We offer a complete and bespoke event service to our customers, combining our areas of expertise such with trusted and experience external suppliers. We’ll be a single point of contact, and will coordinate, source and chase everyone else so you don’t have to. Private events may range from a low key birthday for an elderly relative,  rousing wedding for your friend or family, right up to the main sound and lighting supplier for a local festival. For corporate requirements we regularly deliver an end-end service for awards ceremonies, product launches and large scale summer or Christmas parties. In-house we provide a wide verity of entertainment-focused services:

• Musicians of the highest international calibre, from classical soloists and high energy party bands, to more genre-specific acts including Country, Latin, Ska and 70’s/Disco. Rather than a large directory of acts, our acts are hand picked and invited to join the Heathfield Events team.
• The highest quality sound systems suitable from everything from low key soloists and wedding speeches, through large corporate awards ceremonies and auctions, to the largest festival-style summer or Christmas parties.
• Event lighting with a wow factor, from refined and intimate illuminated table centres, wall and column up-lighting , to large party lasers, moving lights and smoke machines.
• Photography services
• Videography  – document your event in the highest quality and future-proof 4K video format.
• Traditional Audio & Video services, from large format display screens for digital signage and projectors for presentations, to radio mics, video production and other services popular with both corporate and private customers, for all types of event!
• We also can provide a selection of poser tables, stylish wooden food boards, sweets jars and other adornments suitable to enhance any event .

External suppliers include florists, caterers, and more specialist entertainers such as magicians, as well as waiting and hostess staff. Additionally, we have a wealth of general technical and creative expertise so if you are having multiple suppliers for your event, we can advise on event-wide issues such as logistics, power requirements and health and safety.

The process is broadly the same regardless of size of event. For very large multi-supplier events, we reserve the right, and will likely multiply the timescale to ensure all requirements are catered for. Please see the example scenarios at the bottom of the page for realistic timescales for 3 typical common types of event.

1. During the initial call, we will note the primary services you require. We will then provide a “Supplier Available” notice withing 3 working days. This is to allow time for us to coordinate between us and our external suppliers, if required.
2. If we cannot find suitable suppliers within this 3 days window, we will speak to you to see if you would like us to continue or research, or you may choose to go else ware.
3. Once we have given you notice of “Supplier available”, the date will be reserved with all suppliers for 10 working days. During this time we will work with you on identifying more specific requirements.
4. Requirements will be forwarded to all suppliers and accurate quotes will be gathered and presented to you within 5 working days. However it normally only takes a day or so to provide a full quote
5. Once the initial quote has been issued, we will allow 10 working days for changes and refinement to the proposal, and will ultimately require a deposit by the end of day 10 to secure our services

This process is to ensure accurate quotes for the most complex events, however most enquiries get an accurate quote within 24 hours.

Case study 1 – 50th Birthday Party

Birthday party featuring:

• Live music soloist
• Photographer
• Basic A/V (projector and screen)
• Venue lighting.

From initial contact to full quote and acceptance of the requirements was 3 days. While the were many calls and emails after the contract was signed, these all fell well within the scope of the contract. These included agreeing a detailed agenda, arrival time, additional songs, file format conversion for the presentation, and specific photos during the day.

As our standard Photograph package includes 10 developed photos for each hour of the event, the client ended up purchasing additional photos after the event, as had access to the raw photos for them download and own.

The entire event was delivered by Heathfield Events with no external suppliers

Case Study 2 – Corporate Awards Ceremony & After Party

A major high-street financial services vendor approached us to provide a ‘Oscars’ style awards ceremony and after party for their UK IT department.

After the basic requirements were captured, our team brain-stormed the essential elements of a high profile awards ceremony, and submitted a design proposal and full quote.

We met with the client to discuss the proposal in more detail and collaborated on further refinements and produce several follow-up quotes. These were all finalised within the standard 10 working-day refinement period, and the deposit was received on time.

Further project reviews were scheduled and several additions and changes were discussed. It was agreed that one of these changes was withing scope of the signed contract, while another was outside the original scope contract and so a change request was raised to progress and include the addition in the event.

Ultimately Heathfield Events provided full room and event lighting, and high end AV including full room audio for a ball room audience of 800 people. Radio mics were provided for the awards presenters, along with high quality projection, live music ‘sting’s as award recipients collected their awards, and finally the main party band and DJ for the after party dance.

The sole external supplier coordinated by Heathfiekd Events was a local staging and backdrop supplier. The venue catered for the event and provided their own waiting staff.

Case Study 3 – Local Festival Sound

Heathfield Events were asked to provide a quote and deliver live sound services for the acoustic stage for a festival in Oxfordshire.

Heathfield Events Director Steve Robinson had personally provided sound at the the festival previously, however Heathfield were invited to quote in order to take the Hill Top stage up a notch from previous years.

While the stage was billed as an acoustic stage, several elements resulted in a challenging environment for live sound.

Firstly, the Main stage – only 150 meters away – was pointed directly at the Hill top acoustic stage all day. This gave the hill top stage major bass spill, meaning sensitive, quieter acts needed extra help to come across to their audience.

Secondly, the stage continued on for several hours beyond the main stage, so needed the capacity to keep the festival pumping at very high energy and volume levels not normally associated with an acoustic stage. These volume levels, and the smaller performer and audience space of the acoustic stage – yes still with acoustic instruments – presented significant challenges in terms of onstage performer sound, and of course audience enjoyment.

Heathfield Events deployed their very high-end RCF Line Array system, providing exceptionally consistent sound quality and volume over the entire outside audience area, while delivering a profound volume boundary for the performers on stage. The exceptionally low volume on-stage meant the performers could have more personalised monitoring, given them the confidence to deliver a better performance.

Despite the very high volume, multiple acoustic instruments and very confined space, there was zero feedback or undesirable audio artefacts from the acoustic stage during the entire 2-day event.

RCF is one of main 2 or 3 sound suppliers typically used by major artists such as Rhianna, Justin Timberlake, Muse, and Coldplay, and are amongst some of the highest quality sound systems available.

The RCF Line array system available through Heathfield Events is suitable for small to medium outdoor events of any type with up to 1500 audience members outside.

Every event is different, and each is a bespoke package designed for you, with it’s own options and discount.

While some of the music and entertainment acts all have base prices, there are normally extras such as radio mics, DJ, and additional lighting that are desire that with result in a customised price.

Give us a quick call and we can get you a ball park figure with just a few minutes chat.

No problem! Just give us a contact at you other supplier and we’ll ordinate with them to make your life easier.

And it is of course absolutely fine for you to manage your other suppliers directly, but we would still recommend us being able to contact them directly to sort out more mundane details without taking up your time unnecessarily.

A Standard booking is 2 hours spilt in two sets of music, with a short break in the middle. This means typically 1h45m of music in 2 hours. If you require 2 full hours of music this is called StandardPlus.  Other options include a 3rd or even 4th set, a DJ after the live music has finished , or other performers else ware at the venue or at other times during the day.

About Us

We are fully insured with Allianze for public liability (for accidents) and public indemnity (if we can’t supply).

PAT testing checks for ‘earth leakage’, and while it is not a legal requirement and does not test for equipment safety, all our equipment is PAT tested yearly, which is a requirement at some venues.

All our permanent staff are qualified First Aiders through the Red Cross, and carry First Aid kits for 10 people to every event.

We carry fire extinguishers and fire blankets to every event.

All our equipment is ensured for accidental damage, so if something is damaged the day before you have booked it, we can replaced it quickly.

About You

Ensuring the safety of everyone involved is without doubt the most important aspect of every event. Event suppliers are often asked to produce many safety and insurance certificates, but the responsibility for safety goes both ways.

We will test the safety of your events power supply and will not plug in our equipment if your power supply is seemed unsafe. This includes the presence of ‘earth loops’ that can give performers electric shocks, and can damage our equipment.

We are also fully qualified PAT testers ourselves and carry the testing equipment with us, so if our equipment needs to connect to your equipment which is NOT PAT tested, we will PAT test your equipment, which is chargeable.

Refusal to NOT pay for PAT testing your equipment when you have enforced PAT testing on services supply may result in:

1. Non supply of paid for services, and
2. in the event of non supply, non refund of any money paid..

Our insurance only covers services supplied through Heathfield Events. Additional services at your event not provided through Heathfield will need their own insurance and other health and safety protections. As stated above, we can provide PAT testing on site at a cost.

To accept a booking we require a deposit within 7 days of verbal or email commitment to the event. The amount will vary between 10% and 30% depending on the resources and suppliers needed to commit.

If you cancel:

Cancelling may refer to a single service or supplier such as band or florist, or the entire offering from Heathfield Events which may include multiple suppliers i.e. a band, florist and caterer. The cancellation would applier to each service or sub-contactor

If you cancel a service over 31 days before the event date,
you will get a full refund of the deposit. This is because there is plenty of time for us and our suppliers to fill that date with another event. Fresh food and flower bookings can be safely cancelled without any costs incurred by Heathfield Events or our suppliers.

If you cancel within 14 days of the event
you forfeit the deposit. This is because there is reduced chance for the date to be rebooked, and date, and some fresh items such as flowers may have already processed.

If you cancel within 7 days of the event
50% of the total cost will be required to be paid, so 7 days out this will be the gap between the deposit and 50%. of the full cost. This is because many items will have already been ordered and paid for. 7 days offers little opportunity for musicians to get re-booked, and so they loose business, and being self employed, directly effects their ability to pay their bills. Bespoke items, and fresh produce including fresh flowers will have already been picked and will be on route to us.

If you cancel 48 hours or less before the event
the full amount will be required. Everything for you event will be packed and ready to ship to the evenet location. All allocated money will have already been spent. Suppliers will have order fresh food and flowers that will be wasted, equipment will have already been picked up and suppliers will have people working on the event, all that require paying.

If we cancel

If we are not able to provide the previously agreed services, we will do our best to provide an equivalent for each service at the same cost.

Any additional material costs in providing the same equivilent service to you will be absorbed by Heathfield Events or our suppliers.

If the you are not happy with the replacement, this has the same effect as us cancelling that service or supplier. We will refund all payments for each cancelled services within 24 hour of confirmation that we cannot fullill the contractual obligations

Firstly, if something has gone wrong, we sincerely apologise.

We are all experienced professionals who have chosen to work together after already having successful careers independently, and are proven and popular in the industry with good reason.

However we all have bad days, things do slip through the net, and sometimes the unexpected does happen. We are all human after all.

If you feel we are not at our best during the planning phase, let us know as soon as possible and we’ll ensure the situation improves.

But if something has gone wrong and is not recoverable, perhaps on the nights, please send us an email – including supporting correspondence and photos or video – to complaints@heathfieldevent.com.

Complaints with external suppliers

This above process applies to in-house services and external services we are managing.

If a complaint is with an external supplier we are not managing, please direct the complaint to them.

If a complaint is with an external supplier we are managing, they may wish to take on the complaint directly with them, if appropriate.