GENERAL TERMS AND CONDITIONS OF BUSINESS – UNITED ARAB EMIRATES & KINGDOM OF SAUDI ARABIA
ENCORE STAGING SERVICES LLC, ENCORE VENUE SERVICES LLC & EVENT EXPERTS FOR RENT EVENT SUPPLIES LLC
Standard Terms & Conditions of hire between Encore Staging Services LLC / Encore Venue Services LLC / Event Experts for Rent Event Supplies LLC (the Hirer), and the Client (the Hiree).
This is defined as the period of time from the date that the equipment leaves the warehouse of the Hirer to the date that it is returned to the warehouse of the Hirer. These dates will be agreed between the Hirer and the Hiree prior to the transit of equipment from the Hirer’s warehouse and stated on the quotation supplied by the Hirer to the Hiree. Any adjustments to this hire period after the date that the equipment leaves the Hirer’s warehouse, whether an extension or reduction to the overall hire period, should be negotiated at the time and will be invoiced to the Hiree as a variation.
The equipment, the subject of an individual hire, is the property of the Hirer and will remain the property of the Hirer throughout the hire period. The Hirer will check the equipment prior to delivery to the Hiree and it is the responsibility of the Hiree to check the equipment for damage or malfunction. The Hirer will supply suitably qualified personnel to operate the equipment if so contracted. In the event that the Hiree chooses to hire the equipment exclusive of operational personnel, it is the Hiree’s sole responsibility to source and employ suitably qualified personnel to operate the equipment. In the event of damage to the equipment, at any stage during the hire period, the Hirer will invoice the Hiree accordingly for the cost of repair (it is the sole discretion of the Hirer to appoint a suitably qualified agent to source spare parts and repair the damaged equipment accordingly), or the cost for replacement of the damaged equipment should it be considered by the Hirer to be beyond repair. In the event that the specific equipment model is no longer manufactured, an equivalent item of similar capability and specification will be billed. It is understood by both parties that there will be a 24 (twenty four) hour period both before and after the delivery or return to the Hirer’s warehouse during which either party can inform the other of damages to equipment that have not been previously noted. The Hiree is not permitted to remove the equipment outside of the borders of the UAE without the express written permission of the Hirer.
Confirmation of Hire
It is understood by the Hiree that confirmation of hire is only recognized as such after the receipt by the Hirer of a signed authority (signed copy of the quote) and/or a signed Purchase Order from the Hiree specifically agreeing to all related terms and costs of hire as detailed in the quotation provided by the Hirer. Such confirmation will be accepted in the form of a scanned signed copy of the relevant documents by email.
This quote, unless otherwise indicated, explicitly excludes any local taxes such as VAT or Withholding Tax that may be due or become due in the future in the country of delivery. Any such taxes are the responsibility and liability of the Hiree.
All variations as regards equipment, location, hire period and personnel should be negotiated and agreed in writing with the Hirer by the Hiree and signed by both parties. These variations and any related charges would be invoiced to the Hiree accordingly.
It is the responsibility of the Hiree to insure for; all losses and damages of equipment whether during transit to or from the Hirer’s warehouse, equipment while on location at the venue, injury to operational staff whether employees of the Hirer or third parties employed by the hiree or by the Hirer, damages to the venue and for public liability. The Hirer can offer insurance coverage for some of the areas mentioned at the request of the Hiree at a cost of 10% (ten percent) of the overall list price equipment rental value, to the extent of cover required being for the equipment and personnel provided by the Hirer only.
Unless otherwise indicated on the quotation supplied by the Hirer to the Hiree, it is agreed that the payment terms are as follows:-
100% (one hundred percent) before the event.
Variations will be billed separately and will be payable on receipt of invoice unless specifically agreed otherwise in writing.
All cancellation charges as detailed below are payable immediately upon receipt by the Hirer of signed confirmation of the cancellation. Confirmation of cancellation will be accepted in the form of a scanned signed copy of the relevant documents by email.
Cancellation of Hire
Cancellation of hire is at the discretion of either party to the agreement. In the event that the Hiree cancels, the following penalties and payments will remain due; all cancellations by the Hiree are acceptable upon the receipt by the Hirer of a signed letter detailing the cancellation and the cancellation date will be determined by the date of receipt of this confirmation. Confirmation of cancellation will be accepted in the form of a scanned signed copy of the relevant documents by email.
• Cancellation 14 (fourteen) calendar days or less from the commencement of the hire period will result in a 100% (one hundred percent) cancellation fee equivalent to the full value of the job or project.
• Cancellation 1 (one) calendar month of less, but greater than 14 (fourteen) calendar days will result in a 50% (fifty percent) cancellation fee equivalent to 50% (fifty
percent) of the full value of the job or project.
• Cancellation in excess of 1 (one) calendar month will result in no cancellation fee being charged.
All cancellation fees are payable immediately upon receipt of signed fax or letter confirmation of cancellation by the Hirer. The Hirer retains the right, should deposit payments have been received, to allocate such payments against future projects rather than make a refund, however each case will be reviewed and negotiated on a case-by-case basis.
Unless otherwise stated, the above quote does not include the following, which if required, are to be supplied by the client at the client’s expense:
– Mains power supply
– Content creation, presentation files, artwork and any other source materials required
– Any lifting and/or access equipment such as cherry pickers, forklifts, scissor lifts, etc
– Any venue associated charges (work passes, electrical, rigging points, drainage, etc)
– Any government/venue permissions and/or associated charges
– Any clean-up of consumable material (confetti, streamers, etc)
– Any colour fastness related damages (coloured confetti, etc)
– On site security for the equipment
– On site crew catering
– Crew travel, visas, accommodation, subsistence and per-diems
– Insurance for the equipment while on site
All equipment is subject to availability at time of confirmation. This quote is valid for 7 (seven) days and can only be considered as confirmed once an official Purchase Order as well as a signed copy of the attached Terms & Conditions is received by us.
On confirmation, invoices will be issued against your Purchase Order as per the payment terms shown above.