HD Audio - Terms and Conditions

These Terms and Conditions (“Agreement”) govern all bookings and services provided by HD Audio (“we,” “us,” or “our”) to the client (“you” or “your”). By confirming a booking with HD Audio, you acknowledge and agree to be legally bound by these terms. This Agreement is intended to ensure a safe, professional, and transparent working relationship, clearly outlining the responsibilities, rights, and obligations of both parties and covering all foreseeable circumstances related to sound and lighting hire services.

1. Booking Confirmation and Payment

1.1 All bookings must be confirmed in writing via email or other verifiable written communication.

1.2 A booking is only considered fully confirmed when HD Audio has issued a written booking confirmation.

1.3 Any additional services requested on the day of the event—including extended hire, additional staff, or extra equipment—will be invoiced separately and payable within 7 days.

1.4 HD Audio reserves the right to cancel any booking if payment is not received by the due date. In such cases, the client remains liable for costs incurred up to the point of cancellation.

2. Cancellation, Rescheduling, and Refunds

2.1 Cancellations made more than 28 days prior to the event will recive a full refund if payment was made in advance.

2.2 Cancellations made less than 28 days prior to the event will be charged in full.

2.3 If the client requests rescheduling, HD Audio will use reasonable efforts to accommodate a new date. Rescheduling is subject to availability and may incur fees.

2.4 HD Audio shall not be liable for indirect or consequential losses arising from cancellations, rescheduling, or event interruptions.

2.5 No refunds will be issued once services have commenced.

3. Setup and Teardown

3.1 A minimum of 2 hours is required for setup, and a minimum of 2 hours for teardown. Larger setups may require more time.

3.2 The client must ensure full access to the venue, including parking, vehicle access, and clear routes to the performance area.

3.3 HD Audio is not responsible for shortened performance time caused by restricted access or delays.

3.4 Any additional labour or equipment time required due to late access or other issues will be charged at standard hourly rates.

4. Equipment Ownership, Use, and Responsibility

4.1 All equipment remains the property of HD Audio.

4.2 Only HD Audio staff or authorised personnel may operate, move, or adjust equipment unless agreed in writing.

4.3 The client must ensure guests, performers, venue staff, and contractors do not interfere with equipment.

4.4 The client is fully liable for any loss, theft, or damage to equipment caused by themselves, guests, performers, venue staff, contractors, or third parties.

4.5 HD Audio will invoice repair or replacement costs, including labour, parts, and administration, payable within 7 days.

4.6 Equipment damaged beyond repair will be invoiced at full replacement cost.

5. Venue, Power, and Technical Requirements

5.1 The client must ensure the venue provides safe, adequate, and compliant power.

5.2 Generators must be supplied by competent providers and approved by HD Audio.

5.3 The client must disclose venue restrictions, including noise limiters, curfews, stage size, access limitations, and licensing requirements.

5.4 HD Audio is not responsible for service interruptions caused by undisclosed venue rules or inadequate facilities.

5.5 The client must provide a safe and level performance area free from hazards.

6. Health and Safety

6.1 Equipment is regularly inspected and PAT tested in accordance with UK regulations.

6.2 HD Audio reserves the right to suspend or terminate services if conditions are unsafe.

6.3 The client must ensure that cables, equipment, and staging are not obstructed, tampered with, or damaged.

6.4 HD Audio staff are trained in health and safety protocols; the client must cooperate fully.

7. Liability and Insurance

7.1 HD Audio carries public liability and professional indemnity insurance. Certificates available on request.

7.2 Total liability is limited to the fees paid for services rendered.

7.3 HD Audio is not liable for indirect, consequential, or economic losses.

7.4 The client accepts full liability for damage, theft, or loss of equipment.

8. Third-Party Damage and Responsibility

8.1 The client is fully responsible for damage, theft, or loss caused by guests, performers, venue staff, contractors, or third parties.

8.2 HD Audio reserves the right to recover costs for such damage, payable within 7 days.

8.3 Theft or malicious damage will be reported to law enforcement, and the client must cooperate fully.

9. Music Licensing and Legal Compliance

9.1 The client is responsible for all necessary music licenses (PRS, PPL, TheMusicLicence).

9.2 Failure to obtain licenses is the client’s responsibility; they indemnify HD Audio against claims or fines.

10. Subcontractors and Equipment Substitutions

10.1 HD Audio may subcontract services to competent third parties.

10.2 HD Audio remains responsible for performance of subcontracted services.

10.3 Substitute equipment of equivalent quality may be provided without reducing the agreed fee.

11. Data Protection

11.1 HD Audio processes client data in accordance with UK GDPR and the Data Protection Act 2018.

11.2 Client data is used solely for providing services, invoicing, and communications.

11.3 The client must ensure any personal data provided has been shared legally and with permissions.

12. Force Majeure

12.1 HD Audio is not liable for failure to perform due to circumstances beyond control, including natural disasters, extreme weather, illness, strikes, government restrictions, or transport disruptions.

12.2 HD Audio will make reasonable efforts to reschedule or provide alternatives, but refunds are not guaranteed.

13. Termination

13.1 HD Audio may terminate this Agreement immediately if:

• The client breaches any term and fails to remedy within 7 days.
  
  

• The client becomes insolvent or enters bankruptcy.
  
  

• HD Audio staff are subjected to abuse, unsafe conditions, or illegal activity.
  
  

13.2 Termination does not affect accrued rights, obligations, or fees owed.

14. Governing Law

This Agreement is governed by the laws of England and Wales; disputes fall under the exclusive jurisdiction of English courts.

15. Intellectual Property

15.1 HD Audio retains copyright and ownership of all designs, lighting programs, sound arrangements, and other proprietary work unless otherwise agreed in writing.

15.2 The client may not reproduce, copy, or adapt any HD Audio intellectual property without written consent.

16. Entire Agreement and Variations

16.1 This Agreement constitutes the full understanding regarding services provided.

16.2 No amendment or variation is valid unless agreed in writing by HD Audio.

16.3 If any clause is invalid, the remainder remains enforceable.

17. Acknowledgment

By confirming a booking, the client acknowledges they have read, understood, and agree to these Terms and Conditions. The client further accepts responsibility for the conduct of guests, performers, contractors, and venue staff during the hire period.