Terms and Conditions

 

Please read these Terms and Conditions carefully.

These are the standard terms of

Matt Stephens – Audio Visual (MSAV).

 

All services provided by MSAV are subject to these Terms unless otherwise agreed in writing by both parties.

 

By accepting a quotation or booking services, you confirm that you have read, understood, and agree to these Terms. If anything is unclear, please contact us before proceeding.

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1. Application

 

These Terms apply to the supply of services by:

Matt Stephens – Audio Visual (MSAV)
35 Huntington Road
Coxheath, Kent
ME17 4DU

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Email: info@msaudiovisual.co.uk

Telephone: 01622 828436

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(“MSAV”, “we”, “us” or “our”) to you (“the Client”).

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2. Interpretation

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• Client: The person or organisation booking services from MSAV

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• Contract: The agreement formed when a quotation or estimate is accepted and confirmed

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• Event: The occasion for which services are provided

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• Venue/Site: The location of the Event

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• Equipment: Any equipment supplied by MSAV

 

• Services: Equipment hire and/or provision of personnel

 

• Booking: Written acceptance of a quotation or estimate

 

• Quotation / Estimate: Any written or verbal pricing provided by MSAV, whether described as a quotation or estimate, including email, messaging, or formal documents

 

• Working Hours: MSAV operates 24 hours per day, 7 days per week

 

 

3.   Booking

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3.1      All bookings are provisional until confirmed in writing by MSAV.

 

3.2      A Contract is formed only once MSAV has issued written confirmation following acceptance of a                  quotation or estimate by the Client and, where applicable, any required deposit or advance                              payment has been received in cleared funds.

 

3.3      MSAV may, at its sole discretion, require a deposit and/or advance payment before confirming a                  booking. Where a deposit is required, it shall be non-refundable unless otherwise agreed in writing.

 

3.4      Quotations and estimates are valid for 10 days from the date of issue unless withdrawn earlier.

 

3.5      MSAV is under no obligation to hold provisional bookings indefinitely and may release dates if                      confirmation is not received within a reasonable timeframe.

 

3.6      Estimates are subject to change where the scope of work, requirements, or event details are not                   fully confirmed at the time of issue.

 

 

4.   Services

 

4.1      Service descriptions are for guidance only and may vary slightly.

 

4.2      The Client is responsible for the accuracy of all information provided to MSAV and shall ensure                       that all details relating to the Event are correct and complete.

 

4.3      All services and equipment are subject to availability at the time of booking and confirmation.

 

4.4      MSAV reserves the right to make reasonable changes to services or equipment where necessary to              comply with legal, regulatory, or safety requirements, or where improvements can be made                            without materially affecting the service provided.

 

 

5.  Subcontracting

 

5.1    MSAV may use trusted subcontractors, freelancers, or third-party suppliers where required to                        deliver services.

 

5.2    MSAV remains fully responsible for the performance, conduct, and delivery of any subcontractors                engaged on its behalf.

 

 

6.  Client Responsibilities

 

6.1     The Client shall provide MSAV with all necessary access, information, and cooperation required to               deliver the Services effectively and safely.

 

6.2     The Client shall obtain all necessary licences, permissions, approvals, and consents required for the             Event, unless otherwise agreed in writing with MSAV.

 

6.3     The Client shall ensure that the Event location is safe, suitable, and appropriately prepared for the               delivery of services and equipment.

 

6.4     Failure to comply with these responsibilities may result in suspension or termination of services,                 and any additional costs incurred as a result may be chargeable to the Client.

 

 

7.   Basis of Contract

 

7.1      A quotation or estimate provided by MSAV does not constitute a legally binding agreement until it              has been accepted by the Client and confirmed in writing by MSAV.

 

7.2      MSAV reserves the right to decline any prospective booking without obligation to provide a reason.

 

7.3      Any variations, amendments, or changes to the Contract must be agreed in writing by both parties.

 

 

8.   Fees, Payment & Refunds

 

8.1      Fees are as set out in the quotation or estimate unless otherwise agreed in writing between the                  Client and MSAV.

 

8.2      Prices may be based on a fixed fee or calculated on a standard rate basis depending on the nature,              duration, and complexity of the services provided.

 

8.3      MSAV reserves the right to amend fees where there are errors, omissions, changes requested by                  the Client, or changes in circumstances beyond MSAV’s reasonable control.

 

8.4      MSAV may, at its sole discretion, require a deposit and/or advance payment prior to confirming a                booking or providing services.

 

8.5      Where a deposit or advance payment is required, no booking will be confirmed and no services will              be scheduled until payment has been received in full and cleared funds.

 

8.6      Unless otherwise agreed in writing, the balance of any invoice shall be payable within 30 days of                  the invoice date or prior to the Event, whichever occurs first.

 

8.7      MSAV reserves the right to require full payment in advance for new clients, high-value bookings, or              short-notice events.

 

8.8      MSAV reserves the right to suspend or withhold services where payment terms are not met.

 

8.9      Any query arising from an invoice must be notified to MSAV in writing within 10 days of the                            invoice date.

 

8.10    Late payment may result in administration charges, recovery costs, interest, and/or suspension of               services.

 

8.11    Accepted Payment Methods:

• Bank transfer

• Cheque

 

8.12    Any refunds shall be at the discretion of MSAV and will be considered in accordance with these                     Terms, including the cancellation provisions set out in Clause 9.

 

8.13    Deposits and advance payments are non-refundable unless otherwise agreed in writing by MSAV.

 

8.14    Where a refund is agreed, MSAV reserves the right to deduct any costs incurred, including but not               limited to third-party charges, administration, and work already undertaken.

 

8.15    Any pre-payment made to MSAV shall be deemed as acceptance of these Terms and Conditions                   by the Client.

 

8.16    Where services extend beyond the agreed schedule, MSAV reserves the right to charge additional                 fees for overtime.

 

8.17    Overtime may be charged where delays are caused by the Client, the Event schedule overruns, or                   access to the Venue is delayed beyond agreed times.

 

8.18    Overtime rates will be applied at MSAV’s discretion and may be calculated on an hourly or part-                     hour basis. Minimum overtime charges may apply.

 

 

9.   Cancellation, Postponement & Changes

 

9.1      Should a Client decide to cancel, the Client shall be liable for all non-refundable costs incurred by                  MSAV, including but not limited to third-party bookings, staffing, equipment hire, travel, and                        preparation time.

 

9.2      The following cancellation charges shall apply based on the total estimated booking value as set                  out in the quotation or estimate:

• More than 60 days prior to the Event: 25%

• Within 14 days prior to the Event: 50%

• Within 7 days prior to the Event: 75%

• Within 3 days prior to the Event: 100%

 

9.3      All cancellations must be made in writing and will be deemed effective from the date of receipt                    by MSAV.

 

9.4      If the booking value is reduced by 25% or more, MSAV may treat this as a partial cancellation and                apply the relevant cancellation charges.

 

9.5      MSAV will act reasonably and in good faith where an Event is cancelled or affected by                                        circumstances outside the Client’s reasonable control.

 

9.6      Where a cancelled or postponed Event is rescheduled within 12 months (subject to availability):

• Fees may be deferred

• Additional costs may be added if appropriate and agreed by the Client in writing

 

9.7      Loss of opportunity charges may apply where MSAV has reserved time, allocated resources,                          declined other confirmed or potential work, or committed personnel and equipment to the Event.

 

9.8      Short notice or emergency work may be quoted verbally and/or via messaging services                                      (including but not limited to SMS or WhatsApp). this is considered as a informal quotation or                         estimate.  Where such quotation is accepted by the Client, it shall form part of the Contract                           and will be invoiced accordingly following completion of the services.

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9.9       An informal quotation or estimate can be superceeded by a formal quotation or estimate                               especially if the MSAV representative is giving a quotation or estimate whilst out of the office.  

 

 

10.  Damage & Loss

 

10.1    Responsibility for equipment, including any equipment supplied on a dry hire basis, passes to the                 Client upon delivery or handover.

 

10.2    The Client is responsible for any loss of or damage to all equipment supplied, including but not                     limited to theft, loss, or accidental damage, regardless of whether MSAV representatives are                         present at the Event, and for the duration that the equipment remains in the Client’s possession,                 custody, or control.

 

10.3    Appropriate insurance to cover the Event and any hired equipment is recommended and remains                 the responsibility of the Client.

 

 

11.  Standards of Services & Interruption

 

11.1    MSAV will ensure:

• Equipment is of satisfactory quality

• Equipment is fit for purpose

• Equipment is safe to use

• Services are carried out with reasonable skill and care

 

11.2    MSAV shall not be held liable for any interruption, delay, or suspension of services where this is                     necessary for the safety of persons or property, including but not limited to medical emergencies,               fire, evacuation, or other safety-critical situations.

 

11.3    Where MSAV personnel are required to respond to such incidents, including where personnel are                 appropriately trained or qualified (for example in medical, fire, or security response), they may                       prioritise the safety, property or life of persons in attendance at the Event and temporarily                             suspend services as required.

 

11.4    In such circumstances, MSAV will take reasonable steps to resume services as soon as it is safe to               do so.

 

 

12.  Ending the Agreement

 

12.1    Either party may end the agreement by written notice, provided this does not conflict with earlier                 clauses within these Terms, if:

• A serious issue or breach occurs which is not resolved within a reasonable timeframe

• Either party becomes unable to fulfil their obligations under the Contract

• Continued provision of services becomes unsafe, impractical, or unlawful

 

12.2    MSAV reserves the right to withdraw or amend any quotation or estimate at any time prior to                       confirmation of a booking.

 

12.3    Where the agreement is terminated, any work carried out up to the point of termination, along                     with any costs incurred by MSAV, shall remain payable by the Client.

 

12.4    Termination of the agreement shall not affect any rights, remedies, obligations, or liabilities of                     either party that have accrued up to the date of termination.

 

12.5     Any clauses which by their nature are intended to survive termination, including but not limited to               payment obligations, liability, and conduct provisions, shall remain in full force and effect.

 

 

13.  Conduct & Right to Work

 

13.1    MSAV is committed to providing a safe, professional, and respectful working environment for its                 employees, representatives, subcontractors, and all persons attending the Event.

 

13.2    The Client shall ensure that all guests, staff, contractors, and any other persons present at the                     Event behave in a reasonable and respectful manner towards MSAV employees, representatives,                 subcontractors at all times.

 

13.3    Abusive, threatening, aggressive, or discriminatory behaviour, including but not limited to verbal                   abuse, physical intimidation, harassment, or racial discrimination, will not be tolerated under any                 circumstances.

 

13.4    MSAV reserves the right to withdraw its personnel, suspend services, or cease operations                               immediately where such behaviour occurs or where the safety or wellbeing of its personnel is at                   risk.

 

13.5    In such circumstances, the full contracted fee shall remain payable by the Client, and no refund or                 reduction shall be due.

 

13.6    MSAV reserves the right to take further action where appropriate, including the removal of                             individuals from the working area, reporting incidents to venue management, or escalation to                       relevant authorities.

 

13.7    The Client shall be responsible for ensuring that a safe working environment is maintained                             throughout the duration of the Event.

 

13.8    MSAV operates in accordance with the principles of the Modern Slavery Act 2015 and is                                   committed to preventing modern slavery and human trafficking within its business and supply                     chains.

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14.  Liability

 

14.1     MSAV will not exclude liability where it would be unlawful to do so, including for death or                                personal injury caused by negligence.

 

14.2     MSAV shall not be liable for any indirect, consequential, or economic loss arising from the                                provision of services.

 

14.3     The Client is responsible for ensuring that the Event is conducted in a safe manner and that all                      attendees comply with relevant safety requirements.

 

14.4     MSAV maintains Public Liability Insurance with a cover limit of £5 million.

 

 

15.   Privacy, Media & Complaints

 

15.1      MSAV handles personal data in accordance with the UK General Data Protection Regulation                           (UK GDPR) and all applicable data protection legislation.

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15.2      Personal data provided by the Client will only be used for the purposes of delivering the agreed                     services and fulfilling contractual obligations.

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15.3      MSAV may take photographs or video recordings at Events for promotional purposes, unless                         otherwise agreed in writing with the Client.

 

15.4      Photographs and videos taken by MSAV for promotional purposes will be handled in accordance                   with applicable UK laws and guidance relating to photography and data protection. MSAV will                       take reasonable steps to ensure that individuals who should not be photographed or recorded,                     including children without appropriate parental or guardian consent, are not intentionally                               included in such media.

 

15.5      A Non-Disclosure Agreement (NDA) is a formal legal agreement used to protect confidential or                     sensitive information; where required, it must be requested and agreed in advance of the Event.

 

15.6      These Terms shall be governed by and construed in accordance with the laws of England, Wales,                   Scotland, and Northern Ireland.

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15.7      Any disputes arising under these Terms shall be subject to the jurisdiction of the relevant courts                   within the United Kingdom.

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15.8      Any complaints regarding services provided must be raised in writing within 10 days of service                       delivery to allow for investigation and resolution.

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15.9     The Client agrees not to make or publish any false, misleading, or defamatory statements about                  MSAV, its employees, representatives, or subcontractors.

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15.10  MSAV encourages open and honest feedback; however, any unjustified or defamatory comments,               including those made on social media or online platforms, which may damage the reputation of                   MSAV, may be subject to formal response and, where appropriate, legal action.