BCB Production / BCB Media Terms and Conditions of Service and Hire.
Last updated: 21.07.26
1. Definitions
In these Terms & Conditions, 'BCB Production ', 'we', 'our' and 'us' means BCB Production. 'Client' means the person or organisation purchasing services. 'Services' means any event production, AV, livestreaming, video production, crew, equipment hire, installation or consultancy supplied by BCB Production. 'Equipment' means all equipment supplied by us whether on dry hire or as part of a managed production. 'Event' means the project or booking described within the quotation.
2. Scope of Agreement
These Terms apply to every quotation, booking, purchase order and contract unless otherwise agreed in writing. Acceptance of a quotation, purchase order, deposit or written instruction to proceed constitutes acceptance of these Terms.
3. Quotations
Quotations remain valid for 30 calendar days unless stated otherwise. They are based upon the information available at the time of issue.
Any changes to dates, venues, schedules, staffing or equipment may require a revised quotation.
Unless stated otherwise quotations exclude venue costs, accommodation, catering, permits, PRS/PPL licences, traffic management and other third-party costs.
4. Bookings & Acceptance
Bookings are confirmed only upon written acceptance, email confirmation, receipt of any requested deposit, purchase order or written instruction to proceed.
Equipment and crew availability cannot be guaranteed until confirmation has been received.
5. Prices & VAT
All prices are exclusive of VAT unless stated otherwise. VAT will be charged at the prevailing rate.
Parking, tolls, congestion charges, accommodation and subsistence may be charged where applicable.
6. Payment Terms
Invoices are payable within 30 days of the invoice date unless otherwise agreed.
BCB Production may request deposits, interim payments or full payment in advance.
Payment shall not be withheld because of unrelated disputes.
7. Late Payment, Interest & Debt Recovery
Late payment constitutes a breach of contract. Interest may be charged under the Late Payment of Commercial Debts (Interest) Act 1998 at 8% above the Bank of England base rate together with statutory compensation (£40/£70/£100), reasonable debt recovery costs, legal fees and enforcement costs.
BCB Production may suspend services, withdraw credit facilities and retain equipment until outstanding invoices have been paid.
8. Deposits
BCB Production may require a deposit before confirming a booking. The required amount will be shown on the quotation or invoice.
Deposits form part of the total contract value and are generally non-refundable except where BCB Production cancels the booking or agrees otherwise in writing.
Specialist equipment, bespoke fabrication, venue deposits and third-party costs may require advance payment. Failure to pay a requested deposit may result in cancellation of the booking.
9. Cancellations
Once a booking is confirmed, equipment, crew and vehicles are reserved.
Cancellations received more than 30 days before the event will not normally incur a cancellation charge, although non-recoverable third-party costs remain payable.
Cancellations between 30 and 14 days before the event will incur a charge equal to 50% of the booking value.
Cancellations within 14 days of the event will incur 100% of the booking value.
Partial cancellations may result in revised pricing where package discounts no longer apply.
Requests to postpone an event will be accommodated where reasonably possible but may incur additional costs.
10. Changes to Bookings
The Client may request changes to dates, venues, schedules, staffing or equipment.
BCB Production will use reasonable endeavours to accommodate such requests but cannot guarantee availability.
Short-notice changes may result in additional labour, transport, programming, courier or equipment charges and will only become effective once confirmed in writing.
11. Equipment Hire
All hired equipment remains the property of BCB Production.
Responsibility passes to the Client upon delivery, collection or installation and remains until the equipment has been returned or collected.
The Client is responsible for loss, theft or damage during the hire period, including accidental damage, water ingress, misuse, vandalism and negligence.
Equipment must only be operated by competent persons and must not be modified, dismantled, repaired, sub-hired or transferred without written permission.
Replacement and repair costs, including labour, shipping and manufacturer servicing, may be charged.
The Client is strongly advised to insure equipment for its full replacement value.
12. Delivery & Collection
Delivery and collection times are estimates unless otherwise agreed.
The Client must ensure suitable access, loading facilities and authorised representatives are available.
Delays caused by inaccessible premises, unavailable contacts, restricted loading or incorrect information may result in additional charges.
Equipment awaiting collection remains the Client's responsibility. Additional hire charges may apply where equipment is returned late.
13. Client Responsibilities
The Client shall provide a safe working environment, accurate event information, suitable access, necessary permissions and reasonable cooperation throughout the project.
BCB Production accepts no responsibility for additional costs arising from inaccurate or incomplete information supplied by the Client.
14. Venue Access
The Client is responsible for ensuring unrestricted access to the venue during agreed load-in, event and de-rig periods.
This includes loading bays, goods lifts, parking, security clearances, keys and site inductions. Delays resulting from restricted access may lead to additional labour charges and revised schedules.
15. Electrical Supplies
Unless specifically included within the quotation, the Client shall provide safe and compliant electrical supplies suitable for the equipment being used.
BCB Production reserves the right to refuse connection to unsafe electrical installations.
Delays caused by inadequate power provision may result in additional labour or waiting time charges.
BCB Production are happy to provide copies of PAT testing records upon request.
16. RF & Wireless Systems
Where wireless microphones, in-ear monitors, wireless intercoms, wireless DMX, radio links or other RF equipment are supplied, BCB Production will use reasonable skill and care to coordinate frequencies using information available before the Event including the suggestion of reserving frequencies with Ofcom when deemed necessary.
Because the radio spectrum is shared, uninterrupted operation cannot be guaranteed. We are not liable for interference caused by venue systems, Wi-Fi, Bluetooth devices, mobile networks, emergency services, neighbouring events or other factors beyond our reasonable control.
17. Event Production Services
BCB Production will provide the technical production services described in the accepted quotation using reasonable care and skill.
The Client remains responsible for the overall management of the Event unless specifically contracted otherwise.
Accurate production schedules, rehearsal times and venue access must be provided. Delays caused by the Client, venue or third parties may result in additional labour, equipment or transport charges.
18. Video Production
Creative decisions remain the responsibility of BCB Production unless otherwise agreed. Quotations include up to two rounds of reasonable revisions unless stated otherwise.
Additional edits may be charged. Raw footage, project files and editing timelines remain our property unless specified in writing.
Final deliverables will be supplied electronically in the agreed format.
19. Livestreaming
BCB Production will use reasonable skill and care when providing livestreaming services.
Unless included within the quotation, internet connectivity remains the Client's responsibility.
We accept no liability for interruptions caused by venue internet failures, internet service providers, streaming platform outages, power failures or network congestion.
Where practical, local recordings may be made but cannot be guaranteed.
20. Drone Operations
Drone filming is subject to Civil Aviation Authority regulations, weather conditions, airspace restrictions and site safety.
BCB Production may cancel or postpone flights where safety or legal compliance would be compromised. Cancellation of drone operations for these reasons shall not constitute a breach of contract.
21. Weather
Outdoor events are affected by weather. BCB Production may suspend installation or operation where weather presents a risk to people or equipment.
The Client is responsible for providing suitable shelter and weather protection where required.
Additional labour or equipment costs arising from weather delays may be chargeable.
22. Crew Welfare
The Client shall provide suitable welfare facilities including drinking water, toilet facilities and reasonable shelter.
For long working days, appropriate catering should be made available. Where no catering is available, reasonable subsistence costs may be charged. Time for breaks should be allowed for in the production schedule.
23. Health & Safety
Both parties shall comply with applicable health and safety legislation.
BCB Production may stop work where conditions are unsafe, including unsafe electrical supplies, dangerous structures, overcrowding, severe weather or aggressive behaviour.
Risk Assessments and Method Statements relating to our services can be provided upon request.
24. Working Hours & Overtime
Quotations are based on agreed working hours. Where crew are required to work beyond those hours because of delays outside BCB Production's control, overtime and waiting time may be charged at the applicable rates.
Equipment retained beyond the agreed hire period may incur additional hire charges.
25. Client-Supplied Equipment
Equipment provided by the Client remains the Client's responsibility.
BCB Production cannot guarantee compatibility with client-supplied equipment or software and accepts no liability for failures caused by faulty, damaged or incorrectly configured equipment.
Time spent diagnosing issues may be chargeable.
26. Overnight Security
Where equipment remains on site without BCB Production personnel present, the Client is responsible for providing appropriate security unless otherwise agreed in writing.
Loss or damage resulting from inadequate security may be charged to the Client.