Question 1

What areas do you cover?

Accepted Answer

I am based in Essex, England. I cover mainly the Southeast areas but I am able to travel further afield. Travel expenses are calculated accordingly.

Question 2

How much do you charge for an event?

Accepted Answer

My packages start from £350 plus travel costs to your particular venue. Please get via the contact form and I will be delighted to send you my most popular packages including travel expenses to your particular venue.

Question 3

Can I select the songs I want from your repertoire list myself?

Accepted Answer

Yes, of course. You may select the songs you want played at your event yourself. The selection should be chosen and confirmed no later than 4 weeks before the date of your event to allow enough time for all songs that haven't been performed lately to be reviewed and rehearsed well. I would personally recommend that the client selects the 4 main songs for during the ceremony and leave the rest to be chosen on the day by myself, as it would allow me to read the room and perform according to the mood of your guests, making sure that everyone present enjoys the performance. If you have booked my services for your Drinks Reception only, then selecting a few songs would be excellent, as that would allow me to have a feel of your musical style and choose the remaining songs on the day according to your particular taste, while also being able to read the room.

Question 4

May I request a piece of music which isn't on your repertoire list?

Accepted Answer

Yes, you may. With plenty of notice, almost any song can be arranged for your event. Fees start from £15 per new song, depending on the complexity of each piece required.

Question 5

I don't know what songs to choose for my wedding ceremony. Can you help me select appropriate wedding songs?

Accepted Answer

Yes, absolutely. I will discuss some alternatives with you, and you will be able to choose the songs you like most.

Question 6

Are you able to play both the violin and the harp during my event?

Accepted Answer

Yes, I can provide packages that include both a violin and harp set for the same event. Both are performed by myself.

Question 7

Can you liaise with the wedding planer to make sure everything runs according to plan?

Accepted Answer

Yes, but the contract will be between you and me. The wedding planner should be aware of timings which will have been agreed between you and me beforehand. The planner cannot make major changes to the terms such as changes of times of over 10/15 minutes, song selection etc. Any major decisions and changes have to come directly from the client.

Question 8

How long should I book you before the day of my event?

Accepted Answer

To avoid any disappointment I suggest you contact me 1 year before your wedding or event date, specially if your event is to take place during the summer months. I do not accept bookings which are over 18 months in advance. My diary opens for any particular date approximately 18 months in advance.

Question 9

Can you move rooms during your performance?

Accepted Answer

Yes, however only once. Bear in mind the sound system and the rest of the equipment must also be moved with me and my instruments. Make sure a reserved space is left empty for me and my equipment with easy access to electricity in both rooms/areas. A change of rooms will not be able to take place within a 1 hour booking. For a change of rooms to be accommodated a minimum of 2 hours must be booked.

Question 10

What will you wear?

Accepted Answer

I will wear an elegant dress/smart outfit, an asian dress, or other, depending on the kind of event you are having and your personal requirements. This will be agreed upon exchange of contracts.

Question 11

Our wedding ceremony and wedding reception are at different venues. Can you play at both?

Accepted Answer

Yes, I can travel from one venue to another. Travel expenses and additional pack-up and and re-set time will apply in most cases.

Question 12

Are you insured?

Accepted Answer

Yes, I am fully insured and can provide evidence documentation upon request.

Question 13

How do I book you?

Accepted Answer

You may email/message via the contact form on this website or phone myself (or any of my agents/agencies) to discuss your event. Packages will be provided and after selecting the best option for your event, we will draw a simple agreement and email it over to you. You will need to sign it and return the agreement together with a 50% deposit. My direct prices are set, however if booking through an agency you may  pay agency fees on top of my normal set fees. If your booking is secured via an agency, please contact them directly for any questions, updates, or issues as you will receive an allocated contact from them.

Question 14

How much is the deposit?

Accepted Answer

The non-refundable deposit is 50% of the total Quote/Package. Once a deposit is received all further enquiries for your date and times are automatically declined by myself and all third parties involved in accepting bookings on my behalf, as their diaries will also be updated.

Question 15

After the deposit is paid and my date is officially booked, when shall I pay the remainder?

Accepted Answer

The remainder is payable 14 days before your event.

Question 16

Can I come and hear you play live?

Accepted Answer

I normally play at private events, so therefore cannot invite you along. My public performances may be advertised on my website, Instagram or Facebook pages. With up to 100 events  booked each year my time is strictly spent rehearsing for upcoming events and administrating the business.

Question 17

If we don't meet personally before my event, how will I know you understand everything about my ceremony or event?

Accepted Answer

I have over 24 years experience in performing professionally at weddings and events across the globe. I arrive at the venue at least 1 hour before I am due to start performing.  Within this 1 hour window I will set up and discuss any minute details with your organisers, registrars, family members, etc. Once your music is booked with me, you can tick that off your list of worries, and leave it all to me, and I will make sure you receive the most wonderful and professional service. I have performed at over 1000 weddings to date - there is nothing I haven't experienced.

Question 18

Can you play outdoors?

Accepted Answer

Yes, however only during the Spring/Summer season. The temperature must be higher than 19 Degrees Celsius (I cannot wear a coat or jacket while performing the violin, so it must be warm enough that I can comfortably wear a sleeveless outfit outdoors). The client must provide appropriate shelter from direct sun light or sudden unexpected rain (sheltered area, gazebo, covered terrace etc...). The instruments and sound equipment cannot be exposed to direct sunlight at all.. Access to safe electricity is also needed. If it's raining or windy a performance outdoors cannot take place (windy weather would not allow me to control the bow properly and the wind would vibrate the strings of both my violin and my harp, and that would automatically be amplified too, rendering the performance poor). All the terms above must be met for an outdoors performance to be accommodated.

Question 19

Do you take breaks?

Accepted Answer

Yes, for bookings which are over one hour in length. Once the packages are provided breaks will be taken into account and this will be explained within each package, so you understand exactly when breaks would be needed.

Question 20

Would you play with another musician who we have decided to have during the event as well, or accompany a singer during my wedding ceremony?

Accepted Answer

Yes, if discussed in advance and if the other person is a confident performer. Rehearsal times, if needed, will be charged from £180 per hour (excluding travel costs) depending on the number on hours needed (minimum of 2 hours would be scheduled if a rehearsal is needed/requested).  Rehearsals are not often needed, as your other musician should be able to work directly with me via email/phone.

Question 21

How flexible are you if things over run on the day and we need you to stay longer?

Accepted Answer

Weddings normally run a tad late (10 minutes is always expected). A 10 minute delay is expected within every single one of my bookings. I will however leave at the end of the time agreed (after the allowed grace period of 10 minutes) if I need to travel to a different event. This should come as no surprise to the client as the times are agreed beforehand. If I am able to and agree to remain at the venue for longer than the agreed time, an overtime fee will be charged. I shall not approach the client on the day if things are running late. I am strict with timings and the client must make sure their organisers are aware of my timings to make sure everything runs smoothly. If overtime is required the request must be made at least 30 minutes before the end of the set and cash payment for the additional time must be made upon the request being made, as per my the terms and conditions, which have been carefully put together to protect both myself and my clients.

Question 22

Can we book you for less than one hour?

Accepted Answer

Yes you can. However, my minimal fee is £350 plus travel expenses to your particular venue.

Question 23

Can you walk down the aisle while playing the violin?

Accepted Answer

Yes, absolutely. My violin has its own high-spec wireless system, which allows free movement within the hall/room/stage/area.

Question 24

Can I get a discount?

Accepted Answer

My prices are set and only differ from client to client depending on the location of their venue. A client who wishes to book my services for a second time will receive a 10% discount on their next booking.  The packages are reviewed each year and all clients enquiring within the same year will receive the same packages from me, with the only difference being travel expenses to each client's venue locations. Please note that bookings via a third party agency may incur agency commission costs of up to 50% on top of my basic rates.

Question 25

Do you provide your own sound system/PA?

Accepted Answer

Yes, I have my own professional sound system which is suitable for up to 250 guests. For events where more than 250 guests are expected the client must provide their own DJ/AV company with a suitable and professional sound system on site.

Question 26

My venue requires a PAT test certificate. Is your equipment PAT tested?

Accepted Answer

Yes, all the equipment used during my performances (if I am using my own sound equipment) are PAT tested and a certificate of compliance can be emailed straight to the venue, upon request.

Question 27

Can you perform a "solo violin" without any backing tracks?

Accepted Answer

Yes. A violin performance without any sort of backing for over 10 minutes is however not recommended as the violin sound will be  'lonely', hence this is the maximum length I would perform without accompaniment.  My full performances are accompanied by bespoke and professionally arranged backing tracks, as per the majority of my demos. You would not wish to hire a solo singer, for example, to sing at your event without accompaniment, and the same thought should apply to a solo violinist or any other melody instrument.

Question 28

What are your Terms & Conditions?

Accepted Answer

My current term and conditions are:

1.      Access to safe electricity.

2.      Free Parking at the venue so Rachel can unload her equipment and leave her car during the event.

3.      A designated space should be reserved for Rachel to perform.

4.      Overtime is subject to availability and consent from musician. Should consent be granted, the client agrees to pay an additional sum of £200 per each 30 minutes of overtime required, whether Rachel is requested to perform or not during the extra time. Overtime is charged as per the length the musician is required to be present at the venue. Breaks are to be taken into account when requesting extra time, and this is subject to the musician’s discretion on the day of the event. The amount is due as soon as the request is made by the client and agreed by the musician. The request is to come from the client at least 30 minutes before the end of the booking. Rachel shall not remind or try to contact the client on the day regarding times as these have been agreed beforehand. Payment for overtime should be made immediately upon request in cash or by card payment (if the musician has an available card reader on the day). Securing extra time before the date of the event will secure better package fees, as per the original packages sent. Overtime I strictly subject to availability.

5.      Cancellation: in the event of a cancellation, for any reason, the client is responsible for immediately contacting Rachel on 07808126105 (any countries outside the UK must use the code +44 while remembering to omit the first 0) or via email on info@rachelsomerset.co.uk . Until Rachel has acknowledged receipt of such email the booking will be kept as it has been pre-agreed in this document. Rachel guarantees the contracted musical services and must turn down any further requests for the contracted date and times; consequently, cancellation fees are as follow:

a.      50% deposit at the time of submission of contract                                 Non refundable
b.      90 days notice                                                                                         Nothing else to pay
c.      30 or more days notice (up to 89 days)                                                  Remaining 25% of total price
d.      Less than 30 days notice                                                                        Remaining 50% of total price
e.      No notice                                                                                                
Full balance due

6.      If any part of the performance is outdoors the temperature must be at least 17 Degrees Celsius and it must not be raining (it must be dry at all times during the setting up and the actual performance). Access to electricity is a MUST (it is the client’s responsibility to check with their venue that they will be able to provide access to electricity outdoors). If it is a very windy day and Rachel is unable to control her bow properly, she will move to a more sheltered location, be it by trees or under a gazebo or any other structure available at the venue, etc, to be able to carry on performing. If it is a very hot and sunny day Rachel will need a shaded area as exposure to a very hot sun would damage the instruments. Rachel will always try and set up in the most appropriate location outdoors, to minimise the risk of the performance being jeopardised by weather conditions that may affect the quality of the performance. In the event of a cancellation due to bad weather, and an alternative indoors location has not been arranged, the client will not be due any refunds from the violinist. Under no circumstances will Rachel perform outdoors if it’s raining at all, or if access to electricity is not available. Due to the violin being an extremely sensitive instrument the clause above must be read carefully and understood by the client fully, to avoid any disappointment. So shelter from direct sunlight, access to electricity and a dry and warm day means the performance can take place outdoors.

7.      The person nominated as the Day Contact/Organiser has limited authority and they will only be contacted if the musician needs any help with anything upon arrival. The contract is between the musician and the client.

8.      The client may record and film the performance for Private and Domestic use only. The performance at this engagement shall not be recorded for public reproduction or public transmission such as TV and Radio or for any commercial purposes without a written agreement/consent from the violinist. Social media sharing of the live performance is permitted as long as the professional integrity of the musician is respected (for example a sound checking clip, dress rehearsal clips or videos and audios of bad quality shouldn’t be shared with the general public as these would be detrimental to the musician’s business and do not reflect Rachel’s live performances). A double fee may apply if Rachel consents to her performance being recorded for marketing purposes or to be used in publicity material.

9.      Rachel reserves the right to set up her own recording equipment during her performance and to share clips of her captured performance on her social media and official website. The integrity of everyone who happens to appear in the recordings or photos will be taken into account before any clips are uploaded online.

10.    Rachel will arrive at the venue with ample time to set up and sound check (1 hour before the beginning of the performance). If the violinist is unable to set up due to a designated space not being available at the time of her arrival, the finishing time will remain as stated in the contract unless the client agrees to the overtime clause above (4), subject to availability.

11.    For bookings over 1 hour a 15 minute break per every booked hour shall be taken. Background music will always be left on during the break(s), unless requested otherwise. If the client has booked only a 1 hour performance set, Rachel will very likely perform during the entire hour without the need for a break, however the right for short break is reserved if one is needed.

12.    Rachel shall dress appropriately for the event.

13.    In the unlikely event Rachel is injured, ill or involved in an accident before the event or on her way to the venue and is unable to perform, a full refund (including the original deposit) will be given to the client. Notice to the client shall be given immediately or at the safest opportunity via email, text/call or both. Rachel would only cancel her attendance in case of an unforeseen emergency that would render a performance impossible.

14.    Rachel will act courteously and respectfully towards everyone at the venue and expects the same treatment back towards her and her team..

15.    The client agrees to pay the deposit amount within 1 day of the date of this agreement to secure their booking. If a deposit is paid after the stipulated time above and the musician is no longer available/able to accept the booking, the full deposit will be returned to the client. The client must email the musician their deposit reference as soon as payment is made. The musician must then confirm safe receipt of the deposit with the client.

16.    The full payment should be cleared 2 weeks before the date of the event. Cash payments on the day are not accepted, unless it is for overtime, as per clause 4. The client is responsible for making sure the balance is cleared in full 2 weeks before the date of their event using the payment details on page 1 of this contract. Failure in settling the balance 14 days before the date of the client’s event may forfeit the contract and if the musician’s requests for the final balance during the 2 weeks leading to the event are ignored the musician will see this is a last minute cancelation.

17.    All details such as song selection, amendments, etc., should be agreed and discussed via email (info@rachelsomerset.co.uk or rachelsomerset@hotmail.co.uk) by both parties prior to the event. Song selection must be confirmed at least 4 weeks before the date of the event. Please kindly note that messages sent via text or social media can easily get lost or missed. So to avoid any miscommunication please use the email thread already created for all future correspondence.

18.    The musician will always confirm any changes to the contract, etc., via email with the client. If the client has not received a response from Rachel regarding any of the emails they have sent, they should contact the musician again as their request may not have been received. Please note that during busy times the musician may take a few days to respond, due to travelling schedules, rehearsal schedules, etc.

Question 29

Do you  offer your professional skills and beautiful live performances for free or for exposure?

Accepted Answer

After having spent thousands of pounds on top of the range instruments and equipment, after spending hundreds of pounds each year on insurances and compliance tests for all my sound set-up, having had years of private tuition and arduous effort to become the professional musician I am today, after suffering from back and neck pain due to numerous daily hours of practice and rehearsal time, monthly physio treatments to allow me to continue performing to my highest standard, countless hours of administration each week, expensive advertising investment, and after having established myself as one of the most sough-after events violinist and harpist in the United Kingdom I proudly offer my services, totally free of charge, to His Majesty The King, whenever His Majesty requires. That would be a dream that I cannot wait to fulfil.  I must also remind everyone who asks a professional to perform for exposure that exposure can kill.

Frequently asked questions