Terms of Booking

These terms apply to every booking made with The London Choral Service, and are the same terms that appear in the booking confirmation we send you to sign. Your confirmation also sets out the musicians, the fee and the payment schedule for your engagement; where a confirmation differs from this page, the confirmation governs that booking. Questions about any clause: ask us before you confirm.

Effective from 4 September 2026.

1. The parties

These terms constitute an agreement between Alma Consort Ltd, a company registered in England and Wales (company no. 16785727) and trading as London Choral Service (“the Provider”), and the client named in the booking confirmation (“the Client”).

2. Services

The Provider will furnish the musicians set out in the booking details to perform music for the service. The repertoire shall be agreed in writing between the parties not later than seven (7) days before the date of the service. Reasonable changes may be made by mutual agreement thereafter.

3. Booking confirmation

The booking is confirmed only upon receipt by the Provider of (a) the booking confirmation, signed by the Client, and (b) the first payment due under clause 4. Until both have been received, the date is held provisionally and may be released without notice.

4. Payment

The fee may be settled either (a) in a single payment of the full fee, or (b) in two equal instalments, in each case in accordance with the payment schedule set out in the booking confirmation. The following apply:

(a) The instalment option is offered on every booking, save where ten (10) days or fewer separate the date of the confirmation and the date of the service. For those bookings the fee is payable in a single payment.

(b) The first payment must be received in cleared funds within seven (7) days of the date of the confirmation; where it is not, the date is not secured and may be released without notice. Where the service itself falls within that period, the fee is due on confirmation.

(c) Where the Client elects to pay by instalments, the second instalment must be received in cleared funds not less than forty-eight (48) hours before the start of the service.

(d) The fee is payable in full before the musicians perform, and no part of it falls due after the service. The exception is a business or institutional booking invoiced against a purchase order under the final paragraph of this clause, where invoicing after the engagement is available by prior arrangement.

(e) Fifty per cent (50%) of the total fee is a non-refundable deposit which secures the date, and which compensates the Provider for administrative work, holding the date, and turning down other engagements.

(f) Where any sum remains unpaid by the time it falls due, the Provider reserves the right to withdraw without further liability.

Business and institutional bookings may instead be invoiced against a purchase order, on the terms recorded in the booking confirmation. Invoicing after the engagement is available on those bookings by discussion, and is agreed in writing before the booking is confirmed.

5. Cancellation by the Client

In the event of cancellation by the Client, fifty per cent (50%) of the total fee shall be retained by the Provider as a non-refundable deposit in all circumstances, irrespective of the payment arrangement elected and regardless of the period of notice given. No cancellation window applies to that sum. In respect of the balance, the following shall apply:

(a) more than seven (7) days before the date of the service: any sum paid in excess of the non-refundable deposit shall be refunded, and no further sum shall be payable;

(b) fewer than seven (7) days before the date: the full fee shall be payable, and any sums already paid shall be retained.

6. Postponement

Where the Client wishes to postpone the engagement, the Provider will use reasonable endeavours, but is under no obligation, to reschedule to an alternative mutually convenient date within twelve (12) months. Rescheduling is at all times subject to the availability of the Provider and of the musicians, and may be subject to a revised fee where the original fee no longer reflects the Provider’s prevailing rates or the costs of the new date. Sums already paid will be applied against the rescheduled engagement. Where no mutually convenient date can be agreed within twelve (12) months, the engagement shall be treated as cancelled by the Client and clause 5 shall apply.

7. Substitution of musicians

Whilst the Provider will endeavour to engage the specific musicians named or agreed with the Client, all bookings are made on the basis that the Provider may, in its sole discretion and without consultation, substitute any musician with a like-for-like professional of equivalent standing and experience where the original musician is unwell, unexpectedly unavailable, or otherwise prevented from performing. Such substitution shall not constitute a breach of this agreement, shall not entitle the Client to a refund or reduction in the fee, and shall not give rise to any further liability on the part of the Provider.

8. Cancellation by the Provider

The Provider does not cancel save in the most exceptional circumstances, and undertakes in the first instance to engage replacement musicians under clause 7 wherever possible. In the unlikely event of cancellation by the Provider, all sums paid shall be refunded in full. The Provider’s liability shall be limited to the sums paid by the Client and shall not extend to consequential losses, including but not limited to losses relating to the venue, the officiant, travel, accommodation, or other suppliers engaged by the Client.

9. The Client’s obligations

The Client shall ensure that:

(a) the venue is available for the musicians to access not less than thirty (30) minutes before the service, with somewhere quiet to warm up;

(b) the officiant or celebrant has been notified of the musical provision;

(c) where music sourced by the Client is to be performed, scores are supplied to the Provider not later than seven (7) days before the date of the service;

(d) any restrictions on music or performance imposed by the venue, the officiant, or the relevant religious authority are notified to the Provider in writing at the earliest opportunity.

10. Travel

The fee is inclusive of travel within Greater London. Engagements outside Greater London may attract reasonable travel expenses, agreed in writing in advance.

11. Liability

The Provider holds appropriate public liability insurance. The Provider’s total liability under this agreement is limited to the total fee. Nothing in this clause limits liability for death or personal injury caused by negligence, or for any other liability that cannot lawfully be limited.

12. Data protection

The Provider will process the Client’s personal data only for the purposes of administering this booking, in accordance with applicable data protection law and our privacy policy.

13. Governing law

This agreement is governed by the laws of England and Wales, and the parties submit to the exclusive jurisdiction of the courts of England and Wales.

Complaints

If something about a booking falls short, write to office@londonchoralservice.com within 14 days of the engagement. Luca Wetherall reads every complaint personally and replies within five working days with what we found and what we propose. This section is not part of the numbered terms above.

Terms of booking