Event Terms & Conditions

Company Information

These terms and conditions are issued by Switch Live Limited (SWITCHLIVE), a company registered in England and Wales under company number 16421233.

Registered office: Unit 10 Airport Trading Estate, Wireless Road, Biggin Hill, Westerham, England, TN16 3BW.

Confirmation of Project

To confirm your project with SWITCHLIVE, please reply in writing (by email) to your SWITCHLIVE contact, stating your acceptance of the quote provided. Your written confirmation constitutes agreement to these terms and conditions and forms the basis of our contract.By doing so, you agree to the following terms of engagement.

1. Booking & Payment

Confirmation requires:

  • Written acceptance of the quote

  • 50% deposit invoice payable upon confirmation

  • Remaining 50% due within 30 days of the final invoice

Once confirmed, your booking is locked in. Changes to scope or schedule may incur additional costs. Final invoices reflect any pre-approved extras. Payment is by bank transfer. Late payment may delay delivery.

2. Scope & Planning

We’ll agree a detailed scope of work including crew, equipment, timings and access. Any changes must be confirmed in writing. Planning time is included in our quote unless otherwise stated.

3. On-Site Delivery

A senior SWITCHLIVE lead will manage our on-site team. We require agreed venue access and clear communication. We can liaise directly with venues and suppliers. Please inform us of any security or H&S changes as early as possible.

4. Rehearsals, Setup & Derig

All rig, rehearsal and derig times will be agreed in advance. Short-notice changes that affect crew hours or venue access may incur additional charges.

5. Crew Conduct

Our crew are professional, punctual and presentable. They wear SWITCHLIVE branding and required PPE. No other branding is permitted unless agreed in writing. Any issues should be raised with the SWITCHLIVE on-site lead.

6. Travel & Catering

If travel or accommodation is needed:

  • SWITCHLIVE will arrange and recharge at cost, or

  • You can book directly, following our requirements

Single rooms are standard unless agreed otherwise. Hot meals and refreshments should be provided or will be recharged at cost. All expenses are pre-approved and receipted.

7. Health & Safety

We comply with all H&S legislation and hold relevant insurance. RAMS will be supplied where required. Please share venue safety policies in advance.

8. Show Content & Recording

If SWITCHLIVE is capturing content, we manage technical delivery. Delivery format and timelines will be agreed. Clients must confirm any usage restrictions in writing. Content for playback must be supplied 24+ hours in advance with all rights cleared.

9. Confidentiality & IP

All work is treated as confidential. We will not share footage, photos or project details without written approval. Content remains your intellectual property unless otherwise agreed.

10. Cancellation & Postponement

We understand that plans can change, and aim to be as flexible as possible. If you need to cancel:

  • More than 30 days before the event: 25% of the quoted fee is payable

  • 14–30 days before the event: 50% of the quoted fee is payable

  • Less than 14 days before the event: 100% of the quoted fee is payable

If rescheduling, we’ll do our best to accommodate your new date. Any deposit already paid may be carried over at our discretion. In the event of force majeure (e.g. extreme weather, travel disruption, or government restrictions), we’ll work with you to find a fair and practical solution.

11. Indemnity & Liability

Clients agree to indemnify SWITCHLIVE against claims arising from:

  • Injury or damage resulting from client actions or omissions

  • IP/content issues provided by the client

  • Delays due to venues, suppliers, or client-side arrangements

We are not liable for indirect or consequential loss. Our liability is capped at the total project fee paid.

12. Feedback

After your event, we may request a short debrief. We value your feedback and are happy to offer insights to improve future events. Testimonials or public reviews are always appreciated.