Terms & Conditions
1. About these terms
These terms and conditions apply to services provided by Adhoc Actors Ltd (“Adhoc”, “we”, “us” or “our”) to our clients (“you” or “your”).
By booking our services or confirming a project with us, you agree to these terms and conditions.
Specific project requirements, fees and arrangements will be agreed with you in writing and may be set out in a quotation, estimate, booking confirmation or project agreement. Where there is any conflict between these terms and a specific written agreement, the specific written agreement will take precedence.
2. Our services
We provide professional actors and creative services for events, entertainment, training, film, video, voiceover, immersive experiences and consultancy.
The precise nature and scope of each project will be agreed with you in advance. We will use reasonable care and skill in providing the agreed services and will work with you to deliver the project as discussed.
Where a project involves third-party suppliers, venues, production companies, technical teams or other external services, we will make reasonable efforts to coordinate these elements where this forms part of our agreed service.
3. Quotes and estimates
Any quotation or estimate we provide will be based on the information available to us at the time.
Unless otherwise stated, quotations are valid for 30 days and are subject to availability.
If the scope, timings, number of performers, location or other requirements change after a quotation has been provided, we may need to revise the price accordingly. We will discuss any significant changes with you before proceeding.
An estimate is not a fixed price unless this has been specifically agreed in writing.
4. Booking and confirmation
A booking is considered confirmed once you have accepted our quotation or otherwise confirmed in writing that you wish to proceed.
Once a booking has been confirmed, we may begin making arrangements including casting performers, securing suppliers, developing creative material and reserving dates.
These commitments may result in costs that cannot be recovered if the project is subsequently cancelled or substantially changed.
5. Casting and performers
We will use reasonable care to select performers who are appropriate for the agreed brief.
Where a specific actor has been requested or approved, their availability cannot always be guaranteed until the booking has been confirmed.
If a performer becomes unavailable due to illness, emergency or circumstances beyond our reasonable control, we will make reasonable efforts to provide a suitable replacement. Where this is not possible, we will discuss the available options with you.
Actors are expected to perform according to the agreed brief and professional standards. However, live performance and interaction naturally involve an element of improvisation and audience response, and the precise performance may vary from one event or session to another.
6. Changes to the project
We understand that projects evolve. Where you request changes to the agreed scope, timings, location, number of performers, scripts, costumes, rehearsal requirements or other elements, we will do our best to accommodate them.
Additional costs may apply where changes require additional time, performers, travel, materials, rehearsal or production work.
We will discuss any significant additional costs with you wherever reasonably possible before the additional work is undertaken.
7. Cancellation and postponement
We appreciate that circumstances can change. However, once a booking has been confirmed, we may have committed time, performers and resources to your project.
If you cancel or postpone a confirmed booking, you may be responsible for costs already incurred by us, including performer fees, supplier costs, venue-related costs, travel, accommodation, rehearsal and production costs.
For cancellations made:
- More than 28 days before the event: costs already incurred will be payable.
- 14–28 days before the event: 50% of the agreed Adhoc fee will be payable, plus any costs already incurred.
- Less than 14 days before the event: 100% of the agreed Adhoc fee will be payable, plus any costs already incurred.
Where a project is postponed rather than cancelled, we will always try to transfer the booking to a new date, subject to performer and supplier availability. Additional costs may apply.
We may agree different cancellation terms for particular projects, in which case those terms will be confirmed in writing.
8. Fees and payment
Our fees and payment terms will be set out in the relevant quotation or invoice.
Unless otherwise agreed, invoices are payable within 30 days of the invoice date.
For larger projects, we may require a deposit or staged payments. This will be agreed before the project begins.
We reserve the right to charge interest on overdue payments in accordance with the Late Payment of Commercial Debts (Interest) Act 1998.
If an invoice remains unpaid, we may suspend or withdraw services until payment has been received.
9. Expenses and travel
Unless specifically included in our quotation, reasonable additional expenses such as travel, accommodation, parking, venue access, specialist equipment or other project-related costs may be charged separately.
Where possible, we will agree significant expenses with you in advance.
10. Client responsibilities
You agree to provide us with accurate and timely information needed to deliver the project.
This may include event details, schedules, venue information, scripts, training materials, branding, technical requirements, audience information and any relevant health and safety requirements.
You are responsible for ensuring that the venue and event environment are suitable and safe for our performers and staff.
Where our actors are required to interact with members of the public or participants, you remain responsible for the overall management and safety of the event and audience unless otherwise agreed in writing.
11. Creative material and intellectual property
Unless otherwise agreed in writing, any original scripts, concepts, characters, creative ideas, formats, training scenarios or other materials created by Adhoc remain our intellectual property until the relevant fees have been paid in full.
Once payment has been made in full, you will receive the rights to use the agreed materials for the purpose for which they were created.
Any wider use, reproduction, adaptation, resale or commercial exploitation of our materials may require our prior written agreement.
Where you provide us with material such as logos, scripts, photographs, video, training content or other intellectual property, you confirm that you have the right to provide and use that material for the project.
12. Photography, filming and recording
Where our performers are engaged for an event, filming, photography, voiceover or other recorded content, the permitted use of their performance and likeness will be agreed as part of the booking.
Any additional usage, distribution, broadcast, advertising or commercial exploitation beyond the agreed use may require additional fees and/or permission.
Where specific usage rights are important to a project, these will be confirmed in writing before the booking takes place.
13. Confidentiality
We will treat confidential information provided to us in connection with a project as confidential and will not knowingly disclose it to third parties except where necessary to deliver the agreed services or where required by law.
You agree to treat any confidential information, creative material or commercially sensitive information provided by Adhoc in the same way.
14. Force majeure
We will not be liable for failure or delay in performing our obligations where this results from circumstances beyond our reasonable control.
This may include serious illness, accidents, extreme weather, transport disruption, industrial action, government restrictions, venue closure, technical failure, natural disaster or other unforeseen circumstances.
Where possible, we will work with you to find a reasonable alternative solution.
15. Liability
We will provide our services with reasonable care and skill.
Nothing in these terms excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation.
Subject to this, our total liability arising from any project will be limited to the total fees paid or payable to Adhoc for that project.
We will not be responsible for indirect or consequential losses, loss of profits, loss of business or loss of opportunity arising from a project, except where such liability cannot lawfully be excluded.
16. Use of photographs and project information
Unless you ask us not to, we may use photographs, video, project descriptions and other non-confidential information relating to completed projects for our own portfolio, website, social media and marketing purposes.
Where a project is confidential or subject to restrictions on publicity, we will respect those restrictions.
17. Complaints
We want every project to run smoothly. If you have any concerns about our services, please let us know as soon as possible so that we have a reasonable opportunity to address the issue.
We will always aim to resolve complaints fairly and promptly.
18. Governing law
These terms and any agreement between us will be governed by the laws of England and Wales.
Any disputes will be subject to the jurisdiction of the courts of England and Wales.
19. Contact
If you have any questions about these terms or would like to discuss a project, please get in touch.
Adhoc Actors
info@adhocactors.co.uk
www.adhocactors.co.uk
