DJ IVY VANDERVORST – GENERAL TERMS AND CONDITIONS – version 2025/06

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Artist: Ivy Vandervorst

Client: The individual or company who is booking the artist.

 

These general terms and conditions are intended to support smooth, clear, and efficient communication. While I’ve aimed to cover a guideline for the most common details, please note that this list may not be exhaustive. If the client disagrees with any part of these terms, has any questions, or wishes to add specific conditions, please feel free to communicate this before confirming the booking. If the client does not respond to or address any of these conditions, the artist will assume that these conditions are either not applicable or not important for the event. In such cases, the artist will make decisions in good faith but cannot be held responsible for any issues that arise from unaddressed conditions.

 

1. RIDER (This information should be communicated at least 4 weeks before the event)

The artist will email the rider when all necessary event details have been received.

The artist requests confirmation regarding the availability of all requested Pioneer DJ equipment. If any of the requested Pioneer DJ equipment is unavailable, please inform which alternative options can be provided. Not providing the requested equipment may negatively affect the quality of the performance. Older equipment, in particular, is more prone to technical issues, which may affect the overall performance. While this may have less impact at smaller events that require background music, it can significantly affect larger parties.

 

2. CONTACT PERSON (This information should be communicated at least 2 weeks before the event)

Please provide a name and phone number of a contact person who will be present and reachable on the day and during the event

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3. ENTRANCE TO THE EVENT (This information should be communicated at least 2 weeks before the event)

The artist would like to receive information on how to access the event location, including whether the artist's name will be on the entrance list or if another form of entrance arrangement is in place. If the event takes place in a specific area within a larger venue, the artist should be informed about this as well. If the venue is particularly large or the event room is difficult to find, the artist would appreciate receiving additional guidance, such as a map or further directions. As the artist may bring an assistant, entrance should be arranged for both the artist and one additional person. The assistant may arrive at a different time.

 

4. DRESSCODE (This information should be communicated at least 4 weeks before the event)

If there is any dress code or style preference or style advice, this should be communicated at least 4 weeks before the event. Due to the artist’s busy schedule, it may not be possible to accommodate specific dress code requests made within 4 weeks of the event.

In the absence of specific instructions, the artist typically dresses in stylish black, though this may vary.

 

5. MAXIMUM DECIBEL (If no technician will be present, this information should be communicated at least 2 weeks before the event)

If a technician will be present, this paragraph can be disregarded.
If no technician is present during the event, the artist requests to be informed of any decibel restrictions.

The artist will always do their best to adjust the volume to meet the allowed, required, or requested levels. If it is critical that the artist does not exceed a specific decibel level, the artist recommends that the client arranges a technician, and/or install a limiter and/or a decibel meter. The artist is accustomed to performing at low decibel levels and can adjust accordingly, but cannot be held responsible if the decibel limit is exceeded.

From behind the DJ booth, the artist cannot accurately judge the loudness in the event area. The contact person can always inform the artist during the event if the artist needs to adjust the volume to a lower or higher level.

If there is no technician present, but a limiter is installed, the artist will need to be informed. The artist will try to keep the decibel level below the limiter level and the client agrees that there shall be no recourse against the artist, ​should volume levels be accidentally exceeded, resulting in a restricted or completely halted power supply.

 

6. ABSOLUTE ENDING TIME (This information should be communicated at least 2 weeks before the event)

If the artist is the final performer at the event, the artist would like to be informed whether the scheduled end time is the strict cutoff for music (with a margin of about one or two minutes) or if there is flexibility to play one extra final song, at no additional cost, should guests request for this.

If no information is provided on this matter, the artist will use their best judgment. However, the artist cannot be held responsible if the decision made differs from the client’s expectations.

 

7. BUMA / STEMRA

The client is responsible for informing themselves if any payments to BUMA/STEMRA are required. If applicable, the client must ensure these payments are made. A good first step would be to contact the event location for more information.

The artist is not responsible for any BUMA/STEMRA payments.

For more information: https://bumastemra.nl/en/

 

8. PROFESSIONAL CONDUCT

The artist will conduct themselves in a professional manner throughout the engagement and will do their best to accommodate requests regarding volume, music, and any other reasonable requests made by the contact person, or by another individual who appears to be in charge of the event or venue.

The artist always strives to respond to emails and other communications promptly but kindly asks for understanding, as long workdays sometimes require extra time to provide a proper reply. Naturally, events happening within a few days are always given priority.

 

9. POST-PERFORMANCE

At the scheduled end time of the artist's booking, the artist will conclude the performance. It is the responsibility of the designated contact person to be aware of this end time and take any necessary actions if needed, such as arranging background music or addressing the guests. ​If the contact person wishes for the artist to continue performing beyond the agreed time, this request must be made preferably no later than 10 minutes before the scheduled end of the performance. Extensions may be granted when feasible, subject to venue restrictions and at the sole discretion of the artist. The artist retains the full right to conclude the performance at the agreed end time.

Should the performance be extended, additional time will be charged at the agreed hourly rate, with always a maximum fee of €50 per 15 minutes.

Please note: the artist typically prepares music for the originally booked duration. If an extension is requested and accepted, the additional music played may differ in style or content from the originally agreed-upon set.

 

10. PRE-PERFORMANCE / SOUNDCHECK ARRIVAL

The artist will arrive at least 30 minutes prior to the agreed booking time and will be available for a soundcheck.
If an earlier arrival or soundcheck is requested, this additional time will be charged at 50% of the hourly booking rate, with a maximum fee of €25 per 15 minutes. If the contact person requests the artist to begin performing earlier than scheduled, this time will be charged at the hourly booking rate, with a maximum fee of €50 per 15 minutes.

 

11. EQUIPMENT, STAGE AND SAFETY

All equipment must be in good condition, professionally connected, and fully functional.

The stage area must be stable and structurally safe.
All cables leading to, from, and around the DJ booth must be securely taped to prevent trip hazards or potential interruptions to power or audio. A safe environment must be ensured at all times and in every possible way.

The artist cannot be held responsible for any accidental damage.

No drinks, liquids, moisture, exposure to rain, or any potentially harmful situations are permitted near the equipment.

Please kindly instruct the catering staff not to hand any drinks to the artist directly above the equipment, as spilling liquids could cause immediate damage to the equipment

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12. INSTALLING A DJ CONTROLLER BY THE ARTIST.

In case no DJ player and Mixer is installed at the location and if the artist agrees on installer her own DJ controller (Pioneer XDJ-XZ),

please ensure that a SCHUKO power outlet is located within 1 meter of the DJ booth.

The artist never brings a DJ booth. The client should always provide a DJ booth or a suitable table

The dimensions should be:

• Depth: minimum 60 cm

• Width: minimum 100 cm

• Height: between 90 cm and 110 cm

Unless agreed otherwise.

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Please note that the DJ controller weighs approximately 15 kilograms and is quite heavy for the artist to carry.

The artist needs to be able to park directly in front of the venue’s entrance or to be dropped off by a cab at the entrance. The distance from the entrance to the DJ booth should not exceed 50 meters. If the distance is longer, the client should provide assistance with carrying the DJ Controller

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13. OUTDOOR EVENTS

The DJ booth, including the players and mixer, should always be positioned in the shade. This is crucial for the artist to clearly see the LED screens, as visibility can be very challenging at outdoor events. Please ensure the DJ booth remains shaded continuously throughout the event, regardless of the sun’s movement during the day. Ideally, there should also be a roof above the booth, although the artist understands this isn’t always possible. Please create a safe environment protected from all weather conditions, with special attention to ensuring that no rain can reach the DJ Booth, Speakers, any electrical devices, cables, power outlets.

 

14. PAYMENT

Invoice payments must be made within 30 days of the invoice date. The client is responsible for ensuring that the artist receives the full agreed fee. Any applicable deductions, such as credit card charges, international bank transfer fees, or other withholding costs, must be accounted for and corrected in advance by the client.

If the full payment is not received, the artist will contact the client. The client will then have seven days to resolve the issue and ensure the full amount is paid.

In most cases, the artist requires a 30% non-refundable partial pre-payment to confirm a booking. This pre-payment covers the artist’s reservation date for your event, communication time and some first preparations. This payment must be made within seven days of the booking request. Failure to do so may result in the cancellation of the reservation. If making the pre-payment within seven days is not possible, please communicate your alternative timeline.

If the artist needs to make extensive preparations or hire equipment, a higher partial pre-payment, usually 50%, may be requested.

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15. INVOICE DETAILS
Invoice details must be provided within two weeks of booking confirmation or upon request for a formal quote.

The client is responsible for supplying all necessary information for invoicing, including:

• (Company) Name and full address

• Chamber of Commerce (KvK) number (required for business clients)

• VAT number (required for business clients)

• Invoice email address (if different from the current email correspondence)

 

16. VAT (Value Added Tax)
All prices listed and mentioned in any (email) communication are in Euros (€). Unless otherwise stated, a 9% VAT will be added to all amounts.

If the client is a registered company based outside the Netherlands but within the EU, the invoice can be issued with the VAT reverse charge mechanism, provided that the client supplies all required company details, including a valid VAT number.

 

17. CANCELLATIONS BY THE CLIENT
If the client cancels a confirmed booking, the following fees apply to compensate the artist for communication, preparation time, and the reserved event date:

• The pre-payment is non-refundable.

In case no pre-payment has been made:

• Cancellations made between 6 and 3 months before the event: 20% of the total booking fee

• Cancellations made between 3 and 1 month before the event: 30% of the total booking fee

• Cancellations made less than 1 month before the event: 50% of the total booking fee

   

18. CANCELLATION BY THE ARTIST

Thankfully, Ivy has never needed to cancel a booking in over 12 years of her DJ career.
In the unlikely event that she must cancel, she will, if desired, make effort to find a suitable replacement DJ for the same fee.

The artist has a network of trusted DJs to contact, but cannot guarantee availability or a perfect match.
If the artist needs to cancel within 7 days before the event and is unable to assist in finding a suitable replacement that meets your preferences, you may request a cancellation fee of €250.
Any pre-payment made will be refunded as soon as possible, and no later than 7 days from the cancellation notice.

 

19. PHOTOGRAPHY AND PROMOTION (This information should be communicated at least 4 weeks before the event)

The client, their employees, and guests may take pictures and videos of the artist during the event, and also use them for promotional purposes. The artist (and/or her assistant) reserve the right to capture some atmospheric photos and/or short videos before, during, or after the event for promotional purposes. The artist enjoys sharing short fragments of their work and experiences on social media.

If the client has any specific preferences or limitations regarding this, or if the client is not satisfied with any stories, posts, or other promotional content shared by the artist, this can be communicated.

 

20. ASSISTANT

The artist sometimes brings an assistant to events. The assistant may arrive at a different time than the artist. Entrance arrangements should therefore be made for both the artist and one additional person.

 

21. HOSPITALITY RIDER

If possible, the artist would appreciate the following beverages:

• A 1 liter bottle of sparkling water with a glass (and a straw, if available).

• If possible, a fruit juice for each hour of the event. Ideally, something natural without added sugar, but any fruit juice will do if that's not available. (The artist never drinks alcohol)

• Please note incase food is offered, that the artist follows a diet excluding meat, fish, and cheese, though the artist fully understands if accommodating these dietary preferences isn’t possible.​

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The artist often can’t easily leave the DJ Booth to request a drink, so it’s helpful to provide multiple drinks before the performance begins.

Very often, the catering only focuses on serving guests and overlooks the artist’s need for drinks.

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