Our Terms And Conditions
Last updated: 06/05/2025
These Terms and Conditions (“Agreement”) apply to the hire of sound equipment and related services (“Services”) provided by Total Audio Solutions (“the Company”, “we”, “us”, or “our”) to the Client (“you”, “your”, “the Hirer”).
By making a booking or accepting delivery of any equipment, the Client agrees to be bound by the terms outlined herein.
1. Definitions
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Hire Period: The time frame for which the equipment is provided, as agreed in the booking confirmation.
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Equipment: Any sound, audio, lighting or associated gear supplied by the Company.
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Event Date: The date(s) on which your event is scheduled to take place.
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Working Day: Monday to Friday, excluding UK public holidays.
2. Booking & Confirmation
2.1. All hire services are subject to availability and confirmed only upon receipt of the required deposit and written confirmation from us.
2.2. A non-refundable deposit of 25% of the total hire cost is required to secure your booking.
2.3. The balance is due no later than 7 calendar days before the agreed event date.
2.4. Bookings made within 7 days of the event must be paid in full upon confirmation.
3. Payment Terms
3.1. Payment can be made via BACS, credit/debit card, or any method agreed in writing.
3.3. Late payment may result in interest charges at 4% above the Bank of England base rate, calculated daily.
3.4. The Company reserves the right to withhold services or refuse delivery if payment has not been received in full.
4. Cancellations & Refunds
4.1. Cancellations must be made in writing (email or post).
4.2. The following cancellation charges apply:
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More than 30 days before the event: Refund minus 25% deposit.
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14–30 days before the event: 50% of total cost refunded.
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Less than 14 days before the event: No refund available.
4.3. If full payment has been made, any refund due will be processed within 10 working days.
4.4. No refund or credit is given for:
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Unused equipment
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Changes made by the Client on the day of the event
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Delays caused by third parties or venue restrictions
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Adverse weather conditions limiting usage of certain equipment
5. Adverse Weather Conditions
5.1. While our stage covers provides sun/light rain shelter, some equipment is not weatherproof and must be protected/powered down during heavy downpours, wind, and other weather-related risks, we reserve the right to refuse to operate specific electrical equipment if the weather is causing a threat to the event.
5.2. For outdoor events without a stage supplied, it is the Client’s responsibility to ensure suitable cover (e.g., marquees with side panels) is provided.
5.3. We reserve the right to:
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Refuse to install equipment if it is deemed unsafe due to weather
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Charge for waiting time or failed delivery due to lack of protection
5.4. Weather-related cancellations will be treated under the standard cancellation policy unless otherwise agreed in writing.
6. Delivery, Setup & Collection
6.1. We will agree delivery, setup and collection times in advance. Any changes must be requested at least 48 hours before the event.
6.2. The Client (or authorised representative) must be present to check and sign for equipment upon delivery.
6.3. Additional charges may apply for:
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Delays or restricted access
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Last-minute changes to the setup location
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Extra waiting time outside of agreed hours
6.4. The Client must ensure that:
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The venue has adequate power supply
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The space is ready for setup at the agreed time
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Access routes are clear and safe for loading/unloading
7. Use of Equipment & Client Responsibilities
7.1. The Client is responsible for the equipment from delivery to collection.
7.2. Equipment must be used:
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Only for its intended purpose
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By competent persons
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In a safe and legal manner
7.3. The Client shall not:
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Sub-hire or loan the equipment
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Modify or tamper with any items
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Move installed equipment without our consent
7.4. The Client is liable for:
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Any loss, theft, or damage (accidental or otherwise)
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Repair or replacement costs (at current market value)
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Call-out fees for user error or misuse
8. Engineers, Operators & Support
8.1. Where included in the service, our staff will deliver, set up, operate, and dismantle the equipment professionally and in accordance with health & safety practices. It is the customers responsibility to ensure that our staff are supplied with work access platforms if we are expected to work at heights unless an agreement is in place prior to the work taking place.
8.3. We reserve the right to replace any technician or operator due to illness or emergency.
9. Liability & Insurance
9.1. The Company holds Public Liability Insurance. A copy can be provided on request.
9.2. The Client is responsible for ensuring:
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Adequate security for equipment on-site
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That equipment is not left unattended in unsecured areas
9.3. The Company shall not be liable for:
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Consequential or indirect losses
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Delays or failure caused by third-party suppliers
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Interruption due to power failure, venue issues, or acts of God
9.4. Our maximum liability for any claim shall be limited to the total fees paid by the Client.
10. Force Majeure
10.1. We shall not be liable for any delay or failure to provide services where such delay is caused by circumstances beyond our reasonable control, including but not limited to:
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Extreme weather
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Acts of terrorism
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Government restrictions
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Labour disputes or supply chain issues
11. Termination
11.1. The Company reserves the right to terminate the agreement immediately if:
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The Client breaches any part of these terms
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The event poses a risk to staff, equipment, or attendees
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Venue conditions are unsafe or inaccessible
11.2. In such cases, the Client remains liable for full payment and no refunds will be issued.
12. Data Protection & Privacy
12.1. We are compliant with the UK GDPR and Data Protection Act 2018.
12.2. Any personal data collected for the purposes of booking or communication will be stored securely and not shared without consent.
12.3. With your permission, we may use non-identifying photos/videos of your event for marketing.
13. Governing Law & Jurisdiction
13.1. This Agreement shall be governed by the laws of England and Wales.
13.2. Any disputes shall be resolved in the courts of England and Wales, which shall have exclusive jurisdiction.
14. Acceptance of Terms
By placing a booking and/or paying a deposit, you confirm that you have read, understood, and agreed to these Terms and Conditions.
Contact Details
Total Audio Solutions,
Five Mile Business Park,
Blackthorn Way,
Washingborough,
Lincoln,
LN4 1BF
Email: hello@totalaudiosolutions.co.uk
Phone: (+44)7399647550
Website: www.totalaudiosolutions.co.uk