Terms and Conditions
Effective Date: 18th April 2025
1. DEFINITIONS AND LAW
1.1. The Owner is White Event Production Limited or its successors or assigns trading as and referred to herein as “White Event Production”.
1.2. The “Equipment” shall mean goods, structures, components and other items hired or sold by White Event Production or any part thereof, or any equipment, tools or vehicles used to deliver White Event Production services.
1.3. The “Customer” is the person, firm, corporate or public body hiring or purchasing the Equipment. Any person purporting to act on behalf of the Customer shall be bound by the Contract.
1.4. “Equipment Only Hire” shall mean where Equipment is hired from White Event Production without any labour or production services element. “Production” means a project in which White provides both equipment and related services such as labour, installation, creative delivery, or technical support. “Sales” shall mean goods or Equipment that will become property of the Customer.
1.5. “Consequential loss” shall mean loss of profits, contracts or other consequential loss or damages whatsoever.
1.6. “Interest” shall mean interest calculated in accordance with Clause 5.
1.7. The Contract shall be interpreted and applied in accordance with English Law and the parties to this contract agree to submit to the exclusive jurisdiction of the English Courts.
2. DRY HIRE EQUIPMENT TERMS
2.1. Payment & Charges
2.1.1. Hire charges commence from the date stated in the contract and are payable for the period of hire.
2.1.2. Equipment must be returned by 12 noon on the date specified in the Contract in a clean and serviceable condition and the Customer must obtain the supplier’s receipt.
2.1.3. Additional charges accrue at the full daily hire rate together with consequential loss in the event of the breach of these conditions or the equipment not being available for use by other customers.
2.1.4. All cables must be returned coiled and taped and in default a charge of £2 per cable will be made.
2.1.5. White Event Production provides spare lamps and fuses with Equipment where appropriate. These and any lamps and fuses they replace must be returned with the Equipment and in default their full replacement cost will be charged.
2.1.6. Where account facilities have been granted to the Customer in writing all invoices must be paid within the payment terms as stated on the invoice.
2.1.7. Where no such facilities have been granted payment will be with order.
2.2. Hire Period
2.2.1. Unless specified otherwise by White Event Production, the hiring period commences at 10:00 am on the date specified in the Contract and continues for the period specified in the Contract and terminates at 12:00 noon on the last day of the hiring period.
2.3. Customer’s responsibilities
2.3.1. The Customer’s responsibility for the Equipment commences on receipt of the Equipment by the Customer or his agent or on delivery and ends when the Customer is in possession of White Event Production’ unqualified receipt for the return of all the Equipment.
2.3.2. The Customer shall not at any time sell dispose or otherwise part with control of the Equipment or attempt to do so.
2.3.3. The Signatory to the Contract and the Customer jointly and severally undertake with White Event Production that everyone who uses the Equipment has been properly instructed in its safe and proper operation and will ensure that every user is in possession of necessary instructional material and further will not allow the Equipment to be misused.
2.4. Hire of Equipment
2.4.1. Any electrical Equipment should be used with plugs and/or sockets as fitted.
2.4.2. If other plugs or sockets are to be fitted by the Customer such work shall be carried out by a competent person.
2.4.3. The Customer shall be responsible at all times to arrange a proper supply of electricity for use with the Equipment and ensure that the Equipment shall at all times be properly earthed.
2.4.4. White Event Production reserves the right to supply equipment of a similar design to the Equipment specified, subject to agreement with the Customer.
2.5. Equipment Maintenance and Reporting
2.5.1. The Customer shall ensure that the Equipment remains serviceable and clean during the hire period.
2.5.2. Any breakdown or unsatisfactory working of Equipment shall be immediately notified to White Event Production.
2.5.3. The Customer shall under no circumstances attempt to repair the Equipment without prior authorisation from White Event Production.
2.5.4. If the Equipment is involved in any accident resulting in damage to either the Equipment or other property or injury to any person the Customer shall notify White Event Production immediately.
2.5.5. Equipment must not be removed from any site originally specified by the Customer or from any subsequently authorised site without prior consent of White Event Production.
2.6. Insurance
2.6.1. The Customer agrees to pay White Event Production the full retail cost of any Equipment lost stolen or damaged beyond economic repair (without deduction for usage wear tear or age).
2.6.2. The Customer shall insure the goods against the above liability.
2.6.3. All monies received by the Customer from any insurance company or third party in settlement of any claim shall be held in trust by the Customer and paid to White Event Production on demand to the extent that any such payment is due under this clause.
2.6.4. The Customer shall not compromise or settle any claim without the express consent of White Event Production.
2.6.5. In the case of Equipment which is lost, stolen or damaged beyond economic repair the Customer shall pay a charge at the full daily rate together with interest and consequential loss until the Equipment is returned or replaced.
2.7. Condition of Returned Equipment
2.7.1. The Customer is fully responsible for safe keeping and return in good order of the Equipment.
2.7.2. The Customer will reimburse all costs incurred by White Event Production in rectifying the condition of any Equipment returned damaged or unclean and shall in addition pay a charge at the full daily hire rate together with interest and any consequential loss until rectification.
2.8. Equipment Hire Cancellation
2.8.1. The Customer must notify White Event Production in writing of any cancellation or reduction of services.
2.8.2. White Event Production shall be entitled to levy the following charges in the event of a cancellation in reference to the start of the
hire period:-
2.8.2.1. 30 days or more no charge
2.8.2.2. 14-30 days 30% of total hire charge
2.8.2.3. 3-13 days 60% of total hire charge
2.8.2.4. 2 days or less 100% of total hire
2.8.3. Where the hire includes any customised or Non Inventory items, any expenses already incurred by White Event Production following confirmation will be chargeable
2.8.4. Postponement of an agreed date shall be regarded as a
cancellation.
3. PRODUCTION TERMS
3.1. Contract
3.1.1. These terms form part of the contract between White Event Production and the Customer in conjunction with a specific quote. The confirmation of a project will be in the form of a customer PO to White Event Production to confirm the service no less than 14 days prior to the start date of said contract. After this confirmation has been completed changes to the contract must be made in writing to White Event Production and confirmed in writing by return to the Customer.
3.1.2. Any verbal confirmations or alterations made between White Event Production and the Customer should be confirmed by the Customer in writing within 3 days of the conversation otherwise any difference of opinion concerning what was agreed will be resolved in favour of White Event Production.
3.1.3. All equipment remains the property of White Event Production at all times. The Customer must not move, alter or sub hire the equipment without prior written consent from White Event Production.
3.2. Payment & Additional Charges
3.2.1. A 20% deposit is payable on confirmation of order. 30% is payable 30 days prior to the project date, and the remaining balance is due 30 days post the project.
3.2.2. Late payments will be subject to interest charged daily at the base rate of a UK clearing bank plus 8% plus an administration charge, in line with the “late payment of commercial debts act 1998”.
3.2.3. The hirer will be liable to pay extra charges at cost if the build and take down of structures overruns due to conditions beyond the control of White Event Production (such as weather conditions).
3.3. Production Cancellation
3.3.1. Cancellation or reduction of services within the contract must be made in writing to White Event Production. Upon receipt of written cancellation, the cancellation charge will be worked out as follows in reference to the first onsite date:
3.3.1.1. 30 days or more 20% of total amount
3.3.1.2. 14-30 days 60% of total amount
3.3.1.3. 4-13 days 90% of total amount
3.3.1.4. 3 day or less 100% of total amount
3.3.2. Postponements shall be treated as cancellations unless otherwise agreed in writing.
3.4. Customer’s responsibilities
3.4.1. Responsibility for all White Event Production equipment included in the hire will be passed to the Customer upon delivery. The Customer is responsible for protecting White Event Production against any loss or damage to the equipment for the entirety of the contract.
3.4.2. Evidence of a relevant insurance policy to protect against the loss of equipment may be required and failure to produce this will result in a breach of contract.
3.4.3. There must be access to a mains power supply if specified within the contract. Secure onsite storage may be required for plant and/or Equipment & Stillages.
3.4.4. If the Equipment is involved in any accident resulting in damage to either the Equipment or other property or injury to any person the Customer shall notify White Event Production immediately.
3.4.5.Equipment must not be removed from any site originally specified by the Customer or from any subsequently authorised site without prior consent of White Event Production.
3.5. Confidentiality
3.5.1. Both parties agree to keep confidential all information disclosed in the course of the Contract, including but not limited to technical specifications, client data, and event concepts, and shall not disclose such information to any third party without prior written consent, unless required by law.
3.6. Intellectual Property (Creative Services)
3.6.1. Unless otherwise agreed in writing, all intellectual property rights, including but not limited to copyrights, design rights, and trademarks, arising from creative services provided by White Event Production remain the property of White Event Production. The Customer shall be granted a non-exclusive, non-transferable licence to use such materials for the intended event or project only.
3.7. Use of Event Footage / Photography
3.7.1. White Event Production reserves the right to use photographs, video footage, or other media featuring their equipment, set designs, or production work for marketing and promotional purposes unless otherwise agreed in writing prior to the event.
3.8. Subcontracting
3.8.1. White Event Production reserves the right to subcontract any part of the services or supply of equipment, provided that it remains responsible for the performance of its obligations under the Contract.
4. CONDITIONS AS TO SALE
4.1. Risk in Title
4.1.1. The risk in the Equipment shall pass to the Customer immediately on delivery to the Customer at the address shown for delivery on the contract or if the Customer collects the Equipment, the risk passes upon collection. Property and title in the Equipment shall remain vested in White Event Production and White Event Production reserve the right to dispose of the Equipment until such time as the price shall have been paid in full.
4.1.2. If any part of the payment is overdue or if the Customer is in breach of any of these terms or if the Customer or any third party shall take any steps or any act or proceeding in which in the reasonable view of White Event Production the Customer’s solvency is in doubt White Event Production may (without prejudice to any of White Event Production.’ other rights) recover or resell the Equipment and may enter upon the Customer’s or any third parties property for that purpose.
4.2. Receipt
4.2.1. The Customer or any duly authorised person on behalf of the Customer shall receive and unload the Equipment and shall check the same for quantity and condition in the presence of White Event Production.’ Carrier.
4.2.2. Any shortage of or unsatisfactory Equipment shall be endorsed by the Customer or a duly authorised person on behalf of the Customer on the delivery document and the Customer shall give written confirmation to White Event Production within 24 hours of delivery.
4.2.3. No claim in respect of shortage of or unsatisfactory condition of the Equipment shall be entertained by White Event Production unless condition 4.2.2. is observed.
4.2.4. This condition does not affect the statutory rights of the Customer.
4.3. Price
4.3.1. The price charged will be the price ruling at the time of delivery. Where this is at variance with the price quoted or inserted in the contract at the time the goods were ordered the Customer will be advised prior to delivery.
4.3.2. The prices stated are for guidance purposes only. The customer agrees to pay for labour and material prices in our final invoice, even if this price is higher than initially estimated.
4.4. Payment
4.4.1. Where account facilities have been granted to the Customer in writing all invoices must be paid within the payment terms as stated on the invoice.
4.4.2. Where no such facilities have been granted payment will be with order or where previously agreed on delivery.
5. CONDITIONS APPLICABLE TO HIRE, SALE, and PRODUCTION
5.1. Payment and Interest
5.1.1. Where payments are not made on the due date White Event Production will be entitled to charge interest on the amount that is overdue at the base rate of a UK clearing bank prevailing for the period for which such monies are overdue together with 8% calculated on a day to day basis compounded with quarterly rests. An administration charge will also be payable in line with the “late payment of commercials debts act 1998”.
5.1.2. The payment of such interest shall be without prejudice to any other rights or remedies of White Event Production.
5.1.3. Any legal or other charges incurred in the recovery of money or equipment shall be paid by the Customer.
5.1.4. Notwithstanding any provision in these terms of business to the contrary the customer shall if required by White Event Production pay such sum on account of the hire charges or price for goods and or services as shall be agreed at the time of placing the order.
5.2. Liability
5.2.1. White Event Production’ liability for any defect in the equipment shall be limited to and in no case exceed: (a) any manufacturer’s warranty sold with the equipment; or if there shall be none (b) replacement or repair of the defective equipment; or (c) at White Event Production’ option a refund of the price.
5.2.2. Consequential losses: Nothing in these terms and conditions shall make White Event Production liable for any consequential loss to the Customer including any expense liability loss claim or proceeding whatsoever caused by or arising out of the late delivery non delivery unsuitability incompatibility or unlawful repossession of the Equipment or any part thereof or any breakdown or stoppage of the same.
5.2.3. White Event Production accept no responsibility for any claim arising from injury or loss in relation to its equipment and/or structures except where negligence can be established.
5.3. Compatibility of Equipment
5.3.1. The Customer shall ensure that the Equipment is compatible and may safely be used with any other Equipment being used by the Customer.
5.3.2. The Customer shall be responsible for ensuring that any equipment is suitable for their purposes.
5.4. Delivery & Collection
5.4.1. Any times quoted for delivery & collection of the Equipment are approximate only.
5.4.2. Hire charges or sale prices do not include carriage. Any expenses incurred by White Event Production in delivery or recovering equipment or attempting the same will be paid by the Customer. Unless otherwise agreed in writing, the Customer is responsible for loading, transporting and unloading the equipment.
5.4.3. Where carriage charges are quoted by White Event Production such
charges will include only for the time to load or unload alongside the White Event Production’ vehicle at the address specified by the Customer. Further time or attendance will be paid for by the Customer.
5.4.4. Where arrangements have been made for White Event Production to be assisted by the Customer, if no suitable assistance is available, at the driver’s discretion, the delivery may be aborted.
5.4.5. Where size/weight restrictions or ground conditions affect site access, at the driver’s discretion the delivery or collection may be aborted.
5.4.6. Where delivery or collection is aborted due to either 5.44 or 5.45, full delivery and rental costs will still be payable. Re-delivery will incur additional charges. Likewise for collection, equipment will remain on hire until alternative collection arrangements have been completed.
5.4.7. White Event Production reserves the right to recharge additional costs of delivery and collection including, but not restricted to, dismantling equipment, parking fines, waiting time and toll charges.
5.4.8. Where any delivery or White Event Production vehicle is directed by the Customer to leave the public highway, the Customer will be responsible for any injury, loss or damage howsoever caused to the site and vehicle, and any associated recovery costs should the vehicle become stuck.
5.5. Termination of Hire and Production Services
5.5.1. White Event Production shall be entitled to terminate the contract with immediate effect and to repossess the Equipment if at any time: The Customer is in breach of these terms; or; The Customer shall take any steps or if any act or proceeding is commenced in which the Customer’s
solvency is in the reasonable view of White Event Production in doubt. Such termination shall not affect the right of White Event Production to recover from the Customer any monies due under this contract interest consequential loss or damages for breach.
5.5.2. The Customer hereby authorises White Event Production to enter upon any property upon which White Event Production reasonably believe any Equipment to be and White Event Production in their absolute discretion may recover and remove the Equipment.
5.6. Breach of Terms
5.6.1. The Customer hereby authorises White Event Production (notwithstanding any subsequent instruction to the contrary after the date of the commencement of the Contract) to deduct any sums properly due to White Event Production arising under a breach of these terms from any credit card debit card or charge account details of which are in the possession of White Event Production.
5.7. Power to Enter this Contract
5.7.1. The signatory to the contract warrants that they are duly authorised on the Customer’s behalf to enter into the contract and hereby personally indemnifies White Event Production against all losses and costs that may be incurred by White Event Production if this is not the case.
5.8. Force Majeure
5.8.1. Although the Seller shall use all reasonable endeavours to discharge its obligations under a Contract in a prompt and efficient manner, the Seller shall not be liable for any failure or delay in performing any of its obligations under the Contract if such failure or delay results from events, circumstances, or causes beyond its reasonable control.
5.8.2. Such events may include (but are not limited to): acts of God, natural disasters (including floods, storms, earthquakes, or fires), war, armed conflict, acts of terrorism, civil commotion or riots, industrial disputes (whether involving its own workforce or that of a third party), pandemics, epidemics, outbreaks of infectious disease (including but not limited to COVID-19), governmental actions, regulations or restrictions (including lockdowns, travel bans, or import/export controls), failure of utility services or transport networks, breakdown of plant or machinery, cyber-attacks, or interruption or failure of supplies from key suppliers or subcontractors.
5.9. Injury to Persons and Damage to Property
5.9.1. Subject to 5.2. above White Event Production shall not be liable for any loss other than that which directly arises from any injury to persons or damage to tangible property where and only to the extent that such injury or damage is caused by any defects in the Equipment and where such defect is caused by the negligence of White Event Production.
5.10. Rights Reserved
5.10.1. Any failure by White Event Production to enforce any or all of these conditions shall not be construed as a waiver of any of White Event Production’ rights hereunder.
5.10.2. If any term in this contract shall be held invalid such invalidation shall not affect the validity of the remaining terms and the remainder of the contract shall remain in full force and effect.
5.11. Terms of Contract
5.11.1. These conditions have effect in substitution for and to the exclusion of any condition put forward by the Customer.
5.12. Copyright
5.12.1. White Event Production notifies the Customer that playing or showing copyright material in circumstances where the Customer or anyone authorised by him does not hold the appropriate Licence of the copyright holder he will infringe copyright and may become liable in damages for so doing.
5.12.2. The Customer by accepting delivery of sound or visual reproduction equipment warrants that he has or will obtain the appropriate Licence for the said performance playing or showing, prior to using the equipment for the said purpose.
5.12.3.White Event Production reserve the right to record and monitor telephone conversations for staff training and other purposes.
5.13. Data Protection
5.13.1. White Event Production Ltd processes personal data in accordance with the UK GDPR and Data Protection Act 2018. Please see our Privacy Policy for more information.
5.14. Policy Updates
5.14.1. White Event Production reserves the right to update these terms periodically. The version applicable to each contract will be the one in force at the time of written confirmation.