Customer advice, help and tips, wedding entertainment ideas

COVID-19 – Booking Guide and FAQ’s

Last edit: 07/07/20

Every day we continue to learn more about the current situation, the challenges that we all face with COVID-19 and its impact on the weddings, events and music industry. We are aware that you may also have many questions about how this may affect your booking with us and your event overall.

We hope that the answers provided below will help to provide some clarity in regard to your upcoming booking and if you would like to talk to us directly please don’t hesitate to contact the office on 01270 501 164. Whilst we have a much higher workload at present, we are still available to help and answer any further questions that you may have.

The information provided in this FAQs guide on COVID-19 will be continually updated as new information or government guidelines are announced. 

What happens if I am forced to cancel my event due to COVID-19 restrictions?

If you are forced to cancel a booking due to government guidelines, such as banning small social events of the kind you have booked and over a period where your event was due to take place, then this falls under ‘force majeure’.

As of 04/07/2020 the government advised of a phased adjustment to social distancing measures. We currently have no official timescale on when larger gatherings and events will be able to resume. However, we note that the government is continually taking steps to open up more sectors as the weeks evolve. Please be sure to read the guidelines as has been set out by the government here: https://www.gov.uk/government/publications/coronavirus-outbreak-faqs-what-you-can-and-cant-do/coronavirus-outbreak-faqs-what-you-can-and-cant-do

We understand how stressful this can be for our customers, so we are offering flexible booking options and advice to our customers by helping them to re-schedule any force majeure cancellations relating to COVID-19 to an alternative date with no additional booking/administration fees. We are happy to transfer the booking deposit across to a new date with your act and help as much as we can to get the dates moved as quickly and easily as possible.

What if my first choice of act isn’t available?

We understand that this scenario isn’t ideal, it means that you miss out on your first choice and also that the band you had booked lose out on work. We are on hand to help search out that new perfect act for you within a similar style to your original choice. We have thousands of fantastic performers on our roster and so we are keen to help you look for a suitable alternative. We will then move your booking and your paid booking fee over to the new date and new act at no extra administration charge. This way, all of our acts are able to be put forward for suitable new events, which will help them with the loss of work.

Please note that performance fees may differ between acts and your initial booking deposit cannot be transferred across towards a performance fee.

(The remaining balance is the performance fee that is paid directly to the act for their performance – this is the cost of the act to perform on the event date.)

If you choose to cancel your booking altogether due to enforced COVID-19 measures, we can also help you with doing this and liaising with the act on your behalf. Please be aware that your booking deposit is non-refundable, however, we are happy to use it against a new booking in the future if discussed at the time of your cancellation. If your event falls within the ‘lockdown’ period, the ‘Force Majeure’ clause applies. This means that no party will be liable for any failure to fulfil its obligations and means that there are no performance cancellation fees due to be paid to the act /performer by the customer.

What does my initial booking deposit cover?

Your booking deposit is paid for and utilised in the initial stages of a booking for us (Warble Entertainment) to search and secure the services of your selected performers for your requested date. It’s an administrative fee for the work that your entertainment coordinator has already provided and will continue to provide for you. This is including but not limited to: securing dates, producing contracts, providing quotes, help and advice by phone / text / email, liaising on behalf of both parties and also providing the service of a 24-hour emergency line.

As well as the above, we constantly strive to provide the best in entertainment options that are available in the UK, by vetting acts before they are able to be registered with us. We manage act calendars and provide them with a way to gain paid work by advertising through various means for them.

My event takes place sometime from September onwards, what should I do?

At this moment in time, we currently have no clear indication of what events will look like moving forward.

We will also be helping both acts and clients navigate the next 4-6 months of bookings and queries, but these are not priority until any official evidence is produced to suggest events should not go-ahead long term.

If your booking takes place in the months of September or later, the advice in this guide may not be relevant to you and we would recommend awaiting further official government action before cancelling or rescheduling. We only ask this so that we can minimise the impact on our performer’s livelihoods long term. We will be re-visiting this on a regular basis.

NOTE – If your booking is outside of the lockdown measures or government advice our usual terms and conditions do still apply. See them here.

What happens to my booking if it is affected by COVID-19 – but I have not been forced to cancel?

The thought of cancelling or postponing your wedding or event is obviously a difficult one, but we are here to offer some practical advice to help you through it.

As we all navigate this situation together, our main objective is to limit the potential disruption this can cause for both customers and artists.

With this in mind, we are strongly recommending that if you have decided that your event cannot go ahead, postponements and rearranging the booking for an alternative date is encouraged over cancelling altogether.

Not only can this help you avoid unnecessary cancellation fees, but it also keeps your first choice of act secured.

To help with this, we are encouraging clients to transfer their booking to a new date with the same act. As things stand, this is the most beneficial resolution for all parties involved.

Does my wedding insurance cover COVID-19?

If you do have any type of wedding insurance, it is a good idea to check your insurance policy to find out what is covered. This may help you recover some or all of your costs if you are forced to cancel.

Can I hold a date with the act whilst I finalise the booking with the venue and other suppliers?

We will note your strong interest in a date however, we cannot hold dates or ‘pencil them in’. At this time, we cannot block any dates out in diaries that may end up being cancelled too. We highly recommend letting us know as quickly as possible. You are more than welcome to continue to re-check availability with us whilst you are securing a new date with your venue.

Please also be aware that a new date is not secured in place until we’ve had verbal or written confirmation and have provided you with a new contract which needs to be signed and returned to us within 7 days of issue.

What if the act I have booked is ill?

If your act or a member of your band becomes ill, they will have musicians in place who can step in and take their place. This is standard practice and known as a dep performer.

The worst-case scenario would be the entire band being ill, and all of their deps being ill, in this case we would start looking for an alternative band or act for your date as per our normal procedures in line with our terms and conditions.

I’m still not sure what my options are?

As new information or government guidelines become available, we will be updating this page to provide you with the most up to date answers.

Please visit back here if you are looking for the latest on your booking with Warble Entertainment.

If you are still looking for further advice or guidance on your booking with us in light of the current situation, you can contact us on 01270 501164.

You can also contact your booking agent directly by email or phone.

We are here to help wherever possible.

For further reading on current government guidelines:

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