LEDhouse Ltd Ltd – Master Terms and Conditions

(Hire, Sales, Installations & Event Services)

1. Definitions

In these Terms and Conditions:

• “Company”, “LEDhouse Ltd”, “we”, “us”, “our” means LEDhouse Ltd Ltd. 

• “Client”, “you”, “your” means the person, company or organisation purchasing, hiring or receiving Equipment and/or Services from us. 

• “Contract” means the agreement between the Client and LEDhouse Ltd incorporating these Terms, quotations, order confirmations and any agreed written variations. 

• “Equipment” means any goods, systems, products, hardware, software, structures, LED screens, AV equipment, signage, staging or associated materials supplied by us. 

• “Services” means any delivery, installation, operation, maintenance, technical support, consultancy, content management or related services provided by us. 

• “Hire Equipment” means Equipment supplied on a temporary hire basis. 

• “Installed Equipment” means Equipment permanently installed or sold to the Client. 

• “Hire Period” means the agreed period during which Hire Equipment is supplied. 

• “Charges” means all fees, costs and expenses payable under the Contract. 

• “Event” means the relevant exhibition, event, installation project or production. 

• “Site” means the venue, premises or location where Equipment or Services are provided. 

2. Contract Formation

2.1 A Contract is formed when:

• the Client places an order verbally or in writing; and 

• LEDhouse Ltd confirms acceptance verbally, in writing, or by commencing work. 

2.2 By placing an order, the Client agrees to these Terms and Conditions.

2.3 These Terms override any terms proposed by the Client unless expressly agreed in writing by LEDhouse Ltd.

2.4 Quotations are valid for 30 days unless otherwise stated.

3. Scope of Services

3.1 LEDhouse Ltd may provide:

• Equipment hire 

• Permanent installations 

• Equipment sales 

• Event technology services 

• Technical operation and support 

• Maintenance and repair services 

• Digital signage and content solutions 

3.2 Specific clauses within these Terms apply depending on whether Equipment is hired, installed permanently, sold outright, or operated by LEDhouse Ltd.

4. Quotations, Variations and Additional Works

4.1 All quotations are based on the information provided by the Client at the time of quoting.

4.2 Any changes to scope, specifications, timelines, site conditions or delivery requirements may result in additional Charges.

4.3 Additional works requested onsite or after confirmation may be charged at LEDhouse Ltd’s prevailing rates.

4.4 Delays caused by the Client, venue restrictions, incomplete information or third parties may incur additional Charges.

5. Charges and Payment Terms

5.1 The Client agrees to pay all Charges set out in the Contract.

5.2 Unless otherwise agreed in writing, standard payment terms for non-account Clients are:

• 50% deposit payable within 14 days of booking 

• Remaining balance payable 14 days prior to delivery, installation or Event commencement 

• Orders placed within 30 days of delivery or Event date must be paid in full upfront 

5.3 Additional Charges incurred during or after the Event or installation are payable within 7 days of invoice.

5.4 Approved account holders must pay within agreed credit terms, defaulting to 30 days.

5.5 Late payments may incur interest at 8% above the base rate of the Bank of England, calculated daily.

5.6 LEDhouse Ltd reserves the right to suspend Services or withhold Equipment where payments are overdue.

5.7 All prices exclude VAT unless expressly stated otherwise.

6. Delivery, Installation and Site Access

6.1 Delivery, installation, operation, dismantling and collection are chargeable unless otherwise stated.

6.2 The Client must provide:

• safe and suitable site access 

• accurate site information and measurements 

• suitable power supply and utilities 

• adequate working conditions 

• required permissions and approvals 

6.3 Additional Charges may apply for:

• waiting time 

• failed delivery attempts 

• restricted access 

• delays caused by venue or site conditions 

• out-of-hours working 

• changes to agreed schedules 

6.4 LEDhouse Ltd reserves the right to substitute Equipment with alternatives of equivalent or superior specification where reasonably necessary.

7. Hire Equipment Terms

7.1 Hire Charges apply for the full Hire Period until Equipment is returned or collected and checked by LEDhouse Ltd.

7.2 Extensions to the Hire Period must be agreed in writing and may incur additional Charges.

7.3 Responsibility for Hire Equipment passes to the Client upon delivery and ends only once Equipment has been collected or returned and signed off by LEDhouse Ltd.

7.4 The Client must:

• protect Equipment from theft, misuse, weather and damage 

• ensure proper supervision and operation 

• prevent unauthorised use or modification 

7.5 Hire Equipment remains the property of LEDhouse Ltd at all times.

8. Installation and Sales Terms

8.1 Installation scope will be defined within the quotation or project documentation.

8.2 The Client is responsible for:

• structural suitability of the Site 

• obtaining landlord, venue or planning approvals 

• site readiness and access 

• provision of suitable electrical infrastructure 

8.3 Installed Equipment becomes the Client’s property only once all Charges have been paid in full.

8.4 Until full payment is received:

• ownership remains with LEDhouse Ltd 

• the Client must not sell, modify, relocate or dispose of the Equipment 

8.5 Any third-party modifications or interference with Installed Equipment may void warranty obligations.

9. Equipment Condition and Acceptance

9.1 Equipment supplied may not be new but will be supplied in working condition.

9.2 Minor cosmetic wear that does not affect functionality shall not constitute a defect.

9.3 The Client must inspect Equipment upon delivery or installation.

9.4 Any faults, shortages or concerns must be reported:

• immediately upon delivery; or 

• within 24 hours 

9.5 Failure to notify LEDhouse Ltd within this timeframe constitutes acceptance of the Equipment and Services.

10. Maintenance, Faults and Warranty

10.1 Faults or breakdowns must be reported immediately.

10.2 The Client must not attempt repairs unless authorised by LEDhouse Ltd.

10.3 Where faults are not caused by misuse, negligence, third-party interference or external factors, LEDhouse Ltd may:

• repair the Equipment 

• replace the Equipment 

• provide reasonable credit 

10.4 If no fault is found, call-out and inspection Charges may apply.

10.5 Unless otherwise stated in writing, permanent installations include a 12-month workmanship warranty from completion date.

10.6 Warranty exclusions include:

• accidental damage 

• misuse or negligence 

• weather damage 

• unauthorised modifications 

• software supplied by third parties or the Client 

• consumable items and general wear and tear 

11. Insurance, Risk and Damage

11.1 Where insurance is included in Charges, cover is subject to:

• Equipment being properly secured 

• reasonable care being taken 

• Equipment not being left unattended in unsecured areas or vehicles 

11.2 Where insurance is not included, the Client must insure Equipment for full replacement value.

11.3 The Client is liable for:

• theft 

• loss 

• accidental damage 

• malicious damage 

• damage caused by negligence or misuse 

11.4 The Client shall reimburse LEDhouse Ltd for:

• repair costs 

• replacement costs 

• cleaning costs 

• associated loss of revenue where Equipment is unavailable for future hire 

12. Weather, Delays and Force Majeure

12.1 LEDhouse Ltd reserves the right to suspend, restrict or stop operation or installation where conditions are deemed unsafe.

12.2 The decision of the senior LEDhouse Ltd representative onsite is final.

12.3 LEDhouse Ltd shall not be liable for delays, losses or inability to perform arising from:

• adverse weather 

• venue restrictions 

• industrial disputes 

• transport disruption 

• power failure 

• government restrictions 

• acts of God 

• events beyond reasonable control 

12.4 Full Charges remain payable in such circumstances.

13. Electrical and Technical Compliance

13.1 The Client must provide safe and suitable electrical supply and infrastructure.

13.2 The Client must ensure compliance with all applicable legislation, regulations and venue requirements.

13.3 Unauthorised modifications to Equipment or electrical systems invalidate certification and may result in additional Charges.

14. Client Responsibilities

14.1 The Client is responsible for:

• obtaining permits, permissions and licences 

• compliance with venue rules and regulations 

• ensuring safe Site access 

• providing suitable infrastructure and working conditions 

14.2 The Client warrants that all operators using Equipment are suitably competent and trained.

14.3 The Client is responsible for all content supplied for display, playback or broadcast and warrants they hold all necessary intellectual property rights and permissions.

14.4 LEDhouse Ltd accepts no liability for claims arising from Client-supplied content.

15. Liability

15.1 LEDhouse Ltd shall not be liable for:

• indirect or consequential loss 

• loss of profit, revenue or business opportunity 

• reputational damage 

• wasted expenditure 

• delays outside our reasonable control 

15.2 LEDhouse Ltd’s total aggregate liability shall not exceed the total Charges paid under the Contract.

15.3 Nothing within these Terms excludes liability for:

• death or personal injury caused by negligence 

• fraud or fraudulent misrepresentation 

• any liability that cannot legally be excluded 

16. Access Rights

16.1 LEDhouse Ltd may access any Site where Equipment is located for purposes including:

• inspection 

• maintenance 

• servicing 

• repair 

• recovery or repossession 

16.2 Reasonable notice will be given where practicable.

17. Cancellation

17.1 All cancellations must be made in writing.

17.2 Cancellation Charges apply as follows:

• More than 90 days before commencement: 10% 

• 89–30 days: 30% 

• 29–14 days: 50% 

• 13–7 days: 75% 

• Less than 7 days: 100% 

17.3 These Charges reflect committed resources, scheduling, procurement and loss of business opportunity.

18. Termination

18.1 LEDhouse Ltd may terminate the Contract immediately where:

• the Client breaches these Terms 

• payment is overdue 

• the Client becomes insolvent or enters administration/liquidation 

18.2 Upon termination:

• all outstanding Charges become immediately payable 

• LEDhouse Ltd may recover Equipment without prejudice to other rights 

19. Ownership and Intellectual Property

19.1 All Hire Equipment remains the property of LEDhouse Ltd.

19.2 Ownership of Installed Equipment transfers only upon full payment.

19.3 All LEDhouse Ltd intellectual property, designs, drawings, concepts, software configurations and documentation remain the property of LEDhouse Ltd unless otherwise agreed.

20. Modern Slavery and Human Trafficking

20.1 LEDhouse Ltd is committed to preventing modern slavery and human trafficking throughout its business and supply chain.

20.2 The Client confirms compliance with the Modern Slavery Act 2015.

21. Ethical Standards

21.1 Both parties agree to act with honesty, integrity and professionalism.

21.2 LEDhouse Ltd reserves the right to refuse or terminate Services where conduct falls below acceptable ethical standards.

22. Sustainability

22.1 LEDhouse Ltd aims to minimise environmental impact through responsible sourcing, logistics planning, reuse and recycling.

22.2 Clients are encouraged to support sustainable working practices.

23. Corporate Social Responsibility

23.1 LEDhouse Ltd is committed to operating responsibly and maintaining safe and inclusive working environments.

23.2 We expect our Clients and suppliers to uphold similar standards wherever reasonably practicable.

24. Data Protection

24.1 Both parties agree to comply with applicable data protection legislation including the UK GDPR and Data Protection Act 2018.

24.2 Personal data shall only be processed for purposes connected to the Contract.

25. Health and Safety

25.1 Health and safety is a shared responsibility.

25.2 LEDhouse Ltd reserves the right to suspend work where conditions are considered unsafe.

25.3 The Client must cooperate fully with all health and safety requirements and site procedures.

26. Equality, Diversity and Inclusion

26.1 LEDhouse Ltd is committed to maintaining a professional environment free from discrimination and harassment.

26.2 All parties involved in delivery of Services shall treat individuals with dignity and respect regardless of protected characteristics.

27. General Provisions

27.1 If any provision of these Terms is held invalid or unenforceable, the remaining provisions shall remain in full force.

27.2 Failure to enforce any provision shall not constitute a waiver of rights.

27.3 These Terms constitute the entire agreement between the parties unless otherwise agreed in writing.

28. Governing Law

These Terms and any Contract between the parties shall be governed by the laws of England and Wales, and subject to the exclusive jurisdiction of the English courts.