Crystal Interactive Meetings Terms and Conditions
1.1 Crystal Interactive Meetings is a trading name of the following companies:
IML Interactive UK Ltd a company registered in England and Wales under number 07359615 with registered address Bohunt Manor, Portsmouth Road, Liphook, Hampshire, GU30 7DL
Crystal Interactive Ltd a company registered in England and Wales under number 04036339 with registered address 8 Square Rigger Row, London, SW11 3TZ
1.2 These are the terms and conditions under which we do business. Please read them carefully. We may revise or update these terms and conditions at any time without notice.
2. Dealings between you and us
2.1 Please contact us in writing if you have any issues regarding these terms and conditions. No variation to these terms and conditions will be binding unless one of our Directors writes to you confirming the variation.
3. Agreement of Services
3.1 We agree to provide Events Services including but not limited to Event Applications, Moderation and Facilitation, Audience Response, Charity Silent Auctions, Other Event Technology, Virtual Events and Equipment Hire as specified in our quote under the terms and conditions set out here.
4.1 Our services are project managed to ensure that the planning for your event is handled to a high level of quality. All our staff who deliver our services at the event are highly experienced and well trained live event practitioners.
5. Confirmation of Order
5.1 An order must be confirmed in writing by email.
5.2 On receipt of confirmation, we will raise our first invoice which must be paid before the event starts (see section 7).
6. Reduction or Increase
6.1 Changes to the number of delegates and consequently the number of Crystal Devices may be made up to 7 days prior to the event without penalty. Changes requested after this will be made at the discretion of the company.
7.1 For events confirmed 30 days or less before the event and for fees less than £5,000 we will invoice 100% of the agreed Total Price for payment in advance.
7.2 Otherwise, we will issue 2 invoices, the first for a 75% advance payment of the Total Price quoted and a second after the event for the balance.
7.3 The first invoice must always be paid before the event starts. Our terms for all our invoices, including the second and final balance invoice, are 15 days.
7.4 If you fail to pay us on time we may:
7.4.1 refuse to supply you with any Services or equipment until payment is made in full.
7.4.2 disallow any discount that applies to any part of the outstanding payment.
7.4.3 charge you interest on the outstanding amount at the rate of 5% above the Bank of England base rate, accruing on a daily basis until payment is made in full.
7.5 All payments must be made in pounds sterling.
8. Cancellation (including Postponement)
8.1 Once our service has been confirmed
8.1.1 there will be no charge if you cancel or postpone more than 60 days prior to the event.
8.1.2 between 60 and 31 days prior to the event will incur a 25% charge.
8.1.3 between 30 and 7 days prior to the event will incur a 50% charge.
8.1.4 fewer than 7 days notice before the event will incur a 100% charge.
9.1 Our fees are subject to expenses for crew travel, accommodation, subsistence and equipment delivery or freight charges.
9.2 We will invoice our expenses as quoted, except where
9.2.1 appropriate flights, accommodation and subsistence are provided by the client.
9.2.2 flights, accommodation and freight prices have changed since the original quote.
9.2.3 there are material changes to the event (i.e. changes to the agenda, crew call, start or finish times, location or accommodation requirements) which impact on our event logistics and therefore the expenses that will be charged.
10. Insurance – Crystal Response Voting Keypads
10.1 For the duration of the event, any voting keypads lost, stolen or damaged are the responsibility of the client.
10.1.1 The replacement price of a Connector voting keypad is £400 + VAT.
10.1.2 The replacement price of a Communicator voting keypad is £400 + VAT.
10.1.3 The replacement price of a Clikapad voting keypad is £50 + VAT.
10.1.4 Keypads not returned within 1 week of an event will be invoiced. If keypads are returned after 1 week, a credit will be held on account against future business. No cash refunds will be provided.
11. Insurance – Crystal Equipment including Laptops and iPads
11.1 For the duration of the event, any Crystal devices lost, stolen or damaged are the responsibility of the client. The replacement price of a Crystal Laptop is £300 + VAT and a replacement Crystal iPad is £400 + VAT.
11.1.1 Equipment or devices not returned within 1 week of an event will be invoiced. If devices are returned after 1 week, a credit will be held on account against future business. No cash refunds will be provided.
11.2 Our insurance fee is mandatory and covers the following:
11.2.1 Crystal Laptops: our policy covers the first 2 laptops.
11.2.2 Crystal iPads: our policy covers the first 2 iPads.
12. Staff & Equipment Costs
12.1 The fees in our quote include all staff and equipment required to support the event unless otherwise stated.
12.2 The quote does not include the method of displaying Crystal output including the supply of projector, screen, sound equipment or video switching.
12.4 The quote does not include a connection to the Internet.
12.3 The quote does not include the supply of tables and chairs.
13.1 We do not accept liability for any loss or damage incurred by you or claimed by third parties against you. We are not liable for loss of data or programs contained in or controlled by a machine, loss of profits or savings whether actual or anticipated or any other form of direct or consequential loss whatsoever to the fullest extent permitted by law.
13.2 Our liability for loss or damage arising from a breach of this contract shall not in any event exceed the value of that contract.
14. Data Protection
14.1 All parties to these terms and conditions will comply with their obligations pursuant to the Data Protection Act 1998.
15. Governing Law and Jurisdiction
15.1 These terms and conditions and each Contract are governed by and shall be construed in accordance with English law and you and we hereby submit to the exclusive jurisdiction of the English courts.
Last Updated: January 2017