Terms of service

Outline AV Limited — Terms & Conditions of Hire and Services

1. Definitions

“Company” means Outline AV Limited (Company No. 12079228) of Unit 11 Hailsham Drive, Harrow, HA1 4TR.
“Client” means the individual, company or organisation hiring Equipment or engaging Services.
“Equipment” means all hired or supplied goods, cables, accessories and materials.
“Services” means labour, setup, operation, delivery, installation, streaming or related AV production work.
“Event” means the project, performance or installation for which the Equipment and/or Services are provided.
“Hire Period” means from delivery or collection until the Equipment is returned or collected.
“Site” means the venue or location where the Event or installation takes place.
“Force Majeure Event” means any event beyond reasonable control of either party, including strikes, illness, epidemic, extreme weather, utility failure, transport delays, terrorism or government restrictions.
“Working Day” means Monday to Friday excluding UK public holidays.

2. Quotations and Bookings

2.1 All quotations are valid for 14 days and subject to availability at time of booking.
2.2 A 30 % non-refundable deposit is required to confirm a booking. The balance is due 14 days prior to the Event.
2.3 For approved corporate clients operating via purchase order, payment may be made on net 30 days from invoice, subject to written approval by the Company’s accounts department.
2.4 No booking is secure until deposit and written acceptance (email or signed quotation) are received.

3. Delivery, Setup and Collection

3.1 Delivery and collection times will be agreed in writing. Delays caused by restricted access or waiting time may incur additional charges.
3.2 The Client must ensure safe and adequate access, parking and loading facilities. Parking fines or towing charges resulting from inadequate access will be recharged to the Client.
3.3 The Client shall provide all necessary information (floor plans, access hours, permits) no later than four weeks before the Event.

4. Risk, Title and Insurance

4.1 Title to all Equipment remains with Outline AV Limited at all times.
4.2 Risk passes to the Client upon delivery to the Site and remains until collection.
4.3 The Client is responsible for safe custody of Equipment during the Hire Period and must not sub-hire, alter or remove Company identification.
4.4 The Client shall maintain:
• Hired-in Equipment insurance for full replacement value;
• Public liability insurance of at least £5 million; and
• Employer’s liability as required by law. Proof of insurance must be provided on request.
4.5 Loss or damage during the Hire Period will be repaired or replaced at the Client’s expense at the current replacement cost.

5. Force Majeure

Neither party is liable for delay or failure caused by a Force Majeure Event. Each must notify the other promptly, mitigate loss, and agree a revised delivery or Event date. Pre-paid sums for unperformed Services will be refunded or credited less non-recoverable costs.

6. Cancellation and Postponement

6.1 All cancellations must be made in writing and acknowledged by the Company.

6.2 The following charges apply, based on time between cancellation and Event date:

Notice Before Event	Cancellation Charge
More than 90 days	30 % of total contract value (deposit retained)
61 – 90 days	50 % of total contract value
31 – 60 days	75 % of total contract value
30 days or fewer	100 % of total contract value

6.3 These charges reflect the significant planning, design, and resource commitment made for each Event.

6.4 Where cancellation occurs within 90 days, any deposit and pre-payments are retained as part of the cancellation fee.

6.5 Postponement: The Company may at its discretion transfer payments to a new date (subject to availability) if confirmed within 14 days and non-recoverable costs are paid. Otherwise postponement is treated as cancellation.

6.6 For consumer clients (such as private weddings or individual bookings), these terms comply with the Consumer Rights Act 2015. No charge will apply for services not yet performed if cancellation occurs within any statutory cooling-off period; however, once planning or production work has commenced, the fees above will apply.

7. Payment Terms

7.1 Payment due as per Clause 2.
7.2 Late payments accrue interest under the Late Payment of Commercial Debts (Interest) Act 1998, plus statutory compensation.
7.3 All amounts exclude VAT.
7.4 The Company may suspend work if payments are overdue.

8. Changes and Variations

8.1 Alterations to scope or schedule must be agreed via a written Change Order.
8.2 Urgent on-site verbal instructions must be recorded and signed by the Client’s representative as soon as practicable.

9. Health and Safety

9.1 Outline AV provides competent, trained staff and up-to-date RAMS.
9.2 All electrical Equipment is PAT-tested and maintained.
9.3 The Client must ensure the Site is safe, accessible and compliant with venue rules.
9.4 All parties shall comply with the Health and Safety at Work etc. Act 1974 and CDM Regulations.

10. Confidentiality and Data Protection

10.1 Both parties must keep confidential any non-public information obtained during the Event.
10.2 Where the Company processes personal data on the Client’s behalf, it acts as a Processor under UK GDPR and will process only on documented instructions, ensure security and delete or return data within 7 days after completion unless otherwise agreed.
10.3 A Data Processing Addendum is available on request.

11. Equipment Use and Care

11.1 Equipment must be used only for its intended purpose by competent persons.
11.2 No modifications or adhesives without consent.
11.3 Late returns are charged at the full daily hire rate until returned.
11.4 Consumables (tape, lamps, batteries) are charged as used.

12. Subcontractors and Third Parties

12.1 The Company may subcontract specialist work but remains responsible for performance.
12.2 The Client may not assign its obligations without written consent.

13. Intellectual Property

13.1 All pre-existing IP, software, show files and templates remain the Company’s property.
13.2 The Client retains rights in its own materials.
13.3 Each grants the other a licence solely for performing the Event.
13.4 The Company will not use Client logos or recordings for marketing without written consent.

14. Acceptance and Complaints

14.1 On setup completion, a functional test will be conducted and accepted by the Client representative.
14.2 Defects must be reported by end of Event day or within 24 hours of delivery of recorded content.
14.3 Failure to notify constitutes acceptance.

15. Warranties and Service Levels

15.1 The Company warrants Services will be performed with reasonable skill and care.
15.2 Permanent installations carry a 12-month workmanship warranty (consumables excluded).
15.3 Remedy for breach is re-performance of Services.

16. Liability

16.1 Nothing limits liability for death or personal injury from negligence, fraud or non-excludable rights.
16.2 The Company is not liable for loss of profit, revenue, goodwill or data; indirect or consequential loss; or failures caused by Site conditions, third-party suppliers or Force Majeure Events.
16.3 Total aggregate liability is limited to 100 % of fees paid for the affected Services.

17. Anti-Bribery, Modern Slavery and Sanctions

Both parties shall comply with the Bribery Act 2010, Modern Slavery Act 2015, and applicable sanctions and AML laws. The Company may terminate immediately for breach.

18. Termination

Either party may terminate if the other commits a material breach and fails to remedy within 14 days of notice or becomes insolvent.

19. Notices

Notices must be in writing and sent by email or first-class post to addresses in the quotation. Emails are deemed received the next Working Day unless delivery failure occurs.

20. Governing Law and Dispute Resolution

Governed by the laws of England and Wales. Disputes shall first be escalated to senior representatives; if unresolved within 14 days, either party may refer to mediation under the CEDR Model Procedure before court proceedings. Exclusive jurisdiction of the English courts.

21. Entire Agreement and Severance

These Terms and any quotation constitute the entire agreement. If any provision is invalid, the remainder remains in effect.

22. Live Streaming, Recording and Digital Media

22.1 Where the Company provides live streaming, recording or digital broadcast services (“Streaming Services”), the Client is solely responsible for obtaining all necessary permissions, licences and consents for the content being transmitted, including music, logos, speaker appearances and third-party materials.
22.2 The Client confirms that all materials comply with applicable copyright, privacy and data-protection laws, and indemnifies the Company against any claims arising from their use.
22.3 The Company is not liable for interruptions, loss of stream quality or disconnections arising from venue or third-party network failure, inadequate bandwidth, platform outages or viewer-side issues.
22.4 Where recording or archiving is provided, the Client is responsible for backing up final files. The Company may retain working copies for up to 30 days for support purposes and will then delete them unless otherwise agreed.
22.5 All intellectual property in production files, stream layouts and graphics created by the Company remains its property. The Client receives a non-exclusive, non-transferable licence to use the final media for internal or promotional purposes only, unless a broader licence is agreed in writing.
22.6 Where Streaming Services involve personal data (e.g. speaker images or chat logs), the Client acts as Data Controller and the Company as Data Processor, and both shall comply with UK GDPR. A Data Processing Addendum is available on request.
22.7 The Company reserves the right to place discreet technical watermarks or identifiers within streams to protect against unauthorised use or misattribution.