Hire Terms & Conditions 

Terms & Conditions for LED Screen and AV Equipment Hire

Please read the following Terms & Conditions before booking your hire with us.

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-A 50% administration fee is payable at the time of booking. This fee secures your LED screen and AV equipment hire for your selected date and covers administrative costs. The remaining balance must be paid no later than 14 days prior to the event date. We reserve the right to cancel the hire if full payment has not been received 14 days before the event. Please note: the 50% booking fee is non-refundable. If the hire is made within 14 days of the event, full payment is required before delivery of the equipment.

 

-Sufficient space is required for the setup and delivery of the LED screen and AV equipment via our tow vehicle. A minimum area of 14m x 10m must be available on-site.

 

-No power supply is needed for setup during daylight hours. However, if dismantling occurs after dark, suitable lighting must be provided by the client to ensure safety until the equipment is fully packed down and removed.

 

-Unrestricted vehicle access must be available at all times.

 

-The client is responsible for any necessary groundwork preparation, including removing obstacles such as fencing or low branches. The ground must support the weight of both the equipment 2 vans (approx. 5000kg) and the tow vehicle if applicable with generator (approx. 3500kg). If we are unable to access or set up the equipment due to poor ground conditions, the full hire fee remains payable.

 

-Wind Policy: For health and safety reasons, the LED screens and AV equipment cannot be used in wind speeds exceeding 40mph. If high winds are forecast or occur during the event, we may be unable to proceed with setup, or we may need to dismantle certain components for safety. If wind speeds exceed 40mph during the event, the equipment must be evacuated.

 

-As the event organiser, you are responsible for monitoring wind speed and ensuring safety. A wind speed anemometer can be provided upon request, free of charge.

 

-We highly recommend obtaining event insurance. All hire fees remain due even in cases of cancellation or disruption caused by weather conditions. The client is responsible for all damages, whether accidental or malicious, caused by artists, staff not employed by us, or members of the public.

 

-Access to the equipment by intoxicated individuals or those under the influence of drugs is prohibited. The client must provide event security to supervise the use of the AV equipment and maintain crowd control at public events. We suggest placing safety barriers no closer than 8-10m to the equipment.

 

-For insurance purposes, all LED screens and AV equipment must be installed by our trained team.

 

-A staff member will be present during both setup and breakdown. Verbal abuse or threatening behaviour towards our staff will result in immediate pack down and removal of the equipment from site.

 

-Cancellation Policy: The 50% deposit fee is non-refundable. Cancellations made will be charged the full hire amount. If you need to reschedule, depending how much notice you give us, discount can be applied for next new date.

 

-The equipment must be kept clean throughout the event. A cleaning charge will apply if it is returned covered in gaffer tape, excessive mud, or debris.

 

-Banners: You may hang banners from designated rigging points if these have been requested in advance. We can install and remove banners for a small fee. This must be pre-arranged so we can bring suitable access equipment. A charge will apply if we are required to remove client banners post-event. Please note that solid PVC banners can reduce wind tolerance from 40mph to 24mph. We recommend using blow-through scrim banners to avoid this.

 

-Once setup is complete and our checklist is signed off, the equipment becomes the client’s responsibility. You are liable for any loss, damage, or theft while the equipment is on-site. The area must be secured overnight with gates, fencing, or security staff. Clients must insure the equipment for fire and theft at the following values:

• £60,000 for 6x3m LED screen setup

• £100,000 for 8x4m LED screen setup

 

-Fire Safety: No pyrotechnics or naked flames may be used within 10m of the equipment. Cold spark machines may be used only with our written approval and upon submission of a health and safety risk assessment from the supplier.

 

-All third-party equipment used in conjunction with our AV system must be PAT-tested, IP-rated, and of professional standard. The client is responsible for ensuring compliance.

Appropriate fire-fighting equipment must be provided on-site by the client.