This document sits alongside that accepted proposal, and together they set what I’m supplying, when you have it, and how handover, return, and any issues are handled. If anything is unclear before you sign, ask and I’ll put the answer in writing so it matches what you and your venue expect.
What I’m supplying
Event equipment hire covers the kit list we confirm for your dates, plus a booked pickup handover, loading sign-off, and a booked return slot with a return check. It does not include me operating sound or lighting during your event, or taking responsibility for your run-of-show.
Your proposal lists the items included:
* PA system hire * Wireless mic kit hire * DJ setup hire * Stage lighting hire * Small stage and riser hire * Handover and return checks
Holding your date
I only hold your dates once two things have happened: you’ve signed this agreement and the 30% retainer has been paid. Until both are done, the kit and dates can still be booked by someone else.
The retainer is what reserves the kit for you. If you cancel, whether any of that retainer comes back depends on when you cancel. I use my cancellation steps for that booking, and I’ll tell you which step applies before you confirm the cancellation in writing.
Payment is split into two parts. You pay 30% of the total price as a retainer when you sign, and that is what holds the date. The remaining 70% is due before the event, based on the final confirmed kit list and rental term, by the date I set when I issue the balance invoice.
Every invoice is payable within 14 days of the invoice date. If you need an invoice addressed a specific way for your accounts team or insurer, tell me before I issue it so the paperwork matches what you need.
Final numbers
Before the event, I’ll ask you to confirm the final kit list, the pickup and return slots, and any access details that affect the hire. That includes things like loading access, lift sizes, stairs, power limitations, noise limits, and any venue or insurer paperwork you need me to provide.
I set a final-numbers deadline for each booking. After that deadline, I treat the confirmed kit list and rental term as locked for pricing. The balance is charged on that confirmed scope even if you end up using less on the day, because the kit has been reserved and taken out of other hire availability.
Changes
If you want to change the kit list, the rental term, or the pickup and return slots after you sign, email or message me with what you want to change. I’ll confirm what’s available and price the change before I do anything. Once you approve the price and the updated details in writing, I’ll update the paperwork so it matches what you and your venue are planning around.
Changes are only possible up to a point before the event, because I book handover slots and reserve kit for you. If a request comes in too late to handle safely or fairly, I’ll tell you straight away and offer the closest workable option.
Pickup, return, and care
The hire period is the time between your booked pickup handover and your booked return slot. I set those pickup and return windows when we confirm the kit list and rental term, then I book you into a specific handover slot. I’ll send the loading point and parking notes with that booking so you can plan vehicles and access.
At pickup I do an ID check and take a damage deposit in the amount I set for the booking. I note the deposit on the handover paperwork you sign. At handover, you and I check quantities and condition together. Allow enough time to check cases, cables, mics, clips, and power supplies before you load. You’re responsible for keeping the kit dry, secure, and used with sensible power and cabling. I return the deposit after the return check, once the kit is accounted for and the condition report is agreed.
Other suppliers
If you have other suppliers involved, like a venue tech, DJ, band, planner, or staging crew, you book and pay them unless I’ve agreed in writing to supply something through my invoice. Their work and reliability are between you and them.
I’m happy to coordinate on practical details so the day runs smoothly, like load-in timing, cable runs, power requirements, and who is responsible for what equipment. If another supplier needs to handle my kit, tell me in advance. I may require that they are present at handover, or that you keep responsibility for the kit under this agreement.
Extra time and travel
Your price is based on the agreed hire period and the booked pickup and return slots. If you return late, need an out-of-hours handover, or ask me to wait on site while access is delayed, I charge for the extra time at my rate for that booking. Where possible, I’ll confirm the charge with you in writing before it runs over.
Travel beyond my usual area, extra trips because the venue was not accessible at the agreed time, or aborted collections because a vehicle cannot reach the loading point can also add cost. If something changes on the day, call or message me as soon as you know. I’ll tell you the options and the cost before I commit to them.
Moving the date
If you need to move the date, tell me as soon as you can. If the kit is available for the new date, I’ll move the booking and update the pickup and return slots. Whether the retainer moves with the date, and whether any price changes apply, depends on how far out the change is and what has already been committed. I’ll confirm the rule I’m applying in writing before you agree to the move.
Sometimes something outside anyone’s control stops an event from going ahead, like venue closure, travel disruption, or a safety restriction. In those cases, my aim is to find a workable new date or a practical outcome that matches the real costs already incurred and the fact the kit was reserved for you. I’ll keep the paperwork clear so you can use it with your venue and insurer.
If something goes wrong
I’m responsible for supplying the kit listed, in the condition recorded at handover, and for dealing with faults under normal use. If a piece of kit fails during your event, contact me as soon as you notice it. I’ll talk you through quick checks first, then I’ll arrange the next practical fix. That may be a swap, a replacement part, or a partial credit, depending on timing and what’s possible.
I’m not responsible for problems caused by misuse, liquids, incorrect power, insecure rigging, blocked ventilation, lost items, or third parties handling the kit. I’m also not responsible for knock-on losses like missed speeches or lost revenue. My responsibility is limited to putting the hire right in a practical way or adjusting the hire charge where that’s the fair outcome.
Cancellation
If you need to cancel, tell me in writing as soon as you can. I use a set of cancellation steps that depend on how far out you cancel from the first day of the hire. The closer it is to the date, the more I keep, because the kit and handover slots have been reserved and it becomes harder to rebook.
Those steps, and what I keep at each step, are set by me for this business. I will confirm in writing which step applies to your booking and what that means for any money already paid before you finalise the cancellation. Any refundable amount is returned after I’ve confirmed there are no other outstanding charges or paperwork needed to close the booking.
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