Purpose of This Policy

This policy outlines the terms and conditions governing the provision of services, equipment hire, and payment arrangements between William Owen Events ("WOE") and its clients. The purpose of this document is to ensure clear communication, establish mutual responsibilities, and protect both parties throughout the planning, delivery, and completion of events and related services.

Client Communication Requirements

Where William Owen Events is engaged to create, produce, edit, or manage video content for an event, the client must remain reasonably available for communication throughout the project. This includes being contactable by telephone, email, or other agreed communication methods during normal working hours and, where necessary, on the event day.

Failure to provide timely responses may result in delays to production schedules, content approval processes, or event delivery. William Owen Events shall not be held responsible for delays caused by a client's lack of availability or failure to respond to communications.

Payment Terms

Unless otherwise agreed in writing, full payment for services and/or equipment hire must be made either:

• Prior to the event date; or
• Within sixteen (16) days following the event date.

Where payment remains outstanding after the 16-day payment period, William Owen Events reserves the right to apply a late payment charge of £2.00 per item, per day, until the outstanding balance has been paid in full.

William Owen Events also reserves the right to suspend future services or equipment hire arrangements until any overdue amounts have been settled.

Liability for Equipment and Safety Measures

William Owen Events takes all reasonable steps to ensure the safe installation and operation of equipment. WOE shall not be held liable for any injury, loss, damage, or disruption arising from the use or presence of equipment at an event, except where such loss or damage is directly caused by the failure of William Owen Events to implement reasonable and necessary safety precautions.

Examples of reasonable safety precautions include, but are not limited to:

• Securing cables to floors using appropriate tape or cable covers;
• Clearly marking stands, tripods, speakers, and other equipment that may present a trip hazard;
• Positioning equipment in accordance with industry-standard safety practices.

Clients and attendees are expected to exercise reasonable care around all equipment and installations.

Equipment Hire – Damage, Loss and Responsibility

Where equipment is hired or loaned to a customer by William Owen Events, the customer accepts responsibility for the equipment from the time it is delivered, collected, or otherwise placed into their possession until it is returned to William Owen Events.

If hired equipment is lost, stolen, damaged, destroyed, or otherwise rendered unusable during the hire period, William Owen Events reserves the right to issue an invoice for:

• The full cost of any necessary repairs; or
• The full replacement value of the equipment where repair is not economically viable or the item is deemed beyond repair.

Payment for such invoices shall be due within the timeframe specified on the invoice.

Proper Use of Equipment

All equipment supplied by William Owen Events must only be used for its intended purpose and in accordance with any instructions provided.

The customer shall not:

• Use equipment in a manner for which it was not designed;
• Deliberately misuse, alter, or modify any equipment;
• Attempt repairs, maintenance, or technical alterations without prior written approval from William Owen Events.

Any damage resulting from misuse, negligence, unauthorized modifications, or operation outside of the equipment's intended purpose may result in additional charges being applied.

Unauthorized Personnel

No person who is not an employee, contractor, or authorised representative of William Owen Events may modify, reconfigure, dismantle, repair, or otherwise interfere with equipment supplied by William Owen Events without prior written consent.

Any loss, damage, operational failure, or safety issue resulting from unauthorized interference shall be the responsibility of the customer and may result in repair or replacement charges.

Booking Confirmation and Deposits

William Owen Events reserves the right to request a deposit prior to providing services or equipment hire. Where a deposit is required, a booking shall not be considered confirmed until the deposit has been received and acknowledged by William Owen Events.

Any deposit paid may be non-refundable unless otherwise stated in writing.

Event Cancellation and Postponement

Any request to cancel or postpone an event must be submitted in writing.

Where an event is cancelled or postponed, William Owen Events reserves the right to retain any deposits paid and to charge reasonable fees for work already completed, resources allocated, or costs incurred in preparation for the event.

Where an event is postponed, William Owen Events will make reasonable efforts to accommodate a revised date, subject to availability. A postponement shall not automatically entitle the client to a refund.

Venue Access and Client Responsibilities

The client is responsible for ensuring that William Owen Events is provided with adequate access to the venue for the delivery, installation, operation, and removal of equipment.

The client must notify William Owen Events of any venue restrictions, access limitations, health and safety requirements, or other conditions that may affect the provision of services.

The client shall ensure that suitable and safe electrical power supplies are available where required and that any venue facilities necessary for the delivery of services are accessible throughout the event.

William Owen Events shall not be held responsible for delays, interruptions, or additional costs resulting from inadequate venue access or undisclosed venue restrictions.

Electrical Safety

All William Owen Events equipment must be connected only to safe and suitable electrical supplies.

Customers and venue operators must not connect equipment supplied by William Owen Events to damaged, overloaded, unsafe, or otherwise unsuitable electrical installations.

William Owen Events reserves the right to disconnect or refuse to operate equipment where electrical safety concerns are identified.

Equipment Collection and Return

All hired equipment must be returned to William Owen Events on the agreed date and at the agreed time unless otherwise authorised in writing.

Late returns may be subject to additional hire charges at rates determined by William Owen Events.

Equipment must be returned in the same condition in which it was supplied, excluding reasonable wear and tear resulting from normal use.

Any equipment not returned within a reasonable period may be considered lost and charged at its full replacement value.

Photography and Videography Usage Rights

Unless otherwise agreed in writing prior to the event, William Owen Events reserves the right to use photographs, video recordings, audio recordings, and other media created during the course of an event for promotional, marketing, portfolio, website, social media, and business development purposes.

Clients who do not wish their event content to be used for such purposes must notify William Owen Events in writing before the event date.

William Owen Events shall make reasonable efforts to respect any such request where practical and legally permissible.

Client-Supplied Materials and Copyright

Where the client supplies photographs, videos, graphics, logos, music, documents, or any other content for use in connection with services provided by William Owen Events, the client warrants that they possess all necessary rights, licences, permissions, and authorisations required for such use.

The client agrees to indemnify William Owen Events against any claims, losses, damages, costs, or legal expenses arising from the unauthorised use of materials supplied by the client.

Media Production and Delivery Times

Any estimated timescales provided by William Owen Events for the production, editing, review, or delivery of media content are provided as guidance only.

Delivery times may be affected by project complexity, client response times, requested revisions, technical issues, or circumstances beyond the reasonable control of William Owen Events.

William Owen Events shall not be liable for delays resulting from factors outside its control.

Health and Safety

Clients, venue staff, attendees, and third parties must not move, alter, disconnect, obstruct, or interfere with any equipment installed by William Owen Events without prior authorisation.

Where unauthorised interference occurs, William Owen Events reserves the right to suspend the operation of affected equipment until it can be inspected and confirmed safe.

The client shall cooperate with all reasonable health and safety requirements communicated by William Owen Events.

Behaviour and Conduct

William Owen Events is committed to providing a safe and professional working environment for its staff, contractors, and clients.

William Owen Events reserves the right to suspend or withdraw services, without liability for any resulting disruption, where staff or representatives are subjected to threatening, abusive, violent, discriminatory, or otherwise unacceptable behaviour.

In such circumstances, any fees already paid may be retained by William Owen Events, and any outstanding charges shall remain payable.

Limitation of Liability

To the fullest extent permitted by law, William Owen Events shall not be liable for any indirect, incidental, consequential, or economic losses arising from the provision of services or equipment hire.

Except where liability cannot legally be excluded or limited, the total liability of William Owen Events shall not exceed the total value of the services or equipment hire provided under the relevant booking agreement.

Nothing within this policy shall exclude or limit liability for death, personal injury caused by negligence, fraud, or any other liability that cannot be excluded under applicable law.

Force Majeure

William Owen Events shall not be liable for any delay, interruption, cancellation, or failure to perform its obligations where such circumstances arise due to events beyond its reasonable control.

Such events may include, but are not limited to:

• Severe weather conditions;
• Flooding, fire, or natural disasters;
• Power failures or utility outages;
• Internet or telecommunications failures;
• Government restrictions or legal requirements;
• Industrial disputes or labour shortages;
• Venue closures;
• Acts of terrorism, civil unrest, or public emergencies;
• Illness or circumstances affecting key personnel.

Where such circumstances arise, William Owen Events will make reasonable efforts to minimise disruption and, where possible, arrange alternative solutions.

Data Protection and Privacy

William Owen Events will collect, store, and process personal information only as necessary for the provision of services, equipment hire, communication, invoicing, and legal compliance.

All personal data shall be processed in accordance with applicable United Kingdom data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Further information regarding the collection and processing of personal data can be found within the William Owen Events Privacy Policy.

Acceptance of Terms

By booking services, hiring equipment, or otherwise engaging with William Owen Events, the client acknowledges that they have read, understood, and agreed to the terms set out within this policy.

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