Entertainment Hire Help, Advice and FAQs

Frequently asked questions

I’m not sure which artist I want, can someone help me?
How do I make a booking?
I feel unsure booking an artist I’ve not seen, can you reassure me?
What security do I get if I book one of your artists?
What if the artist cancels?
What if I need to cancel or re-arrange?
Can I see the artist live before booking?
Can I speak to or meet the artist?
My venue has a sound limiter, will it be a problem?
How loud will the band be?
Will the band learn a first dance request?
Can I pick what songs the band will play?
How much space & time do the band need to set up?
What's the 'Rider' and do I need to provide anything else for the act?
Why is Alive Network different to the other agencies?
What are the benefits of booking through Alive Network?
What payment methods do you accept?
How do I amend a booking?
How do you select your artists and ensure quality?
 What are the risks of booking outside an agency?
What if I have a complaint?

Useful entertainment hire and party planning advice articles

Alive Network's terms and conditions of booking
Hiring a live band and your venue: what you need to know
Hiring a band check list
Hiring live music for your wedding ceremony
Hiring a band for your wedding reception
First dance song ideas for your wedding
How to get married and book a civil ceremony
Legal formalities for marriage
Hiring a DJ
Organising a Christening
Wedding Anniversaries by year

Also, please be sure to check hundreds of entertainment booking advice articles in our blogs section


I’m not sure which artist I want, can someone help me?

For no obligation help and advice please submit an online enquiry for the most suitable artist you’ve found so far, or else call us on 01782 740 839 and one of our entertainment coordinators will be happy to assist. Our offices are open 9am – 5.30pm Monday to Friday. Once your enquiry has been made, whether by phone or online, the same coordinator will look after you from start to finish so you’ll always deal with the same person and they’ll work with you to understand exactly what you’re looking for.

Your coordinator will be able to make recommendations based on the information you provide and on any artist selections that you’ve already made. If you have found one artist you like, we can answer any questions you have about them and if required, discuss the differences between them and other similar artists so you can compare a range of options and quotes.

The more specific you can be about what you want the more easily we’ll be able to help. Think about what style of entertainment you want, what you want the entertainment to achieve (dancing, mood setting, ice breaking etc), how much you want to spend and how much space you have. Do you want lively, calming, modern, funky, sophisticated, cool, mature, young, vibrant etc. All these descriptions will help us to make a suitable recommendation.

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How do I make a booking?

Firstly, select the entertainment you’re interested in and either submit an online enquiry or give us a call. We’ll discuss your requirements and get a confirmed quote directly from the artist. Once you’re 100% happy that the artist is right for you, we’ll issue a booking contract to you and the artist. You then pay a small deposit which can be made by credit/debit card, cheque, BACS/CHAPS or internet transfer.

In most cases, the remaining balance is payable directly to the artist on the day of the event. You can make payment in advance to Alive Network if you prefer and we hold your payment for security in our ‘client’ account, releasing payment to the artist only after the event.

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I feel unsure booking an artist online that I’ve not seen before, can you reassure me?

We totally understand concerns about booking an artist you’ve not seen before. However, there are two very good reasons why you shouldn’t worry.

1. Alive Network exists so that you don’t have to do all the hard work of vetting bands and artists yourselves. We do all that for you and only represent those who pass our strict vetting procedure. If you are concerned about quality, don’t be. All the artists we work with are pre-vetted and continually monitored by ourselves to ensure quality is maintained. Our artists are totally professional and have too much at stake to let us or you down.

2. Every artist has photos, audio examples and references from previous customers to view on their Alive Network web page. The feedback from other happy clients is one of the best ways to calm your nerves and you can hear what each band sounds like from their online audio demos. We all make ‘blind’ booking decisions when we book a hotel room or holiday and as with web sites such as TripAdvisor.com, Alive Network allows you to be guided by the feedback of previous customers.

As for any concerns about booking with Alive Network our previous customer references also speak for themselves. You have the peace of mind that comes from booking with the UK’s largest live entertainment agency. Our HQ offices are in Newcastle under Lyme, Staffordshire and you are welcome to visit by prior appointment.

You also have the added security of a comprehensive booking contract and 24 hour emergency support. We book entertainment for 5000 private parties each year, more than any other agency, and we are only able to do this by providing a first rate, reliable service.

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What security do I get if I book one of your artists?

When you book live entertainment with Alive Network you get a comprehensive booking contract. This contract legally binds the artist to perform at your event, it confirms exactly what the artist will provide and at what times and it also binds the artist to provide a high quality of service and behaviour. This contract is legally binding and cannot be cancelled unless someone dies or is seriously ill.

If one of the artists is seriously ill or injured, Alive Network operates a 24 hour emergency hotline so we can be contacted to make alternative arrangements. This could include arranging an alternative artist or helping the band to replace an injured member. Our out of hours emergency hotline is permanently staffed by 3 members of staff so no matter what time of day you call it will always be answered. We even answered a call to our emergency phone line at 1am on Christmas day!

Your appointed entertainment coordinator will also be on hand to help with any questions or queries up to and after your event.

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What if the artist cancels?

The contract is not cancellable without consent from both you and the artist, or unless a situation arises which would be covered by the standard force majeure clause. The force majeure clause from the contract states:

“In cases of ‘Force Majeure’ (which shall be known as war, fire, death, illness or other capacity certified by a properly qualified medical practitioner, epidemic, accident, civil commotion, national calamity, order of Government or Local Authority having jurisdiction in the matter, changes in law, foreign government policy, act of God), which are not attributable to any act or failure to take preventive action by the ‘artist’ or ‘client’, then the ‘artist’ or ‘client’ may cancel this booking without penalty other than loss of deposit.”

In laymen’s terms, this means that unless the artist dies, is seriously ill, or has an accident travelling to your event (and if non of the above are attributable to them failing to take preventative action) they can’t cancel your booking without being in breech of contract; for which you could sue them for substantial damages.

Either way, you are 99.9% protected by Alive Network’s 24 hour emergency service. One quick call from you or the artist and we would seek to provide a replacement artist.

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What if I need to cancel or re-arrange?

As above, the contract is not cancellable without consent from both you and the artist, or unless a situation arises which would be covered by the standard force majeure clause (see above).

Where as if the artist breeches their contract you have the right to sue them for unlimited damages, if you cancel; the artist can claim only fixed amounts relevant to the remaining balance due to them and only then if they don’t manage to secure another booking elsewhere for the same date. The cancellation fee compensates them for loss of income. Therefore, they do not include expenses, fuel or travel costs. Bear in mind most people book 6-9 months in advance of an event, so if you need to cancel within this time frame, it’s unlikely that the artist will be able to secure another booking and you’ll end up having to pay for them anyway.

If you are able to reschedule the event and can sign a new contract immediately, some artists may waive any cancellation fees due. If the artist is able to find another booking for the same date, they are only entitled to charge cancellation fees for losses incurred.

Calculation of cancellation fees works as follows:

i) If you cancel after 48 hours of placing your booking and up to 3 months before the event, loss of deposit plus 50% of the remaining balance would be due to the artist.

ii) Within 3 months but before 2 months from the event, loss of deposit plus 75% of the remaining balance would be due to the artist.

iii) Within 2 months of the event, loss of deposit plus 100% of the remaining balance would be due to the artist.

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Can I see the artist live before booking?

In most circumstances this is not possible as we work with bands and artists specialising in performances at private functions. By the nature of the fact that they are private, we cannot obtain access. Bands who regularly play at pubs are probably not the type you’d hire for an important private party as pubs don’t pay the money required for top quality acts.

On the very rare occasion that an artist might be doing a public show, it’s impossible to guarantee that by the time the show takes place, that the artist will still be available for your event. The best artists get booked very quickly so if you find one that you like, you are much safer basing your decision to hire on the strength of their demos, play list, biography and references from other customers.

Your Alive Network coordinator will also be able to offer their personal recommendation and many artists now also have video which enables you to get a good flavour of their performance style.

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Can I speak to or meet the artist?

Once you’ve booked, the artist will contact you in the 3 weeks leading up to your event to discuss the finer details, ensure your requirements haven’t changed and finalise song preferences etc. If you need to speak to the artist before this it can be arranged but most liaisons before this point should be made via your Alive Network coordinator. We work on the artist’s behalf and this helps to ensure everything is properly noted on your enquiry/contract and not forgotten!

Most artists will not make site visits as they are not necessary and they do not charge enough money to be able to afford to give up a day to do so. If there is an extraordinary circumstance which demands a site visit, it can be arranged and a fee would more than likely be charged to cover time and travel.

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My venue has a sound limiter, will this be a problem?

Sound limiters spoil everyone’s fun. If you don’t know what they are, they are devices which measure the volume of sound in a room, then cut off the electricity supply if the sound volume remains above a pre-defined threshold for more than 10 – 20 seconds.

If you can, book a venue that does not have a sound limiter fitted. If you are unlucky enough to have already booked a venue with a sound limiter you need to understand the following:

1. Bands are loud and not deliberately so. They will work with you to perform within the confines of a sound limiter but it’s not always possible if the limiter is set unworkably low. The band cannot turn down any lower than the unamplified volume of the drum kit. As you can imagine, a drum kit is quite loud even if it’s not being amplified by the bands PA system.

The minimum level the band can set their equipment to is so that the other instruments and vocals can be heard above the natural volume of the drum kit. This varies from band to band and from style to style. In modern pop/rock music, the drums are played in a lively, strong and energetic fashion. Therefore, pop bands are relatively loud. Jazz drummers often play with brushes and in a much more refined fashion so they don’t normally have trouble with sound limiters.

2. In many circumstances, as long as the venue see the band are making an effort to comply with the limiter, they will switch the limiter off or raise the threshold if problems persist.

3. If the limiter is set to a threshold of approx 95dB, most party bands should be able to play without too much trouble, depending on the location of the sound limiters microphone. Below 95dB and you run the risk of audience applause tripping out the electricity!!

4. On the right is a diagram which shows comparative dB levels so you can understand what 95dB of volume level is similar to.

In addition, a few bands offer the option of being booked with an electronic drum kit. These kits look like a normal drum kit but all the sounds are generated electronically. This means that the volume of the drums can controlled much more easily as the drum pads them selves make little noise when hit, all the sound comes out of the PA speakers. Although only a few bands offer this (see Happy Hour), and because electronic drums sometimes sound slightly artificial, it’s best chosen as a last resort if your venue are really strict.

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How loud will the band be?

(See also sound limiters above)
The minimum level the band can set their equipment to is so that the other instruments and vocals can be heard above the natural volume of the drum kit. This varies from band to band and from style to style. In modern pop/rock music, the drums are played in a lively, strong and energetic fashion. Therefore, pop bands are relatively loud.

Relative doesn’t mean much unless it’s in context. We’ve established that most party bands are going to be ‘quite’ loud and this would mean that if you are on the dance floor in front of the bands PA system, it would be difficult to talk without having to speak directly into some ones ear. However, unless they are at the peak of their set and playing a highly energetic song, you would expect to be able to talk with a raised voice 20-30 feet away.

In ALL circumstances, an Alive Network band should adjust the volume to suit you, but bear in mind that they will only be able to adjust the volume to the natural level of the drum kit and this may still sound loud for very elderly guests.

If you have any concerns about elderly guests, consider a swing band or rock n roll band as these should be slightly quieter than a standard rock and pop function band. In our experience, at weddings and parties it’s the grandparents who dance first, longest and hardest so don’t worry too much!

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Will the band learn a first dance request?

In most cases, if the band offers this service it will be noted as a booking option on their profile page. If you are unsure please ask your agent.

In many cases, if the song is not something the band feel they would perform again, they will charge a fee to cover rehearsal time and the hire of a rehearsal room. They will usually also only consider learning a song if it can be performed with their standard instrumentation. For example, it would be difficult for a guitar based band to perform a convincing Frank Sinatra track without the piano and orchestra.

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Can I pick which songs the bands will play?

Most bands prefer that you select the songs from their play list which you definitely do and don’t want, then leave them to structure your choices into a workable order. They will need to consider many variables in order to ensure their sets flow well and the singer will probably want to avoid having certain songs side by side.

Feel free to make an input but let the band bring their considerable experience to bear when finalising the actual play list for the evening.

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How long does the band/artist take to set up and how much space will they need?

If the band has good access to your venue (EG: no lifts or stairs, no more than 100ft to wheel their equipment) they should be able to load in, set up and sound check within 90 minutes maximum. Many bands can do this in 60 minutes. If your event is running late and you’ve arranged for the band to set up after speeches, they will still need the same amount of time to set up. This allocated set up and sound check time is vital for the band to properly connect their equipment and get a good sound.

Allow an absolute minimum of 1 meter across per person, but ideally 1.5 meters across per person. Allow 2 square meters for a drummer. EG: A 4 piece band with drummer, bassist, guitarist and vocalist will need an absolute minimum of 3 meters wide by 3 meters deep, as per the diagram 1 below.

As you can see in diagram 1, the guitarist and bassist would both be obscured by the PA speakers, where as with 4 x 3 meters, as in diagram 2, the space is much more workable.

Diagram 1 (3 x 3 meter stage set up)


Diargram 2 (4 x 3 meter stage set up)




With larger format bands, as in diagram 3, you need to add more depth as the musicians will
stand in row rows in front of the drummer. This example shows an 11 piece band can just
about fit into a 5 x 4 meter space.

Diagram 3 (5 x 4 meter stage set up)

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What is the 'Rider' and do I need to provide anything else for the artist?

Changing rooms

Somewhere to change comfortably would be appreciated and it helps if there is a mirror, electricity supply and comfortable chairs. Toilets are an absolute last resort. Ideally the changing room should be secure so that the band can leave their day clothes and bags in there. This can also double up as a quiet space to go between performances. If no changing room is available, please let the band know in advance.

Food and drinks

For afternoon musicians and entertainers, soft drinks, water, tea and coffee are usually fine.

For the majority of party bands and evening entertainers you will need to provide food and refreshments. This is referred to in your contract as a ‘Rider’.

In the case of most evening bands, the duration of their time away from home is approximately 12 – 16 hours, running from the time they leave home until the time they get home. Because of this, it’s important that they get a good meal, so hot food or access to a good quality buffet is always much appreciated. Sandwiches or a plate of chips is not ideal as this is likely to be what they ate for lunch on the way to your event and can hardly be expected to keep them going for another 6 hours. If for some reason it is impossible to cater for the band at your venue, let them know well in advance.

Please ensure your hotel or catering staff are aware that the band needs to be catered for and that ideally their food should be provided immediately after their first performance. If the band are to help themselves to the buffet, it is also helpful if your caterers can plate this up separately so the band don’t have to queue for so long that they don’t have time to eat before their second set.

Please also ensure that bar staff know soft drinks and tea/coffee are free for the band (or make arrangements for plenty to be provided in the bands changing room.) You DO NOT have to provide alcohol for the band; although a complimentary beer after they’ve finished sound check is likely to be much appreciated.

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Why is Alive Network different to the other entertainment agencies that I’ve seen online?

Where as the majority of other similar entertainment agencies are run from home with only 2 or 3 members of staff, Alive Network HQ is a professional 5000 sq ft office space with professional recording studio facilities, based in Newcastle under Lyme, Staffordshire. We also have a smaller office in Nottingham. We welcome visits from customers and are proud to offer a service which is visibly above board and transparent.

We are the largest live music and live entertainment supplier in the UK. We were also the first entertainment agency to really embrace the internet, offering instant online quotes and availability checking. We have several members of staff who’s sole responsibility it is to keep artist availability diaries up to date and ensure artist profile information is accurate. We aim to make your task of finding the ideal live entertainment for your event easy, safe and secure.

Alive Network has 16 full time members of staff so you know the phone will always be answered and we are always available to help. We also operate a 24 hour emergency service which is permanently manned by three members of staff to ensure we are always available.

We don’t just book entertainment and forget about it. We discuss your requirements in detail to ensure we fully understand your event and what you want from your entertainment. We explain in detail the differences between each artist you’re interested in and make recommendations for any we feel might be more suitable. We look in detail at timing and logistics to ensure absolutely nothing can go wrong and that you are fully informed as to exactly what you’ll get. We don’t pressure sell, we don’t try to push you to spend more money than your budget allows. We are an essential part of the entertainment booking process and our expert staff are here to ensure you get exactly what’s right for you.

Our enquiry and booking system is one of the best in the world, with all customer correspondence, invoicing, contracts and notes organised via a custom designed database system. All your requirements are noted, all requests accounted for, all emails and phone conversations compiled into one central hub so even if your appointed entertainment coordinator is out of the office, another member of staff can help without you having to repeat everything all over again. You can even access all your enquiry basket items, confirmed quotes and contracts via your own online customer accounts area. Because we can account for everything we do instantly, you can be rest assured that the service we provide is fool proof, accurate and efficient. Booking with Alive Network is the best way to ensure a stress free event.

We are a completely professional, ethical organisation.

We do not operate a ‘get what we can’ pricing policy and our commission rates are set at a fixed low percentage no matter how much money you have to spend. This ensures that the majority of the money you spend is going towards a quality live band and not the bosses next holiday.

We also won’t book a band for you and then send you someone completely different. There are a lot of rogue traders out there who hide behind a reasonable looking web site. You’ll know who they are because they either don’t advertise their contact address, they don’t show any details of who’s behind their company, there will be no photos to show genuine offices and you won’t be able to visit them for a face to face meeting.

Alive Network is a trusted brand.

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What are the benefits of booking live entertainment through Alive Network?

1. Expert advice and guidance to ensure you'll get exactly the right entertainment for you and that nothing goes wrong.

2. Fast efficient service ensures your questions are answered promptly and you always get as much help as you need, even after you’ve booked.

3. Safe, secure booking contracts ensure you won’t get messed round and the performance on the day exactly matches what you asked for.

4. 24 hour emergency service to ensure if the worst happens, someone is on hand to put things right.

5. Excellent value for money. We don’t allow artists to charge you more money just because they think they can get it. All artists’ fees are available on our web site and we negotiate you the best deal they can offer.

6. Established, reputable business – we've been around for a long time and won’t be moving to Spain as soon as we’ve got your deposit. Your booking is in safe hands.

7. High quality artists – each act is vetted by our artist liaison team before we work with them. Each act is continually monitored to ensure quality and any one who falls below par is removed from our web site.

8. Reliable artists – they have too much to lose by messing us around. They are all professional, ethical and have numerous references from previous clients to put your mind at rest.

9. World leading enquiry management and booking system - be rest assured that the service we provide is foolproof, accurate and efficient to ensure a stress free event.

10. Easy to use – every step from enquiry to booking process is easy. No jargon, no stress, no hassles. Give us a try and see how easy it is to book amazing live entertainment!

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What payment methods do you accept?

You can pay your deposit by credit/debit card, cheque, BACS/CHAPS or internet transfer. Please note, we do not accept American Express (AMEX)

In most cases, the remaining balance is payable directly to the artist on the day of the event. You can make payment in advance to Alive Network if you prefer.

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How do I amend a booking?

Simply speak to or email your Alive Network coordinator and they will arrange any changes to your booking. In some circumstances, EG: requesting the artist perform for longer or arrive earlier, additional costs may be incurred.

It’s important that any amendments are reflected on your contract and this can only happen by Alive Network re-issuing it (we don’t charge a fee for this). Do not agree any amendments with the artist themselves otherwise they will not be covered by your old contract and there is a possibility amendments will be forgotten.

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How do you select your artists and ensure quality?

Every artist must pass through our application system which is looked after by our dedicated artist liaison team. 95% of applications are rejected.

Our detailed artist application form must be completed in full. We initially look for a good quality demo CD and promotional materials (preferably including video), plus evidence of work at a professional level. We then interview each artist over the phone and gather further background information to satisfy ourselves that they are a professional act and will represent our agency well.

If their application gets this far we then look for references from previous customers, gather feedback and pass their application over to a final stage panel of entertainment coordinators and Alive’s MD. In many cases we will either go to see the band live or invite them to an audition. We have personally seen the majority of our mostly highly ranked artists.

Subject to approval in this final stage, artists are accepted on a trial basis where they must prove themselves reliable, efficient and professional in their interactions with us and customers. Artists who do not meet the standards required will be deactivated.

We ask for after event feedback from every Alive Network customer and this detailed feedback about artist performance, attitude and behaviour is monitored by our artist liaison team and our MD. Any negative comments, even minor gripes, are followed up with the artist and if comments are not taken on board and improved upon, the artist will be deactivated.

It is not worth our reputation to work with artists who let the side down.

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I’ve seen a local band but want to know the risks of booking outside an agency?

Although it may be tempting to book a local band there are several good reasons why it’s dangerous to your event and a false economy.

1. If you book any band directly, you have no real cover if anything goes wrong. If you don’t know the band already they’ll have no loyalty to you and no concerns about ruining their reputation by letting you down, as chances are there will be no way for you to damage their reputation. The biggest danger with booking a band direct is them getting a better offer and pulling out of your event. They can’t do that when contracted via an agency.

When booking through Alive Network you are covered by a contract, the bands loyalty to us, and you'll have the help of a professional, reputable organisation to sort out a replacement in the event of an emergency. We do care about our reputation and we won’t let you down.

2. A local band has no one to answer to but themselves, so quality control, behaviour, song choices, appearance, equipment quality are all totally ungoverned and unmonitored. With Alive Network, artists have to first pass our strict application guidelines and then answer to us with every bit of feedback we receive from previous clients. This ensures you’ll get a reliable band and no nasty surprises.

3. Cheap local bands are likely to sound cheap. Professional function bands should have much better quality PA systems, lighting, instruments and performance ability. Chances are you’re looking for live entertainment for an important event? Chances are you wouldn’t book the local chip shop owner to run the catering for your event? Why cut corners with the music? You will notice the difference; you will wish you’d booked a quality band. Professional function bands provide a totally different service to the bands who busk down the pub on a Thursday night.

4. If you pay a deposit to a local band and they split up, disappear or stop returning your calls, where are you going to go for help? You’ll end up coming to Alive Network anyway and you’ll need to pay a deposit all over again. Book with us in the first place and you’ll have security and no danger of being messed around.

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What if I have a complaint?

Although thankfully very rare, we have a very efficient system to ensure any complaints are looked after sensitively and thoroughly. If you have a serious complaint, you can discuss it with your entertainment coordinator who will formally put the complaint to the artist. We usually do this in writing so that all issues are clear and accountable. They will mediate with the artist and obtain their side of the story and this will also be put to you in writing. If the artists response and any offer of compensation is not to your satisfaction, your coordinator will continue to liaise between both parties until a satisfactory outcome can be agreed. If nether party can agree a satisfactory resolution to the complaint, you will be fully entitled to take legal action against the artist directly (most are represented by the Musicians Union) and your solicitor will be able to offer much more detailed legal advice than we are qualified to.

If after investigation we feel an artist has caused unnecessary and unavoidable inconvenience or distress to a customer, or should they not cooperate fully with a complaint procedure, we will remove them immediately from our web site.

If you have a complaint about Alive Network or your entertainment coordinator, this can be made directly to David Bevan our MD. His contact details can be found here >

If you are not happy with our response, you can also make a complaint to Trading Standards, get advice from The Office of Fair Trading, or visit http://www.advicenow.org.uk