Legal
Equipment Hire Terms & Conditions
1. Introduction
These Terms and Conditions govern the rental of audio-visual equipment and related services provided by AV Xpert Limited (the "Company").
"You", "Your", and "Client" refer to the person or entity receiving our products and services. "We", "Us", and "Company" refer to AV Xpert Limited, a company registered in England and Wales (Company Number: 8967195), with a registered office at Unit 2 Kingfisher Court, Hinchingbrooke Business Park, Huntingdon, PE29 6AA.
These Terms are governed by the laws of England and Wales, and any disputes arising from or in connection with these Terms will be subject to the exclusive jurisdiction of the English courts.
By signing the quotation provided by the Company, which details the cost of goods and services to be provided, the Client accepts these terms and conditions.
2. General
If any provision of these Terms and Conditions is deemed invalid or unenforceable for any reason (including, but not limited to the exclusions and limitations set out above), the invalid or unenforceable provision will be severed, and the remaining provisions will continue in full force and effect.
3. Acceptance of Orders
All orders for the hire of equipment or services must be accepted by the Client via the Company's online quotations and Acceptance Portal. By signing electronically within the portal, the Client acknowledges and agrees to these Terms and Conditions, and the order will be deemed accepted.
The electronic signature provided by the Client is legally binding and has the same legal effect as a physical signature. The Client agrees that their electronic signature is an indication of intent to enter into a binding agreement with the Company, and that the order is confirmed upon submission of the electronic signature.
The Company reserves the right to refuse any order, at its sole discretion, including but not limited to cases where payment is not received, the requested equipment or services are unavailable, or the Company believes the order does not comply with its Terms and Conditions.
4. Eligibility to Hire
The Client agrees that the following conditions must be met in order to qualify to hire equipment from AV Xpert:
Where the Client is a private individual / consumer:
- The Client must be over the age of 18 on the first day of the hire period. Proof of age in the form of valid photo ID may be requested.
- The Client may be required to provide proof of identity and proof of residential address, such as a valid passport, photo-card driving licence, utility bill, or bank statement dated within the last 3 months.
Where the Client is a business, public body, charity, school, or other organisation:
- The Client must provide its registered office, principal business address, or billing address, whether in the UK or overseas, together with any company registration number, VAT number, or other identifying information reasonably requested by AV Xpert.
- The individual placing the order confirms that they are authorised to enter into the hire agreement on behalf of the organisation.
- AV Xpert may request reasonable supporting documentation to verify the identity of the organisation or the authority of the individual placing the order.
For all Clients:
- Payment for hire must be made by traceable electronic means, including card payment or BACS transfer.
- Payment for the order must be made from an account held in the name of the Client, or, in the case of a business or organisation, from an account held in the name of that business or organisation unless otherwise agreed in writing by AV Xpert.
- The Client must be able to demonstrate adequate creditworthiness, if requested by the Company, before the hire can proceed.
- The Client must not have any outstanding debts or unresolved disputes from previous agreements with AV Xpert or any associated companies.
- The Client must not intend to use the equipment for any illegal, prohibited, or unlawful purposes.
5. Hire Duration and Extension of the Hire
The hire period will commence on the agreed start date and will continue until the agreed end date as specified in the Order Confirmation. The Client is responsible for ensuring that the equipment is returned on the agreed end date unless otherwise extended in accordance with this clause.
Should the Client require an extension to the hire period, the Client must request such extension at least 48 hours before the original end date. Any extension will be subject to equipment availability and will be confirmed in writing by AV Xpert. Additional charges may apply for extended hire periods, and the Client agrees to pay these charges in accordance with the Company's prevailing rates. AV Xpert may require payment upfront for any extension of the hire period before the extended period commences.
If the Client wishes to return the equipment before the agreed end date, they must notify AV Xpert as soon as possible. Early termination of the hire does not entitle the Client to a refund for any unused period of the hire. The Client remains liable for the full hire charges for the duration of the original hire period, unless otherwise agreed in writing by AV Xpert.
If the Client fails to return the equipment on the agreed end date and has not received prior approval for an extension, AV Xpert reserves the right to charge the Client for an unauthorised extension. This charge will be at the prevailing weekly hire rate for the equipment, plus any additional costs incurred by AV Xpert due to the late return of the equipment. AV Xpert may also take further action to recover any unpaid amounts or losses arising from the unauthorised extension.
AV Xpert may consider the failure to return the equipment as unlawful possession and, in such cases, may take legal action to recover the equipment. The Client acknowledges that such an unauthorised extension could be considered as theft, and AV Xpert reserves the right to report the matter to the authorities if appropriate.
6. Rental, Sale and Service Charges
Rental charges are based on the overall hire period, as specified in the Order Confirmation, unless otherwise stated in writing. The Client agrees to pay the rental charges in full for the agreed hire period, which will be calculated based on the start and end dates of the hire, less any discretionary discounts given. Any extension of the hire period must be authorised, and will incur additional charges, as detailed in the relevant section of these terms.
Any charges for sale items are separate from the rental charges and are clearly stated in the Order Confirmation. Upon full payment, sale items become the property of the Client. Sale items will be delivered to the Client on the hire start date, unless otherwise agreed in writing.
Service charges are agreed upon as outlined in the Order Confirmation. These charges are set out in the Order Confirmation and are denoted as being based on any of following rates: Hourly Rate (Charged per hour of service provided), Day Rate (A flat rate for up to 8 hours of service which may include travel time), Flat Rate (A fixed charge for services provided over a duration, as determined by AV Xpert), Distance Rate (Charges based on the distance required for delivery or travel to the service location, calculated in accordance with our prevailing rates).
In cases where an hourly rate or day rate has been charged, if the service takes less time than anticipated or if the Client requests the service to be completed in a shorter time than originally agreed, no refund will be given for any unused time.
7. Availability of Equipment and Services
AV Xpert will make every reasonable effort to ensure that the equipment and services listed in the Order Confirmation are available for the specified hire period. However, the availability of equipment and services is subject to stock levels and other unforeseen circumstances, including, but not limited to, the availability of stock at the time of order, sudden unexpected reductions in stock and unanticipated scheduling conflicts.
In the unlikely event that any equipment becomes unavailable, AV Xpert will endeavour to provide a suitable substitution of equivalent or upgraded standard, at no additional cost to the Client. The suitability of any substituted equipment will be assessed in good faith and to the best knowledge of AV Xpert's skilled technicians. AV Xpert will notify the Client in advance of any substitutions that may potentially affect the intended use or outcome of the hire of equipment.
Unless specific service times are confirmed in the Quotation and Order Confirmation, the availability of services, including delivery, setup, and technical support, remains subject to scheduling. While AV Xpert will make every effort to meet the Client's requested service times, all service times are subject to confirmation and may be adjusted based on other bookings, staffing availability, and logistical considerations. AV Xpert will promptly notify the Client of any changes to the service schedule.
It is the responsibility of the Client to provide specific required timings for services in advance. Failure to do so may result in AV Xpert being unable to deliver services at the requested time. In such cases, the Client may incur additional costs, particularly if services are provided outside of AV Xpert's normal working hours (8:00 AM to 6:30 PM).
8. Right to Refuse Hire
AV Xpert is committed to providing high quality service and ensuring a positive experience for our Clients. However, to maintain the integrity of our services and ensure that all rentals are conducted fairly and securely, we reserve the right to refuse hire in certain circumstances.
AV Xpert may, at our discretion, refuse to hire equipment to any Client if we suspect, based on reasonable grounds, that there is a risk of fraudulent activity, illegal conduct, or an intention to misuse or fail to return the equipment as agreed. In such cases, we reserve the right to cancel the order.
We take these measures seriously to protect both our Clients and the Company. In the unlikely event that we refuse a hire request or cancel an order for these reasons, we will notify the Client promptly, and any advance payments made will be fully refunded.
Our goal is always to foster trust and ensure a smooth experience for our Clients. We encourage open communication and are happy to discuss any concerns or questions prior to the hire period to ensure mutual understanding.
9. Documentation and Confidentiality
As part of our hire process, AV Xpert may require the Client to provide certain documentation to verify identity and address. This may include, but is not limited to, a valid passport or photo-card driving licence and a recent utility bill or bank statement. AV Xpert reserves the right to take a photocopy or photograph of such documentation and retain it securely for the duration of the hire period and, if applicable, beyond that period.
AV Xpert is committed to protecting the confidentiality and security of all personal and financial information provided by the Client. We do not store any card details or other financial information.
All documentation and data provided by the Client will be stored securely and will only be accessed by authorised personnel. We will not share or disclose any Client information to third parties, except as required by law or in cases where it is necessary to facilitate the services being provided (e.g., with third-party service providers for delivery or technical support).
Documentation provided by the Client will be kept on file for the duration of the hire period and may be retained for a period after the hire period ends if required for legitimate business or legal purposes. In compliance with the General Data Protection Regulation (GDPR), the Client has the right to request the deletion of their documentation once the hire period has concluded, and all equipment has been returned in full and without any outstanding balances. Any paper copies of the documentation will be securely destroyed upon the Client's request.
AV Xpert will take all reasonable precautions to ensure that Client documentation and personal data are securely stored and processed in compliance with applicable data protection laws, including the GDPR. We will take necessary steps to prevent any unauthorised access, loss, or misuse of the information. The Client has the right to access, rectify, or request the deletion of their personal data as permitted by GDPR.
10. Security Deposits
AV Xpert may, at its discretion, require a security deposit as part of the hire agreement. The amount and payment method will be confirmed by AV Xpert before the equipment is released to the Client. The security deposit is intended to cover potential damage, loss, theft of equipment during the hire period, or any other breaches of the Hire Terms by the Client.
The Client agrees that the security deposit will be taken in the form of a "Pre-Auth" (pre-authorisation) on a credit or debit card, as specified by AV Xpert. This pre-authorisation will be held on the card for the duration of the hire period. The Pre-Auth will not be processed as a charge unless deductions are required as outlined below.
If a security deposit is requested we will require this to be taken before the equipment is released to your care, and before equipment goes out for delivery if being delivered. If you fail to pay the security deposit when requested, we reserve the right to cancel your hire, and you may still be liable for cancellation fees.
Provided that the equipment is returned in the same condition it was provided, with no damage, loss, or theft, and all hire charges have been paid in full, AV Xpert will release the pre-authorised amount on the Client's credit or debit card within 7 working days of the return of the equipment. If deductions are required, the remaining amount will be released accordingly.
AV Xpert reserves the right, at its discretion, to deduct from the security deposit any amounts owing for: Damages or loss of equipment beyond normal wear and tear; Any outstanding charges, including but not limited to, late return fees and charges for unauthorised extensions to the hire period; Any costs associated with the repair or replacement of damaged or lost equipment, including any liquid damage from spills (e.g. drinks or other liquids) that can cause damage to electronic equipment; Any administrative or service charges that were not paid by the Client; Any excessive cleaning costs if the equipment is returned in a condition deemed beyond acceptable, requiring more than a normal wipe down with a cloth and light detergent, to return the equipment to a clean and hygienic state.
If the security deposit is insufficient to cover such costs, or if a security deposit was not initially taken, the Client will be required to pay the remaining balance in full for such costs and charges.
11. Hire Options Policy
The Client has the option to either dry hire or wet hire equipment from AV Xpert.
With dry hire, the client hires the equipment only and is responsible for setting up, operating, and packing away the equipment. The Client will also be responsible for the transportation of equipment, unless a delivery service has been included, which may be offered through in-house delivery services, courier, or same-day courier service. However, this delivery service only covers dropping off the equipment at the designated location; AV Xpert will not set up the equipment unless such services have been agreed upon and are included in the Order Confirmation, in which case the service would be classified as a Wet Hire.
A 24-hour technical support service is available for dry hires, but this is limited to basic over-the-phone assistance with setting up the equipment and addressing any damaged equipment issues. The support does not extend to significant operational training or providing assistance if the client is deemed to be unqualified or unable to use the equipment for reasons outside of our control.
Wet hire includes both the equipment and the provision of personnel to set up, operate, and collect the equipment at the end of the hire period. This option is suitable for clients who require technical expertise or assistance with using the equipment during the hire period.
AV Xpert will always demonstrate stewardship and offer professional advice when quoting and recommending suitable options for the hire. However, it is the responsibility of the client to heed such advice. If the client opts for dry hire, or a lesser standard of equipment, against our better judgment, this will be at their own risk. We are unable to compensate for any issues or problems arising from the dry hire, particularly if the client fails to provide accurate or complete details about the event, which could affect the success or suitability of the equipment.
12. Delivery and Collection Options
AV Xpert offers flexible delivery and collection options for our hired equipment, with the ability for clients to collect and return equipment from and to our warehouse, or to opt for delivery and collection of equipment to and from their venue.
If a delivery and collection service has not been requested, and is not included on the Order Confirmation, the client will be required to collect and subsequently return equipment from/to our warehouse.
For customer collection and returns, the client is entirely responsible for arranging suitable transportation and will be liable for ensuring appropriate, safe, and secure transport for the equipment, with enough space in their vehicle to accommodate the equipment safely. AV Xpert will not be liable for any damage or loss during transit, and cannot provide any refunds for equipment that the client is unable to collect due to limitations of their chosen means of transport. Equipment will be available for collection from our warehouse on the hire start date at any time between 9 AM and 5.30 PM and must be returned between the same times on the hire end date.
If the Client is returning equipment directly to AV Xpert's warehouse, they must ensure that all items are returned in full by the end of the hire period. Any items not returned will incur additional hire charges from the end of the hire period until the equipment is returned. If the missing items are not returned within 5 days of the hire period's conclusion, AV Xpert will consider the equipment to be lost or stolen. In such cases, the Client will be charged the full replacement cost for the missing items.
Where AV Xpert are collecting equipment at the end of a hire period, it is the Client's responsibility to ensure that the equipment remains in the same location it was delivered to. If the Client is not present at the time of collection, they must ensure the equipment is easily accessible and clearly identifiable for collection personnel. If, upon collection, the equipment is unable to be located or inaccessible, AV Xpert will assume the equipment has been lost or stolen, and the Client will be held liable for the return of any missing items. The Client will be required to return any missing equipment at their own cost within 5 days of the hire period's conclusion. If the equipment is not returned within this time frame, the missing items will be deemed chargeable to the Client.
If the client opts for delivery and collection, the client must provide AV Xpert with accurate details relating to the venue, delivery location, collection arrangements, timing requirements, and any known access restrictions relevant to the hire. Where the venue is controlled by a third party, including but not limited to an exhibition organiser, venue operator, site management company, or landlord, the client is responsible for liaising with that third party where necessary and for providing AV Xpert with any relevant information, instructions, permits, booking references, or access procedures made available to them.
The client is responsible for ensuring that the venue contact, organiser, or other relevant third party is aware of the planned delivery and collection where such coordination is reasonably required. AV Xpert will not be responsible for delays, failed delivery attempts, additional waiting time, or other additional costs arising from inaccurate or incomplete information, undisclosed restrictions, or matters within the client's reasonable knowledge or control.
Delivery services only cover the transportation of the equipment to the specified location. Deliveries will be made by a single person for any dry hire, and therefore, any large items of equipment will require the client to arrange for assistance with offloading. AV Xpert can only assist in moving the equipment to the door of the venue, and cannot provide assistance beyond that, unless a Wet Hire service is requested or otherwise agreed upon in advance. If the client requests setup, this must be specified in the Order Confirmation and will be treated as Wet Hire. Without this service, the client is responsible for setting up, operating, and packing away the equipment.
Delivery and collection schedules are subject to availability and may be impacted by factors such as staffing, weather conditions, or logistical constraints. AV Xpert will notify the client in advance of any changes to the delivery or collection times.
Any parking charges, permits, congestion charges, access fees, or similar venue-related costs that apply to the delivery or collection must be disclosed in advance where known and will be chargeable to the client. Where such costs are not known to the client in advance, the client will remain responsible for those costs where they are necessarily incurred in connection with the hire.
In the event that the venue is not accessible, the client or venue representative is not ready to receive or release the equipment at the agreed time, or delivery or collection is delayed due to inaccurate information, missing access arrangements, or other matters within the client's reasonable control, AV Xpert reserves the right to charge additional fees to cover waiting time, delays, aborted delivery or collection attempts, re-delivery, or other resulting costs. Where issues arise solely due to third-party venue or organiser restrictions outside the client's reasonable control, AV Xpert will act reasonably and discuss any additional costs or revised arrangements with the client before proceeding where practicable.
13. Suitability of Equipment and Services
AV Xpert strives to ensure that all equipment and services provided are fit for their intended purpose. Our team will always offer professional advice and guidance when quoting to help the Client select the most suitable equipment and services for their needs. However, the final decision regarding equipment selection and service requirements rests with the Client.
It is the Client's responsibility to provide accurate details regarding the intended use of the equipment and services, including the nature of the event, the venue specifications, audience size, power availability, and any other relevant factors. AV Xpert cannot be held responsible for any issues arising due to the Client's failure to disclose key details or incorrect assumptions about the suitability of equipment or services for their intended application.
If the Client proceeds with hiring equipment or booking services against AV Xpert's professional advice, or omits critical information that would affect suitability, AV Xpert will not be liable for any performance issues, operational difficulties, or additional costs incurred.
While every effort is made to ensure compatibility with other third-party equipment and venue infrastructure, AV Xpert cannot guarantee seamless integration unless compatibility has been explicitly confirmed in writing prior to hire. Additionally, AV Xpert will not be responsible for any disruptions or failures due to factors outside our control, such as inadequate power supply, poor venue conditions, or third-party interference.
If the Client has any concerns about the suitability of equipment or services, they must raise these with AV Xpert before the hire period commences. Once the equipment has been collected or delivered, or services have commenced, no refunds or reductions in hire charges will be provided on the grounds of unsuitability unless a prior written agreement is in place.
14. Suitability of Venue and Access
The suitability of the venue and site access may affect the successful delivery, setup, operation, collection, or use of hired equipment and services. The following provisions apply where venue or site conditions are relevant to the booking.
AV Xpert requires the Client to provide accurate details about the venue, including but not limited to access restrictions, available power supply, loading areas, parking for delivery vehicles, door dimensions, staircases, the number of steps (if more than five), lift access (including internal and door dimensions), and any other relevant factors that could impact delivery, setup, operation, or collection of the equipment. Where the venue is controlled by a third party, including but not limited to an exhibition organiser, venue operator, site management company, or landlord, the Client is responsible for supplying AV Xpert with the relevant information and requirements made available to them, but shall not be deemed to guarantee matters outside their reasonable knowledge or control. Failure to provide relevant information may result in additional charges where unforeseen access difficulties arise. If the venue proves unsuitable, or access limitations prevent the agreed services from being delivered in full, AV Xpert shall not be held responsible for any resulting delay, disruption, or additional costs incurred in finding alternative solutions where such issues were outside AV Xpert's reasonable control.
A loading area within 30 metres of the venue entrance and suitable nearby parking for AV Xpert delivery vehicles is considered the standard access arrangement. If this is not available, the Client must notify AV Xpert in advance so that suitable alternative arrangements can be assessed. Longer distances, restricted routes, limited parking, permit requirements, waiting time, or other non-standard access conditions may require additional labour, time, equipment, or charges. Any parking charges, permits, access fees, or similar costs must be covered by the Client and should be disclosed in advance where known. If suitable unloading, parking, or access is unavailable upon arrival, or unexpected restrictions arise, AV Xpert reserves the right to charge additional fees for delays, additional labour, aborted attendance, or rescheduled attendance. If such issues prevent delivery, setup, operation, collection, or completion of the agreed services, AV Xpert shall not be liable for any resulting inconvenience, delay, disruption, or loss where the cause was outside AV Xpert's reasonable control.
Where delivery, setup, operation, or collection of equipment is affected by broken or unavailable lifts, lifts of insufficient size, excessive stairs, narrow corridors, weight restrictions, inaccessible upper floors, or other physical constraints not previously disclosed or not reasonably apparent in advance, AV Xpert will use reasonable endeavours to complete the services by alternative safe means where practicable. This may require additional time, revised methods, changes to delivery and setup timings, extra labour, specialist equipment, or alternative logistics. Where such conditions are outside the reasonable control of AV Xpert, AV Xpert shall not be liable for any delayed start time, reduced setup time, limitations to the equipment or services able to be provided, inability to complete the agreed scope in full, disruption, or additional costs arising as a result. AV Xpert reserves the right to charge for waiting time, delays, aborted attendance, or rescheduled attendance already incurred. Any additional labour, specialist equipment, alternative logistics, or other services beyond the original scope of the booking will require the Client's prior approval and will be chargeable at AV Xpert's prevailing rates, unless otherwise agreed in writing.
If the Client fails to disclose significant access issues, including a large number of stairs (five or more) or a lift that is too small to accommodate the equipment, AV Xpert reserves the right to charge additional fees to cover the extra time and labour required. In extreme cases where access is completely impractical, AV Xpert may cancel the hire at its discretion, without issuing a refund, and without liability for any disruption to the Client's event.
AV Xpert will offer a complimentary site visit for all orders exceeding £1,000 (excluding VAT). For orders below this value, a site visit can be arranged for an additional charge. If AV Xpert does not specifically suggest a site visit, it is the Client's responsibility to request one with sufficient advance notice to ensure availability. If it is too late to schedule a site visit, AV Xpert may instead request that the Client provides photos or videos of the venue and discuss the setup requirements via a call with our technicians. This allows AV Xpert to provide guidance on the suitability of the venue, but the final responsibility for ensuring that the venue is appropriate for the hire remains with the Client.
Please note that the temporary setup of rental equipment may involve noise, temporary disruption, or adjustments to the environment. While AV Xpert will do everything possible to minimise disruption, certain activities, such as hammering truss or other installation tasks, are unavoidable due to the nature of the setup. If the Client requests that the setup be stopped due to disruption or noise, additional charges may apply. Due to time constraints, it is unlikely that the setup can be paused without affecting the timely delivery of the equipment for the Client's event. Therefore, the setup must continue as planned to ensure the equipment is ready and operational on time. If the setup cannot be completed within the agreed timeframe, AV Xpert may need to return at a later date to finish the installation, which could incur additional costs. The Client accepts responsibility for any inconvenience or disruption caused during the setup process and acknowledges that such activities are necessary to ensure the proper functioning of the rented equipment.
15. Use of Equipment and Outdoor Use
The equipment provided by AV Xpert is to be used solely for the purpose for which it is intended by the manufacturer. The Client must not modify, misuse, or attempt to alter the equipment in any way. The equipment shall remain the property of AV Xpert throughout the entire hire period, and the Client shall not lend, sub-hire, or otherwise transfer the equipment to any third party without prior written consent from AV Xpert.
Unless otherwise agreed in writing, all equipment hired from AV Xpert may only be used within the United Kingdom. Any use of the equipment outside of the United Kingdom is strictly prohibited unless prior written consent has been obtained from AV Xpert.
Certain equipment with an appropriate IP (Ingress Protection) rating is suitable for outdoor use and can therefore be used outdoors without the need for shelter from the elements. However, equipment that is not IP-rated or does not have an adequate rating for outdoor conditions must be kept protected from adverse weather, including rain, wind, damp conditions, and extreme temperatures. The Company reserves the right to refuse outdoor use of equipment that is not intended for such purposes, both on safety grounds and if, in its opinion, the equipment may be damaged due to weather conditions or unsuitable locations.
The Client must take all reasonable steps to protect unsuitably rated equipment from adverse weather conditions. AV Xpert strongly recommends the use of protective covers or shelters when using equipment outdoors. The Client will be liable for any damage or loss caused by improper storage or failure to protect the equipment in outdoor conditions.
The Client is prohibited from using the equipment in any manner that is unsafe, illegal, or outside of the equipment's intended design or purpose. Equipment should not be used in hazardous environments, such as near open flames or heavy machinery, unless explicitly specified by AV Xpert. Any improper use may result in immediate termination of the hire, and the Client will be liable for any related costs or damages.
AV Xpert will not be held liable for any damage, loss, or injury caused by the misuse, improper handling, operation, or installation of the equipment. The Client is responsible for ensuring that all individuals handling the equipment are adequately trained and follow safety protocols.
AV Xpert will not be liable for any damage caused by residues or spillages from Snow, Smoke, Haze, Dry Ice, Foam, or Bubble Machines. The Client is responsible for operating these machines at a safe and moderate level, ensuring they are used in appropriate locations, always considering their own safety, and the safety of guests and members of the public, and preventing damage or spillages. Any damage resulting from residues or spillages will be the sole responsibility of the Client.
The Client agrees to monitor the equipment throughout the hire period to ensure it remains in good working order. In the event of malfunction, damage, or loss, the Client must immediately notify AV Xpert. The Client is not authorised to repair or attempt to repair the equipment without prior consent from the Company.
16. Safety, Risk Management and Conduct
It is the Client's responsibility to ensure the safety of all persons who may come into close proximity to the equipment while it is in their possession and care. To mitigate potential risks, the Client must complete a method statement and full risk assessment for all stages of handling the equipment, including transportation, installation, operation, and dismantling. These documents must be completed in advance of handling and using the equipment. The Client is responsible for ensuring that these documents are tailored to the specific tasks and environment in which the equipment will be used. Sample Risk Assessments and Method Statements can be provided by AV Xpert upon request.
Where AV Xpert is responsible for handling and operating the equipment, our trained technicians will have already conducted a comprehensive risk assessment and produced a method statement to cover such work. These documents will be shared with the Client upon request, ensuring that all safety considerations are in place before any work commences.
The Client must ensure that all individuals handling or operating the equipment are fully trained, qualified, and competent to do so. The Client is also responsible for ensuring that all safety protocols, including risk assessments, are followed during the equipment's use.
AV Xpert recommends that the Client assess the venue or location for any potential risks that may affect the safe operation or installation of the equipment. This includes ensuring all electrical connections are secure, that the equipment is placed on stable surfaces, and that there is no risk of damage from nearby objects or conditions. The Client must take all necessary precautions to prevent accidents or injuries.
The Client must be aware of the risks associated with the equipment hired and agrees to take necessary measures to ensure the safety of all persons at the event, as outlined in the "Use of Hire Equipment" section. Certain equipment may pose heightened risks, and the following precautions are advised: Smoke Machines may trigger asthma attacks; advance warnings should be given to guests, and the device should not be used if it is likely to cause harm. Strobe and Laser Lighting may cause seizures in individuals with epilepsy; advance warnings are required, and the equipment should not be used if such persons are present. Bubble and Snow Machines may leave residue on surfaces or create slip hazards; Do not use on shiny surfaces, check with the venue for permission before use and ensure appropriate warnings and signage are in place. Dry Ice Machines must only be operated by trained personnel using thermal gloves due to the extreme cold. These machines should only be used in well-ventilated areas due to the toxic carbon dioxide that is released by these machines.
In the event that AV Xpert deems the environment or conditions unsafe for the use of the equipment, the Company reserves the right to suspend or terminate the hire immediately. The Client will be liable for any costs incurred as a result of such actions, particularly if the unsafe conditions are due to their negligence.
As the Client, you agree to provide adequate supervision of guests at all times and assume full responsibility for the actions and conduct of all persons attending your event, whether invited or not. This includes ensuring that your guests behave in a manner that does not pose any risk to the safety of others or the equipment.
AV Xpert reserves the right to refuse service or remove personnel from any situation where, in our opinion, the environment becomes unsafe. If any AV Xpert personnel feel threatened by physical or verbal abuse, we reserve the right to terminate the service immediately, with full payment still required. The Client will be held responsible for any costs associated with early termination of the service.
Additionally, the Client must ensure that any activity involving the equipment is carried out in compliance with all relevant health and safety regulations and does not compromise the well-being of any person present. AV Xpert is not liable for any injuries, damage, or loss resulting from inadequate supervision or unsafe conduct by the Client or their guests.
17. Damaged, Lost or Stolen Equipment
The Client is responsible for the equipment from the time it is delivered to the venue until it is safely returned to AV Xpert. This responsibility remains in place even when AV Xpert personnel are present to handle or operate the equipment. The Client agrees to take all reasonable precautions to ensure that the equipment is kept secure and in good condition throughout the hire period.
In the event that the equipment is damaged, lost, or stolen during the hire period, the Client agrees to notify AV Xpert immediately. The Client will be held financially liable for any repair or replacement costs incurred by AV Xpert as a result of such damage, loss, or theft, and agrees to cover these costs within 30 days.
If the equipment is damaged beyond repair, lost, or stolen, AV Xpert reserves the right to charge the Client the full replacement cost of the equipment. In cases of minor damage, AV Xpert may charge for the repair costs as necessary. The Client agrees to cover any additional costs incurred for the repair or replacement of the equipment, including but not limited to labour, shipping, and administrative costs.
AV Xpert personnel are trained to handle the equipment with care; however, the Client remains responsible for the equipment at all times. If any damage, loss, or theft occurs while AV Xpert personnel are present, the Client will still be held financially responsible, unless it can be proven that the damage, loss, or theft was directly caused by AV Xpert's actions.
AV Xpert strongly recommends, and in certain cases, where risk of damage, loss, or theft is deemed to be high, can insist that the Client arranges adequate insurance coverage to be in place to protect against the possibility of equipment loss, theft, or damage for the entire duration of the hire period. Should the Client fail to arrange for insurance, the Client remains fully responsible for any costs arising from such incidents.
In such cases, where the risk of damage, loss, or theft is deemed to be high, and AV Xpert have required the Client to obtain hired-in equipment insurance, AV Xpert will provide a Replacement Costs Report document for all items that will be present at the hire, detailing the full replacement costs for each item. The Client must, in this case, arrange for the insurance to cover the full value of the equipment hired, as specified in the provided report.
18. Payment Terms and Credit Facilities
Payment for hire, services and any associated fees must be made in accordance with the terms outlined in the quotation or invoice provided by AV Xpert. By accepting the quotation or signing the acceptance document, the Client agrees to adhere to the payment terms as set out by the Company.
Unless otherwise stated, a deposit payment of 30% is required at the time of booking. This deposit must be paid within 7 days of receiving the deposit payment request to secure the reservation and guarantee the availability of equipment for the hire period. The remaining balance is due 7 days prior to the hire start date. If the booking is made less than 7 days before the hire period, full payment must be made at the time of booking. Equipment will not be prepared or dispatched unless full payment has been received in advance.
Payments must be made using traceable and secure methods, including but not limited to card payment, bank transfer, or other electronic payment methods as specified by AV Xpert. Payments made from an account must be in the name of the hirer.
Any delays in payment may result in the hire period being postponed or the order being cancelled.
All goods provided for sale remain the property of AV Xpert until paid for in full, and all goods provided for rental remain the property of AV Xpert indefinitely.
AV Xpert may, at its sole discretion, offer credit facilities to Clients who meet the Company's credit approval criteria. Clients wishing to apply for credit may be asked to submit a formal application, and approval will be based on the Client's financial standing, history, and other relevant factors, entirely at the discretion of the Company.
For approved credit accounts, payment terms will be agreed upon in writing and will be included on all invoices. Typically, credit facilities are granted with a payment term of 30 days from the date of invoice, with invoices being raised on the hire start date. AV Xpert reserves the right to suspend or terminate credit facilities if payments are not made within the agreed terms, or if the Client's account falls into arrears.
Clients must ensure that payment is made by the due date stated on their invoice. Late payments will incur interest at a rate of 8% above the Bank of England base rate per month, with interest accruing monthly on the outstanding amount from the due date until payment is made in full.
Failure to make payment in accordance with these terms may result in the suspension of services or cancellation of the hire contract. AV Xpert reserves the right to retain any advance payments as a non-refundable deposit in such cases. Additionally, the Client will be liable for any costs incurred by AV Xpert due to non-payment, including legal fees and collection costs.
In the event of cancellation by the Client, cancellation fees may apply in accordance with the terms outlined in the "Cancellation and Postponement Policy" section of these terms.
In addition to AV Xpert's own dedicated credit control procedures, we may use the services of a third-party debt collection agency for bad or doubtful debts or overdue accounts. Such debts will be passed to the debt collection agency at our discretion. AV Xpert will make reasonable endeavours to notify the Client prior to such action being taken. Debts passed to the debt collection agency will incur additional costs and interest from the outset, which will be added to the outstanding amount.
19. Cancellation and Postponement Policy
The Client must provide at least 24 hours' notice of cancellation. Notification must be made in writing via email or post (to orders@avxpert.co.uk or Unit 2 Kingfisher Court, Hinchingbrooke Business Park, Huntingdon, PE29 6AA), and cannot be accepted by telephone. Any cancellations within 1-28 days of the hire start date will incur a 50% charge of the total hire cost. If the Client has already paid in full, a 50% refund will be issued within 14 days of receipt of written cancellation. Cancellations more than 28 days prior to the hire date will not incur any charges, however any deposits paid are non-refundable. Deposits may be applied to a future hire, which must take place within 2 years of the original date, or the deposit will be retained by AV Xpert as a cancellation fee.
Should the Client wish to postpone, AV Xpert will not provide refunds for any payments made but will apply those payments towards a future hire. The Client must notify AV Xpert of the new hire date within 1 year of the original hire date, and the rescheduled hire must occur within 2 years of the original hire date. The availability of equipment and staff for the new dates will be subject to confirmation, and the Client acknowledges that no refunds will be issued following a postponement if the hire is not rearranged within the above given timeframe.
In the unlikely event that AV Xpert is unable to provide services due to unforeseen circumstances (e.g., illness, accident, or other emergencies), AV Xpert will make every effort to provide a suitable replacement. If a replacement cannot be provided, the Client will receive a full refund for the services not carried out, and may seek compensation up to the total contracted value of the services not provided. AV Xpert will not be held liable for non-fulfilment of contract by any contracted artistes; liability in such cases rests solely with the artiste.
AV Xpert reserves the right to cancel services if the Client fails to adhere to these Terms and Conditions. In such cases, the Client may still be liable to pay the outstanding balance, with any paid deposit being non-refundable.
20. Force Majeure
AV Xpert shall not be held liable for any failure to perform or delays in the performance of any obligations under these terms and conditions if such failure or delay is caused by an event beyond our reasonable control, including but not limited to acts of God, fire, flood, war, terrorism, civil unrest, government regulations, strikes, pandemics, or other unforeseen events. In the event of a Force Majeure, AV Xpert will make reasonable efforts to mitigate the impact and inform the Client of any potential delays or inability to fulfil the contract. If such an event continues for an extended period, either party may terminate the agreement without liability.
21. Waiver
Failure by AV Xpert to enforce any provision of these terms and conditions, or delay in exercising any right or remedy, shall not constitute a waiver of such provision or the right to enforce it in the future. Any waiver of a provision of these terms will only be effective if made in writing by an authorised representative of AV Xpert.