Hoofbeats Booking Agency

Last updated: 08-01-2026

These Terms and Conditions (“Terms”) govern the relationship between Hoofbeats Booking Agency (“Agency,” “we,” “us,” or “our”) and any individual or entity (“Client,” “Promoter,” or “you”) that books or seeks to book artists through the Agency. By engaging the Agency’s services, you agree to be bound by these Terms.

1. Role of Hoofbeats Booking Agency

Hoofbeats Booking Agency acts solely as an intermediary between artists (“Artist”) and clients/promoters. The Agency does not produce, promote, or host events unless explicitly stated in writing. All performances are subject to artist availability and confirmation.

2. Booking Process

2.1 A booking is considered tentative until confirmed in writing by the Agency.

2.2 A booking becomes binding only once:

The Agency has issued written confirmation, and

Any required deposit has been received.

2.3 The Client is responsible for providing accurate event details, including date, venue, technical setup, schedule, and location.

3. Fees & Payment

3.1 Artist fees, agency commissions, deposits, and payment schedules will be outlined in the booking agreement or confirmation email.

3.2 Unless otherwise agreed:

A non-refundable deposit (typically 30–50%) is required to confirm a booking.

The remaining balance is due no later than the event date, or as specified in the agreement.

3.3 Late or missing payments may result in cancellation without liability to the Agency or Artist.

4. Cancellations by Client

4.1 Any cancellation by the Client must be made in writing.

4.2 Cancellation fees apply as follows (unless otherwise agreed):

More than 60 days before event: Deposit forfeited

30–60 days before event: 50% of total fee due

Less than 30 days before event: 100% of total fee due

4.3 The Client is also responsible for any non-refundable expenses already incurred (including flights, accommodation, visas, and transport).

5. Cancellations by Artist

5.1 If an Artist must cancel due to illness, emergency, force majeure, or circumstances beyond reasonable control, the Agency will:

Notify the Client as soon as possible, and

Use reasonable efforts to provide a suitable replacement if requested.

5.2 The Agency is not liable for consequential losses arising from an Artist cancellation.

6. Travel, Flights & Delays

6.1 Unless otherwise agreed, the Client is responsible for:

Flights (economy or class agreed in advance)

Ground transport

Accommodation

6.2 The Agency and Artist are not liable for delays or non-performance caused by:

Flight delays or cancellations

Missed connections

Border control, visa issues, or customs delays

Weather conditions or airline strikes

6.3 If a delay prevents full or partial performance, the booking shall still be considered fulfilled, and no refund will be due unless explicitly agreed.

7. Force Majeure

Neither the Agency nor the Artist shall be liable for failure or delay in performance caused by events beyond reasonable control, including but not limited to:

Natural disasters

Government restrictions

Pandemics

War, terrorism, or civil unrest

Venue closure

In such cases, deposits are non-refundable, and both parties will act in good faith to reschedule where possible.

8. Technical & Hospitality Requirements

8.1 The Client agrees to provide all technical and hospitality requirements as specified in the Artist’s rider.

8.2 Failure to meet rider requirements may result in:

Shortened performance

Performance cancellation without refund

9. Promotion & Use of Likeness

9.1 The Client may use the Artist’s name, image, and likeness solely for promoting the confirmed event.

9.2 Any other use requires prior written consent.

10. Liability & Indemnification

10.1 The Agency is not responsible for:

Acts or omissions of the Artist

Event production failures

Financial losses, lost profits, or reputational damage

10.2 The Client agrees to indemnify and hold harmless the Agency and Artist from any claims arising from the event, except where caused by gross negligence.

11. Insurance & Safety

11.1 The Client is responsible for ensuring:

Public liability insurance

Venue safety and security

Compliance with all local laws and regulations

12. Governing Law

These Terms shall be governed by and construed in accordance with the laws of [Insert Country/Jurisdiction].

13. Amendments

Hoofbeats Booking Agency reserves the right to update these Terms at any time. Updated versions will apply to future bookings.

14. Acceptance

By confirming a booking with Hoofbeats Booking Agency, the Client acknowledges that they have read, understood, and agreed to these Terms and Conditions.

Hoofbeats Booking Agency

Contact: [Insert Email]
Website: [Insert Website]