Client Contract

The following terms and conditions (the “Contract”) represent the agreement between you (the “Client”) and ELPROMOTIONS LIMITED (“The Agency”) in respect of the engagement of specified event staff (the “staff”) offered by The Agency. It is important that the Client reads and fully understands this document as it establishes the working relationship between the parties.

Contract must be agreed & signed prior to confirmation of a job. Until such time as The Agency receives a signed copy of Contract, your booking will be deemed as ‘provisional’. Provisional bookings shall be cancelled if they are not confirmed within 72 hours of the proposed booking. Until The Agency receives a signed quote, any proposed Staff shall be free to accept any other jobs and assignments. 

All clients must agree to the contract T&Cs by accepting a job quote from Elpromotions Limited. All quotes sent by The Agency include a link to this Contract outlining all T&Cs in detail. 

The Client is encouraged at any time to seek clarification on any matter contained in this document by contacting The Agency direct.

1: Contract must be accepted by the client PRIOR TO BOOKING.

2: PAYMENT TERMS & INVOICING

All invoices to be met within 7 days from the finish of work carried out. In all cases the person booking the staff is the client, who will be invoiced and is solely responsible for payment, unless otherwise agreed in writing at the time of booking. 50% deposit is due at the time of booking and the remainder is due within 7 days of the final invoice. 2% late payment fee will be added per day the invoice remains unpaid. Client is responsible for any Court/Debt Collection Agency fees added on. The Agency reserves the right to invoice client 100% fee upfront for any last minute bookings taking place within 48 hours of the event. The Agency permits longer invoicing terms from 14 days to 30 days. For individual invoice terms longer than 7 days, should be discussed with The Agency directly prior to booking. 

2.1: All payments must be made out to Elpromotions Limited. Staff cannot be paid directly by the Client and The Agency reserves the right to still invoice the client.

3: THE WORKING DAY & FEES

All work will be paid under the relevant agreement. 

3.1: EVENT STAFF BOOKINGS

All event staffing jobs will be paid at either a 1-hour, 4-hour or 8-hour rate. All rates supplied by The Agency, include basic uniform, food & beverage, pre-event briefing and grooming. 

3.2: OTHER SERVICES 

Additional fees are payable for other services to be supplied by staff for personal appearances, such as custom uniform, job briefing, training, rehearsals, fittings etc. Fees for such services will be negotiated with The Agency prior to each booking.

3.3: Clients are not responsible for staff meals unless otherwise specified and agreed with the client beforehand.

4: TRAVEL

Travel days where applicable, have to be paid at an agreed rate. All Travel expenses, per Diems and accommodation (where applicable); will be paid by client, only where applicable and agreed with The Agency.

5: USAGE (High Fashion/Editorial/Catwalk Only) 

*Not applicable for Event Staff Bookings.

The status of the assignment shall be agreed before the booking proceeds. If this status is found to be different after completion then the model may be entitled to be upgraded / buyout fee.

5.1: No models image may be used for any of the above unless all fees have been agreed and paid to The Agency.* (High Fashion/Editorial/Catwalk Only)

5.2: Usage Fees apply to UK for an unlimited period. Foreign usage fees are subject to separate negotiation.* (High Fashion/Editorial/Catwalk Only) 

5.1.1: SOCIAL MEDIA USAGE  

Clients are not permitted to share staff images online on social media channels, website and for other promotional marketing purposes unless agreed prior with The Agency. Approved images and videos must be tagged with @elpromotionsagency and credit given to Elpromotions Agency in all online and marketing posts. Failure to do so may result in legal action.

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6: EMPLOYMENT

During the course of the booking staff employment status with the agency is ‘a contractor’. Nothing in this agreement shall render a staff member to be employees of Elpromotions Limited for tax purposes. All staff is responsible for their own National Insurance and Tax to HMRC where applicable. 

6.1: The client shall not at any time employ persons introduced to them by The Agency, without The Agency’s knowledge and consent. The Agency reserves the right to proceed with legal action.

7: COMPLAINT PROCEDURE

If a staff member is unsuitable, The Agency must be notified immediately or the full fee will be charged. If any staff member in any capacity is unsuitable; The Agency must be notified within the first 2-hours or the full fee will be charged. In both cases we shall be pleased to find replacements. Complaints cannot be considered unless the above has been complied with. 

7.1: Complaints cannot be considered in retrospect.

8: The Agency shall not be liable in respect of any loss or liability arising directly or indirectly through any cause or act as a result of negligence or late arrival by staff. We, as The Agency act for and on behalf of our staff and whilst making every endeavour to provide a professional and efficient service, we cannot be held responsible for a staff’s conduct during a booking.

9: CANCELLATIONS: EVENT STAFFING

If a booking is cancelled after 5.00pm the day before an event, a cancellation fee will be charged of the basic daily rate. Bookings cancelled within 24 hours of the start of the booking will be charged at a full fee; if the same staff is re-booked within 24 hours then half the fee will be charged. If a booking is cancelled within 48 hours of the start time; half fee will be charged.

9.1: CANCELLATIONS: EVENT MANAGEMENT

The Client reserves the right to cancel this Contract at any time. A full refund will be provided if the cancellation is made 14 days before the event commences. If the Client cancels less than 7 days prior to the event, no refund will be issued. The Agency also reserves the right to cancel this Contract at any time. In the event of The Agency’s cancellation, a replacement Event Planner agreed upon by the Client will be provided. The Agency will refund any funds previously received from the Client as a budget for the event or other purposes.

10: HEALTH AND SAFETY

Health and Safety is of paramount importance and the responsibility of all of us. It is essential that working practices are maintained at all times. A failure to comply with the Company’s Health and Safety Policy shall constitute a material irremediable breach of this agreement. It is the client’s responsibility to carry out a proper risk assessment of the location, equipment and work conditions; any risk to Health & Safety known to the client must be discussed with The Agency at the time of the booking. The client is responsible for staff safety when the staff is providing services in connection with the booking. The client is obliged to make sure that all other people engaged in connection with the booking and associated travelling are properly qualified and insured. 

11. INSURANCE

Elpromotions Limited holds the following insurance cover: Public Liability (£1,000,000) and Employer’s Liability (Limit of Indemnity A £10,000,000) & (Limit of Indemnity B £5,000,000). Insurer details: AXA Insurance UK Plc 

12. STAFF RIGHT TO PRIVACY

Personal details and statistics for The Agency are displayed on wwww.elpromotions.co.uk website for information purposes only. By using this site you agree to adhere to each staff member’s right to privacy – users are not entitled to use any information supplied in any way other than directly associated with the hire and consideration of hire, of the staff.

13: SITE FUNCTION elpromotions.co.uk is provided on an ‘as is’ basis The Agency makes no guarantees that the site (www.elpromotion.co.uk) will be fully functional or available at all times. No liability will be accepted for errors and omissions in www.elpromotions.co.uk website content or that the content is up to date. 

14: COPYRIGHT RESTRICTIONS

The Agency reserves exclusive copyright on all contents on www.elpromotions.co.uk with the exception of selected photographic images, which remain the exclusive copyright of the photographer. All images on www.elpromotions.co.uk are included on the understanding and assurances that staff have obtained copyright clearance. Under no circumstances are users of www.elpromotions.co.uk entitled to download and/or store any images; text, code or associated files without prior consent Elpromotions Limited.

15: LINKING

Permission is granted for users to create links to Elpromotions Limited website but these must NOT be disguised, re-branded, masked or otherwise altered.

16: CLIENTS PRIVACY Elpromotions Limited website does not collect any personal or private information about you with the following exceptions, which apply, to registered users only.

17: CLIENT’S PERSONAL DETAILS You may choose to supply us with your name, company or email address. The ONLY personal details you are obliged to supply, is a valid email address and legal company name for invoicing purposes. Details are stored in our secure software database and are only accessible by The Agency internal staff. These details will not be sold, traded or otherwise supplied to any person/s outside of The Agency. The client has complete access to their personal details. 

I (Client) agree to all of the above Terms & Conditions.

Many Thanks,

Elpromotions Limited