The terms that govern every quote, booking and event we deliver — covering orders, payment, cancellation, equipment hire and liability.
In these Terms & Conditions ("Conditions"):
These Conditions apply to every Order and contract between AVHL and the Client, and take precedence over any terms referenced in the Client's own purchase orders or correspondence, unless we agree otherwise in writing. Any variation to these Conditions is only binding if confirmed in writing by an authorised representative of AVHL.
A quote or Proposal becomes a binding Order once you confirm it in writing (including by email) or once we begin delivering the Equipment, Personnel or Services, whichever happens first. Quotes are valid for 14 days from issue unless stated otherwise, and are based on the venue, dates, guest numbers and access details provided at the time — material changes to any of these may result in a revised quote.
Where you cancel a confirmed Order, the following cancellation charges apply, calculated against the total quoted value:
| Notice given before the event | Cancellation charge |
|---|---|
| More than 30 days | 25% (deposit retained) |
| 15–30 days | 50% |
| 8–14 days | 75% |
| 7 days or fewer | 100% |
Where the Order includes third-party specialists such as interpreters or subcontracted crew, cancellation charges may be higher, reflecting costs already committed on your behalf; we will confirm any such terms in the Proposal.
We will use reasonable efforts to deliver, install and collect Equipment at the times agreed with you, but delivery and installation times are estimates and time is not treated as being "of the essence" unless we agree otherwise in writing. We are not responsible for delays caused by restricted venue access, incomplete site preparation, or changes made by you or your venue on the day.
You (or your representative) should inspect Equipment on delivery or collection and notify us in writing of any damage, shortfall or fault within three working days, quoting our despatch reference. Where installation is carried out by us, any claim relating to defective installation should also be raised within three working days.
We may terminate an Order immediately, on written notice, if you fail to pay any sum due within seven days of it becoming due, fail to meet any other material obligation under these Conditions, or become insolvent or unable to pay your debts as they fall due. Termination does not affect any sums already owed to us, or our right to recover damages for breach of these Conditions.
AVHL and the Client act as independent parties. Neither party is the agent, partner or employee of the other, and neither has authority to act on the other's behalf except as expressly agreed in writing.
We carry £10 million public liability insurance and can provide certificates, risk assessments and method statements on request ahead of any site visit.
Except in respect of death or personal injury caused by our negligence, or any liability that cannot lawfully be excluded, our total liability arising out of an Order is limited to the total charges paid or payable under that Order. We are not liable for indirect or consequential loss, including loss of profit, loss of business or reputational loss, arising from delays, equipment failure beyond our reasonable control, or changes to your event outside our direct responsibility.
Each party agrees to keep confidential any commercially sensitive information disclosed by the other in connection with an Order, and not to use or disclose it other than as needed to deliver the Order, except where disclosure is required by law.
You are responsible for providing accurate venue, access and site information, obtaining any necessary venue permissions, and ensuring that any other contractors you engage co-operate with our crew and comply with our reasonable on-site instructions. You are responsible for the security of Equipment on site during the hire period, and liable for the full replacement or repair cost of any Equipment lost, stolen or damaged through misuse or negligence not caused by our crew.
Where Equipment is hired without our crew operating it, title to the Equipment remains with AVHL at all times; you have no right to sell, sub-let, pledge or otherwise deal with it. You are responsible for using the Equipment properly and safely, keeping it secure, and not attempting repairs without our written consent. You are liable for the cost of repair or full replacement of any Equipment lost or damaged during the hire period, and hire charges continue to apply until Equipment is returned, repaired or replaced. You must take out appropriate insurance covering the full replacement value of hired Equipment for the duration of the Term, and provide evidence of this on request.
Equipment must not be removed from the United Kingdom without our prior written consent.
For full production and event services, we issue a Proposal setting out the scope, deliverables, timeline and charges. Your written acceptance of the Proposal constitutes the Order. Unless otherwise agreed, staged payments apply: 40% on confirmation, 30% on commencement of the Services, and the remaining 30% within 30 days of completion.
Creative concepts, show designs, lighting plots, stage drawings and other original material we develop for your event remain our intellectual property unless otherwise agreed in writing, and are licensed to you for use in connection with that specific event only.
Force majeure: we are not liable for failure or delay caused by events beyond our reasonable control, including extreme weather, strikes, power failure, venue closure or government restrictions. Where reasonably possible, we will work with you to reschedule an affected event.
These Conditions are governed by the laws of England and Wales. If a dispute arises, both parties agree to first attempt to resolve it through good-faith negotiation between senior representatives before pursuing formal proceedings. Subject to that, the courts of England and Wales have exclusive jurisdiction.
Questions about these Conditions can be sent to the address below.
Audio Visual Hire London · 167-169 Great Portland St, London W1W 5PF, UK