Roadshow Booking Enquiry Form

Thank you for your interest in booking The Sunflower Community Radio Association / Cross Counties Radio for your event. Please complete this form with as much detail as possible. Submission of this form does not guarantee availability or confirm a booking. Once we have received your completed form, we will review your requirements, check our diary and calculate the cost of providing the requested services. We aim to respond within two working days.

1. Your Contact Details

Contact name

Business, group or organisation name

Nature of business or organisation

Email address

Contact telephone number

Alternative contact name and number on the day

2. Invoice Details

If the booking proceeds, please provide the details of the person or organisation to whom the invoice should be sent.

Invoice contact name

Business, group or organisation name

Invoice email address

Purchase order number or reference, if required

Invoice address

Postcode

3. Event Details

Name of event

Event venue

Full event address

Postcode

Event date

Event start time

Event finish time

Latest time we can arrive on site

Earliest time we can leave the site

Estimated attendance

Is the event indoors or outdoors?

Indoors Outdoors Both

Is the event open to the public or private/invitation only?

Open to the public Private event Invitation only

Is there an admission charge?

Yes No

If yes, please provide details

4. Reason for Our Attendance

Please tell us why you would like The Sunflower Community Radio Association / Cross Counties Radio to attend your event

5. Broadcast, Interviews and Public Address Requirements

The Sunflower Community Radio Association / Cross Counties Radio will usually broadcast live or as-live from the event. This gives organisers, businesses, community groups, charities, performers and members of the public opportunities to take part in interviews throughout the event.

Are there any individuals, organisations, performers, sponsors or special guests you would like us to interview?

Yes No To be confirmed

If yes, please provide details

Are there any specific activities, announcements, presentations or event highlights you would like us to include in the broadcast?

Will a separate public address system be required for your own event announcements?

Yes No Unsure

Will you require our team to make announcements on your behalf?

Yes No To be discussed

If yes, please provide details of the announcements that may be required

Will you require a member of our team to compere or host any part of the event?

Yes No To be discussed

Will other speakers, performers or organisations need to use our microphones or equipment?

Yes No Unsure

If yes, please provide details

6. Site and Technical Information

The Sunflower Community Radio Association / Cross Counties Radio normally attends events with both of our roadshow vehicles. The vehicles are positioned with their rear ends together, allowing both tail lifts to form a small stage and operating area. A minimum clear space of approximately 20 feet by 7 feet is required for the vehicles and stage area.

Can you provide a clear operating space of at least 20 feet by 7 feet?

Yes No Unsure

Is there suitable vehicle access to the operating position, and are there any height, width, weight or other access restrictions we should be aware of?

Yes — suitable access with no known restrictions No — access is not suitable Unsure / restrictions may apply

Please provide details of any access restrictions or concerns

Is mains electricity available close to the operating position?

Yes No Unsure

Please provide details of the available electrical supply and its distance from the operating position

Is the electrical supply safe, tested and suitable for event use?

Yes No Unsure

7. Music and Public Performance Licensing

Does the venue or event hold the appropriate PRS for Music licence for the public performance of music?

Yes No Unsure Not applicable

Does the venue or event hold the appropriate PPL licence for the public performance of recorded music?

Yes No Unsure Not applicable

Does the venue have permission for amplified music, broadcasting and public address announcements?

Yes No Unsure

Please provide any relevant licence details or contact information

The event organiser is responsible for ensuring that all necessary licences, permissions and consents are in place before the event.

8. Charity and Fundraising Information

Are you a registered charity or not-for-profit organisation?

Yes No

If yes, please provide the organisation or charity name and registration number, where applicable

Is this event raising money for a charity, community group or other cause?

Yes No

If yes, please provide details

9. How Did You Hear About Us?

Please provide further details

10. Additional Information

Please tell us anything else that may help us understand your event or requirements

11. What Happens Next

Once we have received this completed form, we will review your event requirements, check our diary and availability, calculate the cost of providing the requested services, and contact you with further details. We aim to respond within two working days.

If you decide to proceed with the booking, The Sunflower Community Radio Association / Cross Counties Radio will issue an invoice by return. Full payment will be required in accordance with the payment terms shown on the invoice. By making payment, the organiser confirms acceptance of the cancellation and withdrawal terms included in this booking form.

A booking will only be confirmed once it has been agreed and the required payment has been received.

12. Cancellation and Withdrawal

If The Sunflower Community Radio Association / Cross Counties Radio is unable to attend the event due to circumstances beyond our reasonable control, we will refund the total amount paid for our services.

As we are a voluntary organisation, our financial liability will be limited to refunding the amount paid. We are unable to provide compensation or accept responsibility for any additional costs, losses or expenses arising from our withdrawal.

If the business, charity, group or organisation cancels the booking for any reason, we will refund 50% of the total amount paid. The remaining 50% will be retained to cover the planning, administration and preparation already undertaken for the event.

A cancellation or withdrawal must be confirmed in writing as soon as reasonably possible.

13. Declaration

I confirm that the information provided on this form is accurate to the best of my knowledge. I understand that submitting this form is an enquiry only and does not guarantee availability or confirm a booking. I understand that, if I choose to proceed, The Sunflower Community Radio Association / Cross Counties Radio will issue an invoice and full payment will be required before the booking is confirmed. I understand that the event organiser is responsible for obtaining all necessary licences, permissions and consents relating to the event. I confirm that I have read, understood and accepted the cancellation and withdrawal terms set out in this form.

I agree to the declaration and cancellation terms above.

Name

Position or role

Signature - type your full name

Date

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