 1. Definitions and Interpretation
- The Company: Refers to AV Events (Reading) Ltd.
- The Client: Refers to the person, firm, or company booking the Services.
- Services: The technical production services, wet hire of equipment, and crew labor provided.
- The Event: The specific function, date, and location detailed in the booking confirmation.
- Contract: The agreement between the Company and the Client, incorporating these Terms.
2. Governing Law and Jurisdiction
- Jurisdiction: This Contract is governed by the laws of England and Wales.
- Disputes: Both parties submit to the exclusive jurisdiction of the English Courts.
3. Bookings and Payment Terms
- Validity: Written quotes remain valid for 30 days from the date of issue.
- Booking Deposit: A non-refundable deposit is required to secure any booking.
- Deposit Value: 20% of the gross quote, or the full cost of upfront third-party expenses (whichever is greater).
- Final Balance: The Company will issue the final invoice upon completion of the Event.
- Payment Window: Payment is due strictly within 30 days of the invoice date.
- Late Payment: Interest will accrue daily on overdue balances at a rate of 8% above the Bank of England base rate, pursuant to the Late Payment of Commercial Debts (Interest) Act 1998.
4. Cancellations and Postponements
- Written Notice: The Client must submit all cancellations or contract changes in writing.
- Deposit Forfeiture: Deposits are strictly non-refundable under all cancellation circumstances.
- 7-14 Days Notice: Cancellations made more than 14 days prior to load-in incur no further fees beyond the deposit.
- 2-7 Days Notice: Cancellations incur a charge equal to 50% of the remaining contract balance.
- Under 2 Working Days Notice: Cancellations incur a charge equal to 100% of the total contract value.
5. Wet Hire, Crew Welfare, and Safety
- Standard Shift: Crew shifts are calculated on a maximum of 10 hours per day, including meal breaks. Crew costs will be calculated on the quote on this basis.
- Overtime Surcharge: Hours worked beyond the hours quoted for will trigger an additional fee per crew member which will be added to the invoice.
- Crew Welfare: For shifts exceeding 6 hours, the Client must provide the technical crew with hot meals and adequate drinking water.
- Health and Safety: The Company reserves the right to suspend operations and withdraw crew or equipment immediately if site conditions breach the Health and Safety at Work etc. Act 1974.
6. Travel, Accommodation, and Logistics
- Extended Travel: For any Event taking place more than 80 miles from the Company’s warehouse, all associated crew travel and hotel accommodation costs will be added to the final invoice.
- Subsistence Per Diems: For events over 80 miles away, flat-rate crew subsistence will be billed to the Client at £10 for breakfast, £15 for lunch, and £25 for dinner per crew member, per day.
- Charges and Levies: The Client is responsible for reimbursing all parking fees, congestion charges, low-emission zone charges (including ULEZ), and toll roads incurred by Company vehicles during the execution of the Services.
7. Venue, Access, and Power
- Site Access: The Client must guarantee clear, unobstructed access to the venue for scheduled load-in and load-out times.
- Site Delays: Delays or standing time caused by venue unreadiness, poor access, or lack of coordination by the Client will be billed at standard hourly crew rates.
- Power Supply: The Client must provide a safe, certified, and stable power supply that meets the technical specifications provided by the Company.
- Permits: The Client is solely responsible for obtaining all necessary local authority licenses, noise derogations, structural permits, and road closure orders.
8. Equipment Custody, Loss, and Damage
- Transfer of Risk: Risk of loss or damage to the equipment passes to the Client from the moment the gear arrives at the venue until it is successfully loaded back into Company vehicles.
- Overnight Security: For multi-day events, the Client must provide secure, dry, and lockable storage for all equipment left on-site overnight.
- Damage Liability: The Client agrees to fully reimburse the Company for the repair or full replacement cost of any equipment lost, stolen, or damaged by event attendees, venue staff, or third parties.
9. Limitation of Liability
Statutory Rights: Nothing in these terms limits or excludes liability for death or personal injury caused by the Company’s proven negligence.
Financial Cap: The total aggregate liability of the Company for any claim arising under this Contract is strictly capped at the total financial value of the specific contract.
Consequential Loss: The Company is not liable for indirect losses, lost revenue, commercial profit loss, or third-party venue fines.