TERMS AND CONDITIONS OF GLAMBOT HIRE
Last updated: 01/01/2026
These Terms and Conditions apply to Glambot hire, filming, event-production and related services supplied by Apex UK, trading as We Are Glambot.
1. ABOUT US
The Supplier is:
Apex UK, trading as We Are Glambot
Email: hello@weareglambot.co.uk
Telephone: 02080361195
In these Terms:
“Supplier”, “we”, “us” and “our” mean the business identified above.
“Client”, “you” and “your” mean the person or organisation booking the Services.
“Event” means the event, activation, production or filming session identified in the Quote.
“Services” means the Glambot and related services described in the Quote.
“Quote” means our written quotation, proposal or booking confirmation.
“Fees” means the total charges shown in the Quote, including any agreed additions.
“Operating Period” means the quoted period during which the Glambot will be available for guest or talent capture.
2. THE AGREEMENT
The agreement between us consists of:
The Quote;
These Terms and Conditions;
Any written amendments agreed by both parties.
If there is a conflict, the Quote takes priority for event-specific details, followed by any written amendment and then these Terms.
The Client accepts the agreement by:
Approving the Quote;
Paying the deposit;
Confirming the booking in writing; or
Allowing us to begin preparing or delivering the Services.
The person making the booking confirms that they have authority to enter into the agreement on behalf of the Client.
3. QUOTATIONS
Unless the Quote states otherwise:
A quotation does not reserve the Event date;
A quotation remains subject to availability;
Prices apply only to the scope, location, timings and requirements stated;
Changes to the brief may result in revised Fees;
Additional venue, travel, accommodation, crew or production requirements may be charged separately where identified before the Event.
The booking is not confirmed until we have received the required deposit and written acceptance of the Quote.
4. DEPOSIT AND PAYMENT
A deposit equal to 30% of the total quoted Fees is required to confirm the booking unless we agree otherwise in writing.
The deposit will be credited against the total Fees.
The remaining balance must be paid by the date stated in the Quote or invoice. If no date is specified, the balance is due 7 days before the Event.
We may suspend planning, withhold delivery or cancel the booking if payment is not received when due.
The Client remains responsible for agreed Fees even where payment is being arranged by an agency, sponsor, venue or other third party.
Additional charges incurred during the Event will be invoiced after the Event and must be paid within 30 days.
5. CANCELLATION BY THE CLIENT
Cancellation must be made in writing and is effective when we receive it.
The following charges apply:
If the Client cancels less than 48 hours but more than 24 hours before the scheduled Event start time, 50% of the total Fees will be payable.
If the Client cancels 24 hours or less before the scheduled Event start time, 100% of the total Fees will be payable.
Failure to provide access, failure to attend, or preventing the Services from proceeding on the Event date will be treated as cancellation within 24 hours.
Any deposit or other payment already received will be applied towards the cancellation charge. If the amount paid is lower than the applicable charge, the Client must pay the balance.
Cancellation or rescheduling more than 48 hours before the Event will be handled according to the cancellation or rescheduling terms stated in the Quote. If the Quote contains no such terms, any arrangement must be agreed in writing.
These charges reflect the reserved date, preparation already undertaken and the reduced opportunity to accept replacement work.
Nothing in this clause limits any statutory rights that apply to a Client acting as a consumer.
6. RESCHEDULING
A request to change the Event date, venue or Operating Period is subject to:
Our availability;
Crew availability;
Equipment availability;
Revised travel and production requirements;
Any costs already incurred.
A change is not confirmed until agreed in writing.
If we cannot accommodate the requested change, the original booking remains in place unless it is cancelled under clause 5.
A substantial change made shortly before the Event may be treated as a cancellation and new booking.
7. CANCELLATION BY US
We may cancel or suspend the Services where:
Continuing would be unsafe;
The venue is unsuitable;
The Client has not paid an amount due;
The Client has materially breached the agreement;
We cannot perform because of circumstances beyond our reasonable control;
Our staff are subjected to threatening, abusive or unsafe behaviour.
If we cancel for reasons wholly within our control and the Client is not in breach, our liability will be limited to refunding Fees paid for Services not provided.
We will not be responsible for wider event costs, lost profits, loss of opportunity or expenses incurred by the Client, except where the law does not permit such limitation.
8. EVENT ACCESS AND CLIENT COOPERATION
The Client must provide accurate event, venue and production information in sufficient time.
The Client is responsible for arranging:
Venue permission;
Loading and parking access;
Suitable setup and removal periods;
Required security clearance;
Safe access routes;
An appropriate operating area;
Necessary event passes and credentials;
Cooperation from the venue and other suppliers;
Any permits or permissions outside our agreed scope.
Delays caused by the Client, venue, security, other contractors or event schedule do not automatically extend the Operating Period.
Where access is delayed, we may reduce setup, testing or operating time to remain within the contracted schedule.
9. POWER SUPPLY
The Client is responsible for providing a safe, stable and adequate power supply that meets the technical requirements communicated before the Event.
The Client must ensure that:
Required power outlets are available in the agreed location;
The supply is live, safe and accessible at the required time;
Circuits have adequate capacity;
Venue permission has been obtained;
Cabling routes can be made safe;
Power remains available throughout setup, operation and removal.
We will use reasonable efforts to work around temporary problems, but we do not guarantee the Services where power is missing, interrupted, unsafe or unsuitable.
If the Services are delayed, reduced or prevented because the Client or venue has failed to provide the agreed power, the Client remains responsible for the full Fees and no refund will be due.
We may refuse to connect equipment to a supply we reasonably consider unsafe.
10. INTERNET AND CONNECTIVITY
Where content sharing, cloud delivery, approval, uploading or other online functions are required, the Client is responsible for providing the agreed internet connection unless the Quote expressly states that we will provide it.
The Client must ensure that the connection:
Is available in the operating area;
Has sufficient speed and stability;
Allows access to the required services;
Is not blocked by venue security or firewall restrictions;
Remains available throughout the required period.
We will use reasonable efforts to continue local capture and processing during connectivity problems where technically possible.
However, we are not responsible for delayed or unavailable sharing, uploading, approval or delivery caused by inadequate venue internet, mobile coverage, network restrictions or third-party outages.
Failure of Client-provided connectivity does not entitle the Client to a refund or reduction in Fees.
11. HEALTH AND SAFETY
Each party remains responsible for the health-and-safety duties that apply to its own activities and that cannot lawfully be excluded.
We are responsible for taking reasonable care in the setup and operation of our equipment and for providing relevant operating instructions.
The Client is responsible for the overall Event environment, including:
Venue suitability;
Crowd management;
Guest supervision;
Security;
Emergency procedures;
Safe access and evacuation routes;
Preventing unauthorised entry into the operating area;
Managing intoxicated or disruptive guests;
Coordinating our operation with staging, lighting and other suppliers;
Informing us of known hazards and venue restrictions.
The Client must provide competent staff, security or barriers where reasonably required to manage guests and protect the operating area.
Our crew has final authority over whether the Glambot can be operated safely at any particular moment.
We may pause, modify or stop the Glambot immediately if:
A person enters the restricted operating area;
Guests do not follow instructions;
Crowd behaviour becomes unsafe;
A participant appears too intoxicated to take part safely;
The venue or operating surface becomes unsuitable;
Weather or environmental conditions create risk;
Another production activity interferes with safe operation;
Our crew reasonably identifies another safety concern.
If operation is interrupted or stopped because of a risk caused by the Client, venue, guests, talent or another supplier, the Client remains responsible for the full Fees.
Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence where such liability cannot lawfully be excluded.
12. GUEST AND TALENT CONDUCT
The Client must take reasonable steps to ensure that guests, talent, representatives, contractors and venue personnel behave appropriately towards our crew.
We will not tolerate:
Threats;
Harassment;
Discrimination;
Intimidation;
Violence;
Deliberate interference with equipment;
Repeated refusal to follow safety instructions;
Abusive, aggressive or seriously disrespectful conduct.
If such behaviour occurs, we may suspend or terminate the Services immediately.
Where we stop the Services because of unacceptable conduct by the Client, its guests, talent, representatives or venue personnel:
The Client remains liable for the full Fees;
No refund will be due;
We may remove our equipment and crew;
The Client may be charged for damage, delay or additional costs caused by the conduct.
Where reasonably possible, we will notify the Client’s appointed event contact before terminating the Services. Immediate action may be taken where safety is at risk.
13. OPERATING PERIOD
The Glambot will operate only during the Operating Period stated in the Quote.
The Operating Period will not automatically be extended because:
The Event starts late;
Guests arrive late;
Talent is unavailable;
The venue delays access;
The Client changes the schedule;
Another supplier causes disruption;
Demand exceeds expectations.
Requests such as “one more guest”, “one more shot” or similar requests made after the contracted end time may be refused.
Any additional operating time:
Is entirely at our discretion;
Is subject to crew, venue and equipment availability;
Must be authorised by the Client’s nominated representative;
Will be charged at the additional hourly rate stated in the Quote or, if none is stated, at our then-current rate;
Additional time does not become free merely because capture has already started or guests remain in the queue.
Our crew may stop accepting new participants before the end of the Operating Period where reasonably necessary to complete existing captures and close the activation on time.
14. SETUP AND REMOVAL
Setup, testing and removal periods are separate from the public Operating Period unless the Quote states otherwise.
The Client must ensure that:
The operating area is clear at the agreed access time;
Other suppliers do not obstruct setup or removal;
Loading routes and lifts are available;
Venue staff are informed of the agreed schedule;
Equipment can remain secure throughout the booking.
Additional waiting time or labour caused by unavailable access may be charged.
15. CREATIVE AND TECHNICAL DELIVERY
We will provide the Services with reasonable care and skill.
The Client acknowledges that creative production involves professional judgement and that results can vary according to:
Guest movement and performance;
Lighting and venue conditions;
Clothing, reflective materials or accessories;
Available space;
Camera settings;
Branding requirements;
Processing and delivery workflow.
Examples shown on our website or social channels illustrate previous work but do not guarantee an identical result.
Unless the Quote expressly guarantees a quantity, estimates of guest throughput, completed captures or delivered files are indicative only.
We are not responsible for missed captures caused by guests failing to follow direction, arriving after the operating period or being unavailable when required.
16. BRAND ASSETS AND CLIENT MATERIALS
The Client must supply required logos, fonts, artwork, music, campaign materials and instructions by the agreed deadline.
The Client confirms that it has permission to provide and use all supplied materials for the Services.
The Client is responsible for:
The accuracy of supplied text;
Brand approvals;
Rights and licences;
Spelling, names and dates;
Sponsor hierarchy;
Music permissions;
Final approval of artwork.
We are not responsible for errors contained in materials approved or supplied by the Client.
Late changes may incur additional charges or may not be possible before the Event.
17. FILMING, CONSENT AND PARTICIPANT INFORMATION
Unless the Quote expressly places these responsibilities on us, the Client is responsible for:
Informing guests and talent that filming will take place;
Obtaining required permissions, consents and releases;
Providing suitable event signage;
Managing permissions for children or vulnerable participants;
Establishing the lawful basis for processing participant information;
Providing any required privacy notice;
Managing restrictions on publication or sharing.
We may refuse to capture or deliver content where we reasonably believe the required permission has not been obtained.
The parties will agree any separate data-processing responsibilities required for guest sharing or contact-data collection.
18. CONTENT DELIVERY AND STORAGE
Content will be delivered using the method stated in the Quote.
Delivery times may depend on:
Internet availability;
Approval requirements;
Edit complexity;
Number of formats;
Third-party platform availability;
Guest identification;
Client feedback.
The Client must download and securely retain delivered files within any stated availability period.
We do not guarantee permanent storage unless this has been agreed in writing.
Third-party platforms may compress, crop, delay, remove or alter uploaded content. We are not responsible for changes caused by those platforms.
19. EQUIPMENT DAMAGE
The Client is responsible for taking reasonable steps to protect our equipment and operating area from guests, talent, venue staff and other contractors.
The Client will be responsible for reasonable repair, replacement and associated costs where equipment is lost or damaged because of:
Deliberate acts;
Unauthorised handling;
Guest or talent misconduct;
Inadequate security;
The Client’s breach of these Terms.
This does not apply to fair wear and tear or damage caused solely by our negligence.
20. FORCE MAJEURE
Neither party will be liable for delay or failure caused by circumstances beyond its reasonable control, including:
Severe weather;
Fire or flood;
Transport disruption;
Venue closure;
Power-grid failure;
Government action;
Civil emergency;
Industrial action;
Public-health restrictions;
Serious illness or injury;
Equipment loss caused by events outside reasonable control;
Widespread internet or communications failure.
The affected party must notify the other as soon as reasonably possible.
The parties will discuss whether the Event can be rescheduled or the Services modified. Any refund, credit or additional cost will depend on work completed, costs already incurred, recoverability from suppliers and the terms of the Quote.
21. LIABILITY
Nothing in these Terms excludes or limits liability where exclusion or limitation is prohibited by law, including liability for:
Death or personal injury caused by negligence;
Fraud or fraudulent misrepresentation;
Breach of rights that cannot legally be excluded.
Subject to the above and to the extent permitted by law:
We are not liable for indirect or consequential loss;
We are not liable for loss of profit, revenue, opportunity, anticipated savings, reputation or social-media reach;
We are not liable for failure caused by the Client, venue, guests, talent, other suppliers, utilities or third-party platforms;
Our total aggregate liability arising from a booking will not exceed the total Fees paid or payable for that booking.
A Client acting as a consumer retains all applicable statutory rights.
22. COMPLAINTS
Any concern during the Event should be raised promptly with the lead member of our crew and the Client’s nominated representative so that we have a reasonable opportunity to address it.
Formal complaints must be sent to hello@weareglambot.co.uk with:
The booking reference;
Event date;
Description of the issue;
Relevant supporting information;
The outcome requested.
We will acknowledge and review the complaint within a reasonable time.
23. DATA PROTECTION
Each party must comply with the data-protection laws applicable to its activities.
Our handling of website and enquiry information is explained in our Privacy Policy.
Where the Services require us to process personal information on behalf of the Client, the parties may need to enter into additional data-processing terms.
24. GENERAL TERMS
Written changes
Changes to the agreement must be confirmed in writing by an authorised representative.
Assignment
The Client may not transfer the booking to another party without our written consent.
Subcontracting
We may use suitably qualified crew members and subcontractors to deliver parts of the Services. We remain responsible for the Services we have agreed to provide.
Severability
If part of these Terms is found invalid or unenforceable, the remaining provisions will continue to apply.
Waiver
A failure or delay in enforcing a right does not waive that right.
Third-party rights
Unless expressly stated, a person who is not a party to the agreement has no right to enforce it.
Entire agreement
The Quote, these Terms and agreed written amendments form the entire agreement relating to the booking.
Nothing in this clause excludes liability for fraud or fraudulent misrepresentation.
25. GOVERNING LAW AND JURISDICTION
The agreement is governed by the laws of England and Wales.
The courts of England and Wales will have jurisdiction, except where a Client acting as a consumer has a legal right to bring proceedings elsewhere.