Booking, Payment & Cancellation Policy
Gonçalo Fernandes
Professional Violinist & Performing Artist
Last updated: 12 October 2026
1. Introduction
Thank you for considering Gonçalo Fernandes for your event.
I aim to provide a professional, reliable, and personalised experience, from the initial enquiry to the final performance.
This policy outlines the terms relating to reservations, payment schedules, cancellations, rescheduling, and unforeseen circumstances.
It applies to confirmed bookings for live musical performances, weddings, private celebrations, corporate events, and other event-based services provided by Gonçalo Fernandes.
Audiovisual production, music lessons, workshops, and other services may be subject to separate contractual arrangements.
This policy forms part of a booking agreement only where it has been validly incorporated into the contract. Mandatory statutory rights remain unaffected.
2. Booking Enquiries
Booking enquiries may be submitted through the website or by email.
To prepare a quotation, clients may be asked to provide:
Event date and location
Type of event
Requested performance or service package
Approximate performance duration
Musical preferences and repertoire requests
Technical requirements
Any additional services required
Submitting an enquiry does not constitute a confirmed booking or guarantee availability.
A personalised quotation will be provided based on the requested services and event requirements.
3. Booking Confirmation
A booking becomes binding once the parties have agreed to the essential contractual terms and confirmed their intention to enter into a contract.
A reservation retainer equivalent to 25% of the total agreed booking fee is payable in accordance with the individual booking agreement.
The retainer (Gonçalo Fernandes) secures the reserved date and confirms the client's commitment to the agreed arrangements.
The retainer is credited towards the total booking fee and is not charged in addition to the agreed price.
Any right to retain all or part of the retainer following cancellation is subject to the cancellation provisions below and applicable German law.
4. Payment Schedule
All payment deadlines and amounts will be confirmed in the individual booking agreement.
For bookings made 180 days or more before the event, the following payment schedule applies:
| Payment | Deadline | Amount |
|---|---|---|
| Reservation retainer | Upon booking confirmation | 25% |
| Second instalment | 90 days before the event | 25% |
| Final instalment | 45 days before the event | 50% |
| Total | 100% |
Bookings Made Less Than 180 Days in Advance
For bookings made between 90 and 179 days before the event, the initial 25% reservation retainer is payable upon booking confirmation, with the remaining instalments due according to the standard schedule.
For bookings made between 45 and 89 days before the event, 50% of the total fee is payable upon booking confirmation, with the remaining 50% due 45 days before the event.
For bookings made less than 45 days before the event, the full agreed fee is payable upon booking confirmation.
The payment schedule will be communicated before the booking is finalised.
Illustrative Payment Example
For a performance package costing €1,200:
| Payment | Percentage | Amount |
|---|---|---|
| Reservation retainer | 25% | €300 |
| Second instalment | 25% | €300 |
| Final instalment | 50% | €600 |
| Total | 100% | €1,200 |
5. Reservation Retainer
The initial reservation retainer is intended to secure the agreed event date and support the administrative and preparatory commitments associated with the booking.
Once a date is reserved, other enquiries for the same period may be declined.
In the event of cancellation, the amount that may lawfully be retained depends on the contractual arrangement, work already performed, expenses incurred or saved, possible replacement bookings, and applicable statutory provisions.
The reservation retainer is not automatically non-refundable.
Any outstanding balance or refund will be determined in accordance with the cancellation provisions below and applicable German law.
6. Cancellation by the Client
Clients wishing to cancel a confirmed booking should notify Gonçalo Fernandes in writing as early as possible.
Cancellation may result in financial obligations, particularly where a date has been reserved, preparations have commenced, or other bookings have been declined.
The amount payable following cancellation will be assessed under the applicable contractual and statutory rules.
Where § 648 BGB applies, the contractor may generally claim the agreed remuneration subject to deductions for expenses saved and earnings obtained, or intentionally not obtained, through alternative use of their working capacity.
Any compensation or cancellation amount will also take into account other mandatory legal requirements relevant to the particular contract.
Cancellation Timeline
The following table explains how cancellations will be handled at different stages before an event.
| Cancellation Date | Financial Treatment |
|---|---|
| 180+ days before | Lawful compensation assessed; excess payments refunded. |
| 91–179 days before | Preparation costs, saved expenses and replacement bookings considered. |
| 46–90 days before | Payments credited against lawful cancellation compensation. |
| 45 days or less | Compensation assessed under the contract and applicable law; no automatic forfeiture. |
Important: The payment stages do not constitute fixed cancellation charges.
Any amount already paid will be credited against the amount lawfully due. If the client has paid more than the amount owed following cancellation, the difference will be refunded.
If the amount lawfully due exceeds payments already made, an additional amount may remain payable.
Where standardised cancellation compensation is agreed in an individual contract, it must comply with applicable German law.
In particular, where § 309 No. 5 BGB applies, clients must be expressly permitted to demonstrate that no damage or substantially lower damage occurred.
Statutory Rights
Nothing in this policy restricts mandatory statutory termination, cancellation, withdrawal, or refund rights.
7. Rescheduling an Event
Clients who wish to change their event date should contact Gonçalo Fernandes as early as possible.
Reasonable efforts will be made to accommodate rescheduling requests, subject to availability.
A new event date must be mutually agreed and confirmed in writing.
Where additional costs arise from rescheduling, these will be communicated and agreed where required.
A request to reschedule does not automatically terminate the original booking.
If an alternative date cannot be agreed, the applicable contractual and statutory provisions will determine the parties' rights and obligations.
8. Cancellation by Gonçalo Fernandes
In the unlikely event that Gonçalo Fernandes is unable to fulfil an agreed booking due to illness, accident, or another serious circumstance, the client will be informed as soon as reasonably possible.
Depending on the circumstances, the following alternatives may be proposed:
Rescheduling the performance to a mutually convenient date
Arranging a suitably qualified replacement musician, subject to client approval
Agreeing on another appropriate solution
Where the agreed performance cannot be provided, payment, refund, and potential compensation obligations will be determined by applicable law.
The proposed replacement of a performer does not automatically release Gonçalo Fernandes from existing contractual obligations.
9. Unforeseen Circumstances and Force Majeure
Events may occasionally be affected by circumstances beyond the reasonable control of either party.
Examples may include severe weather, natural disasters, governmental restrictions, transport disruption, or the unexpected closure of a venue.
Both parties agree to communicate promptly and make reasonable efforts to minimise disruption and identify a practical solution.
The legal consequences of such circumstances, including any rights to cancellation, payment, refund, or compensation, will be assessed under the contract and applicable law.
Such circumstances do not automatically remove every contractual obligation.
10. Client Responsibilities
The client is responsible for providing accurate event information and ensuring that the agreed performance can take place under suitable conditions.
This may include:
Providing the correct event date, location, and schedule
Ensuring safe and reasonable access to the venue
Providing an appropriate performance area
Communicating technical requirements to the venue
Coordinating access, setup, and performance times
Informing Gonçalo Fernandes promptly of relevant changes
Any additional requirements or services outside the original agreement may be subject to additional charges agreed in advance.
11. Musical Repertoire and Performance Requirements
Repertoire requests are welcome and should be discussed before the booking is finalised.
Specific musical selections, special arrangements, and additional rehearsal requirements are subject to feasibility and availability.
Additional fees may apply for specially commissioned arrangements, extended performances, additional musicians, or other agreed services.
Any additional charges will be discussed and agreed before the relevant work is undertaken.
12. Travel and Accommodation
Travel, accommodation, equipment rental, and other event-related expenses will be identified in the individual quotation.
Such expenses are included in the agreed fee only where expressly stated.
Where additional travel or accommodation arrangements are required, the costs will be agreed in advance.
If an event is cancelled or rescheduled, responsibility for costs already incurred will be determined by the individual agreement and applicable law.
13. Late Payments
Invoices must be paid by the deadlines specified in the booking agreement.
If a payment is overdue, Gonçalo Fernandes may issue a payment reminder and request settlement within a reasonable period.
Further measures relating to non-payment, including any right to suspend or terminate contractual obligations, will be governed by applicable German law.
Applicable statutory interest and recovery costs may be claimed where legally permitted.
14. Right of Withdrawal (Widerrufsrecht)
Under German consumer law, consumers entering into certain distance or off-premises contracts may have a statutory right of withdrawal.
However, § 312g(2) No. 9 BGB provides an exception for certain services connected with leisure activities scheduled for a specific date or period.
This exception may apply to qualifying live musical performances booked for a specific event date.
Whether an exemption applies must be assessed according to the nature of the individual service and contract.
Different rules may apply to music lessons, audiovisual production, and other services.
Where a statutory withdrawal right exists, the required withdrawal information will be provided before the contract is concluded.
Nothing in this policy excludes a statutory withdrawal right where one applies.
15. Audiovisual and Combined Service Packages
Where bookings include audiovisual services or collaborations with additional professionals, the scope of work and contractual responsibilities will be specified in the individual agreement.
This may include photography, filming, recording, editing, additional musicians, or other production services.
The agreement will identify the responsible service providers, payment arrangements, deliverables, and any applicable separate cancellation conditions.
Where different components of a combined package are legally subject to different contractual rules, those rules will be respected.
16. Applicable Law
These booking arrangements are governed by German law, subject to mandatory consumer-protection provisions.
Where consumers habitually reside outside Germany, any mandatory protections applicable under relevant law remain unaffected.
The jurisdiction of competent courts is determined by applicable statutory rules.
17. Amendments to This Policy
This policy may be updated to reflect changes in services, professional practices, or legal requirements.
The version validly incorporated into an individual booking agreement will continue to apply to that booking unless the parties agree otherwise or mandatory law requires a different outcome.
18. Contact
For booking enquiries, cancellations, rescheduling, or questions about this policy, please contact:
Gonçalo Fernandes
86150 Augsburg
Germany
Email: goncalo-fernandes@hotmail.com
Website: https://www.goncalo-fernandes.com