Making A Booking

Bookings can be made by telephone and post, or online - whichever you prefer! Because we need to exchange signatures on a contract, there will be a postal element involved but apart from this we can correspond online.

Telephone/Postal Booking
Call us on 0800 224 8098 or see our other Contact Options to discuss your requirements and get a quote. If you wish to proceed, we will send you a booking form and contract in the post for you to sign and return with your booking fee. This form will set out everything you need to provide us with and will detail all of the optional extras applicable to the package you chose.

Online Booking
1. Check our Diary for availability;
2. Get an online Quote by choosing a suitable package and giving us some basic information;
3. We will email you with everything you need. Alternatively, use our Enquiry Form and we'll send you a quote by email;
4. Print and sign the contract pages and send these to us in the post;
5. Go to our online Payments area and pay your booking fee by credit/debit card to secure the date.

Short-Notice Bookings

Some of our popular dates can be booked some time in advance (eg Summer Saturdays & Christmas), however short-notice bookings are often possible.

Our online diary is updated in real-time for your convenience so you can see straightaway if we have availability on your date. For bookings less than 14 days away we insist on full payment in advance, via our online facility or in cash. Please call to discuss.

Cancellations & Postponements

VectisVibe is a successful and busy company. When we agree to reserve a date for you, we almost always turn away other customers wishing to book the same date. Therefore, if you need to cancel or postpone your event and we have already turned alternative work away, we may suffer a loss of revenue.

If you cancel or postpone more than 30 days from the booked date, we will retain your booking fee. However if you rebook within 12 months we will carry this over as a deposit against the new date (assuming we have availability)..

If you cancel with 30-14 days to go before the event, we will invoice you for 50% of the total fee minus any deposits paid; If you cancel with less than 14 days to go, we will invoice you for the full amount minus any deposits paid.

If you carry insurance for your event this will most likely be covered under the policy terms.

Cheaper Providers

It is your prerogative to choose your service provider. But remember that your choice of entertainment will make a dramatic difference to the success of your event. All we can do is remind you of the many reasons why booking VectisVibe will give you the confidence to relax and enjoy your party without worrying about the entertainment... 25 years in the business. Great customer service. In-house project management for larger events. Impressive modern equipment. Fantastic choice of music. Video playout system. Video recording. Pre-event requests. Face-to-face meetings. ... ... We can show you dozens of past customer questionnaires that confirm we offer excellent value for money.

Music Styles

Most customers have some idea of the musical styles they DO and DON'T want at their event and we will always honour those requests. We include a preferences form with your booking pack, and if we have a planning meeting with you we'll discuss your likes and dislikes in much more detail.

Within your guidelines, we will play whatever is most appropriate to keep your crowd entertained! We carry a VERY wide selection of music from the 1930's through to this week's Top 40 and we play some very diverse events!

If you'd like your guests to be able to make requests & dedications in advance via our website, we can provide you with quality printed cards which you can distribute. Or just put the link on your Facebook/MySpace/BeBo page!

We also have cards that can be left on tables at the event to encourage guests to make their favourites known to us if you'd like us to use them. All this helps the guests feel involved in the party and makes sure we play the right mix of music for the audience.

For kids parties (typically under 14 years of age) we operate a strict 'Radio Edit Only' policy in respect of songs with bad language or sexual/racial undertones. If an explicit song is requested and we don't have a cleaned-up 'Radio' version, we won't play it without the organiser's permission. The majority of songs that enter the charts are available with radio edits (over 90%) so this isn't usually a problem. This policy is automatically extended to other functions (eg Weddings) where a large number of children are present unless you tell us otherwise.

Playout Volume

We use top-quality professional PA equipment from the likes of Mackie and Peavey. This allows wide dispersion of music so that everyone in the room can hear the full frequency range BUT allows us to play at relatively conservative volumes. This means that most folks will be able to carry on a conversation even on the dancefloor whilst allowing everyone to enjoy the music.

If you DO want it loud, we can certainly do that! Our standard rig runs at around 2KW RMS including active subwoofers and we have sufficient additional PA equipment on hand to take this up to around 4KW. Quite possibly enough to make your ears bleed!

Children's Parties

Yes... in fact we have a special package just for those very occasions, to turn any venue into a kid-friendly nightclub! We also work regularly with island party venues such as JR Zone in Newport to provide disco entertainment for kids aged 6-16 so we are well practiced! We don't feel that our particular style suits children younger than 6 years... whilst we're happy to include a couple of 'runaround' type games set to music, this age group really needs other diversions to keep them entertained.

Full details are available HERE

Meetings

All of our VectisVibe for my Wedding! customers will receive a face-to-face consultation ahead of their event (full details on our weddings page). At the consultation we'll happily share feedback from previous events and we have a comprehensive questionnaire to run through with you to make sure we capture all the unique aspects of your party. We also have video clips we can share with you to give you some idea of how your party might look.

As most of our work consists of private parties, it may not be possible for you to 'come and watch' however on occasion we do have public engagements where this may be possible, albeit possibly in a different context (eg. a kids' party or a charity event). Remember, our gallery and customer testimonials sections are provided to help alleviate any worries you may have!

Themes and Dreams

Absolutely! Be it a 60's/70's/80's night, linedancing, ballroom or whatever - we have a huge music catalogue and can cope with pretty much any event!

We also have a wide range of Visuals suitable for Casino, Spy, Hollywood, Halloween, Valentines, 70's, Salsa, St Patrick's Day, New Year and of course Christmas themed events!

See our Themes and Dreams page for examples of the themes we can undertake and also case studies about some of our favourite recent events!

Fancy Dress isn't a problem either... over the years we've built up a small wardrobe of the more common costumes and if yours is new to us, we'll buy or hire one!

Requests

Yes of course - we're well known on the island as 'The disco that plays requests'! Thanks to our vast music database, we are bound to find something for everyone!

If you have any special requests, please make these known to us in advance and we guarantee to play them on the night!

Your guests can use our special Requests Page to pick songs to play on the night or to make dedications! We can give you a batch of cards to hand out to your guests that explains how to access the web request system, or alternatively, we have cards that can be left on tables at the event to encourage guests to make their favourites known to us.

Using the latest technology we've even been known to download requests during the event and play these out immediately!

Audience Interaction

We always agree a "cheesiness factor" with our clients - this determines the lowest level of cheesy music which is acceptable for the party and it also defines the amount of microphone usage wanted. Most clients like some chatter - necessary announcements plus a few words when changing genre, for example. We absolutely refuse to behave like your worst nightmare pub DJ...

Digital DJ'ing

Computer technology has advanced considerably in recent years, to the point where given a list of music the machine can almost DJ all by itself! In the major chain bars & clubs these systems are now commonplace and in that kind of soul-less environment this is acceptable. However, we still firmly believe in the personal touch, and the majority of our cueing and mixing is done by hand, as is music selection. We observe your guests' reactions to the music we're playing, judge their ages and alcohol consumption and any manner of other 'signals' to determine the perfect mix to give everyone a great night out!



The licencing authorities recently introduced a licence called ProDub which digital DJs need to have purchased in order to legally transfer material from disc to music file, or to use downloaded music for public performances. Venues with MCPS or PRS licences have been instructed that it will constitute a breach of their licence for them to allow DJs without a valid ProDub to play on their premises so it is essential to ensure that the DJ you choose is correctly licenced if they are to avoid the possibility of being denied access on the day of your event. VectisVibe is fully licenced and insured.

Your Own Music

We are able to play ORIGINAL music CDs that you own but due to recent legal changes (the "ProDub Licence") we are not allowed to play non-original music or digitally copied music.

With notice we are able to source virtually any commercially-available songs, so please tell us in advance what you would like us to play and we'll do the rest!

Non-VectisVibe Personnel

Unfortunately this is outside the scope of our public liability insurance, so unfortunately the answer must be "no". This will also apply to requests to "MC" along with the music which will be declined for the same reason.

Games and Entertainment

Party games are out of fashion these days, but we do have a selection suitable for children or adults which we will happily include in the act if you wish.

We can also deliver a quiz or a round of bingo at no extra charge.... all we ask is that you provide the prizes!

If there is a cake-cutting to be done or a speech to be given, we will happily MC around these events for you.

Through our other island contacts we can recommend mobile casinos, magicians, clowns, caricaturists, bouncy castle providers and a whole host of other entertainers.

Karaoke

Yes, we can provide karaoke. We have a computer-based system with several hundreds of the most popular sing-along songs available, with a flat-screen monitor for displaying the lyrics. We have two radio microphones available for solo and duet performances. See our Karaoke Addon page for more details.

Background Music

Of course. You choose the genre - classical, big band, modern pop, whatever - and we'll play it! If this results in us being onsite longer than originally agreed this will be charged at an hourly rate as detailed in your booking pack.

If your meal is in a different location to the disco (for example a marquee) we have a small PA system for hire which includes a radio microphone and a CD player plus a connection for an iPod or Laptop.

If you'd like us to arrange a string quartet, harpist or a vocalist to perform during your meal, there are several local providers we can liaise with on your behalf.

Coverage Area

We cover all areas of the Isle of Wight. We do not cover mainland locations - we'd recommend mainland visitors use needadisco.com and especially any DJ who has achieved DJmark accreditation.

Setup Times

Set-up time depends on the type of show and access to the venue. VectisVibe for my Party! can often be up and running in around 45 minutes. VectisVibe for my Wedding!, especially if additional options are chosen, can take up to 2 hours.

As a general rule allow one hour before the event and 45 minutes afterwards.

Customers booking VectisVibe for my Wedding! can take advantage of an "early setup" - we will arrive and set up equipment in the morning or afternoon subject to a few conditions including access and security. Then, when you're ready to party, we can be up and running in a few minutes rather than have you all vacate the room for an hour or so.

Irrespective of the show type, we can usually have background music running within 30 minutes of arrival. Don't forget that in many venues the disco will take place in the same room as any meal and so the venue will need some time to "turn around" the room - we can usually be set up in this same window.

Equipment Problems

We only use top quality professional equipment and in the past 5 years have suffered only one minor failure which was resolved before the event started.

We carry spares of the most important things with us at all times. We also have access to our pool of equipment within a short amount of time should something catastrophic occur such as failure more than one loudspeaker. Thankfully, the worst that's happened in over 20 years on the road has been a failed amplifier - swapped for our spare in a matter of a few minutes.

The only thing we can't overcome easily is a complete power cut! But in that case you'll have bigger problems!

Strobe Lighting

No. Obviously we use flashing and moving light effects which rarely prove troublesome to photo- or flicker-sensitive epileptics. None of our moving/flashing effects are programmed to blink at more than 5 flashes per second, in accordance with HSE recommendations - This Document ought to ease any worries.

We have worked in the past with charity groups where many attendees have varying types and severity of epilepsy without any problems.

Bubbles, Foam, Snow

Bubbles are optional with all our packages (more details). We use a high-powered unit capable of blowing out over 4000 bubbles per minute high above the crowd - this is a great touch for childrens' parties or during wedding dances in venues where haze or dry ice are not permitted. The wide dispersal range avoids dangerous puddles on the floor.

We do not provide Foam or Snow machines.

Venue Sizes

Anything from a house party to a large sports hall using our own equipment. We also cater for outdoor events - if necessary, we can arrange to hire in additional audio equipment to suit the event.

Smoke / Fireworks

We do like to use a little light haze to dramatise the lighting effects and overall ambience, but this will only be done with the permission of the host and the venue management. Haze is water-based and scent-free and appears as a fine mist, unlike smoke.

For a more pronounced effect (ideal for childrens' parties) we can provide a smoke machine instead.

We have a special "low fog" machine which creates the classic 'dry ice' effect using standard smoke fluid for an unbeatable ambience for first dances.

For fireworks we would refer you to a specialist company.

Insurance / Health & Safety

We carry £2m worth of Public Liability Insurance and all of our equipment has valid PAT certificates in compliance with the Health & Safety At Work Act and subsequent amendments.

Neither PLI nor PAT is a legal requirement; we provide these for your safety. Increasingly, venues (particularly hotels and council-owned property) are insisting on PLI/PAT certification otherwise they will refuse a DJ access. Many DJ's don't purchase PLI/PAT which could leave you with a big problem on the night...

We have a Health & Safety Risk Management Method Statement (copy on request) and we undertake a full risk assessment at each venue prior to starting work there. This means that potential safety risks are fully mitigated (or identified and accepted) before your guests arrive.

Equipment

VectisVibe has one of the most impressive ranges of lighting equipment available on the Isle of Wight today and we are renowned locally for being able to provide everything from a very minimalist subtle show to a full club-like atmosphere (or even both on the same night)!

We have detailed examples of our sound and lighting kit right here on the website -
click HERE for sound, HERE for lighting.

All of our equipment is provided by top-quality manufacturers and is regularly updated to ensure you get the very best possible mobile sound & light show (within reason!) We are gradually moving over to LED lighting as the technology matures to reduce our environmental impact.

Payment

Our booking fee can be paid online or by cheque via the post to secure the booking date. The balance is payable on the day of the event in cash, 14 days in advance by cheque or online. The booking fee is £50 for events costing £200 or less; £100 for events costing over £200. For events booked less than 14 days in advance we will require full payment in cash or online in advance before we will confirm the booking.

A receipt or invoice will be issued on request or automatically for corporate customers.
Different terms apply to corporate or 'block' bookings and full details will be provided on request.

Overtime

When we supply your contract, we will detail the cost of any "extras" which you may wish to consider, such as overtime. Typically this is charged on an half-hourly basis and payment in advance is required especially if the extension is requested on the night.

Afternoon bookings have a cut-off time of 17:00hrs which we may not be able to extend on demand if we have an evening event to attend afterwards.

Presentation

Unless it is not appropriate for the event, for Childrens' parties we dress in a polo shirt and dark trousers; for VectisVibe for my Party! functions a shirt and trousers (smart-casual) and for VectisVibe for my Wedding!, black tie if required.

We will happily consider requests to wear alternative or fancy dress if this is what you would prefer.

There will normally be two people on-site during the performance. We operate a strict no-alcohol/no-smoking policy whilst on-site for all employees.

Recommendations

For recommendations for venues and other local service providers please visit our sister site UK-Parties - click HERE.



For our Event Managed customers we have access to special rates and discounts from many of the Island's top venues and suppliers and we will discuss these with you at or after the contract stage.

Things we DON'T do...

We don't accept bookings for 16th/18th/21st birthday parties unless the guests are of mixed ages (ie a family party).

We don't do Beatmatching. Although our mixing skills are generally pretty good, we leave this to the likes of Judge Jules and Pete Tong. We are party DJs not club DJs.

We don't allow MC'ing. Please don't ask us to let you/your guests use our PA for MC'ing as our equipment is not designed for vocal use.

That's about it!