EPIC MOMENTS – TERMS & CONDITIONS
Please read these Terms & Conditions carefully before placing a booking with Epic Moments. By making a booking and paying a deposit or booking fee, you confirm that you have read, understood and agreed to these Terms & Conditions.
References to “we”, “us”, “our”, “Epic Moments” or “the Company” mean Epic Moments.
References to “you”, “your”, “customer”, “client” or “Group Leader” mean the person making the booking.
The term “entertainer” may include performers, models, dancers, strippers, hosts, hostesses, instructors, tutors, poker dealers, caddies, activity providers and any other self-employed service provider arranged through Epic Moments.
Certain services have additional service-specific Terms & Conditions. These form part of your booking agreement and should be read alongside these general Terms & Conditions.
1. YOUR CONTRACT WITH US
The person placing the booking becomes the Group Leader and enters into the booking agreement on behalf of themselves and their group.
The Group Leader is responsible for:
- Providing accurate booking and contact information.
- Making the group aware of relevant booking conditions.
- Ensuring appropriate behaviour throughout the booking.
- Ensuring entertainer boundaries and instructions are respected.
- Ensuring payments due under the booking are made.
- Informing us of any relevant booking changes.
- Ensuring the venue is suitable and has any necessary permission for the entertainment or activity booked.
A booking becomes confirmed once the required deposit or booking fee has been received and acknowledged by Epic Moments.
Your booking confirmation will detail the service, date, time, location, price and applicable payment arrangements.
2. PROPOSALS & QUOTATIONS
Where Epic Moments provides a written Proposal or quotation, it will normally remain valid for 14 days unless a shorter period is stated.
If the Proposal is not accepted within the stated period, it may be withdrawn and availability and/or pricing may need to be checked again.
Entertainer availability is not guaranteed until a booking has been confirmed.
3. DEPOSITS & BOOKING FEES
Bookings generally require a deposit or booking fee, normally between £50 and £80 depending on the service booked.
The deposit covers the agency booking fee together with the time, administration, sourcing, vetting, communication, coordination and resources involved in arranging your booking.
The deposit is separate from the remaining amount that may be payable directly to the entertainer(s).
Once a booking is placed, Epic Moments may begin sourcing suitable entertainers immediately or at the appropriate sourcing point for the particular service.
A deposit becomes non-refundable once we have undertaken the relevant sourcing work and provided two or more suitable available entertainer options for your consideration.
If only one suitable entertainer is available and you are not satisfied with the option offered, you may request cancellation and a refund of your deposit within 48 hours of our update, provided you have not subsequently accepted the entertainer or another arrangement.
If we cannot provide any suitable entertainer or supplier and cannot provide a suitable or mutually agreed alternative, any refund due will be dealt with in accordance with these Terms & Conditions and applicable consumer law.
If a confirmed entertainer subsequently becomes unavailable, we will make reasonable efforts to provide a suitable replacement.
4. ENTERTAINER SOURCING & SELECTION
For many services, entertainer availability is checked approximately 28 days before the event.
We may source earlier where:
- The booking is less than 28 days away.
- The location is rural, remote or particularly difficult to cover.
- The service requires specialist entertainers.
- Significant travel or accommodation may be required.
- Earlier sourcing is reasonably necessary to fulfil the booking.
Where entertainer selection is offered, customers may be sent photographs or profiles of suitable available entertainers.
Customers may also request specific entertainers displayed on our website.
We will make reasonable efforts to secure preferred entertainer(s), but individual entertainers cannot be guaranteed.
Our entertainers are generally self-employed and their availability can change because of illness, emergencies, travel disruption, personal circumstances or other unforeseen events.
If a requested or selected entertainer becomes unavailable, we will make reasonable efforts to offer a suitable alternative.
Not all entertainers working with Epic Moments are displayed on our website. Some choose not to have public profiles or photographs displayed online. We may therefore offer suitable entertainers privately who do not appear within our website galleries.
5. £25 BESPOKE ENTERTAINER SOURCING SERVICE
Customers who would like us to individually source suitable entertainer options before placing a standard booking may purchase our optional £25 Bespoke Entertainer Sourcing Service.
This service may include:
- Individually contacting suitable entertainers.
- Checking availability.
- Checking willingness and ability to travel.
- Confirming travel requirements and costs.
- Checking suitability for the requested entertainment.
- Obtaining current information or photographs where appropriate.
- Presenting suitable available options to the customer before booking.
The £25 fee pays for the additional sourcing and administrative work undertaken by Epic Moments and is separate from any subsequent booking deposit.
The £25 sourcing fee becomes non-refundable once sourcing work has begun, regardless of whether the customer subsequently decides to place a booking.
Purchasing the sourcing service does not itself constitute a confirmed entertainment booking and does not reserve an entertainer indefinitely.
An entertainer is secured only once the relevant booking has been placed and the entertainer has accepted the confirmed booking.
If an entertainer identified through the sourcing service subsequently becomes unavailable after booking, we will make reasonable efforts to provide a suitable replacement.
6. BOOKING CHANGES
Changes to bookings, including changes to the date, time, location, group size, entertainment or activity, should be requested at least 28 days before the event.
Changes requested more than 28 days before the event will not normally incur an Epic Moments administration fee, although additional entertainer, supplier, venue, accommodation or travel costs may still apply.
Changes requested within 28 days of the event may incur a £25 administration fee together with any additional supplier, entertainer or travel costs.
All changes are subject to availability and cannot be guaranteed.
A significant change to the date, location or service may require entertainers to be sourced again.
7. CHANGES BY EPIC MOMENTS
Occasionally we may need to make changes because of illness, entertainer availability, emergencies, travel disruption, severe weather or other circumstances outside our reasonable control.
Where possible, we will offer a suitable replacement, amended arrangement or alternative service.
Individual entertainers cannot be absolutely guaranteed.
If we are ultimately unable to provide the booked service and no suitable or mutually agreed alternative can be arranged, any applicable refund, credit or other remedy will be provided in accordance with these Terms & Conditions and applicable consumer law.
8. CUSTOMER CANCELLATIONS & REDUCTIONS
Deposits and booking fees are non-refundable once the applicable sourcing or booking work has been undertaken as described within these Terms & Conditions.
Where the customer cancels:
- Within 28 days of the event, the deposit remains non-refundable.
- Within 7 days of the event, up to 50% of the booked service cost may become payable.
- Within 2 days of the event, up to 100% of the booked service cost may become payable.
These charges reflect entertainer commitments, administration, costs incurred and the loss of potential alternative bookings.
A £25 administration fee may also apply where additional administration is required because of a late cancellation or substantial booking change.
Where reasonably possible, we may attempt to resell cancelled entertainment to reduce the customer's outstanding liability.
If we have provided two or more suitable entertainer options and the customer subsequently chooses to cancel, the applicable cancellation terms continue to apply.
Reduction in group numbers does not automatically entitle the customer to a refund after payment has been made or supplier costs have been committed.
9. PRICE & PAYMENT
Prices applicable to your booking will be confirmed during the booking process or within your Proposal/booking confirmation.
Deposits may be paid online or by another payment method agreed by Epic Moments.
The remaining balance will be payable according to the instructions provided for the particular service.
Depending on the service, this may include:
- Payment to Epic Moments before the event.
- Automatic card payment on the specified due date.
- Bank transfer.
- Cash paid directly to the entertainer(s) on arrival.
The Group Leader is responsible for ensuring payment is available when required.
Failure to make payment by the applicable deadline may result in cancellation of the booking and loss of the deposit.
Where external costs such as travel, accommodation, venue charges or taxes change significantly before confirmation, the price may need to be revised. Where a material increase affects your booking, we will inform you before proceeding wherever reasonably possible.
10. PAYMENT DEFAULTS
If an entertainer arrives for a confirmed booking and a legitimately due payment is not made, the outstanding amount remains payable.
Where authorised under the applicable booking and payment terms, Epic Moments may charge the payment method used to make the booking for an outstanding agreed balance.
The Group Leader is ultimately responsible for ensuring that all amounts due for the booked service are paid.
The Group Leader is responsible for recovering contributions from other members of their group where necessary.
11. ADDITIONAL SERVICES & EXTRA TIME
Additional entertainment or services may sometimes be arranged directly with entertainers during an event.
This can include additional booking time, additional performance elements, private dances or other agreed extras.
Any additional service and its price should be agreed with the entertainer before it begins.
If an agreed additional service is provided but payment subsequently fails because of an oversight, failed transfer or another member of the group failing to provide payment, the Group Leader remains responsible for the amount due.
Where authorised under the applicable booking and payment terms, Epic Moments may charge the Group Leader's payment method for legitimately outstanding agreed services.
Any dispute regarding such a charge must be submitted in writing with supporting evidence within 7 calendar days.
The Group Leader is responsible for recovering any contributions from other members of their group.
12. SCHEDULING & TIME MANAGEMENT
The Group Leader is responsible for ensuring that the group and venue are ready at the agreed start time.
Entertainers aim to arrive on time and may arrive earlier where changing, preparation, setup or briefing is required.
Preparation times vary according to the service booked.
Occasional delays can occur because of traffic, public transport, previous bookings or other circumstances outside the entertainer's reasonable control.
Where an entertainer arrives late and is available afterwards, they will make reasonable efforts to fulfil the booked entertainment duration.
If the group, venue or Group Leader causes the booking to begin late, entertainers are not obliged to remain beyond the scheduled finishing time and the full fee remains payable.
Extensions are subject to availability and may incur additional charges.
13. VENUE SUITABILITY & PERMISSION
The Group Leader is responsible for ensuring that the venue is safe, suitable and appropriate for the entertainment or activity booked.
Where the booking takes place in a hotel, bar, pub, nightclub, holiday rental, Airbnb-style property, function venue, shared accommodation or other property not owned by the customer, it is the Group Leader's responsibility to obtain any necessary permission beforehand.
Some venues prohibit adult entertainment, nudity, physical activities, liquids, equipment or particular types of performances.
If an entertainer arrives and is refused entry, asked to leave or unable to perform because the required venue permission was not obtained or the venue is unsuitable, the applicable booking fee remains payable.
The customer must disclose significant access restrictions or other venue conditions that may affect the entertainer or equipment.
14. CHANGING & STORAGE FACILITIES
Where appropriate for the service, customers should provide entertainers with a clean, genuinely private area in which to change and securely store personal belongings.
A private room or suitable accessible toilet may be acceptable depending on the service.
Where a service involves substances, body paint, oil, jelly, mud or similar products, suitable washing facilities may also be required.
Service-specific requirements will be detailed within the relevant booking information or service Terms & Conditions.
15. EQUIPMENT, PROPS & PRODUCTS
Entertainers may use props, music systems, costumes, games equipment, activity equipment or other items depending on the service booked.
Customers must follow reasonable instructions relating to equipment and its safe use.
Where customers provide their own products, equipment, props, liquids or substances, they are responsible for ensuring they are reasonably suitable for the intended use.
Entertainers may refuse to use any customer-supplied item or substance they reasonably consider unsafe, unsuitable or inappropriate.
The Group Leader must advise us or the entertainer of relevant allergies, sensitivities or restrictions before use of any product where applicable.
16. DAMAGE TO EQUIPMENT & PROPERTY
The Group Leader is responsible for damage caused by themselves or members of their group to equipment, props, clothing, belongings or property belonging to Epic Moments, an entertainer or another supplier.
The customer is responsible for taking reasonable precautions to protect their own venue, furniture, flooring and belongings where the booked activity could reasonably cause staining, spillage or damage.
Where an activity involves paints, oils, jelly, mud, liquids or similar materials, customers should provide appropriate protection to surrounding surfaces unless protection is specifically included within the booked package.
Epic Moments is not responsible for damage caused by a customer's failure to adequately prepare or protect their venue.
17. YOUR OBLIGATIONS, GROUP BEHAVIOUR & £100 RESPECT AND SAFETY PENALTY
The Group Leader is responsible for the behaviour of everyone attending the event and for ensuring that all guests treat entertainers, suppliers and Epic Moments representatives with respect throughout the booking.
Entertainers have the right to stop the entertainment and leave immediately if they feel unsafe, threatened, harassed, assaulted or seriously disrespected.
Prohibited behaviour includes, but is not limited to:
- Unwanted or non-consensual touching.
- Deliberate slapping, hitting or biting.
- Spitting at an entertainer, including spitting or deliberately throwing cream, alcohol or other fluids at them without their consent.
- Aggressive grabbing or restraint.
- Threatening, intimidating or abusive behaviour.
- Sexual propositions or requests outside the agreed service.
- Attempting physical activities, wrestling moves, restraints or other physical interaction without permission.
- Deliberately damaging an entertainer's clothing, belongings, props or equipment.
- Excessive intoxication resulting in unsafe or disorderly behaviour.
- Illegal drug use.
- Repeatedly ignoring an entertainer's stated boundaries or instructions.
- Taking photographs or videos without the entertainer's consent.
- Any other abusive, aggressive, degrading or non-consensual behaviour.
Any deliberate slapping, biting, spitting (including cream, alcohol or other fluids), taking photographs or videos without the entertainer's consent, or other abusive, aggressive or non-consensual behaviour will result in a £100 penalty per affected entertainer.
Where authorised under the applicable booking and payment terms, this charge may be automatically applied to the Group Leader's payment method used for the booking.
The £100 charge applies per entertainer affected. For example, where prohibited behaviour affects two entertainers, a £200 charge may apply.
The £100 charge does not give any guest permission to engage in prohibited behaviour. It is a contractual charge arising where the requirements of the booking have been breached.
The performance may also be terminated immediately without refund and the full applicable booking fee will remain payable.
Depending on the seriousness of the incident, the entertainer and/or Epic Moments may contact venue security or the police.
The Group Leader is responsible for ensuring all members of their group are aware of and comply with these requirements.
18. ENTERTAINER BOUNDARIES & LIMITATIONS OF SERVICE
All entertainment is provided in accordance with the service description and the individual entertainer's personal boundaries.
Nudity, physical interaction or other adult entertainment is included only where specified within the service booked or separately agreed.
No entertainer is required to perform any request outside the agreed booking or anything they consider illegal, unsafe, inappropriate or outside their personal boundaries.
Entertainers may refuse particular activities or interactions even where similar activities may be offered by other entertainers.
The customer's booking of an adult entertainment service does not constitute consent by an entertainer to sexual activity or any other interaction outside the agreed service.
19. HEALTH, SAFETY & PARTICIPATION
The Group Leader must inform us of any relevant health conditions, injuries, allergies, disabilities or other matters that may affect safe participation in an activity.
Participants are responsible for deciding whether they are physically able to participate.
Certain activities may require participants to sign a waiver or follow specific safety instructions.
An entertainer, instructor or supplier may refuse participation where they reasonably believe a guest's health, behaviour, intoxication or failure to follow instructions creates a safety risk.
Guests participate in interactive activities voluntarily and must follow the instructions provided.
20. ALCOHOL & SUBSTANCES
Entertainers may choose to join guests for a toast or light alcoholic drink but must never be pressured to consume alcohol.
Excessive intoxication may result in participation being refused or entertainment being terminated where safety becomes a concern.
Illegal drug use during a booking may result in immediate termination of the service.
No refund will be provided where a booking is reasonably terminated because of unsafe, threatening or unlawful behaviour.
21. AGE RESTRICTIONS
Unless specifically stated otherwise, guests present during adult entertainment must be aged 18 or over.
Children must not be present during adult performances, nudity or adult interactive entertainment.
The Group Leader is responsible for ensuring age restrictions are observed.
Where a service is not adult in nature and allows younger participants, this will be stated within the relevant service information.
22. PHOTOGRAPHY, VIDEO & RECORDING
Photographs and videos must not be taken of entertainers without their permission.
Permission to take a photograph or video does not automatically provide permission to publish, distribute, upload or otherwise share that material online.
Where nudity or intimate adult entertainment is involved, customers should specifically confirm permission before taking any photograph or recording.
Secret filming, hidden cameras, voyeuristic recording or recording an entertainer after they have refused consent is strictly prohibited and may result in immediate termination of the booking and possible legal action.
Unauthorised photography or filming may also result in the £100 per affected entertainer charge described in Section 17.
Virtual entertainment must not be recorded unless the entertainer has expressly agreed beforehand.
23. PARKING, TRAVEL & ACCESS
Customers should provide suitable parking reasonably close to the venue where required.
If only paid parking is available, the entertainer may require reimbursement unless parking has already been included within the booking price.
Where an entertainer receives a parking charge as a direct result of incorrect instructions provided by the customer, the customer may be responsible for the cost.
The Group Leader should inform us in advance of significant access restrictions, long walking distances, stairs or other circumstances that may affect entertainers carrying equipment or preparing for the service.
24. RURAL, REMOTE & DIFFICULT-TO-COVER LOCATIONS
Advertised prices generally apply to our normal coverage areas.
Additional travel, accommodation or other costs may apply for rural, remote or particularly difficult-to-cover locations.
Some specialist entertainment may require an entertainer to travel from another city or region.
Where additional costs apply, we will advise the customer before confirming the relevant entertainer wherever reasonably possible.
The customer may then accept the revised price or decline the option, subject to any applicable deposit, sourcing and cancellation terms and work already undertaken.
25. ENTERTAINER CANCELLATIONS & NON-ATTENDANCE
Entertainers are generally self-employed and circumstances outside Epic Moments' reasonable control may occasionally result in cancellation or non-attendance.
If an entertainer advises us that they cannot attend, we will make reasonable efforts to source a suitable replacement.
Where a booking involves multiple entertainers, the unavailability of one entertainer may require a replacement or reasonable amendment to the original format.
Customers should follow the contact instructions contained within their booking confirmation if they have not heard from their entertainer within the specified timeframe.
Customers should notify Epic Moments as soon as reasonably possible if expected contact has not been received. Early notification gives us the best opportunity to investigate and arrange a replacement where necessary.
If we are unable to provide the booked service or a suitable mutually agreed alternative, any applicable refund or remedy will be handled in accordance with these Terms & Conditions and applicable consumer law.
26. COMPLAINTS & GRIEVANCES
Any concern arising during an event should first be raised directly with the entertainer, instructor or supplier so they have a reasonable opportunity to resolve the issue at the time.
Epic Moments may not be contactable outside normal working hours.
Any further complaint should be submitted to Epic Moments in writing within 7 calendar days of the event.
Customers should provide relevant supporting evidence where reasonably available, including messages, photographs, video or written information.
Failure to raise an issue during the event where it could reasonably have been resolved at the time may affect our ability to investigate afterwards.
Where a complaint concerns a payment, additional service or £100 Respect and Safety Penalty, the Group Leader should provide any relevant supporting evidence when submitting the dispute.
We aim to respond to formal complaints within 28 days.
27. UNFORESEEN CIRCUMSTANCES & FORCE MAJEURE
Epic Moments will not be responsible for failure or significant disruption caused by circumstances outside our reasonable control.
These may include severe weather, transport disruption, natural disasters, government action, war, terrorism, civil unrest, epidemics, pandemics or other exceptional events.
Where such circumstances affect an individual entertainer, we will make reasonable efforts to provide a suitable replacement or alternative.
Where the entire service cannot reasonably take place because of circumstances outside either party's control, the appropriate remedy may include rescheduling, credit, replacement arrangements or a refund where required by applicable consumer law and taking into account services and costs already incurred.
Nothing within this clause affects statutory consumer rights that cannot legally be excluded.
28. LIABILITY
Epic Moments will exercise reasonable care and skill in arranging the services booked.
We are not responsible for losses, damage, injury or service failure caused by:
- The actions or omissions of the customer or their guests.
- Failure to follow reasonable safety instructions.
- Unsuitable venue conditions.
- Failure to obtain venue permission.
- Customer-supplied equipment, products or substances.
- Independent activities not booked through Epic Moments.
- Third parties outside our reasonable control.
Nothing within these Terms & Conditions excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation.
29. SELF-EMPLOYED ENTERTAINERS & SUPPLIERS
Many entertainers and service providers arranged through Epic Moments operate on a self-employed basis.
Epic Moments acts in arranging and coordinating the booked entertainment or activity.
Individual entertainers remain responsible for performing the agreed service within their own professional and personal boundaries.
Any additional services independently negotiated with an entertainer outside the original Epic Moments booking should be clearly agreed between the customer and entertainer.
Nothing in these Terms requires an entertainer to provide services outside the scope of the confirmed booking.
30. DATA PROTECTION
Epic Moments processes personal information in accordance with applicable UK data protection law.
Information supplied when making a booking will be used for administering and fulfilling the booking.
Where reasonably necessary, relevant booking information – including the Group Leader's contact details, event location and service requirements – may be shared with the entertainer(s), instructor(s), supplier(s) or other service providers involved in fulfilling the booking.
We will not sell customer personal information to third parties.
Payment information is processed through the applicable payment provider and handled in accordance with the relevant payment arrangements and privacy requirements.
Where the booking terms permit a legitimately due payment or contractual charge to be applied to the Group Leader's payment method, payment information may be used for that purpose in accordance with the applicable payment authorisation and law.
31. VIRTUAL ENTERTAINMENT
Where virtual entertainment is booked, the entertainer will contact the customer in accordance with the arrangements stated within the booking confirmation.
Virtual performances, video calls and online entertainment must not be recorded, copied, streamed, redistributed or publicly shared without the entertainer's express permission.
Unauthorised recording or distribution may result in legal action.
32. GENERAL
These general Terms & Conditions apply alongside any service-specific Terms & Conditions supplied for the entertainment or activity booked.
Where service-specific terms contain additional requirements relevant to that particular activity, those requirements also form part of the booking agreement.
If any provision within these Terms & Conditions is found to be invalid or unenforceable, the remaining provisions will continue to apply.
Nothing within these Terms & Conditions affects statutory consumer rights that cannot legally be excluded or restricted.
The booking is governed by the applicable laws of the United Kingdom and disputes will be subject to the jurisdiction of the appropriate UK courts.
For information about consumer rights, customers may contact Citizens Advice or Trading Standards.
