Terms of Service

These terms and conditions apply from the point of acceptance of any formal quotation from EPIC.LAN (including Epic Gaming Ltd and/or Epiclan Services Ltd.).

In the event of a booking cancellation by the client, the following terms apply

  • Cancellation within 1 month of event* – Full amount due
  • Cancellation 1-2 months of event – 50% due
  • Cancellation 2-3 months of event – 25% due
  • Cancellation 3+ months from event – full refund/no fee due
  • *or project commencement date in the case of software services or consultancy services.

Where events are postponed instead of cancelled, we will try to negotiate, at our discretion, transfer of partial fees paid over to the new dates, subject to costs that may have already been incurred for the original dates (e.g. travel and accommodation).

For new clients without agreed credit terms, all invoices are due before the project commences or equipment is released.

For existing customers with credit terms, all invoices are due for payment within 30 days as standard, late payments will be subject to statutory interest at 8% + the current Bank of England Base rate plus debt recovery costs in line with UK late payment legislation (https://www.gov.uk/late-commercial-payments-interest-debt-recovery).

Event & Production Services

Larger event-based projects and productions will attract advance charges for our organisation (e.g. travel and accommodation), therefore we require a 25% deposit to secure the project, with the remainder invoiced on completion on 30 day invoice terms.

Software or Consultancy Services

For software development and consultancy services, 25% payment is due prior to the project commencing with the remainder invoiced on completion with standard 30 day payment terms.

Equipment Hire

All equipment should be returned by the agreed date and in the same condition as delivered at the start of the hire period. In the case of late returns the hire will remain open and continue to be charged at the full hire rate, minus discounts, until the items are returned in full and in the condition they were dispatched in.

Hirer’s Responsibility for Equipment

The Hirer shall assume full responsibility for the Equipment, including sundry items such as cables, from the moment of collection (or delivery, if applicable) until its safe return to the Rental Company’s designated premises. This responsibility includes, but is not limited to, all risks of loss, theft, damage, or destruction of the Equipment, howsoever caused, during the hire period. The Hirer agrees to return the Equipment in the same condition as received (subject to reasonable wear and tear) and shall be liable for the full cost of repair or replacement (at the Rental Company’s discretion) should the Equipment be returned damaged, incomplete, or not returned at all. The replacement value is included in the quotation and rental agreement. Equipment should only be used for the purpose originally agreed and in the location specified by the hirer at the point of booking.

The value of any repairs or replacements must be paid within 14 days from the invoice date regardless of any ongoing insurance claims. Hire charges may continue to be levied on missing/damage items to cover lost income until the final replacement balance is paid.

Insurance and Indemnity
The Hirer shall, at their own expense, effect and maintain comprehensive insurance coverage for the Equipment for its full replacement value against all risks, including loss, theft, damage, and third-party liability, for the entire hire period from collection to return. The insurance policy must name the Rental Company as an additional insured party or loss payee, and evidence of such insurance must be provided to the Rental Company upon request prior to collection. The Hirer agrees to indemnify, defend, and hold harmless the Rental Company, its employees, and agents from and against any claims, losses, damages, costs, or liabilities (including legal fees) arising out of the use, possession, or operation of the Equipment during the hire period.
 
Copies of suitable insurance should be provided to production@epiclan.co.uk before equipment can be released. 
 
Sub-Hire Restrictions
The Hirer shall not sub-hire, lend, or otherwise permit any third party to use the Equipment without the prior express written consent of the Rental Company. Any authorised sub-hire shall only be permitted on terms no less onerous than those set out in this Agreement, and the Hirer shall remain fully liable to the Rental Company for compliance with all obligations herein, including the safe custody, condition, and return of the Equipment. The Hirer shall ensure that any sub-hirer is bound by equivalent insurance and indemnity obligations as stipulated in this Agreement, and the Rental Company reserves the right to withhold consent at its absolute discretion.