AV Hire & Event Production Terms and Conditions

Codex Live Ltd (trading as Codex Live)
Website: www.codex-live.com
Last updated: 05/02/2026

1. Definitions

Company means Codex Live Ltd trading as Codex Live.
Client means the individual, organisation, or company engaging the Company’s services.
Services means event production, AV hire, livestreaming, technical consultancy, crew supply, and related services.
Equipment means all equipment supplied by the Company.
Event means the production, hire period, or services provided on agreed dates.
Venue means the location where services are delivered.

2. Quotations

All quotations:

  • Are valid for 30 days unless stated otherwise.

  • Are based on information provided at the time of quoting.

  • May be amended if event requirements change.

  • Are subject to availability of equipment and crew.

The Company reserves the right to revise quotations if:

  • Event scope increases

  • Technical requirements change

  • Venue conditions differ from those initially disclosed.

3. Booking Confirmation

A booking is confirmed when:

  • The Client accepts the quotation in writing, and

  • The required deposit has been received (where applicable).

Until confirmed, the Company cannot guarantee availability.

4. Deposits and Payment Terms

Unless agreed otherwise:

  • A 25–50% deposit may be required.

  • The balance must be paid prior to the event or within agreed credit terms.

  • Late payments may incur statutory interest under the Late Payment of Commercial Debts (Interest) Act 1998.

The Company reserves the right to:

  • Suspend services

  • Withhold equipment

  • Delay delivery

where payments are overdue.

5. Client Delays and Schedule Changes

If delays occur due to the Client, speakers, venue, or third parties:

Additional costs may apply, including:

  • Crew standby time

  • Overtime

  • Extended equipment hire

  • Transport rescheduling

If the event exceeds agreed hours, overtime will be charged at the Company’s standard rates.

6. Event Changes

Changes to confirmed bookings may result in revised pricing.

This includes:

  • Date changes

  • Venue changes

  • Increased scope

  • Technical upgrades

  • Additional rehearsals

  • Increased crew requirements

The Company will attempt to accommodate changes but cannot guarantee availability.

7. Cancellations

If the Client cancels:

More than 30 days before the event
Deposit may be retained.

14–30 days before the event
Up to 50% of the booking value may be charged.

Less than 14 days before the event
Up to 100% of the booking value may be charged.

This reflects committed resources and loss of business.

8. Venue Access and Site Conditions

The Client must ensure:

  • Safe access for crew and vehicles

  • Adequate loading facilities

  • Sufficient setup time

  • Appropriate power supply

  • Compliance with venue technical specifications

Additional costs may apply if:

  • Access is restricted

  • Setup is delayed

  • Venue conditions require additional labour or equipment.

9. Equipment Responsibility

All equipment remains the property of Codex Live Ltd.

The Client is responsible for equipment from delivery until collection.

The Client may be liable for:

  • Loss

  • Theft

  • Damage

  • Misuse

  • Negligence by attendees or contractors

Replacement costs may be charged at full market value.

10. Client-Supplied Equipment & Third-Party Suppliers

The Company is not responsible for the performance, reliability, or compatibility of:

  • Client-supplied equipment

  • Venue-supplied equipment

  • Internet connectivity provided by the venue

  • Third-party contractors

  • Streaming platforms or external services

If issues arise from third-party suppliers, the Company will make reasonable efforts to assist but accepts no liability for resulting delays, failures, or losses.

Additional technical support required due to third-party equipment may be chargeable.

11. Technical Limitations

Live events depend on many external factors.

The Company cannot guarantee uninterrupted operation where issues arise due to:

  • Internet instability

  • Venue infrastructure limitations

  • Power failures

  • External broadcast platforms

  • Client-provided content

  • Environmental conditions

  • RF interference

  • Network congestion

The Company will take all reasonable steps to mitigate technical risks, some of these may be clearly stated in your project documentation.

12. Content Responsibility

The Client is responsible for all content shown, streamed, or played during the event.

This responsibility includes:

  • Copyright clearance

  • Licensing

  • Permissions

  • Compliance with laws

  • Speaker materials

  • Music rights

The Company accepts no liability for:

  • Copyright infringement

  • Unauthorised content

  • Content disputes.

13. Recording, Livestreaming & Media Rights

Where recording or livestreaming occurs:

The Client must ensure:

  • All participants have granted permission

  • Appropriate notices are provided

  • Data protection compliance is maintained

Unless otherwise agreed:

The Company may use event images or non-confidential project details for:

  • Portfolio

  • Marketing

  • Case studies

  • Website

  • Industry promotion

Confidential projects can be excluded upon request.

14. Health and Safety

The Company operates in accordance with UK Health and Safety legislation.

The Company reserves the right to stop work if:

  • Conditions are unsafe

  • Instructions breach safety standards

  • Venue risks are not addressed.

Safety of crew, clients, and attendees takes priority above all else

15. Insurance

The Company maintains appropriate:

  • Public liability insurance

  • Equipment insurance

  • Professional cover where applicable

However, the Client is responsible for any or all of the following:

  • Event insurance

  • Venue-required insurance

  • Coverage for third-party suppliers

  • Client property insurance

16. Force Majeure

The Company shall not be liable for failure to perform services due to circumstances beyond its control, including:

  • Severe weather

  • Government restrictions

  • Pandemics

  • Venue closure

  • Industrial action

  • Utility failure

  • Transportation disruption

  • Internet outages

  • Acts of God

Where possible, services will be rescheduled. Any associated costs for the provision of quoted work & services will be passed onto the client as necessary. Where possible, costs will be mitigated in this regard.

17. Limitation of Liability

To the maximum extent permitted by law:

The Company’s liability shall not exceed the total value of the booking.

The Company shall not be liable for:

  • Loss of profits

  • Business interruption

  • Reputational damage

  • Indirect or consequential losses.

Nothing excludes liability where prohibited by law.

18. Confidentiality

Both parties agree to keep confidential any sensitive business information shared during the project unless disclosure is required by law.

19. Governing Law

These Terms and Conditions are governed by the laws of England and Wales.

Disputes shall be resolved within the jurisdiction of the courts of England and Wales.

20. Acceptance

Acceptance of a quotation, booking confirmation, or payment of deposit constitutes acceptance of these Terms and Conditions.