Terms and conditions of service/hire
1.Definitions
1.1 "Company" refers to Summit Production Services Ltd, the event production company providing live production services and equipment hire.
1.2 "Client" refers to the person, firm, or company hiring the services or equipment.
1.3 "Equipment" refers to any items hired out by the Company to the Client.
1.4 "Services" refers to the live production services provided by the Company.
1.5 "Hire Period" refers to the agreed duration for which the Equipment is hired.
1.6 "Venue" or “Site” refers to the location where the Services or hired Equipment will be used.
2. Contract
2.1 These Terms and Conditions apply to all Services and Equipment hire provided by the Company.
2.2 By engaging with the Company’s Services or hiring Equipment, the Client agrees to these Terms and Conditions.
2.3 The Company reserves the right to update these Terms and Conditions at any time.
3. Bookings and Payments
3.1 All bookings must be confirmed in writing and signed by the Client.
3.2 A non-refundable deposit of 20% of the total fee may be required to secure the booking, this will be confirmed by Summit Production Services at the time of booking.
3.3 For hires of up to 14 days, the Client shall pay to the Company the full Hire Charge within 15 days of the final day of hire. For longer Hire Periods, invoices will be issued at fortnightly intervals and must be paid within 15 days of issue, unless other arrangements have been agreed in writing.
3.4 VAT shall be charged additionally at the prevailing rate.
3.5 Additional expenses such as fuel, parking charges, congestion charges, tolls, accommodation, and other consumables may be added to the final invoiced amount.
3.4 In case of any overdue payments, the Client shall pay late payment charges and debt recovery fees to the Company for the delay period as set out by UK Government. Additional admin charges will also apply at the rate of £25+VAT for every 7-day period in which the payment is late.
4. Equipment Hire Terms
4.1 Equipment remains the property of the Company at all times.
4.2 The Client is responsible for the Equipment from the time of delivery/collection until its return.
4.3 The Client must ensure Equipment is used safely and in accordance with the manufacturer’s guidelines. The Client shall ensure that the Equipment is installed and operated by competent persons in accordance with prevalent regulations, especially those in respect of Health & Safety, Electrical Safety and Lifting Operations.
4.4 Any loss or damage to the Equipment will be charged to the Client at full replacement or repair cost.
4.5 The Client must return the Equipment in the condition it was received. Additional cleaning fees may apply.
4.6 The Client shall install and use the Equipment in a weatherproofed, indoor environment, except where the order acknowledgement specifically provides for outdoor usage. The Client shall be responsible for all costs incurred by the Company to rectify damage or deterioration of the Equipment in consequence of improper use.
4.7 The Company shall have the right to inspect the Equipment at the Hire Location at any time between 9.00 am and 9.00 pm throughout the Hire Period.
4.8 In case of delivery of Equipment by the Company or by a carrier, the dates and times agreed are approximate only and the Company shall not be liable for any delays to the Equipment for reasons out of our control, such as traffic delays, vehicle recovery, and accidents. If inaccurate information is provided by the Client for the location of a delivery, access to the location or parking charges then the Client may be charged any additional costs for mileage, time, and parking.
4.9 The liability of the Equipment shall pass to the Client upon delivery.
4.10 The Client shall inspect all Equipment on receipt and within one working day of such, shall notify the Company in writing, of any damage or shortages. The client shall return damaged equipment to the Company or retain it for inspection by the carrier, as required by the Company.
4.11 In case the Client fails to notify the Company of damages or shortages within one working day of receipt, or in case the Client fails to follow the Companies instructions in respect of return or inspection, the Client shall pay to Company the full cost of repair or replacement of the Equipment in addition to the full Hire Charge for the period that the equipment is absent from the Companies premises.
5. Live Production Services Terms
5.1 The Company will provide all agreed production services to a professional standard.
5.2 The Client must ensure that all necessary licenses, permits, and approvals are obtained for the event.
5.3 The Company is not responsible for technical failures caused by third-party equipment, power supply issues, or venue-related complications.
5.4 Any changes to event schedules must be communicated in advance and may be subject to additional fees.
5.5 Incorrect information regarding site or venue access may result in the cancellation of services or additional charges.
5.6 Specifications, particulars, descriptions, plans and drawings issued by the Company remain the property of the Company and should be considered as approximations to present a general impression and shall not form a part of the Contract.
6. Cancellations and Refunds
6.1 Cancellations must be made in writing.
6.2 If the Client cancels within 7 days of the event or hire, the full balance remains payable.
6.3 If the Client cancels within 14 days of the event or hire, 50% of the full balance remains payable.
6.4 If the Client cancels within 30 days of the event or hire, 25% of the full balance remains payable.
6.5 The Company reserves the right to cancel a booking due to unforeseen circumstances. In such cases, a full refund will be provided.
6.6 The Company may terminate the Contract for Hire or Services if:
a. The Client is in default in payment of Hire Charges, or
b. The Client commits a material breach of their obligations herein, or
c. The Client enters into liquidation, administration, receivership or any arrangement with its creditors.
d. A job is deemed unsafe or unsuitable for the agreed services or hired equipment as a result of incorrect or lack of communication, or circumstances outside of the Companies or the Clients control.
6.7 On termination of the Contract, the Client agrees to return the Equipment to the Company within one working day. In the event of their failure to so do, the Client authorises the Company to enter any premises where the Company reasonably considers the Equipment to be located for the purposes of recovery and removal of the Equipment.
Any termination of the Contract shall not affect the rights or liabilities of either the Company or the Client.
6.8 At any stage once a “Quote” or “Hire Agreement” has been signed by your Company representative, we have received a verbal or written confirmation of rental, and/or we have received a Purchase Order on your letter headed paper. We reserve the right to charge an administration cost for the issuance of quotations, confirmations, and invoices – as well as charges for all sub-hire costs, transport costs and for the warehouse preparation time involved with the hire to be dispatched.
6.9 The Postponement of an agreed ‘Hire Period’ shall be regarded as a cancellation.
7. Liability and Insurance
7.1 The Company is not liable for any indirect, special, or consequential damages resulting from the use of Services or Equipment.
7.2 The Client is responsible for ensuring adequate insurance coverage for the event and hired Equipment.
7.3 The Client indemnifies the Company against any claims, losses, damages, or injuries arising from the use of the Equipment or Services.
8. Force Majeure
8.1 While the Company undertakes to use its best endeavours to implement all obligations under the Contract in a timely and efficient manner, it cannot accept any responsibility for any failure or delay for whatsoever reason caused by circumstances beyond its control.
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9. Governing Law
9.1 These Terms and Conditions are governed by the laws of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.
10. Contact Information
10.1 For any questions regarding these Terms and Conditions, please contact:
Summit Production Services Ltd
enquiries@summitproductionservices.com
0333 3356298
Unit 7B, Sheeplands Storage, Wargrave Road, Reading, RG10 8DL, United Kingdom