Terms of Service & Equipment Hire

1. Engagement and Scope

These terms govern all commercial audiovisual, lighting, vision and staging hire, on-site technical production, live streaming and hybrid meeting services, and permanent AV installation work supplied by Cairns AV Hire across Cairns and Far North Queensland. Approving a proposal, paying a deposit, or authorizing bump-in constitutes formal acceptance of these terms.

2. Quotes, Deposits, and Cancellations

• Quote Validity: Formal quotations remain valid for 30 calendar days from the date of issue and are subject to equipment and technician availability at the time of confirmation.
• Confirmation: Bookings are confirmed upon receipt of the deposit specified in your quote schedule or via written confirmation by authorized personnel.
• Cancellations: If an event is cancelled within 7 business days of scheduled bump-in, a cancellation charge may apply to offset committed production crew, vehicle allocation, and pre-rigged inventory.

3. Technical Media Capture and Event Promotion

• Portfolio and Case Studies: Cairns AV Hire may use the Client's public event name, general venue location, and Production Media on its official website, capabilities documentation, and professional social media to showcase technical staging, sound engineering, and lighting work.
• Event Promotion: Cairns AV Hire may, at its sole discretion and without financial compensation, utilize captured media to help promote the Client’s event through its digital platforms.
• Standards & Dignity: All media captured will emphasize technical delivery, production quality, and room atmosphere. Cairns AV Hire will not publish commercially sensitive presentation slide content, confidential proceedings, or disparaging depictions of performers or guests.
• Touring Riders & Media Embargoes (Opt-Out): Where an event, performance, or touring artist is governed by strict non-disclosure terms, commercial media lockouts, or rider photography bans, the Client must notify Cairns AV Hire in writing prior to load-in. Cairns AV Hire will strictly respect written privacy guidelines.

4. Venue Access and Operational Safety

• Access & Timelines: The Client must arrange clear, unhindered, and safe access to the venue during all specified bump-in, sound-check, operating, and bump-out windows.
• Power Requirements: The Client or venue must supply dedicated, clean, and stable electrical power in compliance with Cairns AV Hire technical riders, unless dedicated generator hire has been contracted directly through us.
• Weather Protection: For outdoor stages, outdoor corporate plenaries, or festival venues, the Client must supply adequate, certified waterproof coverings over mixing consoles, stage decks, and distribution boards. Our engineers reserve the right to cut power immediately if unmitigated weather creates an electrical or life-safety risk.

5. Equipment Responsibility

Where equipment is operated directly by our qualified crew, Cairns AV Hire maintains full operational oversight. However, the Client remains financially liable for physical damage, liquid spills, or equipment loss resulting from unruly attendee conduct, inadequate security, or venue failures beyond our operational control.

6. Live Streaming and Hybrid Meetings

• Connectivity: Stream quality depends on the venue internet connection. Unless a dedicated connection or bonded cellular backup has been quoted and supplied by Cairns AV Hire, the Client or venue is responsible for providing a wired connection with sufficient upload bandwidth, and Cairns AV Hire is not liable for interruptions caused by the venue network or third-party platforms (YouTube, Vimeo, Teams, Zoom or similar).
• Platforms and Accounts: Where a stream is published to a Client-owned channel or platform, the Client must supply working stream keys, account access or a meeting link before the technical rehearsal.
• Recordings and Rights: Recordings are supplied to the Client as delivered files. The Client is responsible for obtaining any performance, music licensing (APRA AMCOS / OneMusic) or participant consent required to broadcast or publish the event.

7. Permanent Installations

• Scope: Installation work is carried out to the written scope, drawings and equipment schedule accepted by the Client. Variations requested after acceptance are quoted separately.
• Site Conditions: The Client is responsible for building access, structural suitability of mounting surfaces, electrical supply to the locations shown in the scope, and any building, body corporate or heritage approvals. Licensed electrical work is carried out or certified by an appropriately licensed contractor.
• Handover and Training: Practical completion occurs when the system operates to the accepted scope and handover training has been offered. Any defects notified in writing within 12 months of practical completion that arise from our workmanship will be rectified at no charge.
• Equipment Warranty and Title: Installed equipment carries the manufacturer's warranty. Title in equipment passes to the Client on payment in full; risk passes on delivery to site.

8. Applicable Law

These terms are governed by the laws of Queensland, Australia. Both parties submit to the jurisdiction of the courts of Queensland and the protections of the Australian Consumer Law (ACL).

9. Direct Contact

For questions, formal notices, or rider media notifications, contact:
Mark — Cairns AV Hire
Phone: 0407 161 899
Email: hire@cairnsaudiohire.com.au