These terms govern the hire of audio-visual equipment and provision of AV services by Oxfordshire AV, a trading name of Oxford Media Factory Limited (company no. 08469108, "we", "us", "our"), to you ("the client"). Please read them before confirming a booking.
We provide audio-visual equipment hire and technical services for events, including conference AV, live streaming, event filming, and same-day social content production. Specific services and equipment for each booking are confirmed in writing in your quote.
All quotes are valid for 14 days from the date issued unless otherwise stated. A booking is confirmed only when:
We reserve the right to accept or decline any enquiry at our discretion. Until both conditions above are met, no booking exists and dates are not held.
A deposit of 50% of the total fee is due upon booking confirmation to secure your date. The remaining balance is due no later than 14 days before your event date.
For bookings made within 14 days of the event, the full fee is payable at the time of booking. Payment is accepted by bank transfer. Invoice details will be provided with your booking confirmation.
We reserve the right to withhold services if payment has not been received by the due date.
If you need to cancel a confirmed booking:
Cancellations must be notified to us in writing (email to [email protected]). The cancellation date is the date we receive written notification.
We understand that circumstances change. If you need to reschedule rather than cancel, please contact us as early as possible and we will do our best to accommodate the new date, subject to availability.
Changes to services, equipment or logistics requested after confirmation will be accommodated where possible and may result in an amended quote. Significant reductions in scope within 14 days of the event are treated as a partial cancellation and may not reduce the fee payable.
We will provide the equipment and services described in your confirmed quote, delivered by competent personnel. Equipment will be in good working order. Where a fault arises on the day, we will make every reasonable effort to resolve it promptly or provide a suitable substitute.
You agree to:
You are responsible for any loss or damage to our equipment caused by you, your guests, or your venue beyond fair wear and tear.
Neither party will be liable for failure or delay in performing its obligations where that failure or delay results from circumstances beyond its reasonable control, including but not limited to extreme weather, fire, flood, pandemic, civil unrest, or failure of third-party infrastructure. In such cases, we will notify you as soon as reasonably practicable and work with you to reschedule where possible.
Our total liability to you in connection with any booking, whether in contract, tort (including negligence), or otherwise, is capped at the total fee paid by you for that booking.
We are not liable for indirect, consequential, or special losses, including loss of revenue, loss of reputation, or losses suffered by third parties at your event.
Nothing in these terms limits liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded by law.
Where we produce video or photography content as part of your booking, you receive a licence to use that content for your own purposes. We retain the right to use footage and images for our own portfolio and marketing, unless you notify us in writing before the event that you do not consent to this.
These terms are governed by the laws of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.
If you have any questions about these terms, please get in touch: