Overtime Audio Visual

Production Services Terms

Effective Date: August 26, 2026

These Production Services Terms apply to event-production services provided by Logan Young, doing business as Overtime Audio Visual, located in Algonquin, Illinois 60102, referred to below as “Overtime Audio Visual,” “OTAV,” “Contractor,” “we,” or “us.”

The person or organization purchasing services is referred to as the “Client.”

These Terms apply to staffed event-production work, including audio, lighting, video, show control, equipment delivery, setup, operation, supervision, teardown, and related labor. Equipment-only rentals are governed by a separate Equipment Rental Agreement.

1. Estimate and acceptance

The applicable estimate identifies the event, scope, equipment, services, labor, schedule, and price.

An estimate expires fourteen calendar days after issuance unless a different expiration date appears on the estimate.

The Client accepts the estimate and these Terms by:

• Submitting the designated estimate-acceptance form

• Signing the estimate or another written agreement

• Issuing a purchase order that references the estimate

• Paying an invoice associated with the estimate

• Otherwise providing clear written authorization to proceed

The person accepting the estimate represents that they are authorized to approve the event and bind the named Client.

Acceptance of an estimate records the Client’s approval of the scope and price but does not independently confirm the booking. The event is confirmed only when Overtime Audio Visual issues written booking confirmation.

Equipment and personnel are not reserved until Overtime Audio Visual issues written booking confirmation.

2. Payment and booking confirmation

Submission of the estimate-acceptance form records the Client’s approval of the estimate but does not independently confirm the booking. The event is confirmed when Overtime Audio Visual issues written booking confirmation.

Unless otherwise agreed in writing, payment in full is due no later than 24 hours before the scheduled load-in time.

Approved governmental, corporate, or institutional Clients may use a purchase order or another payment arrangement accepted by Overtime Audio Visual.

Overtime Audio Visual may provide a short written payment grace period at its discretion. If payment remains outstanding, Overtime Audio Visual may withhold or postpone equipment delivery, setup, staffing, or performance without being considered in breach of the agreement.

Credit-card processing costs are included in the quoted price unless otherwise stated.

Invoices for Client-responsible equipment damage, loss, excessive cleaning, or replacement are due within fourteen calendar days of the invoice date.

3. Cancellations and rescheduling

Cancellation notices must be provided in writing.

If the Client cancels more than fourteen calendar days before the scheduled load-in time, Overtime Audio Visual will refund payments already received, less any nonrefundable costs that were specifically approved by the Client.

If the Client cancels within fourteen calendar days of load-in, Overtime Audio Visual may retain or charge amounts necessary to cover documented, nonrecoverable costs already incurred, including:

• Materials purchased for the event

• Equipment or services obtained from another provider

• Nonrefundable reservations

• Transportation costs

• Preparation already completed

• Labor commitments that cannot reasonably be canceled

Any remaining payment will be refunded after applicable cancellation costs are determined.

When an event is postponed because of a genuine emergency or unsafe weather conditions, Overtime Audio Visual may transfer payments already received to a new event date occurring within three months.

The replacement date is subject to equipment, personnel, and scheduling availability. Material changes in scope, location, timing, or requirements may result in a revised price.

If Overtime Audio Visual must cancel because of illness, emergency, equipment unavailability, or another circumstance outside its reasonable control, it may first attempt to provide a reasonably qualified replacement technician, subcontractor, or production provider.

The Client may reject a proposed replacement only for a reasonable, documented concern. If no suitable replacement can be provided, Overtime Audio Visual will refund payments received for services that cannot be performed.

4. Scope of services

Overtime Audio Visual will provide the equipment, labor, and services stated in the accepted estimate.

Anything not expressly listed is outside the agreed scope unless approved in writing.

The Client may request a reduction or change in scope, but no price adjustment is automatic. Overtime Audio Visual must approve any revised scope and price in writing.

Material changes should be documented through a revised estimate. Smaller additions or adjustments may be documented through a written change order, email authorization, or another clear written record.

Changes requested within five calendar days of load-in are subject to equipment and personnel availability and may be declined.

5. Additional expenses and changed conditions

Unless expressly included in the estimate, the Client is responsible for event-specific costs such as:

• Parking

• Tolls

• Permits

• Venue-required labor

• Union or house labor

• Equipment or labor added after acceptance

• Additional transportation

• Unexpected site-access costs

• Client-caused waiting or overtime

Overtime Audio Visual will obtain Client approval before incurring material additional expenses whenever reasonably practical.

If subcontracted equipment or labor costs more than anticipated, Overtime Audio Visual will ordinarily absorb the difference unless the Client approves a change in scope or price.

If inaccurate, incomplete, or changed Client information materially affects the equipment, labor, schedule, transportation, or services required, Overtime Audio Visual may propose a revised scope and price.

6. Schedule, call times, and overtime

Billable crew time begins at the scheduled call time or work-start time communicated to the Client.

Billable time still begins as scheduled if Overtime Audio Visual arrives on time but cannot unload, set up, or begin work because of circumstances controlled by the Client or venue, including:

• Blocked loading access

• Locked or inaccessible rooms

• Missing venue personnel

• Delayed rehearsals or performers

• Incomplete staging

• Venue restrictions not previously disclosed

• Other Client-caused or venue-caused delays

Delays caused solely by Overtime Audio Visual’s crew, preparation, or inefficiency will not be billed to the Client as additional time.

Client-caused additional labor is billed in 30-minute increments using the applicable labor rates shown on the estimate.

An extension may be approved by:

• The person who accepted the estimate

• A designated on-site representative authorized by the Client

Overtime Audio Visual may stop work at the scheduled end time if additional time is not approved or if its personnel or equipment are unavailable beyond the scheduled period.

If the Client shortens or ends the event early, the full booked price remains due.

7. Client information and event materials

The Client should provide accurate information about the venue, attendance, rooms, program, schedule, and technical requirements whenever reasonably possible.

Final schedules, cue information, media, and technical requirements are due no later than three calendar days before load-in.

If information is incomplete or received fewer than three days before load-in, Overtime Audio Visual may proceed using reasonable assumptions. Late changes and requests may not be accommodated.

Overtime Audio Visual may refuse to record, stream, play, display, reproduce, or distribute content it reasonably believes is unlawful, unauthorized, unsafe, or outside the accepted scope.

8. Site access, power, and venue responsibilities

The Client is responsible for providing or arranging:

• Timely venue access

• Suitable loading and unloading access

• Accurate venue schedules

• Appropriate electrical power

• Required venue permissions

• Necessary event permits

• Parking and access instructions

• A designated on-site contact whenever reasonably possible

The Client is responsible for event permits, venue approvals, performance permissions, content rights, and site-specific requirements.

Overtime Audio Visual remains responsible for registrations or permits specifically required for its own business operations.

If the venue prohibits part of the accepted setup, Overtime Audio Visual may provide a reasonable alternative when possible. Additional equipment or labor required for the alternative may be charged with Client approval.

9. Safety and operating authority

Overtime Audio Visual has final authority over the safe operation of its personnel and equipment.

Overtime Audio Visual may refuse, pause, modify, or stop any instruction, setup, or operation that it reasonably believes could:

• Injure a person

• Damage equipment

• Violate venue rules

• Violate applicable law

• Exceed the agreed scope

• Exceed the qualifications or insurance limitations of its personnel

• Create an unsafe electrical, structural, environmental, or operational condition

A safety-related delay or stoppage will not be considered a breach by Overtime Audio Visual.

When unsafe conditions interrupt an event, the Client remains responsible for equipment, labor, preparation, transportation, and services already provided.

10. Equipment control and substitutions

All equipment supplied by Overtime Audio Visual remains its property.

Unless Overtime Audio Visual gives permission, the Client, venue personnel, performers, guests, and other vendors may not:

• Move or relocate the equipment

• Reconnect or reconfigure it

• Change settings

• Repair or modify it

• Operate it

• Attach other equipment to it

• Disconnect power, signal, networking, or control cables

Overtime Audio Visual may substitute substantially comparable equipment, personnel, or production methods when reasonably necessary because of availability, compatibility, maintenance, safety, or operational requirements, provided the contracted service is not materially reduced.

If equipment fails, Overtime Audio Visual may repair it, replace it, or provide a reasonable operational workaround.

A credit or refund will be considered only if the contracted service is materially reduced.

11. Equipment security, damage, and loss

The Client must provide reasonable protection for Overtime Audio Visual’s equipment while it remains at the event location.

When equipment remains overnight, the Client must provide a suitable locked or secured location when applicable. Overtime Audio Visual is responsible for reasonably securing its equipment inside the provided location.

Responsibility for overnight theft will depend on:

• Who controlled access

• Whether the agreed security was provided

• Whether the equipment was reasonably secured

• The circumstances of the loss

The Client is responsible for repair, cleaning, or replacement costs when equipment is damaged, lost, stolen, contaminated, or made unusable because of actions or conditions caused by:

• The Client

• Client staff

• Performers

• Guests or attendees

• Venue personnel

• Client-selected contractors

• Other persons under the Client’s control or invited to the event

Repairable equipment will be billed at the reasonable cost of inspection, parts, repair, cleaning, testing, shipping, and related work.

Equipment that is lost, stolen, or damaged beyond reasonable repair will be billed at the reasonable cost of obtaining a comparable working replacement.

If another vendor damages or interferes with the equipment, the Client must reasonably assist with identifying that vendor and facilitating the resulting claim.

Normal wear and tear is not charged to the Client.

12. Third-party systems and outside causes

Overtime Audio Visual is not responsible for failure, interruption, delay, or reduced performance caused by systems or conditions outside its reasonable control, including:

• Venue electrical power

• Improper grounding

• Internet or network service

• Wireless interference

• Client computers, phones, or playback devices

• Client-provided files or media

• Venue-owned systems

• Equipment supplied by another vendor

• Third-party software or platforms

• Building systems

• Restrictions imposed by the venue

• Actions of third-party operators

Overtime Audio Visual will make reasonable efforts to troubleshoot or provide a workaround when practical but cannot guarantee the performance of systems it does not supply and control.

13. Personnel and subcontractors

Overtime Audio Visual may use qualified technicians, crew members, subcontractors, or equipment providers to perform all or part of the work.

Separate Client approval is not required for ordinary staffing or subcontracting decisions, provided Overtime Audio Visual remains responsible for delivering the agreed service.

The Client may reject a proposed substitute lead technician or provider only for a reasonable, documented concern.

14. Photography and portfolio use

Overtime Audio Visual may photograph or record event setups, equipment, behind-the-scenes work, rehearsals, performances, and completed productions for documentation, training, marketing, social media, and portfolio use unless the Client opts out in writing.

Photography and recording remain subject to applicable law and venue restrictions.

A Client who does not want an event photographed or used publicly must notify Overtime Audio Visual in writing before load-in.

15. Equipment-only rentals

These Terms do not authorize the Client to take possession of or independently operate Overtime Audio Visual equipment.

Any equipment-only rental, client-operated equipment arrangement, or unattended delivery requires a separate Equipment Rental Agreement.

If a production estimate includes limited Client operation of specific equipment, that permission must be expressly stated in writing.

16. Limitation and resolution of claims

The Client must notify Overtime Audio Visual promptly of any material issue so that a reasonable attempt can be made to correct it.

Overtime Audio Visual is not responsible for indirect, incidental, special, or consequential losses, including lost profits, lost attendance, reputational loss, or losses resulting from an event’s interruption, except where such limitation is prohibited by law.

Nothing in these Terms is intended to waive a right or responsibility that cannot legally be waived.

The parties agree to attempt in good faith to resolve disputes through direct written communication before beginning formal proceedings.

These Terms and the related estimate are governed by the laws of the State of Illinois, without regard to conflict-of-law principles.

17. Notices

Routine scheduling and event communication should be sent to:

events@overtimeav.com

Billing and payment communication should be sent to:

billing@overtimeav.com

Formal cancellation notices, claims, disputes, and legal notices should be sent to:

legal@overtimeav.com

A notice is considered received when its delivery is confirmed by email response or another written acknowledgment. The sender should follow up if no acknowledgment is received.

18. Entire agreement and electronic acceptance

The accepted estimate, these Production Services Terms, approved change orders, and any incorporated attachments form the complete agreement for the event.

If there is a conflict, the following order applies:

1. A later written change order

2. The accepted estimate

3. These Production Services Terms

Changes to the agreement must be approved in writing.

Electronic acceptance, including submission of the designated estimate-acceptance form, is intended to have the same effect as a handwritten signature.

If any provision is determined to be unenforceable, the remaining provisions will continue to apply to the greatest extent permitted by law.