Here at Dynamic Live Events we understand that your health and safety is of the up most importance.

We have various procedures in place to ensure we meet all of our Health and Safety requirements.

Dynamic Live Events are a member of the Production Services Association which is the largest trade association for the live events industry.

Insurance

Policy number: I/HCCTM001/001071

Insured: Dynamic Live Events Ltd Trading as Dynamic Live Events

Insurer: HCC International Insurance Company PLC

£10,000,000 of Employers Liability

£5,000,000 of Public & Product Liability

Portable Appliance Testing

All of our equipment is tested for electrical safety regularly. 

Legal Information

Our Company Name is: Dynamic Live Events LTD

Our Company Registration Number is: SC503634

Our Registered Address is: Unit 3, 42 Dalsetter avenue Glasgow G15 8TE

To find out more about any of the above please feel free to give us a call on 0141 258 1659

Terms and conditions

Dynamic Live Events – AV Hire Contract

Dynamic Live Events – AV Hire Contract

Client-Friendly Summary

We want your event to run smoothly. Here’s the simple version of our rules and protections: 

• Booking & Reservation: A 25% fee secures your date, crew, and equipment. Remaining payment is due before the event. 
• One Price, One Outcome: The price covers a specific list of gear, rooms, and live outcomes detailed in the quote. Adding extra mics, feeds, screens, or post-event video editing will incur extra charges. 
• Ready to Perform & Access: Our crew and equipment will be ready at agreed times. Delays caused by the venue, lack of loading access, or presenters still count as active service and may incur extra charges. 
• Equipment Responsibility: The client must keep all equipment safe. Damage beyond normal wear and tear will be charged at full replacement value. 
• Weather & Outdoor Events: The company may delay or pause setup if conditions are unsafe. Extra time or equipment required due to weather may incur additional charges. 
• Content & Tech: The client provides all files and presentations. Issues with file compatibility, formatting, or presenter errors are the client's responsibility. On-site file troubleshooting or editing is not included and will incur a media management fee. 
• Power & Internet: The client/venue must provide safe power and reliable internet. Broadcast drops or delays from network congestion or power faults are outside our responsibility. 
• Expenses & Parking: The client covers all necessary venue parking, loading permits, and congestion/LEZ expenses incurred by our production vehicles. 
• Cancellations: More than 14 days notice: reservation fee is retained. 14–7 days notice: up to 50% charge. Less than 7 days notice: up to 100% charge. 
• Insurance, Safety & Law: The company is fully insured for staff on-site and follows Scottish law. This does not cover client or guest damage. Delays caused by third parties are outside our responsibility. 

We work hard to make your event seamless — these terms just make sure everyone knows what to expect. 

Full Legal Terms & Conditions

1. Definitions

• “The Company” – Dynamic Live Events 
• “The Client” – The person, company, or organisation booking services 
• “Equipment” – All audio, visual, lighting, staging, or related items supplied 
• “Services” – Delivery, installation, operation, technical support, and collection 

2. Agreement

Acceptance of a quotation, payment of a reservation fee, or confirmation of a booking constitutes acceptance of these Terms & Conditions. All services are supplied under the laws of Scotland. 

3. Booking & Reservation Fee

A 25% non-refundable reservation fee is required to secure crew, equipment, and event dates. Bookings are not confirmed until this fee is received. The remaining balance must be paid as stated on the quotation or invoice. 

4. Payments

• Invoices must be paid by the due date. 
• The Company may withhold delivery or broadcast services if payment is not received. 
• Late payments may incur statutory interest and debt recovery costs. 

5. Cancellations

• Cancel 14 days ahead: reservation fee is retained. 
• Cancel 14 days or less: up to 50% of the total booking may be charged. 
• Cancel 7 days or less: up to 100% of the total booking may be charged. 
• Non-recoverable production costs already incurred remain payable by the Client. 

6. Delivery, Access & Venue Responsibilities

The Client must ensure safe, adequate, and unrestricted loading access, accurate setup timings, and all venue permissions. 

• Access & Venue Delays: Delays caused by venue restrictions, blocked loading bays, or inaccurate client timelines do not reduce contract charges. Any extended labor hours required to transport equipment manually due to poor access will be charged to the Client at standard technical rates. 

7. Equipment Responsibility & Damage

The Client is entirely responsible for all Equipment from the moment of delivery until collection. Damage, theft, or misuse (excluding fair wear and tear) will be charged at full repair or replacement value. 

8. Technicians & Operation

Equipment may only be operated by Company personnel unless expressly agreed in writing. Company insurance covers staff on-site. The Client remains responsible for overall event safety and compliance. 

9. Changes, Overtime & Live Audio Variations

Changes to the agreed schedule, equipment, or timings may result in additional charges. Overtime beyond agreed times is charged at standard technical rates. 

• Audio Scope: Fees are quoted based strictly on the specified audio inputs (e.g., spoken-word microphones). The inclusion of unquoted live musical acts, acoustic instruments, or complex multi-channel audio setups requires a dedicated sound engineer and must be agreed upon and priced in advance of the event date. 

10. Power Supply Conditions

The Client or venue must provide a safe, stable, and adequate regulated power supply within 5 meters of the Company’s main control position. The Company is not liable for any equipment damage, show interruptions, or delays caused by venue power faults, surges, or dropouts. Extra setup time required due to power faults may incur additional charges. 

11. Insurance

The Company maintains public liability insurance for its staff. This does not cover client, guest, or third-party damage to equipment. 

12. Force Majeure

The Company is not liable for service failures due to events beyond its control (extreme weather, transport strikes, venue closure, government restrictions, regional power failure). 

13. Limitation of Liability

Company liability is strictly limited to the total value of the services supplied under the specific booking. The Company is not liable for indirect losses, loss of business/reputation, or event cancellation costs outside its direct control. 

14. Collection

Equipment remains the sole property of the Company. The Client must ensure all equipment is accessible for immediate collection at the agreed time; delays may incur extra charges. 

15. Governing Law

These Terms are governed by the laws of Scotland, and any disputes shall be subject to the exclusive jurisdiction of the Scottish courts. 

16. One Price, One Outcome (Technical Scope & Equipment Limits)

The contract price reflects a fixed list of equipment, specified zones (e.g., a single room, fixed camera feeds), technical requirements, and the planned live event outcome as explicitly detailed in the original quotation. 

• Scope Guarantee: The price guarantees the delivery of the planned outcome, not unlimited technician time, extra rooms, or unquoted services. 
• On-Site Equipment Requests: Requests for extra hardware on the day (including but not limited to extra wireless microphones, audio link feeds to additional rooms, or supplementary stage monitors) are subject to equipment availability and will automatically be treated as a contract variation billed at standard day-hire rates. 
• Post-Production Limits: Video and audio services are strictly for the live delivery of the event. Any post-event editing, cutting of clips, highlight reel production, color grading, or multi-track raw file transfers not explicitly itemized in the original quotation are treated as additional creative services and will be quoted separately. 

17. Ready to Perform

Crew and equipment will be ready at the agreed times. Delays caused by the venue, presenters, or the client do not reduce contract charges. Extended working hours or a later derig caused by event overruns may be charged at standard rates. 

18. Weather & Outdoor Event Conditions

The Client is responsible for providing adequate weather protection and safe conditions for all equipment. The Company may suspend or delay services if outdoor conditions become unsafe. Extra time or equipment required due to weather changes may incur additional charges. 

19. Client Content & Presentation Responsibility

The Client provides all presentations, media, software, and specific video files. The Company is not liable for corrupted/incompatible files, presenter errors, or third-party software failures. Time resolving these issues counts toward the booked service period. 

• On-Site File Editing: Any on-site content editing, formatting, or presentation loop configuration required by the Company due to client delivery errors will be treated as an additional service and charged at a minimum rate of £75 per hour, billed separately. 
• Hardware Output & Adapters: Where the Client provides their own laptop or playback hardware, they are entirely responsible for providing all necessary signal outputs and specific display adapters (e.g., USB-C to HDMI). The Company carries standard adapters but cannot guarantee compatibility with non-standard or locked-down corporate hardware. 

20. Internet Dependency & Live Streaming Liability

Where live streaming, video conferencing (e.g., Zoom), or remote connection services are booked, the Client or venue must provide a stable, unrestricted internet connection with adequate and dedicated upload bandwidth (minimum 10Mbps symmetric or dedicated upload speed recommended). 

• Public & Shared Networks: The Company takes absolutely no responsibility for stream drops, buffering, frame lag, or total broadcast failure caused by network congestion on shared, public, or guest venue Wi-Fi networks. 
• Network Restrictions: The Company is not liable for stream blockages caused by venue firewalls, IT security policies, or uncompleted platform verifications (e.g., YouTube's 24-hour streaming activation lock).
•  Destination Limits: Live streaming services are provisioned for one single destination platform (e.g., YouTube) as agreed upon in the quotation. Streaming to multiple platforms simultaneously (simulcasting) requires extra processing hardware and network bandwidth, and will incur additional service fees.
• Local Recording Safeguard: In the event of a venue network failure, the Company’s sole responsibility is to maintain a local high-quality video recording of the performance (where hardware allows), to be delivered to the client post-event. Network failures do not entitle the client to a refund or reduction in the contract fee.t

21. Parking, Congestion Charges & On-Site Expenses

The Client is entirely responsible for ensuring adequate, legal, and unrestricted parking is available for the Company's production vehicles at or immediately adjacent to the venue for the full duration of setup, operation, and derig.

• Cost Incurred: All venue parking fees, street parking permits, congestion zone charges, low-emission zone (LEZ) penalties, or clean air zone costs incurred by the Company to deliver the event will be billed back to the Client at cost on the final invoice.

These Terms & Conditions are designed to ensure clear expectations and allow the Company to deliver a professional and reliable event service for every client.