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
Where equipment is hired on a ‘dry hire’ basis, it should only be used for the purpose originally agreed and in the location specified by the hirer at the point of booking. Any further sub-rentals to other clients should be fully declared though the responsibility for all replacement costs lies with the original hirer.
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.
The hirer shall provide fully comprehensive insurance for any equipment hired including during transit. Copies of hired in equipment insurance should be provided to production@epiclan.co.uk before equipment can be released.
The hirer shall be liable for all replacement costs of any lost or damaged items including sundry items such as cables, replacements will be charged at the replacement value price listed on the rental agreement and quotation and must be paid within 14 days from receipt of invoice. Hire charges may continue to be levied on missing/damage items to cover lost income until the final replacement balance is paid.