These are the standard terms and conditions of Quest Roadshow Ltd and Quest AV Ltd, of Creative Industries Centre, University of Wolverhampton Science Park, Glaisher Drive, Wolverhampton, West Midlands, WV10 9TG, (hereafter ‘Quest’).
1.1 Quest reserves the right to change or cancel any agreement should procedures not be adhered to.
1.2 Any prices quoted by Quest may be amended when agreed with the client. The client will reasonably consider any errors or omissions or where an increase is caused by a change in the circumstances beyond the reasonable control of Quest. This may include changes due to the impact of weather on the location, the venue, third-party suppliers or timings.
1.3 Any deposits or payments required by the venue which relate to Quest providing their services are the responsibility of the client.
1.4 Any query arising from an invoice must be notified to Quest in writing by the client within 7 days of the date of receipt. Failure to comply will render the full invoice payable on the due date.
2.1 All quotations are valid for 14 days from the date of quotation, after which, the price and package are subject to change.
2.2 A 50% non-refundable deposit is required to confirm the services of Quest, unless agreed otherwise.
2.3 Any outstanding balance(s) should be paid to Quest in full, at least 28 days prior to the event date.
2.4 Any additional expenses or fees resulting from any changes made by the client or due to impact of weather on the location, the venue, third-party suppliers or timings, that have not been quoted in the agreed proposal but are subsequently incurred by Quest, will be invoiced prior to the event. Quest will agree any additional expenses or fees with the client prior to these being incurred.
2.5 Should a booking be made within 28 days of the event date, payment in full will be required to secure the event.
2.6 For international bookings, the client must cover the cost of flights, transfers and accommodation.
Where the client cancels the entire event, cancels partial use of the facilities for the event or reduces the duration of the event as a result of which the contracted value is reduced, the following applies:
3.1 Should an event be cancelled; the following cancellation charges will apply and extend to the total charge. In addition, the client will settle any third-party charges incurred by Quest on behalf of the client.
3.2 Cancellation of any services booked with Quest more than 90 days prior to the event date, will result in loss of the deposit or subject to availability, the transfer of said deposit to a future event booking with Quest within 24 months of the original event date.
3.3 Cancellation of any services booked with Quest less than 90 days prior to the event date, will result in the client being liable for the total booking fee.
3.4 All cancellations must be received in writing from the client and will be deemed to take effect from the date of receipt.
3.5 Any postponements of confirmed and contracted business will be considered as a cancellation in accordance with the above cancellation clause. However, provided the revised event date is agreed at the time of cancellation and takes place within 90 days of the original event date, payments received by Quest from the client shall form a credit towards the future event. This is subject to Quest’s availability.
4.1 Quest’s team(s) will endeavour to arrive at a time as agreed, prior to the start of the event to set up and carry out all necessary checks required to perform (refer to paragraph 9.1).
4.2 The client must inform Quest in the event of the function room being situated on any other level other than ground/street level. This information must be provided at the time of booking our services. Failure to inform Quest of such changes/factors will result in the client being charged an additional fee not limited to £500 which must be paid on the date of the event.
4.3 Unless agreed otherwise, an extra fee will be charged to the client if Quest must perform in excess of the specified time agreed during booking. If the client instructs Quest to continue their performance beyond the time agreed, Quest will charge a fee not limited to £500 per hour to cover any additional costs incurred.
5.1 The client engages Quest to provide the services to the client and Quest agree to provide the services for the client on the event date as agreed and subject to the terms and conditions.
5.2 All proposals made, quotations given, instructions accepted and contracts entered into by Quest with any person representing the client, for the supply of the services are subject to these terms and conditions. This excludes any other terms and conditions, verbal notice or declaration which the client accepts or purports to accept.
5.3 The services shall insofar as is reasonably practicable be provided in accordance with the specification set out in the customer quotation, including on the client portal but subject to these terms and conditions.
5.4 Unless otherwise agreed by the parties in writing, the client shall at its own expense supply Quest with all necessary documents or other materials, and all necessary data or other information relating to the services, within 14 days prior to the event date to enable Quest to provide the services in accordance with the contract.
5.5 The client must provide any photographic, video and musical content to Quest 14 days prior to the event date. Any delays in delivery will result in additional costs or potential forfeit of the service at no detriment to Quest.
5.6 The client shall afford to Quest all reasonable co-operation in all matters relating to the performance of Quest’s obligations under these terms and conditions.
5.7 The client shall update Quest on any information which directly or indirectly effects their services including timings, turnaround times, access and power.
6.1 Quest requires exclusivity over the supply and management of audio visual and lighting equipment and services except for those arranged by the venue.
6.2 Quest does not warrant, guarantee or undertake on behalf of any third-party supplier or service provider arranged by Quest that access to any facilities or any products or services will be uninterrupted or of any particular level of availability or quality.
6.3 Quest does not warrant, guarantee or undertake on behalf of any third-party supplier or service provider that the said provider shall attend the event date and perform, or carry out the third-party service. Although Quest will do everything in its power to avoid these situations, this includes the DJ and/or Host. The client understands that the request for a specified DJ and/or Host is just that, a request. Quest does not warrant, guarantee or undertake that the DJ and/or Host requested shall perform on the event date.
7.1 All equipment will be installed, tested (before and after) and removed by our staff only.
7.2 On some events the activities that the clients will undertake may be inherently dangerous although all guests are fully supervised throughout. As such neither Quest or its employees or agents shall be liable for any damage, loss, delay or expenses caused to the client, its employees, agents, licensees or invitees or any other persons attending the event except insofar as it results from the negligence of Quest or breach of contract. Quest shall provide Public Liability Insurance cover of £10million for each and every claim.
We are not held responsible;
7.3 In the event of any damages caused to Quest’s equipment and/or material by any person(s) other than a Quest team member, the client will be held liable for all costs of repair and/or replacement.
7.4 If the function and power of LED dancefloors are affected by simple things such as metal hair clips or foil confetti stuck between panels.
7.5 If food and drinks of any kind are dropped or spilled on any dancefloor as this will be a hazard where guests could slip and cause an injury.
7.6 If someone other than our staff attempts to move equipment and incurs an injury.
8.1 All gratuities/stage monies are accounted for as extra on the day of the event and are not included in the booking price. Should the client wish to account for gratuities/stage monies in any other manner, it must be discussed and agreed prior to any agreement being finalised.
9.1 Quest shall not be liable for any delay or failure to perform any of its obligations if the delay or failure results from events or circumstances outside its reasonable control, including but not limited to acts of God (other than one arising from or related to directly or indirectly from volcanic ash), strikes, lock outs, accidents, war, fire, breakdown of plant or machinery and Quest shall be entitled to a reasonable extension of its obligations.
10.1 If any term or provision of these terms and conditions is held invalid, illegal or unenforceable for any reason by any court of competent jurisdiction such provision shall be severed and the remainder of the provisions hereof shall continue in full force and effect as if these terms and conditions had been agreed with the invalid, illegal or unenforceable provision eliminated.
11.1 These terms and conditions shall be governed by and construed in accordance with the law of England and the parties hereby submit to the exclusive jurisdiction of the English courts.
12.1 This agreement contains the entire agreement between the parties relating to the subject matter and supersedes any previous agreements, arrangements, undertakings or proposals, oral or written. Unless expressly provided elsewhere in this agreement, this agreement may be varied only by a document signed by both parties.