Payment Terms & Conditions

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 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).

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 (

Event Services

Larger event-based projects and productions will attract advance charges for our organisation (e.g. travel and accommodation), therefore we will require 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. All equipment should be returned by the agreed date and in the same condition as delivered at the start of the hire period. The hirer shall be liable for the replacement costs of any lost or damaged items including sundry items such as cables, replacements will be charged at the current cost price for those items and added on to the event invoice.

Hire fee is due by the first day of hire with a supplementary invoice raised on return of items for any damaged/missing goods.