AfroRitmara

Booking Terms & Conditions

Effective Date: 22 January 2024

Welcome to AfroRitmara!

We're excited to bring dance, music, culture, and unforgettable entertainment to your event.

These terms explain what you can expect from us and what we need from you to deliver a successful performance.

Our goal is simple: clear agreements, professional service, happy guests, and a great working relationship.

By scheduling an appointment or session, or by paying a retainer, deposit, or reservation fee, you agree to be bound by these Terms & Conditions.

1. Booking & Full Advance Payment

AfroRitmara operates on a fully prepaid reservation basis.

All bookings must be paid 100% in advance.

• Full payment is due at least five calendar days before the scheduled performance.
• Bookings made fewer than five days before an event must be paid in full when confirming the booking.
• A quotation, consultation, verbal agreement, or discussion about availability does not reserve a date.
• Dates and performers are confirmed only after full payment has been received, verified, and acknowledged by AfroRitmara.
• Performers will not travel to or arrive at the venue unless the booking has been paid in full.
• Unpaid dates may be offered to other clients.

Payment reserves our performers, their time, and the agreed services for your event.

Payment Details

Payment Recipient: Mama Francesca Nyack Ventures

Mobile Money Number: +233 24 630 3213

Please send proof of payment so we can verify and confirm your booking.

Payment must be made to the account above unless AfroRitmara provides different instructions in writing.

Late Payments & Reservations

If payment is not received by the agreed deadline, AfroRitmara may release the reservation or cancel the booking after written notice.

If you later wish to reinstate the booking, availability must be checked again. The original performers, schedule, and price may no longer be available.

Any additional reservation or late-booking fee must be disclosed and agreed upon before payment. No undisclosed fee will be added.

2. Pricing & Performance Packages

Regular Weekly Entertainment

• Standard weekly rate: GHS 2,000
• Payment is due in full before the booked service period.

Four-Week Advance Booking — Preferred Rate

Clients who book and pay for four consecutive weeks in advance receive a GHS 200 discount per week.

• Discounted weekly rate: GHS 1,800
• Total for four weeks: GHS 7,200
• Full payment is required to secure the four-week booking.

The number of performances, performance days, hours, and dancers included will be confirmed in the quotation.

Private events, weddings, corporate events, international bookings, and special performances are quoted separately.

Pricing may vary based on the number of performers, location, duration, travel requirements, and type of entertainment.

Only services included in the confirmed quotation are covered by the booking fee.

3. Photos, Videos & Media Release

Our standard performance pricing includes permission for AfroRitmara to take photos and videos of its performances and use approved content to promote our entertainment services.

Promotional use may include our website, social media, advertisements, performance portfolios, and other marketing materials.

This helps us showcase our work and share the excitement of Afro-Latin entertainment.

By accepting standard pricing, the client gives AfroRitmara permission to record and use the performance, to the extent the client has the authority to give that permission.

We respect personal privacy and will comply with applicable consent and data protection requirements. Separate permissions may be required from identifiable guests, performers, children, or other individuals.

Private Events Without Promotional Media

Clients who want a private event without promotional photos or videos may request a no-media booking.

A 15% privacy surcharge applies to private event bookings where AfroRitmara is not permitted to record or use event content for promotion.

This surcharge is calculated on the quoted private event performance fee.

The client must request this arrangement before payment so it can be included in the quotation.

For an agreed no-media event, AfroRitmara will not photograph, film, or publish the event for its promotional purposes.

The client remains responsible for informing guests and other vendors of any event-wide photography restrictions.

4. Confirmed Services & Scope of Work

Your confirmed quotation will specify the services included in your booking.

These may include:

• Number of dancers or entertainers.
• Performance date and location.
• Scheduled arrival, start, and end times.
• Total entertainment duration.
• Performance style and activities.
• Any agreed costume, choreography, or special requirements.
• Equipment or additional services included.

Only the services listed in the confirmed booking are included in the agreed price.

Requests for extra dancers, additional performances, rehearsals, costume changes, audience activities, or extended entertainment time are considered additional services.

We are happy to discuss changes, but they depend on availability and may involve extra charges.

Any additional service must be agreed upon and paid for in full before it begins.

Performers are not required to provide unpaid services outside the confirmed booking.

5. Extra Performance Time

We understand that sometimes the party is going so well that nobody wants the entertainment to end!

We are happy to consider extending the experience when possible.

However:

• Extra performance time is not automatically included.
• Extensions depend on performer availability and safety.
• Additional time is charged in 30-minute increments at the extension rate agreed with the client.
• Extensions must be approved and paid for before the additional performance time begins.
• Performers may decline extensions because of other commitments, required breaks, or safety concerns.

If an extension is not approved and paid for, the performance will end at the originally agreed time.

6. Arrival, Delays & Waiting Time

AfroRitmara performers will arrive at least 15 minutes before the scheduled start time, or earlier if additional setup has been agreed upon.

The client must ensure the venue is ready and accessible at the agreed time.

If an event starts late because of the client, venue, or other circumstances outside AfroRitmara's control:

• The original performance ending time still applies.
• Waiting time counts toward the reserved booking period.
• A delayed start does not automatically extend the performance.
• Additional time may be provided only if available, agreed upon, and paid for.

AfroRitmara will make reasonable efforts to accommodate delays, but we cannot guarantee additional time without charge.

7. Drinking Water, Breaks & Performer Facilities

Providing a safe and comfortable working environment helps our performers deliver their best.

The client or venue agrees to provide:

• Safe drinking water for every performer throughout their time at the venue.
• At least 15 minutes of break time for every hour of performance activity.
• A safe, clean performance area with suitable flooring.
• Reliable electricity and working power connections.
• A suitable sound system, unless otherwise agreed.
• A private or appropriate area for changing, preparation, and belongings.
• Access to the venue before the performance.
• A designated contact person to coordinate the event.

Drinking water is a required part of performer welfare, not an optional courtesy.

If drinking water is not provided, AfroRitmara may obtain it and charge the client the reasonable actual cost.

If essential facilities or safe conditions are unavailable, the performance may be delayed or paused until the issue is resolved.

AfroRitmara is not required to provide additional performance time without charge to compensate for delays caused by missing client-provided facilities.

8. Cancellations & Rescheduling

We understand that plans sometimes change. However, when you reserve a performance, we commit performers and decline other opportunities for that time.

All cancellations and rescheduling requests must be made in writing through WhatsApp or email.

Cancellation or Rescheduling Credits

14 or More Calendar Days Before the Performance

You may request one change to another available performance date.

Up to 100% of your original booking payment may be transferred as credit toward the rescheduled performance, subject to the agreed booking scope.

No additional rescheduling charge applies to the first approved date change.

7–13 Calendar Days Before the Performance

You may receive a credit equal to 50% of the original performance fee toward another available booking.

The remaining 50% is retained as a cancellation charge for reserving the performers and date.

Fewer Than 7 Calendar Days Before the Performance

No rescheduling credit is provided.

The booking payment is retained as the agreed late-cancellation charge, subject to applicable law.

Credit Rules

• Credits are not cash refunds.
• Credits may be used toward another AfroRitmara performance.
• Credits expire six months after the original performance date.
• Unused credits have no value after that period.
• Rescheduled performances depend on performer availability.
• If the new performance costs more, the client must pay the difference in full before confirmation.
• If the new performance costs less, any unused eligible credit remains available until its original expiration date.
• Additional date changes may be subject to the cancellation rules in effect when the change is requested.

These rules apply to client-requested cancellations and rescheduling. They do not limit any refund or other remedy required by applicable law.

Special Rule for Weekly Entertainment Bookings

For regular weekly entertainment arrangements, a client may request that an affected performance be moved by up to seven calendar days, subject to performer availability and written approval.

This is a rescheduling arrangement, not an additional free performance.

If the requested change falls within seven days of the original performance, the normal late-rescheduling credit rules apply unless AfroRitmara agrees otherwise in writing.

If approved, the new performance date must be confirmed in writing.

If AfroRitmara Cancels

If AfroRitmara cannot provide the agreed performance, we will offer a suitable alternative date or refund the amount paid for the services we cannot deliver.

Clients will not lose payment because of an AfroRitmara cancellation.

9. Last-Minute Changes

Changes requested within 48 hours of a performance may not be possible.

These include changes to:

• Performance location.
• Start time or duration.
• Number of performers.
• Choreography or performance style.
• Costumes.
• Additional activities or equipment.

Any approved changes that require additional costs must be paid for before the revised service begins.

If a last-minute change cannot be accommodated, the original confirmed booking remains in effect.

10. Travel & Out-of-Town Performances

Travel within the agreed performance area will be included only if stated in the quotation.

Events outside the agreed area may require additional charges for transportation, accommodation, meals, or other reasonable travel expenses.

International bookings may involve additional arrangements such as flights, visas, accommodations, local transportation, and travel-related requirements.

These responsibilities and costs will be confirmed before payment.

AfroRitmara is not required to travel where agreed travel arrangements or necessary payments have not been completed.

11. Safety, Security & Guest Conduct

The safety and dignity of our performers, clients, and guests are important.

The client is responsible for maintaining a reasonably safe venue and managing guest behavior.

Harassment, threats, inappropriate touching, violence, and dangerous conditions are not acceptable.

AfroRitmara may pause or stop a performance if performers face unsafe or abusive conditions.

We will make reasonable efforts to resolve concerns with the event contact person.

If serious safety concerns remain unresolved, performers may leave the venue.

AfroRitmara is responsible for its team's professional conduct and reasonable care while performing.

Each party is responsible for injury, damage, or loss caused by its own negligence, misconduct, or failure to meet agreed responsibilities.

Neither party is expected to take responsibility for harm caused solely by the other party.

12. Performer Changes

Sometimes an unexpected illness, emergency, or other circumstance may affect performer availability.

If necessary, AfroRitmara may arrange a suitably qualified replacement performer while maintaining the agreed number of performers and type of entertainment.

We will communicate significant changes promptly.

If a suitable replacement cannot be provided and the agreed service cannot be delivered, we will offer an appropriate alternative or refund for the affected service.

13. Music, Equipment & Venue Permissions

AfroRitmara will provide the agreed performance music.

Unless otherwise stated in the quotation, the venue or event organizer is responsible for providing an appropriate sound system and obtaining any licenses, permissions, or approvals required for music played at the venue.

Any special equipment requirements must be discussed and confirmed before the performance.

AfroRitmara is not responsible for delays caused by malfunctioning equipment supplied by the client or venue.

14. Unexpected Events

Sometimes events beyond anyone's reasonable control prevent a performance.

Examples include severe weather, emergencies, government restrictions, or other unforeseen circumstances.

If this happens, both parties will work together in good faith to reschedule or find a fair solution.

Any refunds, credits, or changes will consider services already provided, reasonable committed costs, and applicable law.

Neither party will be unfairly penalized for circumstances genuinely beyond its control.

15. Personal Information & Privacy

Personal information collected through our website, inquiries, and booking process will be used to manage bookings, verify payments, communicate with clients, and provide our services.

We will handle personal information in accordance with applicable Ghanaian law and our Privacy Policy.

The use of event photos and videos is covered under Section 3.

16. Resolving Concerns

We value good relationships and open communication.

If a concern arises, please contact AfroRitmara so we can discuss it and try to reach a fair solution.

If we cannot resolve a dispute together, either party may seek mediation or use the appropriate legal process in Ghana.

These Terms & Conditions are governed by the laws of the Republic of Ghana.

If a court finds that one party's unlawful action or breach of these terms caused a dispute, the party found responsible will pay the other party's reasonable legal fees and court costs, as awarded or permitted by the court.

Our first preference will always be to resolve concerns respectfully and practically.

17. Acceptance of Terms

By scheduling an appointment or session, or by paying a retainer, deposit, or reservation fee, you agree to be bound by these Terms & Conditions.

By making payment, the client confirms that they have read and accepted these Terms & Conditions.

A booking becomes confirmed only when:

1. The agreed services and performance details have been accepted.
2. Full payment has been received and verified.
3. AfroRitmara has acknowledged the confirmed reservation.

Any special arrangements or changes to these terms must be agreed upon by both parties in writing.

Written agreements may include WhatsApp or email correspondence with an authorized AfroRitmara representative.

If a specific written booking quotation contains special terms agreed by both parties, those terms will apply to that booking where they differ from these general Terms & Conditions.

Thank You for Choosing AfroRitmara!

We're looking forward to creating an unforgettable experience filled with music, movement, culture, and connection.

Watching is only the beginning. 💃🏿🕺🏿