Terms & Conditions

BOOKINGS:

We consider an event to be booked as soon as you’ve confirmed that you’re happy for OPT to start working with you on your event and when

Any pre-event work or 'admin days' that is carried out is required to be paid even if the final project doesn’t go ahead.

If you cancel or reschedule your project we may choose to charge a cancellation fee up to the quoted project amount plus any costs that have been incurred as a result of accommodating your project, this will include equipment hire and pre booked travel and accommodation costs. In all cases, we aim to be fair to both parties based on the circumstances of the cancellation.

If you change the scope of your project after our initial quote we will work on the basis that you’re acting with an understanding and agreement of our rates.

PRICING:

We price our services on an hourly, half day and day rate basis.

A full day is defined as one calendar day of up to 8 hours of service (including set up and pack down times). A half day is defined as up to 4 hours of service within one calendar day (including set up and pack down times). Day rates are determined of travel, scope of works as well as subcontracting extra workforce into projects.

For hourly billing, an hour is defined as up to 1 hour of service within one calendar day (including set up and pack down). Some services are not available on an hourly basis. Service or travel usage over these allowances will be charged at the most affordable price tier upwards. For example, four hours of service would be charged as our half day rate rather than four instances of our hourly rate.

In the event that booked time is not fully utilised there shall be no compensation or roll-over for the remaining time. Our staff, equipment and other resources will be allocated in advance of the booking; therefore, scope reductions must be agreed a minimum of 48 hours before the work commences.

For services where time is managed at our discretion, such as Post-Production, the same time allowances apply with the exception that billable time may be split over multiple calendar days and/or around other bookings. For these services a clear deadline must be set by the client and agreed to before the work begins. It is for us to manage our time to meet the agreed deadlines.

If you change the scope of your project after our initial quote we will work on the basis that you’re acting with an understanding and agreement of our rates. Work carried out in addition to the initial quote will be charged extra.

Whilst we try to work as close to our provided estimates as possible, they are estimates and are by no means a guarantee of the final price of your project once delivered.

TRAVEL:

Travel costs, including but not limited to parking, congestion and local fees, train fare, taxis, and flights, are charged at cost in addition to our service rates. Travel by car is charged at £0.40 per mile unless stated otherwise. Travel time is calculated from our office address using Google Maps. Some of these charges will often be priced and due payment separately before work commences.

Some projects will require overnight accommodation, which must be provided at a nearby hotel and will be charged for at cost.

PAYMENT:

Invoices are required to be paid within seven (7) days of the due date stated on the invoice. Unless stated otherwise on the invoice.

All applicable assets and materials bought for projects and events belong to OPT until any and all debts have been cleared.

Late fees and additional charges can apply to payments made after the due date If for any reason, this deadline can’t be met, please let us know ahead of the due date so we can work with you. Sooner is better.

Payment details are provided with each invoice.

PROJECT MANAGEMENT:

Once a start date has been agreed, we’ll make every effort to deliver the agreed project on time and inline with estimated costs.

In the rare event we’re unable to carry out the project, we will inform you immediately in writing and reschedule for the future. If we’re unable to complete the project, you won’t be charged for our service.

You’ll be given the opportunity to provide feedback throughout the project. This needs to be provided via email within 14 days of the request.If no replies are received for 14 days, we will mark the project as complete in its current form and will be billable from this point onwards.

Once a project is complete and the final invoice has been issued, any future changes will be billable at out standard rates.

We will communicate via email or phone through a single point of contact within your group unless stated otherwise. Any communication via social media to our teams personal accounts will be ignored as will any communication from our main contact.

EQUIPMENT HIRE / EVENTS:

The Hirer is responsible for any risk of loss, theft, damage or destruction to the equipment from any and every cause.

The Hirer assumes full responsibility for The Equipment from the time of delivery, the duration of The Contract and such time until The Equipment has been collected. The Hirer assumes responsibility for providing suitable and adequate security arrangements for the safe keeping of 3 the equipment during the hire.

The hirer will use the equipment in appropriate manner within all of the manufacturer's specification.

The hirer will not attempt to attach, modify or remove any components from the equipment without prior written consent.

The Hirer is responsible for the conduct of all persons attending the event whether those persons are invited or not. OPT does not take any responsibility for controlling rowdy behaviour, or ejecting unwanted persons from the venue. Ourselves, and subcontractors have the right to perform in a safe environment. We reserve the right to terminate the performance should any physical/verbal abuse, or intimidating actions be made to the team. Under these circumstances no refund will be given.

It is The Hirers legal responsibility to comply with and ensure that current Health & Safety regulations are in place and any place of performance is fit for the use intended. A safe electrical supply must be provided..