Terms & Conditions

IMPORTANT NOTICE: By accepting and signing the associated Price Quote/Invoice (the “Quote”), the undersigned client (the
“Client”) agrees to the following legally binding Terms of Service (the “Agreement”) with Free Spirit Sound (the “Provider”).

1. Acceptance and Legal Obligation
By accepting and/or signing the Quote, the Client agrees to pay the full, itemized amount listed, as well as any additional costs
incurred due to event changes, extended service time, damages, or other fees outlined in this Agreement. Acceptance of the
Quote constitutes a binding contract for the services described.

2. Services, Scope, and Fees

• Quoted Services:

  • All production services, equipment, staffing, setup, operation, and teardown outlined in the Quote reflect the agreed scope of work at the time the Quote is issued.

• Scope Changes:

  • Any changes requested by the Client—including schedule adjustments, added equipment, extended event hours, additional locations, or on-site modifications—may result in additional charges and must be approved by the Provider.

• Pricing Lock:

  • Once the Quote is signed, pricing is locked for the listed services unless the Client requests changes to the scope of work.

• Payment Terms:

  • Invoices are due and payable thirty (30) days from the date the Quote is accepted unless otherwise stated in writing.

• Late Payments:

  • Invoices not paid by the due date may incur a late fee of one and a half percent (1.5%) per month, or the maximum amount permitted by law.

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3. Equipment Use, Site Conditions, and Damage

• Event Site Responsibility:

  • The Client is responsible for ensuring a safe, accessible, and suitable event environment, including adequate power, weather protection, and load-in/load-out access.

• Damage or Loss:

  • The Client is financially responsible for any loss or damage to equipment caused by negligence, unsafe conditions, weather exposure, or interference by attendees, performers, or event staff.

• Damage Assessment:

  • Repair or replacement costs will be assessed by the Provider and billed separately or added to the final invoice, payable within fifteen (15) days.

4. Weather and Environmental Conditions

• Weather Policy: Free Spirit Sound will make reasonable efforts to perform services in light rain or mild conditions when safe to do so.

• Unsafe Conditions: Services may be paused or suspended if weather conditions—including lightning, high winds, heavy rain, flooding, extreme temperatures, or inadequate protection—are deemed unsafe.

• The Provider retains sole discretion in determining safety.

• Client Responsibility: Unless otherwise agreed in writing, the Client must provide adequate stage covering, equipment shelter, and safe power for outdoor events.

• Weather Delays or Cancellations: Weather-related delays or cancellations do not release the Client from payment obligations for services rendered, equipment deployed, or labor incurred.

5. Rain Date and Rescheduling

• Rain Date Option: If the event is postponed due to weather, the Client may request a rain date subject to Provider availability.

• Rescheduling Terms: Payments made will be credited toward the rescheduled date, less any nonrecoverable costs already incurred.

• Unavailable Dates: If a mutually agreeable rain date cannot be scheduled, the cancellation will be handled under the Cancellation Policy.

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6. Cancellation and Termination

• Cancellation by Client:

  • More than 30 days prior: Refund of payments made minus a 10% administrative fee

  • 14–30 days prior: Client is responsible for 50% of the total quoted amount

  • Less than 14 days prior: Client is responsible for 100% of the total quoted amount

• Termination by Provider: Free Spirit Sound may suspend or terminate services if contractual terms are violated or if unsafe conditions exist.

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7. Event Schedule and Delays

• Delays caused by venue access issues, schedule overruns, or site readiness may result in additional labor or overtime charges.

8. Indemnification and Liability

• The Client agrees to indemnify and hold harmless Free Spirit Sound, its owners, employees, and agents from all claims, damages, or expenses arising from the event, including those caused by attendees, performers, or site conditions.