RECORD ONE / THE DETAILS
Terms & Conditions
Clear terms for equipment hire, event support and installations.
Please read the sections that apply to your booking alongside your written quotation.
Version 3.0 · Updated 1 October 2026
01 / Your booking and these terms
1.1 These terms cover equipment hire without an operator (dry hire), event hire with technical support, installations, servicing and equipment supplied by Record One Ltd. Your written quotation and booking confirmation (the Order) identify the equipment, work, location, dates, price and agreed extras. Only the sections relevant to your Order apply.
1.2 A booking is confirmed when we accept your Order in writing. Equipment and dates remain subject to availability until then. We will supply the applicable terms before you commit and provide a copy you can keep with your confirmation. The version agreed when you book applies to that booking; later website changes do not change an existing contract.
1.3 The Order takes priority for specifically agreed scope, dates and payment arrangements, subject always to your statutory rights. Material changes require written agreement. We remain responsible for work performed by subcontractors we engage.
1.4 A consumer is an individual buying mainly for personal purposes. Clauses labelled ‘business customers only’ do not apply to consumers. Nothing here removes consumer rights or any liability that cannot legally be excluded.
02 / Prices, deposits and payment
2.1 Record One Ltd is not VAT registered. No VAT is charged. Your quotation states the total agreed price, including any delivery, collection, labour, travel and other agreed charges. Website guide prices are estimates; your accepted quotation confirms the price.
2.2 Hire: payment is due in cleared funds before collection or delivery unless we agree credit or another schedule in writing. Any booking deposit, security deposit or instalment amount and its due date will be stated before you book.
2.3 Installations and equipment supply: the Order sets out any procurement deposit, stage payments and final balance. An agreed procurement deposit is payable before we place supplier orders. Servicing and standalone technical support follow the payment arrangements in the Order. We do not apply an unstated standard deposit percentage or invoice period.
2.4 A booking deposit is credited towards the price. A security deposit is separate security for properly due charges, not a limit on liability. We will explain any proposed deduction, provide an itemised account and return the undisputed remainder promptly after inspection. Cancellation and consumer rights below apply to all deposits.
2.5 Extra work, extended hours and material changes to cost must be agreed before we proceed. If an invoice appears wrong, contact accounts@recordone.co.uk promptly so we can investigate; pay any undisputed amount by its due date. We will give reasonable notice and an opportunity to resolve non-payment before suspending work, unless urgent circumstances justify earlier action.
2.6 Business customers only: where applicable, overdue commercial debts may attract statutory interest, fixed compensation and recoverable costs under the Late Payment of Commercial Debts (Interest) Act 1998. These business late-payment provisions do not apply to consumers.
03 / Dry hire
3.1 Dry hire means equipment supplied without a Record One operator. Delivery, setup, training and collection are included only if listed in your Order. Tell us about the intended use and venue so we can agree suitable equipment and any support required.
3.2 The Order records the hire period and collection or delivery and return arrangements. Check the equipment and accessories on receipt and report missing items or visible damage promptly, normally within one business day. Report hidden faults when discovered. This reporting request does not remove statutory rights.
3.3 Keep equipment secure, dry and protected from unsuitable conditions. Use it competently, within its ratings and in line with our instructions, with suitable power and safe cable routes. Do not modify, repair, sub-hire, move it to another site or take it abroad without written agreement. Stop using anything unsafe or faulty and contact us promptly.
3.4 Return all equipment, cables, accessories and cases at the agreed time and place, reasonably clean and dry. Request any extension before the return time. An agreed extension is charged at the price we confirm. An unagreed late return may incur the agreed daily hire rate and reasonable direct losses caused by the delay, without double recovery or disproportionate charges.
3.5 Hire equipment remains our property. You are not responsible for fair wear and tear, inherent faults or loss caused by our breach or negligence. Where a fault is our responsibility, we will arrange an appropriate repair, replacement, alternative or refund, without limiting your legal remedies.
3.6 Business customers only: risk of accidental loss, theft or damage passes on delivery or collection and ends when equipment is returned to us, excluding loss caused by us. Arrange insurance covering hired equipment at full replacement value throughout that period, including transit, and provide evidence if requested. Any different arrangement must be agreed in writing before release.
3.7 Consumers: you must take reasonable care. You are responsible for loss or damage caused by your failure to do so or another breach of these terms, not for events for which you are not responsible. Any claim will reflect reasonable repair or replacement costs and proven direct loss, allowing for fair wear, residual value, mitigation and insurance recovery. We will explain the amount claimed.
04 / Event hire and technicians
4.1 Your Order defines the equipment, crew roles, delivery, setup, soundcheck, show and dismantling times, and the hours included. Event hire includes only the production tasks specified. Event management, security, stewarding, staging, power distribution, rigging, lighting and video are not automatically included.
4.2 Provide an authorised event contact, an accurate schedule and technical requirements in good time. Arrange agreed venue access, loading, parking, a safe working area, suitable power, welfare facilities and necessary venue permissions. Tell us about access restrictions, sound limits, curfews and other conditions before booking.
4.3 Unless included in our scope, the organiser is responsible for event permissions, audience management, security, performance and music licences, and venue-wide safety arrangements. Each party retains its own legal safety duties. We will cooperate with the organiser and other suppliers.
4.4 For outdoor work, suitable weather protection, stable surfaces and agreed power arrangements must be in place. Our crew may stop or restrict unsafe work, including where weather, electrical conditions, crowd behaviour or excessive sound levels create a reasonable safety concern. We will explain the issue and work with you on a safe solution.
4.5 Only authorised people may operate or change equipment under our crew’s control. You are not automatically liable for every act of a guest; responsibility depends on the hire arrangement, your obligations and applicable law. Equipment left in your custody outside staffed hours must be identified in the Order, with its security and risk arrangements agreed.
4.6 Changes to running times, venue or technical requirements may affect staffing and cost. We will agree additional hours and charges before extending work. A day rate does not mean unlimited hours. If a delay prevents the original plan, we will discuss practical options; cancellation and payment rights below still apply.
05 / Installations and equipment supply
5.1 The Order defines the site, equipment, design assumptions, installation work, programme and any testing, commissioning, training and documentation. Building work, electrical alterations, network upgrades, decoration and making good are included only where stated.
5.2 Provide accurate site information, authority for the work, access and a suitable authorised contact. Tell us about known asbestos, concealed services, structural limitations and other hazards. We will assess our own work and comply with applicable safety duties. Statutory responsibilities, including any construction duties, cannot be removed by these terms.
5.3 We will perform services with reasonable skill and care. Material changes to scope, equipment or programme will be agreed in writing with their price and timing implications. If unforeseen conditions make work unsafe, we may pause and agree the next steps. We will not treat safety concerns as permission for unlimited extra charges.
5.4 Equipment sourced to order is subject to supplier availability. We will confirm pricing and expected lead times before purchase and notify you of delays. We will not impose a materially different substitute without agreement. An item is not automatically non-returnable simply because we ordered it from a supplier for you.
5.5 We will complete agreed tests, explain normal operation and record any outstanding items at handover. Using the system or signing a handover does not waive rights concerning defects. Please report problems promptly so we can investigate.
5.6 For 12 months after completion, we will put right defects in our installation workmanship without charge. This additional promise does not cover damage caused by misuse, unsuitable conditions, normal wear or unrelated work by others, and does not replace statutory rights. Equipment may also have a manufacturer’s warranty; we will explain applicable arrangements.
5.7 Ownership of supplied goods passes when they are paid for in full. Business customers bear risk on delivery to the agreed location; consumers bear risk when they or their nominated recipient physically receive the goods, subject to applicable law. Any recovery of unpaid goods must be lawful and must not involve unauthorised entry or damage.
5.8 We will identify required software, subscriptions and relevant third-party terms before you order. Third-party services can change, but this does not remove our responsibilities for what we supply or promise. Project documentation supplied to you may be used to operate and maintain your system. Any separate design or intellectual-property agreement will be stated in the Order.
06 / Servicing and repairs
6.1 The Order identifies the inspection, diagnosis, maintenance or repair included and any agreed assessment or call-out charge. We will obtain approval before carrying out chargeable repairs beyond that scope. We do not guarantee that every fault can be repaired or every replacement part obtained.
6.2 Tell us about known faults, previous repairs and relevant operating conditions. Back up settings or data where practical and tell us if preserving them is essential. We will exercise reasonable care; a request to back up data does not exclude liability for our own failures. We will explain any safety issue found and the limits of the inspection performed.
07 / Changes, cancellation and disruption
7.1 Contact info@recordone.co.uk as soon as you need to change or cancel a booking. A postponement is a proposed change, subject to availability and written agreement. Consumer cooling-off rights in section 8 take priority where they apply.
7.2 Outside a statutory cancellation right, any charge must reflect our reasonable, demonstrable net loss: work already performed, unavoidable commitments and other direct losses caused by cancellation, less costs saved and amounts recovered by rebooking or returning goods. We will take reasonable steps to reduce loss, provide a breakdown and refund any excess payment. Deposits are not automatically non-refundable and we will not recover the same loss twice.
7.3 If we cannot supply the agreed service or equipment, we will discuss a suitable alternative. If none is agreed, we will refund payment for what we do not provide, without limiting any further legal remedies you have for our breach.
7.4 If events outside reasonable control prevent performance, the affected party must notify the other promptly and take reasonable steps to reduce the disruption. We will discuss rescheduling or cancellation. You are not automatically required to pay the full price for services never supplied; sums due and refunds will reflect the work, applicable law and the circumstances.
7.5 We may suspend or end an Order for a serious breach, including non-payment, unsafe conditions or unlawful instructions. Where possible, we will give notice and a reasonable chance to put matters right. Equipment recovery will be arranged lawfully; these terms do not authorise entry to private property without consent or another legal right.
08 / Consumer rights and cooling-off
8.1 Consumers retain the rights provided by law. Goods must be as described, of satisfactory quality and fit for an agreed purpose where the law requires. Services must be performed with reasonable care and skill. Depending on the circumstances, remedies can include repair, replacement, repeat performance, a price reduction or a refund.
8.2 For qualifying contracts made online, by phone, by email or away from our premises, you normally have 14 days to cancel without giving a reason. For services and equipment hire, the period normally ends 14 days after the day the contract is made. For a sale of goods, it normally ends 14 days after the day you or your nominated recipient receives them; special rules apply to separate deliveries.
8.3 Some legal exceptions may apply, such as genuinely bespoke goods or certain services related to leisure activities on a specified date. We will identify any applicable exception before you commit. We do not treat every event booking or supplier-ordered item as automatically exempt.
8.4 To cancel, send a clear statement to info@recordone.co.uk before the cancellation period expires. You may use the form below, but do not have to. You may also notify us by telephone on +44 7598 493 090 or by post to Record One Ltd, 10 Y Sgwar Heol Yr Orsaf, Dinas Powys, Bro Morgannwg, United Kingdom, CF64 4YR. Keep a record of your notification.
8.5 We will reimburse payments covered by a valid statutory cancellation, including the cost of our standard delivery where applicable, using the original payment method unless you agree otherwise, without a refund fee. For services, reimbursement is normally due within 14 days after we are informed. For returned sales goods, we may withhold it until we receive the goods or evidence of their return, whichever is earlier, unless we offered collection.
8.6 Return sales goods within 14 days of telling us you are cancelling, unless we agreed to collect them. You pay direct return costs only if we informed you before the contract; where goods cannot normally be posted we will disclose the applicable cost or estimate beforehand. A lawful deduction may apply for handling beyond what is necessary to establish the goods’ nature, characteristics and functioning. Contact us to arrange prompt return or collection of hired equipment.
8.7 We will start a service during an applicable cooling-off period only at your express request. If you then cancel, a proportionate charge for service already supplied may apply only where the law permits and the required information was provided. The service cancellation right is lost on full performance only after your express consent and acknowledgement. Accepting these general terms alone is not an early-start request.
09 / Optional cancellation form
9.1 Complete and send this only if you wish to cancel. To: Record One Ltd, 10 Y Sgwar Heol Yr Orsaf, Dinas Powys, Bro Morgannwg, United Kingdom, CF64 4YR. Email: info@recordone.co.uk. Add any other details that help us identify your booking.
9.2 To Record One Ltd: I/We hereby give notice that I/We cancel my/our contract for the sale of the following goods / supply of the following service: [describe]. Ordered on / received on: [date]. Order reference: [reference]. Consumer name(s): [name]. Consumer address: [address]. Date: [date]. Signature(s): [only if sent on paper]. Delete whichever does not apply.
10 / Liability, complaints and contact
10.1 Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot lawfully be limited. For consumers, we are responsible for foreseeable loss and damage caused by our breach or failure to use reasonable care and skill. Statutory remedies remain available.
10.2 Any separate business-only liability limit must be expressly agreed in the Order and is subject to applicable law. No liability cap is imposed by this webpage alone.
10.3 If you have a complaint, email info@recordone.co.uk with your Order reference and details of the problem. We will investigate and discuss a practical resolution. For invoices and payment queries, email accounts@recordone.co.uk. You can also call +44 7598 493 090.
10.4 The contract is governed by the law of England and Wales. Business disputes fall within the courts of England and Wales. Consumers retain mandatory protections and the right to bring proceedings in the courts available to them under applicable law, including their home UK jurisdiction.
10.5 Record One Ltd • Company number 13132175 • Registered in Wales. Registered office: 10 Y Sgwar Heol Yr Orsaf, Dinas Powys, Bro Morgannwg, United Kingdom, CF64 4YR. Operating address: 1 Saint Vincent Road, Newport, NP19 0AN. Please arrange equipment collections and returns with us in advance.
Questions before you book?
Talk to us about your equipment, venue or event and we’ll clarify the arrangements in your quotation.