Master Services Agreement
We are big believers in total transparency, so the guidelines below are the exact terms you will see in your official booking agreement—no hidden fine print, no last-minute surprises. We have set these boundaries to protect both our delicate string instruments and your event investment, ensuring everything goes off without a hitch. After all, the only surprises on your big day should be the good kind!
1. Package Scope, Financial Terms & Payment Schedule
Cancellations made more than 30 days prior to the event date are eligible for a refund of any payments made minus the non-refundable retainer (excluding processing fees). Cancellations made within 30 days of the event date are 100% non-refundable.
Bookings scheduled on major holidays or holiday weekends are non-refundable upon execution of this agreement. BWSQ Major Holidays include: New Year’s Day (Jan 1), Memorial Day Weekend, Independence Day (July 4), Labor Day Weekend, Thanksgiving Day, and Christmas Day (Dec 25).
2. Cancellation & Holiday Policy
Cancellations made more than 30 days prior to the event date are eligible for a refund of the deposit (excluding processing fees). Cancellations made within 30 days of the event date are 100% non-refundable.
Bookings scheduled on major holidays or holiday weekends are non-refundable upon execution of this agreement. BWSQ Major Holidays include: New Year’s Day (Jan 1), Memorial Day Weekend, Independence Day (July 4), Labor Day Weekend, Thanksgiving Day, and Christmas Day (Dec 25).
3. Location Minimums & Travel Rules
Salt Lake County (within Salt Lake County, UT): 1-Hour minimum booking required.
Regional Travel (within 1 hour outside the Salt Lake County border, e.g., Park City, Deer Valley, Sundance, Provo): 2-Hour minimum booking required.
Long-Distance Travel (beyond 1 hour past the Salt Lake County border, e.g., Moab): 2-Hour minimum booking required.
Travel Fees: Calculated at $200/hour for round-trip driving time for any travel extending beyond 1 hour past the Salt Lake County border (e.g., Moab).
4. Performance Clock, Early Setup & Overtime
At least one member of the ensemble will arrive at least 30 minutes prior to the scheduled start time to complete technical setup, tuning, and venue coordination at no additional charge. Performance timing begins precisely at the contracted start time (or upon the first note played).
Any performance time extended past the contracted period must be approved on-site by the performing musicians. Overtime is billed at a flat rate of $75 per half-hour per musician. Overtime is accrued in full 30-minute increments only (no fractions of a half-hour will be prorated). All overtime charges must be paid within seven (7) days of the event end date.
5. Venue Logistics, Outdoor & Temperature Thresholds
- Space & Seating: The client must provide a clean, level 10’ × 10’ performance area and armless, sturdy chairs (one per musician).
- Shade & Weather Protection: String instruments are delicate wooden artifacts that suffer immediate damage from direct UV exposure, heat, rain, or snow. The host or venue must provide continuous, full overhead shade for all performing musicians and instruments.
- Umbrella Requirements: Standard single-table patio umbrellas (7’–9’) are insufficient for an ensemble. For Duets, a minimum of one 10’ × 10’ pop-up tent or two large patio umbrellas is required. For Trios and Quartets, a dedicated 10’ × 10’ canopy/tent (or a covered porch/pavilion) is strictly required to ensure full coverage for all players and gear.
- Inadequate Shade Protocol: BWSQ does not provide portable shade structures. If adequate shade meeting these dimensions is not provided upon arrival, musicians will not set up in direct sunlight. Performance will be paused until the venue/host provides compliant shelter or relocates the ensemble to an indoor space. Contracted performance time continues to run during any venue-caused shelter delays.
- Temperature & Environmental Limits: To protect delicate instruments and ensure performer safety, BWSQ will only perform outdoors within an ambient temperature range of 58°F to 90°F (14.4°C to 32.2°C).
- Cold Threshold: BWSQ will not perform in temperatures below 58°F without adequate localized heating (e.g., patio heaters directed at the ensemble). If temperatures drop below 58°F for longer than 5 minutes, musicians will pause playing and relocate to an indoor space.
- Heat Threshold: BWSQ will not perform in temperatures exceeding 90°F (even in shade). If temperatures exceed 90°F, or if direct sunlight hits the ensemble, musicians will pause playing until a climate-controlled indoor space is provided.
6. Music Requests & Custom Arrangements
Standard library repertoire and easily accessible pre-arranged titles (e.g., standard arrangements available for immediate digital purchase via Sheet Music Plus, Musicnotes, etc.) are included with your booking. If a requested song is unavailable as a pre-made string ensemble arrangement and requires custom transcription or arranging, a $125 fee per song will apply. All special music requests must be submitted in writing at least three (3) weeks prior to the event date. Requests submitted after this window will be selected at the ensemble’s discretion.
7. Acknowledgment of Terms
By submitting a booking request and checking the agreement box on our booking form, you acknowledge that you have read, understand, and agree to these terms. A formal Master Services Agreement containing these exact terms will be provided for your electronic signature upon invoice generation.
Updated 9/20/2026