Red Panda Event Solutions Terms & Conditions of Business

Red Panda Event Solutions Ltd

1. Professional Services

All services provided by Red Panda Event Solutions Ltd (the "Company") are subject to these Terms & Conditions. Acceptance of a quotation or the issuance of a Purchase Order constitutes a binding contract.

2. Pricing & Payment

• Quotations: Valid for 30 days from the date of issue.

• Payment Terms:

  1. Payment Schedule

  • Booking Deposit: A non-refundable deposit of 50% of the total quotation value is required immediately to secure the specified dates, equipment, and crew.

  • Balance Payment: The remaining 50% balance must be received as cleared funds no later than 14 days prior to the project commencement date.

  2. Late Bookings

  • For projects confirmed within 21 days of the event commencement date, 100% of the total quotation value is due immediately upon booking.

  3. Non-Payment & Access

  • Red Panda Event Solutions Ltd reserves the right to withhold services, equipment delivery, and onsite attendance if the account has not been settled in full by the 14-day deadline.

  • No equipment will be dispatched from the warehouse until cleared funds are confirmed.

  4. Additional Costs

  • Any onsite additions, overtime beyond the quoted 10-hour window, or unallocated parking fees will be invoiced separately post-event and are due for payment within 7 days of the invoice date.

  5. Cancellations

  • Cancellations made less than 14 days prior to the event will incur a charge of 100% of the total project value to cover committed resources and lost opportunity costs.

• Late Payment: We reserve the right to charge interest on late payments at a rate of 8% above the Bank of England base rate.

3. Travel, Parking & Subsistence

• Mileage: Charged at £0.85 per mile (own vehicle) or cost + 15% (rental fuel).

• City Surcharges: A daily fee of £35.00 applies to all London-based projects (covering CC/ULEZ/Admin). Other City Clean Air Zones are charged at £15.00/day.

• Parking: The Client is responsible for providing secure onsite parking. Where no parking is provided, a flat 'Unallocated Parking Fee' of £75.00 per vehicle/day will be applied.

• Per Diems: Overnight projects incur a subsistence charge of £40.00 per person, per night.

4. Cancellations

Cancellation of confirmed projects must be made in writing. The following charges apply:

• 14+ days notice: 25% of total quote (Deposit forfeit).

• 7–14 days notice: 50% of total quote.

• Less than 7 days notice: 100% of total quote.

5. Site & Safety

• Rates are based on a 10-hour onsite day. Hours worked beyond this due to site delays or client requests are charged at £45.00/hr per technician.

• The Client is responsible for the insurance of all equipment while onsite.

6. Liability & Insurance

Red Panda Event Solutions Ltd maintains Public Liability and Professional Indemnity insurance. Our total liability for any claim is limited to the value of the specific project quotation.

• Red Panda Cover: Red Panda Event Solutions Ltd maintains comprehensive Public Liability (£10m), Employers' Liability (£10m), and Professional Indemnity insurance.

• Equipment Risk: Notwithstanding our own cover, the risk of loss, theft, or damage to any equipment passes to the Customer upon delivery/installation at the Venue.

• Customer Responsibility: The Customer must ensure the equipment is secure and is advised to include all provided items under their own event/exhibition insurance for the duration of the event until it is collected by Red Panda.

Company Information:

• Registered Name: Red Panda Event Solutions Ltd

• Registered Office: [Your Registered Address, Farnborough]

• Company Number: [Your Company Number]

• Place of Registration: England & Wales