile dance parties (held at a customer-provided venue) and studio or venue-based bookings arranged by Epic Moments or third parties.

By confirming a booking, the customer agrees to these Terms & Conditions alongside our separate Cancellation Policy.

2. Booking & Payment Terms

All bookings require a £10 per person deposit (minimum £100) to secure the date, instructor and (where applicable) venue.

The remaining balance must be paid no later than 14 days before the event.

Unless already paid manually, the remaining balance will be automatically charged to the original payment method 14 days prior to the event date. By confirming the booking, the customer authorises this automatic payment.

Customers may choose to pay the remaining balance early at any time.

If payment fails due to insufficient funds, expired card details or any other reason:

• A payment request will be issued
• The balance must be paid promptly
• Failure to do so may result in additional administration charges or cancellation of the booking

3. Venue & Location

Bookings may take place at either:

• A customer-provided venue (mobile booking), or
• A studio or venue arranged by Epic Moments or a third party

For mobile bookings, the customer is responsible for providing a safe and suitable environment.

For studio or venue bookings:

• All venue hire is subject to the venue’s own terms and policies
• Venue hire costs are included within the booking total
• Once venue hire is confirmed or payable (typically within 28 days), these costs are non-refundable

4. Booking Changes

Changes to bookings (including date, time, location, group size or activity) may be requested more than 28 days before the event, subject to availability.

Changes within 28 days:

• Will incur a £25 administration fee per change
• Are subject to availability and not guaranteed

Changes within 14 days may not be possible and may be treated as a cancellation.

5. Group Size & Attendance

All bookings are subject to a minimum of 10 participants (£100 minimum spend).

Group size may be adjusted up to 28 days before the event.

Final numbers are confirmed at the 14-day balance stage and used for billing.

After this point:

• Group numbers cannot be reduced
• Reductions in attendance do not reduce the total cost
• Additional participants may be added subject to availability

6. Customer Responsibilities

The booking organiser is responsible for:

• Ensuring a safe and suitable environment (for mobile bookings)
• Ensuring all participants are fit to take part
• Informing us of any relevant medical conditions
• Ensuring all guests behave appropriately
• Following any venue rules (where applicable)

7. Space, Access & Timing

The customer must ensure clear access and sufficient space for the activity.

For studio or venue bookings:

• Sessions must start and finish within the allocated time
• Late arrival may result in reduced session time without refund
• Any additional venue charges (e.g. overrunning) will be passed to the organiser

Delays caused by access issues, incorrect details or parking restrictions may result in reduced session time without refund.

8. Instructor Service & Substitution

The instructor will attend at the agreed time and location to deliver the booked activity.

If an instructor becomes unavailable due to illness or unforeseen circumstances, we will provide a suitable replacement where possible.

If a replacement is not available, we will offer:

• A rescheduled date, or
• A refund minus any non-recoverable costs (such as venue hire)

9. Behaviour, Alcohol & Conduct

All participants must behave respectfully and safely.

The instructor reserves the right to refuse participation or stop the session without refund if:

• Behaviour is unsafe, abusive or inappropriate
• Participants are excessively intoxicated
• The environment is deemed unsafe

10. No-Shows & Late Arrivals

Failure to attend, late arrival or early departure does not entitle the customer to any refund or reschedule.

Sessions will still end at the scheduled time regardless of delays.

11. Service Adjustments & Unforeseen Circumstances

We aim to deliver the exact activity booked, however minor adjustments may occur due to circumstances beyond our control, including:

• Instructor illness or delays
• Replacement instructors
• Minor changes to music, themes or structure
• Unavailability of small extras

These do not constitute a cancellation or failure to provide the service.

12. Extras & Non-Essential Items

Extras such as bubbly, props, certificates or prizes are provided as goodwill additions and are not guaranteed.

If unavailable, no refund will be issued for these items.

13. Photography & Video

We may take photos or short videos for promotional purposes.

By attending, participants consent unless they inform us or the instructor in advance.

14. Damage & Additional Charges

The booking organiser is responsible for any damage caused by participants to equipment, property or venue.

Any charges incurred will be passed on accordingly.

15. Weather (Outdoor Bookings)

For outdoor events, the customer is responsible for ensuring suitable conditions or providing an alternative space.

If no suitable alternative is available, this may be treated as a cancellation.

16. Health & Participation Disclaimer

By confirming a booking, the organiser agrees on behalf of all participants that:

• They understand the risks associated with physical activity
• All participants are fit to take part
• Any relevant conditions or injuries will be disclosed

Participation is at the individual’s own risk.

17. Liability

Epic Moments is not liable for:

• Injuries sustained during participation unless caused by proven negligence
• Loss or damage to personal belongings
• Issues arising from unsuitable environments or venue conditions

18. Satisfaction Disclaimer

Refunds are not provided based on personal preference or enjoyment of the experience.

19. Force Majeure

We are not liable for failure to deliver services due to circumstances beyond our control, including:

• Severe weather
• Travel disruption
• Illness or emergencies
• Government restrictions

Where possible, we will attempt to reschedule, but this is not guaranteed.



20. Agreement

By confirming a booking, the customer confirms they have read, understood and agreed to:

• These Terms & Conditions
• The Cancellation Policy

These Terms override any conflicting communication unless confirmed in writing by Epic Moments.