A&J Event Services LTD
QUOTATION TERMS & CONDITIONS OF HIRE & SERVICES
1.0. Definitions & Interpretation
1.1. In these Terms and Conditions, “the Company” refers to A&J Event Services Ltd, and “the Client” refers to the individual, company, organisation, or representative accepting the quotation or engaging the Company’s services. The “Contract” means the agreement formed between the Company and the Client upon acceptance of a quotation together with these Terms and Conditions. “Services” includes all services provided by the Company, including but not limited to equipment hire, technical production, installation, operation, and consultancy. “Wet Hire” refers to the provision of equipment together with Company personnel for setup, operation, or supervision. “Dry Hire” refers to the provision of equipment without personnel, whereby the Client assumes responsibility for its use. “Engineer-Only Services” refers to the provision of technical personnel without Company equipment. “Equipment” includes all items supplied by the Company, including cables, accessories, consumables, and packaging. The “Hire Period” means the agreed period commencing upon delivery or collection and ending upon return and inspection of the Equipment. The “Event Date” refers to the date or dates specified in the quotation.
1.2. Headings are included for convenience only and shall not affect the interpretation of these Terms. Words importing the singular shall include the plural and vice versa.
2.0. Quotations & Validity
2.1. All quotations issued by the Company are valid for a period of fourteen (14) calendar days from the date of issue unless otherwise stated in writing.
2.2. Quotations are provided based on the information supplied by the Client at the time of issue and are subject to equipment availability, staff availability, and site conditions being as described.
2.3. The Company reserves the right to amend or withdraw any quotation at any time prior to acceptance. In the event of any clerical error or omission, the Company reserves the right to correct such error without liability.
3.0. Acceptance & Formation of Contract
3.1. A legally binding Contract shall be formed only when the Client confirms acceptance of the quotation in writing, including by email or purchase order, and the required payment has been received and cleared by the Company.
3.2. By accepting a quotation, the Client acknowledges and agrees that these Terms and Conditions apply to the Contract to the exclusion of any other terms that the Client seeks to impose or incorporate, whether verbally or in writing, unless expressly agreed by the Company in writing.
3.3. No variation to the Contract shall be effective unless agreed in writing by an authorised representative of the Company.
4.0. Scope of Services
4.1. The Company shall provide the Services strictly in accordance with the details set out in the quotation. Any goods or services not expressly included in the quotation shall be deemed excluded.
4.2. Unless specifically stated, the Company does not provide venue hire, power infrastructure, security personnel, traffic management, licences, permits, or third-party services, all of which remain the responsibility of the Client.
4.3. Any request by the Client for additional services or changes to the agreed scope must be made in writing and may result in additional charges and revised timelines.
5.0. Pricing
5.1. All prices are quoted in pounds sterling (GBP £). The Company is VAT registered and therefore VAT is chargeable at standard GB Rates, typically 20% unless stated otherwise.
5.2. All pricing is based on standard working hours, known site conditions, and the agreed schedule at the time of quotation.
5.3. The Company reserves the right to charge additional costs where circumstances differ from those originally specified, including but not limited to extended working hours, delays outside the Company’s control, difficult site access, last-minute changes, or additional equipment or crew requirements.
6.0. Payment Terms
6.1. For Wet Hire services, unless otherwise stated, a non-refundable booking fee of twenty-five percent (25%) of the total quoted value is required to secure the booking. A further fifty percent (50%) of the total cost must be paid no later than thirty (30) days prior to the Event Date. The remaining twenty-five percent (25%) shall be invoiced following completion of the Services and must be paid in accordance with the invoice terms.
6.2. For Dry Hire, full payment of the quoted amount must be received and cleared prior to the release or delivery of any Equipment. The Company reserves the right to withhold Equipment until payment is received in full.
6.3. For Engineer-Only Services, payment terms shall follow the Wet Hire structure unless otherwise agreed in writing.
6.4. Where the Client has been granted account status in writing, payment terms shall be strictly net fourteen (14) days from the date of invoice.
6.5. All payments must be made via BACS transfer. In the event of late payment, the Company reserves the right to charge statutory interest and recovery costs in accordance with the Late Payment of Commercial Debts (Interest) Act 1998. The Company may suspend services, withhold equipment, or cancel future bookings where payment terms are not met.
7.0. Working Hours, Minimum Charges & Overtime
7.1. Unless otherwise agreed in writing, a minimum call period of four (4) hours per crew member shall apply.
7.2. A standard working day shall consist of up to twelve (12) hours on site, inclusive of reasonable breaks.
7.3. Where travel time exceeds one (1) hour, travel time will be included in the working day.
7.4. Any time worked beyond twelve (12) hours, prior to the agreed call time, or during night hours (between midnight and 6:00am), shall be considered overtime and charged at the Company’s applicable rates, unless otherwise agreed in writing.
7.5. Any delays or waiting time caused by the Client, the venue, or third parties shall be chargeable as working time.
8.0. Delivery, Collection & Logistics
8.1. The Client shall ensure that safe and adequate access, parking, and loading facilities are available at all times for delivery, setup, and collection.
8.2. Any delays caused by inadequate access or site conditions shall be chargeable.
8.3. For Dry Hire, the Client must return all Equipment at the agreed time and in the agreed condition. Late returns shall incur additional hire charges at the Company’s standard daily rates.
9.0. Client Responsibilities
9.1. The Client shall provide accurate and complete information relating to the event and shall ensure that the site is safe, accessible, and suitable for the provision of Services.
9.2. In the case of Dry Hire, the Client assumes full responsibility for the Equipment from the point of collection or delivery until its safe return and shall ensure that it is used only by competent persons.
9.3. In the case of Wet Hire, the Client shall not interfere with the operation of Equipment or the duties of Company personnel and shall ensure that appropriate security arrangements are in place where necessary.
10.0. Equipment Ownership & Use
10.1. All Equipment supplied remains the sole property of the Company at all times.
10.2. The Client shall not modify, repair, tamper with, or misuse any Equipment, nor remove any identifying labels or markings.
10.3. The Client shall not sub-hire or transfer possession of Equipment to any third party without prior written consent.
11.0. Loss, Damage & Insurance
11.1. The Client shall be fully liable for any loss, theft, or damage to Equipment occurring during the Hire Period or while under the Client’s control.
11.2. The Client shall be responsible for the full replacement cost of any lost or irreparably damaged Equipment, as well as any associated costs including loss of hire revenue.
11.3. The Client must ensure that appropriate insurance cover is in place, including full replacement value cover for Dry Hire Equipment and suitable event insurance for Wet Hire services.
12.0. Power Supply
12.1. The Client is solely responsible for providing a safe, stable, and adequate electrical power supply that meets the requirements specified by the Company.
12.2. The Company shall not be liable for any failure, delay, or damage arising from inadequate or unstable power supply.
12.3. Any damage to Equipment or delays caused by power issues shall be chargeable to the Client.
13.0. Outdoor Events & Weather
13.1. The Client shall ensure that suitable weather protection and environmental conditions are provided for all Equipment and personnel.
13.2. The Company reserves the right to suspend or cease operations where conditions are deemed unsafe.
13.3. In such circumstances, full fees shall remain payable.
14.0. Engineer-Only Services
14.1. Where the Company provides personnel only, the Client shall be responsible for all Equipment used.
14.2. The Company shall not be liable for any failure, incompatibility, or performance issues relating to third-party equipment.
15.0. Cancellation
15.1. All cancellations must be made in writing. Where cancellation occurs more than thirty (30) days before the Event Date, the booking fee shall be retained. Where cancellation occurs between fifteen (15) and thirty (30) days prior to the Event Date, fifty percent (50%) of the total quoted cost shall be payable. Where cancellation occurs less than fourteen (14) days before the Event Date, one hundred percent (100%) of the total quoted cost shall be payable, unless otherwise agreed in writing.
15.2. Any third-party costs or expenses already incurred shall be payable in full.
16.0. Liability
16.1. The Company shall not be liable for any indirect or consequential losses, including but not limited to loss of profit, loss of business, or reputational damage.
16.2. The Company’s total liability under the Contract shall not exceed the total value of the Services provided.
16.3. Nothing in these Terms shall exclude or limit liability for death or personal injury caused by negligence or for fraud.
17.0. Force Majeure
17.1. The Company shall not be liable for any delay or failure to perform its obligations where such delay or failure results from circumstances beyond its reasonable control, including but not limited to adverse weather, illness, transport disruption, or government restrictions.
18.0. Termination
18.1. The Company reserves the right to terminate the Contract immediately if the Client fails to make payment when due, breaches these Terms, or becomes insolvent.
18.2. In such circumstances, all outstanding sums shall become immediately payable.
19.0. Intellectual Property
19.1. All intellectual property rights in any designs, plans, drawings, or materials created by the Company shall remain the property of the Company unless otherwise agreed in writing.
20.0. Governing Law
20.1. These Terms and Conditions shall be governed by and construed in accordance with the laws of England and Wales.
20.2. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.
21.0. Acceptance of Terms
21.1. By accepting a quotation, making payment, or taking delivery of Equipment or Services, the Client confirms that they have read, understood, and agreed to be bound by these Terms and Conditions in full.
INVOICE TERMS & CONDITIONS OF HIRE & SERVICES
1.0. Definitions
“Supplier” means A&J Event Services LTD.
“Client” means the person, firm or company to whom goods or services are supplied.
“Goods” means all equipment, materials, or items supplied by the Supplier.
“Services” means any work, installation, hire, operation, or consultancy carried out by the Supplier.
“Invoice” means the payment request issued by the Supplier for goods or services provided.
2.0. Payment Terms
2.1. All invoices are due for payment within 14 calendar days of the invoice date unless otherwise stated in writing.
2.2. Payments must be made in full, without deduction, set-off, or counterclaim.
2.3. Payment shall be made by bank transfer to the account details provided on the invoice.
2.4. A&J Event Services LTD reserves the right to require full or partial payment in advance for new clients, hire bookings, or custom projects.
3.0. Late Payment & Interest
3.1. In accordance with the Late Payment of Commercial Debts (Interest) Act 1998, the Supplier is entitled to charge statutory interest on overdue sums at a rate of 8% per annum above the Bank of England base rate, calculated daily.
3.2. A fixed compensation fee will also apply per overdue invoice as permitted by law:
£40 for debts under £1,000
£70 for debts between £1,000 and £10,000
£100 for debts over £10,000
3.3. Additional reasonable recovery costs may also be charged if the debt collection costs exceed the fixed fee entitlement.
3.4. The Supplier may suspend ongoing work or hire in the event of late or non-payment without liability for consequential loss.
4.0. Ownership & Title
4.1. All goods and equipment supplied remain the property of A&J Event Services Ltd until full payment has been received and cleared.
4.2. The Client shall hold any unpaid goods as bailee and shall keep them identifiable and in good condition.
4.3. The Supplier reserves the right to recover any unpaid equipment or goods at the Client’s expense in the event of non-payment.
5.0. Cancellations
5.1. Cancellation of booked services or hires must be made in writing.
5.2. The following cancellation charges may apply:
More than 30 days before the event: No charge (except non-refundable deposits)
15–30 days before the event: 50% of the quoted amount
Less than 14 days before the event: 100% of the quoted amount
5.3. Any third-party or subcontracted costs incurred will be payable in full regardless of notice period.
6.0. Disputed Invoices
6.1. Any dispute regarding an invoice must be raised in writing within 7 days of receipt.
6.2. Disputes do not entitle the Client to withhold payment of undisputed amounts.
7.0. Liability
7.1. The Supplier shall not be liable for any indirect, consequential, or financial loss, including loss of profits, revenue, or business opportunity.
7.2. The Supplier’s total liability for any claim shall not exceed the total amount of the invoice for the goods or services in question.
7.3. The Client is responsible for ensuring adequate insurance cover for hired equipment while in their care or control.
8.0. Hire Equipment (if applicable)
8.1. The Client assumes full responsibility for all equipment from the time of delivery or collection until return or collection by the Supplier.
8.2. Loss, theft, or damage to hire equipment will be charged at full replacement value, in addition to hire charges.
8.3. The Client must ensure that all equipment is used by competent personnel and in accordance with all safety and operating instructions.
8.4. Equipment must not be modified, altered, or relocated without prior written consent from the Supplier.
9.0. Force Majeure
The Supplier shall not be liable for failure to perform obligations due to events beyond its reasonable control, including but not limited to strikes, power failures, natural disasters, illness, pandemics, or transport delays.
10.0. Data Protection
The Supplier will process personal data in accordance with the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018.
Client data is held securely and used solely for administrative, accounting, and operational purposes.
11.0. Governing Law & Jurisdiction
These Terms & Conditions shall be governed by and construed in accordance with the laws of England and Wales.
Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.
12.0. Acceptance
By making payment, confirming a booking, or accepting delivery of goods or services, the Client acknowledges acceptance of these Terms & Conditions in full.