Terms & Conditions

1. Definitions

“Contractor” means Roadhouse Studios.
“Client” means the person, school, organisation or business engaging the Contractor.
“Services” means A/V maintenance, repairs, installation, commissioning, programming, operation, documentation, events and related technical services.
“Equipment” means all audio, visual, lighting, networking and streaming systems (hardware and software). Peripherals, cabling, tools, materials and infrastructure.

2. Scope of Services

2.1 Services will be provided as described in the written proposal, quotation, or service agreement.
2.2 Any work outside the agreed scope will be quoted separately and must be approved in writing before commencement.
2.3 The Contractor reserves the right to decline additional work not included in the original scope.

3. Quotations & Variations

3.1 Quotations are valid for 14 days.
3.2 Variations requested by the client after acceptance may result in revised pricing and timeline adjustments.
3.3 Hidden conditions (e.g, inaccessible cabling, structural limitations, non-compliant electrical systems) may result in variation charges, job delays or cancellations.

4. Pricing & Payment

4.1 All invoices are exclusive of GST.
4.2 Payment in full is required prior to commencement for any equipment purchase through the contractor. The contractor will not incur any out of pocket expense for any required purchases.
4.3 Invoices are payable within 7 days of issue.
4.4 The contractor may suspend services if payment is overdue.

4.5 All events require a 50% deposit on booking with the balance due on completion.

5. Access & Site Conditions

5.1 The client must provide safe and reasonable access to the site and carry out an induction.
5.2 The client must ensure power, network access, and relevant permissions are available.
5.3 Delays caused by restricted access may incur additional charges.

5.4 If the event is cancelled due to weather after crew arrival or equipment delivery, a minimum call out fee of $70p/h will apply.

5.5 The client is responsible for providing adequate weather protection (marquees, stage roofing, covered power, etc.). Any damage caused by inadequate weather protection may be charged to the client.

5.6 Work may be paused or equipment powered down if weather conditions create an electrical or safety risk. All such downtime remains billable.

5.7 The contractor reserves the right to suspend installation, operation, or dismantling of equipment where weather conditions present a safety risk to personnel or equipment. All labour, standby time, and additional site attendance resulting from weather delays shall be chargeable.

6. Occupational Health & Safety

6.1 The contractor will comply with the Occupational Health and Safety Act 2004 (Victoria).
6.2 The client must notify the contractor of known hazards.
6.3 The contractor will not perform structural rigging or licensed electrical work.

6.4 Work will only be carried out in safe conditions according to Risk Assessment and SWMS documents.

6.5 The client is responsible for ensuring that:

The site is safe and compliant.
Safe access is provided.
All venue staff, contractors and attendees comply with safety procedures.
Electrical infrastructure is compliant and certified.
Rigging and structural elements are safe.
Fire safety control measures are in place and compliant.
The building or any event structure is safe.
Rigging points are certified.
Electrical systems are compliant.

6.6 The contractor is not responsible for hazards that:

Exist prior to commencement of work.
Are outside the contractor’s control.
Arise from third-party contractors, client employees, casual workers, volunteers or the general public.
Arise from client or unauthorised persons misuse of equipment.

6.7 The client acknowledges that live events involve inherent risks and agrees that responsibility for crowd management, patron behaviour, and event safety remains with the client unless otherwise agreed in writing.

6.8 The client will provide and maintain all risk management documents including but not limited to;

SWMS.
Risk assessment documents.
Safe handling procedures.
Fire escape plans.
Incident report documents and procedures.
All other legally required safety documents related to the site and business operations.

7. Child Safety

7.1 The contractor will hold a current Working With Children Check (Victoria) where required.
7.2 The contractor agrees to comply with the client’s Child Safe Standards and Policies.
7.3 The contractor will avoid unsupervised interaction with children unless authorised.

8. Installation Conditions

8.1 The contractor will install equipment in accordance with manufacturer specifications and Australian Standards.
8.2 The contractor is not liable for any existing infrastructure faults or damage discovered during setup or operation.

9. Documentation & Intellectual Property

9.1 Patch lists, showfiles, signal diagrams, and documentation remain the property of the contractor unless otherwise agreed.
9.2 The contractor retains intellectual property rights over proprietary system designs unless transferred in writing.

10. Equipment Ownership & Risk
10.1 The contractor is not responsible for theft of either party's equipment while on or off site.

10.2 The contractor is not responsible for any damage to any equipment, buildings or infrastructure and property caused by third parties, external contractors, client employees, casual workers, students, general public or volunteers.

11. Insurance

11.1 The contractor maintains:

Public Liability Insurance.
Professional Indemnity Insurance.

11.2 The client maintains:

All relevant insurances for all equipment pre installed on site.
Public liability Insurance.
Professional Indemnity Insurance

12. Limitation of Liability

12.1 Liability is limited to the value of services provided.
12.2 The contractor is not liable for indirect or consequential losses, including cancelled events or loss of revenue.
12.3 Nothing in this agreement excludes rights under Australian Consumer Law.

12.4 The contractor is not liable for damages to either party's equipment that is not installed or used correctly and as intended.

12.5 The contractor is not liable for any damages to any property caused by unsafe working conditions, negligence or misuse.

12.6 The client acknowledges that live production environments involve inherent risks including but not limited to:

Electrical systems.
Elevated work platforms.
Rigging.
Lighting fixtures.
Heavy equipment.
Cabling and trip hazards.

12.7 The contractor shall not be liable for injury, illness, death, or damage to any person arising from:

Client failure to follow safety directions.
Unauthorised operation of equipment.
Modifications made after event commencement.
Failure to maintain equipment as advised.
Third-party interference.
Unsafe venue infrastructure.
Reckless actions of any person/s near any equipment.
Equipment operation without supervision from a qualified and trained or venue approved person.
Natural disasters and related incidents.
Crowd management not maintained or adhered to.

12.8 The contractor is only liable for personal injury or property damage to the extent directly caused by the proven negligence of the contractor.

13. Indemnity

13.1 The client indemnifies the contractor against loss arising from misuse or unauthorised modifications of any systems.
13.2 Each party indemnifies the other against claims arising from negligence or breach of contract.

13.3 The client indemnifies and holds harmless the contractor against any claim, loss, damage, liability, or expense arising from:

The client’s negligence.
Misuse of equipment.
Failure to follow safety instructions.
Unauthorised alterations.
Actions of the client’s staff, contractors or guests.

13.4 This indemnity survives termination of the agreement.

14. Confidentiality

14.1 Both parties agree to maintain confidentiality regarding system designs, passwords, and sensitive information.
14.2 Streaming and recording data remains property of the client unless agreed otherwise.

15. Independent Contractor

15.1 The contractor acts as an independent contractor and not an employee, partner, or agent of the client.

16. Force Majeure

16.1 Neither party is liable for failure to perform obligations or equipment damages due to events beyond reasonable control, including:

Natural disasters.
Government restrictions.
Internet or power outages.
Industrial disputes.

17. Termination

17.1 Either party may terminate with 14 days written notice.
17.2 Immediate termination may occur in the event of serious breach.
17.3 All completed work and materials remain payable upon termination.

18. Dispute Resolution

18.1 Parties will attempt good faith negotiation.
18.2 If unresolved, mediation will occur in Victoria.
18.3 Disputes fall under the jurisdiction of Victorian courts.

19. Acceptance

Acceptance of this quotation constitutes a legally binding agreement and confirms that the client has read and agrees to the accompanying terms and conditions.