Terms & Conditions
STANDARD TERMS & CONDITIONS OF HIRE BETWEEN SONATA PRO EVENTS (SPE) AND ITS CLIENT.
In the absence of any formal Contract, Hire Agreement or Purchase Order, both parties will adhere to the following terms and conditions.
Hire Period:
The hire period is defined as the duration from the date and time when the equipment departs from the warehouse of SPE to the date and time when it is returned to the warehouse of SPE. These dates and times will be mutually agreed upon between SPE and the Client prior to the transit of the equipment from SPE's warehouse, as specified in the quotation provided by SPE to the Client. These dates and times are inclusive of the Buffer Period.
i) Buffer Period
Sonata Pro Events allows a buffer period incorporated into the hire period to facilitate logistics movements. This Buffer Period entails a 10-hour period pre- and post-contractual hire date. It ensures smoother coordination and allows sufficient time for both collection and return procedures for the Client. As a default, order collection can commence from 2:00 PM the day prior to the contractual hire date, and orders are to be returned the day after/post-contractual hire date prior to 10:00 AM.
ii) Rental Basis and Timing
Commencement time is 12:00 AM on the first day of the contractual hire date, and terminates at 11:59 PM on the last day of the contractual hire date. Equipment rental is solely available on a per day basis. Our company does not offer an hourly rental service.
Pre Contractual Hire Date
Hire Date
Post Contractual Hire Date
Collection from 2:00 PM
Return By 10:00 AM
Starts 12:00 PM - Ends 11:59 PM
The Client should advise SPE of any requests for early collection or late returns. Such requests must be agreed upon in writing by both parties and signed by authorized representatives of Sonata Pro Events and the Client. Variations to the hire period resulting from an early collection or late return will apply to the quotation provided by SPE and be billed.
Equipment:
The equipment, the subject of an individual hire, is the property of SPE and will remain the property of SPE throughout the hire period. SPE will check the equipment prior to delivery to the Client, and it is the responsibility of the Client to check the equipment for damage and malfunction at the time of collection, installation, or receipt.
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SPE will supply suitably qualified personnel to set up the equipment, if quoted for. In the event that the Client chooses to hire the equipment exclusive of SPE operational personnel (Dry Hire), it is the Client’s sole responsibility to source and employ suitably qualified personnel to operate the equipment.
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In the event of damage to the equipment at any stage during the hire period, SPE will invoice the Client accordingly for the cost of repair (it is at the sole discretion of SPE to appoint a suitably qualified agent to source spare parts and repair the damaged equipment), or for the cost of replacement of the damaged equipment. If the equipment is damaged beyond repair, then SPE will invoice the Client for the cost of the replacement piece of equipment. If the equipment is no longer in manufacture and must be replaced by a newer model of a similar product type, then the cost of that model will be billed to the Client.
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Items are to be returned in the same condition as they leave the SPE warehouse. Any missing items upon return will result in the client being invoiced. It will be understood by both parties that there will be a 24-hour discretionary period both before and after the delivery or return to the SPE warehouse whereby either party can inform the other of damage to equipment that has not been previously noted. The Client is not permitted to remove the equipment outside of the borders of UAE without the express written permission of SPE. Whilst every endeavor will be made to supply equipment as ordered, we reserve the right to substitute suitable replacements if required.
Manpower Hours & Charges:
SPE manpower and crew service operates on a standard day rate basis. The standard number of working hours comprising a day rate for SPE personnel located at a job site is defined as 10 hours maximum. SPE reserves the right to charge the Client for hours worked by SPE personnel in excess of the standard number of hours, only if such excess hours are explicitly quoted for in the agreement. Such excess hours will be billed at the applicable hourly rate as agreed upon between SPE and the Client.
Confirmation of Hire:
It is understood by the Client that confirmation of hire is only recognized as such after the receipt by SPE of a signed Purchase Order, or Service Agreement from the Client, by an individual with signatory authority, agreeing to all related terms and costs of the hire as detailed in the quotation supplied by SPE. Hire confirmation can take the form of a signed and stamped quotation, service agreement and or official purchase order. Upon receipt of the signed document, SPE will send a confirmation of the hire and only at this time will the hire be considered confirmed.
Variations:
All variations as regards to equipment, location, hire period and personnel should be negotiated and agreed in writing with SPE by Client and signed by both parties. These variations and any related charges will be invoiced to Client accordingly. These will be billed separately and will be payable according to the above terms. If the variations have been negotiated and agreed post the completion of the installation stage then all variations become payable immediately.
Taxes:
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Local: All quotations and fees for services provided within the local jurisdiction are inclusive of applicable taxes.
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Overseas: For services provided to overseas companies, quotations are subject to the tax ruling of the respective country where the company is based. Clients will be responsible for any additional taxes, duties, or levies imposed by the local authorities in their country of origin.
Payment Terms:
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Unless otherwise indicated on the quotation supplied by SPE to the Client, it is agreed that the payment terms are: 100% Advance Payment.
i) Payment Currency
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Payments are acceptable in AED as the default currency. Other acceptable currencies are USD, EUR, and GBP.
ii) Payment Methods
Acceptable payment modes include:
[Bank charges applicable for all international transfers to be borne by the Client]
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Cash
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Bank Transfer
iii) Breach of Payment Terms
In the event of failure by the Client to adhere to the agreed payment terms, SPE reserves the right to consider that the Client is in breach of contract and liable for the applicable cancellation fees.
Cancellation:
Cancellation of hire is at the discretion of either party to the agreement. In the event that the Client cancels, the fees and payments as detailed below will remain due. All cancellations by the Client are acceptable upon the receipt by SPE of written confirmation via email detailing the cancellation. The cancellation date will be determined by the receipt of this written confirmation.
ii) Cancellation Penalties
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Cancellation between 1 to 2 calendar days from the commencement of the hire period will result in a 75% cancellation fee, equivalent to 75% of the full value of the job.
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Cancellation between 3 to 7 calendar days from the commencement of the hire period will result in a 50% cancellation fee, equivalent to 50% of the full value of the job.
All cancellation fees are payable immediately upon receipt by SPE from the Client of a signed confirmation of the cancellation.
iii) Cancellation by Sonata Pro Events
a. Breach of Agreement
If the Client breaches a material term or condition of this agreement, SPE may, at its discretion, terminate the agreement by providing written notice to the Client. The notice shall specify the nature of the breach.
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b. Non-Payment
In the event of non-payment by the Client, SPE reserves the right to cancel the agreement in full with immediate effect.
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c. Operational Constraints
SPE may cancel the agreement if, due to unforeseen operational constraints or business considerations, it becomes impractical or impossible to fulfill its obligations. SPE shall provide reasonable notice and discuss alternatives, if feasible. In the event of cancellation by SPE, the Client shall be entitled to a prorated refund of any prepaid, unused fees for the canceled services. The Client agrees to promptly return any property, documents, or materials belonging to SPE. In the event of a dispute related to SPE's right to cancel, both parties agree to engage in good-faith negotiations.
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In the event of cancellation by SPE, the Client shall be entitled to a prorated refund of any prepaid, unused fees for the canceled services. The Client agrees to promptly return any property, documents, or materials belonging to SPE. In the event of a dispute related to SPE's right to cancel, both parties agree to engage in good-faith negotiations.
Legal Jurisdiction:
Any dispute, difference, controversy, or claim arising out of or in connection with this contract, including (but not limited to) any question regarding its existence, validity, interpretation, performance, discharge, and applicable remedies, shall be subject to the exclusive jurisdiction of the Courts of the Dubai International Financial Centre (“the DIFC Courts”).
Insurance:
SPE will supply suitable insurance for the equipment within the UAE, providing the equipment is handled and operated by SPE personnel. If the equipment is hired without SPE personnel assistance (Dry Hire), it is the responsibility of the client to have all equipment insured with their insurance provider as per the insurable value stipulated on the hire proposal Terms & Conditions. Any hire of equipment outside the borders of the UAE requires the client to provide insurance to cover any loss or damage, including marine cargo insurance, while the equipment hired is in transit, regardless of any SPE personnel supervision. The Certificate of Insurance (COI) must stipulate the Insured Party as SPE General Trading Co. LLC and corresponding Quote Reference Number. A copy of the COI must be submitted to SPE in writing prior to the release of any order.
Notes:
All equipment is subject to availability at the time of confirmation. The quotation has a validity period of 30 days, unless otherwise stated.
Sonata Pro Events has been delivering cutting-edge sound and lighting solutions for concerts, weddings, and festivals for several years. We don’t just provide equipment—we help create an experience that captivates your guests and makes your event unforgettable, from the first note to the final spotlight.
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