Covid Terms & Conditions
CORONAVIRUS SUPPORT FOR OUR CLIENTS.
ALL RESTRICTIONS ON EVENTS TO BE REVIEWED BY THE GOVERNMENT ON 4TH MAY 2021.
Last updated: Friday 16th April 2021, 16:51
More details will follow as we learn more.
Our team remains on hand to provide support and guidance to you throughout this crisis. If you have an existing booking, we know you may have questions about how covid-19 could impact your event. We've put together some useful information and FAQs below that we hope will help.
Alternatively, you can call us on 00353 86 862 4614
Amending your booking:
We're here to make it as pain free as possible.
Although under entertainment booking contracts, there is usually no automatic right to transfer a booking to another date if a force majeure event causes a booking to be cancelled, Pop Gods have introduced a temporary goodwill policy to allow clients whose event can't happen due to Covid restrictions, to have their booking deposits credited so that they can be carried over to an amended date.
If you need to make changes to your original booking due to Covid, you will receive 100% of your deposit as credit to use towards any future booking deposits for events before the end of 2022.
The following conditions apply:
The fee will remain the same given the date and venue location is ‘like for like’ eg. Saturday for Saturday or Wednesday for Wednesday in a venue no more than 10kms from your previous venue. Your previously agreed date is ‘like for like’ eg, New Years Eve or bank holiday weekend dates (agreed previously as per contract and original booking). And the new date falls before 1st Jan 2023.
If the day of the week or venue changes significantly, a new quote may be needed however, this is not always the case and can be discussed mutually.
Due to the serious hardship now facing our industry, we are no longer able to cover the entire cost of re-arranging bookings. We may request a small admin fee of €50 to contribute towards this extra service.
Currently, 100% of your deposit is carried over to a new date that lands before end of 2022. If you wish to move your date a second time within this period, a small admin fee of €50 will be incurred, and so on for every subsequent rebooking up until end of 2022. If your new date falls after 1st Jan 2023, a new quote and contract will need to be agreed between the client and Pop Gods.
Please note: Where a booking has been moved, postponed or cancelled for a non-force majeure reason, an artist may be entitled to seek fees to cover any loss of income (see the Force Majeure and Artist Cancellation sections below).
Making an amendment:
Your Entertainment Coordinator will be on hand to make things easy for you and your artist. Once we have your request, your Entertainment Coordinator will follow up with the usual personal support. You can also give us a call on
00353 86 862 4614
Am I covered by force majeure?
Guidance to help you understand your options:
Force majeure is a clause in your contract. It can help protect you and your artist when an extraordinary event or a circumstance beyond your control prevents either you or your artist from fulfilling contractual obligations.
In the current situation where official Covid restrictions are changing all the time, judging whether force majeure will apply to a booking change can be a tough call. In providing the guidance here, we’ve used our best guess based on our experience. Where you’re in any doubt, we will be happy to chat through your individual situation and offer further advice.
Your artist fee will probably be covered by force majeure if:
Social distancing laws prevent your event from taking place.
Severe restrictions on guest numbers mean you cannot reasonably facilitate your artist eg. you have been forced to reduce guest numbers from 100 to 6.
You or your partner are ill with Coronavirus, or need to self isolate, on your event date.
We believe it's likely force majeure would apply to events happening before 4th May 2021.
You are less likely to be covered by force majeure if:
It’s not yet clear that social distancing laws are likely to affect your event, eg. your event is taking place after 4th May 2021 and onwards.
Restrictions on guest numbers have only a limited effect on your event.
eg. guest numbers have been reduced to 25.
Your personal circumstances have changed since you made your booking.
You have vulnerable or overseas guests who might not be able to attend.
Artist cancellation fees:
Your artist may be entitled to fees for non-force majeure changes.
Where a booking has been moved, postponed or cancelled for a non-force majeure reason, an artist may be entitled to seek fees to cover any loss of income. As it stands, the most likely way to fall foul of this is by asking to cancel or re-arrange a date that the government hasn't put restrictions on yet. At the time of writing, the government has said it expects all restrictions to be reviewed on 4th May 2021.
Artist cancellation fees are not a penalty, and can only be charged where an artist has lost out on earnings. If the artist can replace your cancelled booking with another of the same value on the same date, no fees would be expected as no earnings would be lost.
As the application of force majeure on future dates is so uncertain right now, we are working with clients to avoid charging cancellation fees wherever possible. No artist wants to charge cancellation fees, and that is especially true in the current crisis. It’s likely that your artist is a small business, facing real hardship during the pandemic. Most are doing everything they can to accommodate changes, and will often forgo cancellation fees where they are available for a new date.
Cancelling Your Booking:
Advice if your booking has been prevented by Covid and you cannot reschedule:
If you can move or postpone your booking, this is usually a better option than cancelling completely, with the least disruption to your plans. But if you're not able to reschedule your event right now, we will credit to your account 100% of the deposit you have paid, which you can use towards any new booking deposit made before end of 2023, as per the guidelines at the top of the page.
You can also transfer this credit/any remaining credit to a member of your family, given the previously agreed fee is the same, and date and venue location is ‘like for like’ eg. Saturday for Saturday or Wednesday for Wednesday in a venue no more than 10kms from your previous venue.
Artists typically wouldn’t seek any cancellation fees if you are rescheduling for a force majeure reason, even if they are unavailable for the new date.
If you’ve already moved your event to a new date but your artist is unavailable, we will help you find a replacement. Our talent pool is one of the biggest and best in the business and we’ll be happy to help you find another fantastic artist that’s right for you.
For all other scenarios, an artist swap might be possible. This is where Artist A and Artist B may both have cancellations and are not available for their clients’ alternative dates but they are available for each other’s proposed date. By mutual agreement, clients can effectively swap their artist with the available artist and avoid paying the artist any fees for loss of income. Your Entertainment Coordinator will be happy to chat through your options - please give us a call on 00353 86 862 4614.
Reserving an artist for a potential date, and a backup plan should your original event fall through:
With so many bookings being moved from this year to next, Pop Gods already have packed diaries for 2021 and 2022! If you have booked Pop Gods or one of our DJs and there’s a possibility that your date might be affected by Covid, making a plan B that secures your artist for a ‘backup’ date would be sensible. The good news is, you can reserve your artist for a potential date in the future while still keeping your contract in place for your current date.
Here’s how it works...
Your Coordinator will check the Pop Gods diary to view available dates.
You’ll pay a Reserve Fee of €100 to secure your artist for a potential ‘reserve date’ should anything go wrong with your original date.
A Reserve Fee is not the same as a deposit. As it is for a booking that you might not need, and we can no longer sell the artist on that date, Reserve Fees are non-refundable and non-transferable. This is a one-off fee and is not used as credit towards the outstanding balance.
We’ll take the artist ‘off-the-market’ for the reserve date. No one will be able to book them for that date while your reservation is in place.
if your original booking can go ahead, your reserve booking will be cancelled.
If your original booking can't go ahead, your reserve booking will kick in.
Any deposit credit will ‘leapfrog’ your original date. It will instead be available should your reserve date fall through due to Covid.
If your reserve booking also needs to be moved as a result of Covid restrictions, you’ll receive 100% deposit credit to use towards the deposit due on a third date.
What If I Have Wedding or Event Insurance?
Check your policy before you make changes
It’s a good idea to check your policy to see under what circumstances you are covered before cancelling. This may help recover some, if not all your costs.
What If The Situation Changes?
Keeping you updated:
We’ll edit this page regularly, so do check back for the latest updates. You might also want to keep tabs on the Government's official restrictions here.
How we're ensuring continued support for our clients:
Our team is here to support our clients and artists throughout the coronavirus crisis.
The welfare of our clients and artists is our top priority, and we will be following the guidance laid out by the government to help protect everyone.
Currently, staff are working remotely from home using the same phone and administrative systems we use in the office.
There should be no disruption or changes in how you can contact us, though we are busier than usual.
Where individual entertainment coordinators may become ill, the rest of the team has immediate access to support their events through our cloud based booking management system.
We are using video conferencing and chat software to facilitate immediate and efficient communication between all staff and band members.
If you need more help, please don’t hesitate to drop your Entertainment Coordinator an email, or give us a call on 086 862 4614. We’re here to help wherever we can.