PREAMBLE

Ramar Event Productions, LLC is committed to providing exceptional event production services. To ensure we can dedicate the necessary resources and move forward efficiently, especially during peak seasons, we kindly request serious inquiries only. Having a clear understanding of your budget from the outset helps us tailor our proposals effectively and streamline the planning process. We strive to work with clients who have a realistic budget and understand the dedication required to transform a blank space into a comfortable, safe environment where families and friends can create lasting memories. This agreement outlines the terms governing our professional relationship.

TERMS AND AGREEMENT

RAMAR EVENT PRODUCTIONS, LLC

VETERAN OWNED & FAMILY OPERATED

1. PARTIES

This agreement (“Agreement”) is made and entered into as of the date specified on the accompanying invoice by and between:

RAMAR EVENT PRODUCTIONS, LLC (“REP”), a Connecticut limited liability company with its principal place of business at [FULL ADDRESS], and

The individual or entity identified as “CLIENT” on the accompanying invoice (“Client”).

REP and Client may be referred to individually as a “Party” or collectively as the “Parties.”

2. INTRODUCTION

Please know your budget and spending limits. Having a budget will save both parties valuable time in a very short and hectic season. We will do our best to work with any party who has a realistic understanding of the cost for creating and delivering dreams.

3. SCOPE OF SERVICES

REP agrees to provide the following event production services (“Services”) for Client’s event as specified in this Agreement and the accompanying invoice:

1. Design Services
   • Event concept development
   • Lighting design and planning
   • Technical drawings and renderings
   • 3D visualization when specified
   • Color scheme development
   • Mood and atmosphere planning
2. Installation Services
   • Equipment setup and positioning
   • Rigging and mounting
   • Cable management and distribution
   • Safety checks and securing
   • Testing and calibration
   • Integration with venue systems
3. Fabrication Services
   • Custom set pieces
   • Specialized mounting solutions
   • Custom lighting fixtures
   • Decorative elements
   • Branded elements
   • Scenic components
4. Production Services
   • Technical direction
   • Show operation
   • Lighting programming
   • Effect execution
   • Real-time adjustments
   • Equipment monitoring
   • Breakdown and removal

The Services specifically include: – Equipment rental as specified in the invoice – Installation and removal of equipment – Technical operation of equipment if specified in the invoice – Other specific deliverables as detailed in the invoice

The Services specifically exclude: – Services not explicitly listed in the invoice – Operation of equipment not provided by REP – Modifications to venue infrastructure – Services typically provided by other vendors (catering, photography, etc.) unless specifically included in the invoice

4. COMMUNICATION

4.1 Emergency Contact

For emergencies please text or call Troy at 860-318-5557 or 917-617-2497 for all production needs and requests.

4.2 Office and Accounting

Office and accounting needs to call Amanda at 347-385-1185 or Toni at 860-318-5554. Email addresses: [email protected] or [email protected]

4.3 Response Time

Due to the nature of our business, please allow us reasonable time to respond to your request or for immediate attention continuously text us.

4.4 Communication Priority

Order of communication: TEXT First, VOICE Second, EMAIL Lastly.

Emails are checked throughout the day, but not as often as you might think.

5. EMAILS

Email communications are part of the contractual Agreement. Messages sent via voicemail and texting are not an acceptable or binding substitute for email communications.

6. PAYMENT

6.1 Binding Agreement

This Agreement is binding between REP, a Connecticut limited liability company having an office in Lakeville, CT, and “CLIENT” as identified in the information found on the invoice.

6.2 Deposit

The CLIENT agrees to pay a 50% non-refundable deposit to execute this agreement in order to secure the date of its event, availability of services, equipment necessary to fulfill performance, and fix the price for event services. REP cannot hold or guarantee costs for third-party items such as fabric, building materials, or other materials required to fulfill design specifications without a deposit and signed contract. Price quotes for such materials are subject to change until secured by deposit.

6.2.1 Deposit Requirement for Materials

For events requiring custom materials, specialty rentals, or third-party purchases, the deposit is essential to secure these items at the quoted price. Without a deposit, REP cannot guarantee availability or pricing of these items, and subsequent price increases from vendors will be passed to the CLIENT.

6.3 Final Payment

The CLIENT agrees to pay the remaining balance in full not later than 7 calendar days prior to the event date.

6.4 Additional Charges

Any additional charges or unforeseen costs will be billed to the CLIENT in an updated invoice within seven (7) calendar days after the event end date and time.

6.5 Payment Methods

Ramar Event Productions, LLC accepts the following payment methods:

1. ACH Transfers – Electronic bank transfers
2. Credit Cards – Via the QuickBooks link on your invoice (processing fees may apply from the payment processor, not from Ramar Event Productions, LLC)
3. Checks – Personal or business checks are accepted to avoid processing fees
4. Cash – Accepted for clients who prefer to avoid processing fees

Payment can be made via the QuickBooks link on your invoice or by arranging alternative payment methods directly with our accounting department.

6.6 Late Payment

Failure to make timely payments may result in cancellation of services. Interest will accrue at the highest rate permitted by Connecticut law on any unpaid balance until paid in full.

6.7 Payment Penalties and Collection

A $50.00 service charge will apply in the event of a bounced payment. Additionally, a $50 service charge will be assessed for each collection notice sent. Overdue invoices shall incur a fee of 1.5% of the total balance for every 30 days overdue, along with a $50 service fee for each 30-day period the invoice remains unpaid.

The CLIENT acknowledges that any action taken by REP to collect funds shall not constitute grounds for the termination of this agreement. In case of an outstanding balance, REP reserves the right to provide services on a Cash-on-Delivery (COD) basis.

7. TIME

7.1 Event Timing

We accept the time specified on the invoice as the final for the event. We will schedule our technicians for the times noted on the invoice.

7.2 Time Changes and Overtime

If for any reason the time changes, or the event goes into overtime or the timeline is not accurate, you will be charged an additional fee for labor and equipment rental. If your end time exceeds the time stated on the invoice, you will be billed $1200 per hour or $600 per half-hour past the above stated time for the total number of technicians specified on your invoice. You agree to pay this additional bill within 7 calendar days of your event. Charges are in increments of 30 minutes.

7.3 Continued Application

All provisions of this Agreement shall continue to apply during any such extension of Service.

7.4 Labor Rates and Overtime

All labor rates are based on ten (10) hour days. Labor required after ten (10) hours shall be billed at 1.5 times the standard hourly rate. Labor required after twelve (12) hours shall be billed at 2 times the standard hourly rate. Failure to provide any agreed upon labor will result in billings of the standard labor rates per person, per day.

8. SALES TAX

8.1 Tax Exemption

If applying for any exemption, a Valid Tax Exemption/Resale Certificate is required to be submitted and approved prior to the transaction and must match the jurisdiction of the ship to or pickup location.

8.2 Certificate Submission

All Certificates must be on file and/or emailed to [email protected] for verification and approval prior to submitting payment.

8.3 Verification Timing

Certificates sent after business hours will not be verified until next business day. Plan ahead!

8.4 Post-Transaction Exemptions

If Sales Tax was already paid, with exemption/resale certificates provided and/or approved after the transaction is already processed, you may be subject to additional handling fees.

9. DATE AND SETUP

9.1 Setup and Breakdown Time

Start Time and End Time: REP shall be given a reasonable time in which to make a delivery of materials and/or labor to commence and complete the performance of the contract before and after the event Start and End Times.

Minimum Setup time is roughly 8-10 hours before event Start Time and breakdown time is 2-4 hours after event End Time (timing may increase depending on the complexity of the event).

9.2 Force Majeure Events

REP shall not be responsible for delays or defaults, including inability to fulfill all or any part of the event deliverables, resulting from causes of any kind and extent beyond its control, including but not limited to: delays caused by the Client, Venue, deposit or wiring delays, delays in transportation, shortage of raw materials, civil disorders, labor difficulties, fires, floods, accidents and acts of God, pandemics or other occurrences commonly known as events of Force Majeure.

10. CANCELLATION

10.1 Non-Refundable Deposit

As a specialized company, REP only accepts a select number of projects per day given their size and complexity. This allows the Company to maintain a high-level of quality and ensure that its design capabilities fully meet CLIENT expectations. Due to this booking limitation, a non-refundable deposit is due upon signing of the event Agreement which will secure an event slot for your requested event date(s).

10.1.1 Reservation of Dates and Commitment

REP requires serious inquiries only. Please note that REP does not hold or reserve event dates based solely on SMS messages, emails, phone conversations, or any verbal agreements, regardless of prior relationship or friendship level with the CLIENT. Our commitment to providing services for a specific date is formalized only when both of the following conditions are met: 1. This Agreement is signed by both parties, and 2. The required deposit, as outlined in Section 6.2, is paid in full and received by REP. Until both conditions are satisfied, REP retains the right to book other events on any date previously discussed but not formally secured through a signed contract and paid deposit.

10.2 Final Payment Timing

The CLIENT will remit the remaining balance(s) due paid in full a minimum of 7 calendar days (due date) before the agreed-upon event start date, unless otherwise agreed to in writing by an authorized representative of REP.

10.3 Non-Payment Consequences

In the event of non-payment or incomplete payment by the due date, REP retains the right to cancel services and reserves all rights provided to it under Connecticut law to take whatever legal steps necessary to secure collection of any such unpaid balance.

REP bears no responsibility to provide contracted services in the event of non-payment by any payment due date. All monies paid up until the event date by the CLIENT will be forfeited in the event that the Client fails to pay any unpaid balance when due.

10.4 Legal Fees

CLIENT will be responsible for any and all legal and court fees associated with damages, injuries, and/or collection costs incurred by REP, including reasonable attorneys’ fees, while in service of the CLIENT and/or due to lack of payment. Additionally, interest will accrue at the highest rate permitted by Connecticut law on any unpaid balance until paid in full and CLIENT shall be charged $200 for any bounced checks.

10.5 Tiered Cancellation Policy

The following cancellation penalties apply: – Cancellation more than thirty (30) days prior to the Agreement start date incurs a ten percent (10%) penalty, in addition to any fees for custom items. – Cancellation between thirty (30) days and fifteen (15) days prior to the Agreement start date incurs a twenty-five percent (25%) penalty, in addition to any fees for custom items. – Cancellation less than fifteen (15) days prior to the Agreement start date incurs a fifty percent (50%) penalty, in addition to any fees for custom items. – Cancellation forty-eight (48) hours or less prior to the Agreement start date and time incurs a one-hundred percent (100%) penalty.

If a deposit refund is due, REP shall refund the CLIENT within thirty (30) days of notification.

11. TERMINATION

11.1 Termination Process

This Agreement may be terminated at any time up to 1 calendar day before the event date via a written communication sent by the CLIENT to REP. REP will confirm once termination of the event Agreement is received.

11.2 Termination Within 30 Days

If the request for termination is received 30 calendar days or less before the event date, then the entire unpaid balance due under the Agreement (less the Deposit) shall be promptly paid to REP by Client, not as a penalty but as liquidated damages to compensate for loss of event revenue by REP as a result of practical difficulties in trying to book another event prior to the Client event date.

11.3 Termination More Than 30 Days Prior

If Client notifies REP in writing prior to thirty (30) days before the event date, then Client’s obligation to pay the balance due shall be waived by REP.

11.4 Payment Upon Termination

Termination requests received within 30 days or less of event date require CLIENT to pay the remaining event agreement amount in full within 3 business days of termination request. All other funds already paid will be forfeited as well.

11.5 Replacement Services

In the event REP cancels, REP reserves the right to provide a replacement Service at its discretion. If a replacement Service is necessary, the full agreed-upon amount shall be paid directly to REP, not to the replacement Service. If a satisfactory replacement Service cannot be obtained or approved by the CLIENT at REP’s discretion, REP shall refund the deposit within thirty (30) days and shall not be entitled to the full agreed-upon amount as stated in the invoice.

12. FORCE MAJEURE

12.1 Force Majeure Definition

In no event shall REP be responsible or liable for any failure or delay in the performance of its obligations hereunder arising out of or caused by, directly or indirectly, forces beyond its control, including, without limitation, strikes, work stoppages, pandemics, accidents, acts of war or terrorism, civil or military disturbances, nuclear or natural catastrophes or acts of God, and interruptions, loss or malfunctions of utilities, communications or computer (software and hardware) services; it being understood that REP shall use reasonable efforts which are consistent with accepted practices in the event Industry to resume performance as soon as practicable under the circumstances.

12.2 REP-Caused Issues

If REP at any time is unable to perform the services outlined in the event Agreement due to issue(s) that may be attributable to some cause or issue created by REP, CLIENT will be informed as soon as possible in writing and shall have the option to reschedule the event date. If services are unable to be rendered by REP and a new event date cannot be agreed to by the CLIENT and REP, then REP shall promptly provide a full refund to CLIENT.

12.3 COVID-Related Postponement

Should the event need to be postponed due to Covid-restrictions, the CLIENT will be provided the option to have their non-refundable deposit applied to a new event date agreed to by both signing parties.

12.4 Performance Extension

The time required for REP’s performance under this Agreement shall be extended for any delays caused, in whole or in part, by the CLIENT, provided that REP provides reasonable notice to the CLIENT of any such delays.

13. PRICING STRUCTURE AND COST FACTORS

13.1 Pricing Components

The total cost for REP’s services is determined by multiple factors, each of which contributes to the final price presented on the invoice. CLIENT acknowledges that the following components are considered when determining pricing:

13.1.1 Labor and Staffing

1. Number of technicians required for the event
2. Skill level and specialization of required personnel
3. Hours of service, including setup, event duration, and breakdown
4. Overtime rates for extended hours
5. Holiday and weekend premium rates when applicable
6. Specialized personnel (designers, programmers, operators)

13.1.2 Transportation and Logistics

1. Distance from REP’s warehouse to the venue
2. Fuel costs and vehicle expenses
3. Number of vehicles required based on equipment volume
4. Parking fees at venue location
5. Tolls and other transit expenses
6. Special delivery requirements (time restrictions, loading dock limitations)
7. Multiple trips if required by venue or timeline

13.1.3 Equipment and Materials

1. Type and quantity of lighting fixtures
2. Control systems and programming equipment
3. Rigging hardware and safety equipment
4. Power distribution systems
5. Cables, connectors, and accessories
6. Custom fabrication materials if required
7. Specialty items unique to the event design
8. Backup/redundant equipment for critical applications

13.1.4 Scope of Work

1. Complexity of design implementation
2. Custom programming requirements
3. Special effects or unique lighting solutions
4. Integration with other vendors’ systems
5. Technical challenges specific to the venue
6. Client-requested modifications or special requirements
7. Level of creative input and design services

13.1.5 Load-In and Load-Out Timing

1. Time of day (standard hours vs. overnight/early morning)
2. Duration required for complete setup
3. Compressed timelines requiring additional crew
4. Venue restrictions on setup/breakdown hours
5. Multiple-day installation requirements
6. Staggered load-in/load-out schedules

13.1.6 Permits, Insurance, and Compliance

1. Special permits required by venue or municipality
2. Additional insurance coverage requirements
3. Fire marshal or safety inspector fees
4. Union labor requirements at specific venues
5. Regulatory compliance costs
6. Certificate of insurance documentation fees
7. Specialized safety equipment or procedures

13.1.7 Economic Factors

1. Tariffs and import duties on equipment or materials
2. Supply chain disruptions affecting equipment availability
3. Market supply and demand fluctuations for specialized equipment
4. Seasonal demand variations in the event industry
5. Currency exchange rate fluctuations for imported equipment
6. Raw material price increases affecting custom fabrication
7. Industry-wide labor shortages affecting personnel costs
8. Inflation and general economic conditions

13.2 Pricing Transparency

Upon request, REP will provide CLIENT with a breakdown of major cost categories for the event. This breakdown will include general allocations for labor, equipment, transportation, and other significant expenses, but will not include detailed line-item costs for proprietary pricing elements.

13.3 Cost-Saving Options

REP may, at its discretion, offer CLIENT alternative options that could reduce overall costs while maintaining essential event elements. These options may include: 1. Equipment substitutions that maintain similar aesthetic results 2. Adjusted load-in/load-out schedules to reduce labor hours 3. Simplified designs that require less equipment or setup time 4. Shared transportation with other events when logistically feasible 5. Reduced onsite staffing during event when appropriate

13.4 Cost Increases

CLIENT acknowledges that the following circumstances may result in cost increases beyond the original estimate or quote: 1. CLIENT-requested changes to scope, design, or equipment 2. Venue-imposed restrictions or requirements not disclosed at time of quoting 3. Extended event duration or schedule changes 4. Additional services requested during the event 5. Unforeseen technical challenges at the venue 6. Weather-related complications requiring additional equipment or labor 7. Regulatory or compliance requirements imposed after contract execution 8. Significant changes in tariffs, duties, or import regulations 9. Unexpected supply chain disruptions or equipment shortages 10. Substantial market fluctuations affecting equipment rental rates

13.5 Package Pricing

REP typically offers package pricing that provides CLIENT with cost savings compared to individual item pricing. CLIENT acknowledges that: 1. Package pricing may represent up to 35% savings over itemized pricing 2. Removing elements from a package may result in repricing of remaining elements at standard rates 3. Package pricing is based on specific venue, date, and scope parameters 4. Significant changes to event parameters may require recalculation of package pricing

13.6 Market Conditions and Supply/Demand

CLIENT acknowledges that the event production industry is subject to market fluctuations and supply/demand dynamics that may affect pricing: 1. High-demand seasons (e.g., wedding season, holiday periods) may command premium pricing 2. Limited availability of specialized equipment may affect rental rates 3. Industry-wide demand surges may impact labor costs and availability 4. Post-pandemic or other economic recovery periods may experience higher than normal price volatility 5. REP reserves the right to adjust pricing based on current market conditions at the time of quote 6. Quotes and estimates are time-sensitive and subject to change based on market conditions

13.7 Pricing Finality

The final price for services is documented on the invoice provided to CLIENT. This price is binding unless: 1. CLIENT requests changes to services, equipment, or schedule 2. Venue imposes additional requirements or restrictions 3. Force majeure events necessitate additional equipment or services 4. Unforeseen circumstances require additional resources to fulfill the event requirements 5. Significant changes in tariffs, import duties, or other governmental regulations occur after contract execution 6. Substantial supply chain disruptions affect equipment availability or costs

13.9 Cost Reduction Requests

When a CLIENT requests to “bring the cost down” or reduce the price of services, the following conditions and implications apply:

13.9.1 Scope Reduction Required

A request to reduce costs necessarily requires a corresponding reduction in the scope of services, equipment provided, or personnel assigned. REP cannot reduce pricing without adjusting deliverables accordingly.

13.9.2 Reduction Limitations

REP will try our best to reduce the cost in any way we see fit, however, we are unable to adjust certain core components of the quote: 1. Labor costs 2. Transportation expenses 3. Hard materials purchases required for installation

These elements represent fixed costs that cannot be reduced without compromising the quality, safety, or feasibility of the event.

13.9.3 Potential Modifications

Cost reductions may be achieved through one or more of the following modifications: 1. Reduction in quantity or quality of equipment provided 2. Elimination of specific design elements or effects 3. Reduction in technical staff or support personnel 4. Shortened setup or breakdown time 5. Simplified programming or control systems 6. Elimination of custom elements or specialized features 7. Reduction in rehearsal or programming time 8. Client assumption of certain responsibilities typically handled by REP

13.9.4 Quality Standards

REP maintains minimum quality standards that cannot be compromised regardless of budget constraints. Certain requests for cost reduction may be declined if they would result in deliverables that do not meet REP’s professional standards or could create safety concerns.

13.9.5 Process for Cost Reduction

When a cost reduction is requested: 1. CLIENT must specify a target budget 2. REP will provide options for scope modifications to meet that budget 3. A revised proposal will be issued detailing the adjusted deliverables 4. Both parties must agree in writing to the revised scope and pricing

13.9.6 Timing of Requests

Requests for cost reduction must be made: 1. Before signing this Agreement, or 2. At least 30 days prior to the event date

Late requests for cost reduction may not be accommodated or may incur additional fees due to resources already committed.

13.9.7 No Retroactive Reductions

Once an Agreement is signed and deposit paid, pricing cannot be retroactively reduced without written consent from REP and may be subject to cancellation penalties as outlined in Section 10.5.

13.9.8 Contract Adjustment Limitations

It is important to note that constantly adjusting the contract can complicate the process and may result in REP needing to restart the entire quoting process. To maintain our standard costing structure and avoid errors, REP may choose to issue a completely new quote rather than making multiple incremental adjustments to an existing contract.

13.10 Estimate Validity

All estimates and quotes provided by REP are valid for a period of thirty (30) calendar days from the date of issuance. Due to fluctuating market conditions, supplier costs, and resource availability, REP cannot guarantee pricing beyond this 30-day period. If this Agreement is not signed and the required deposit is not paid within 30 days of the estimate date, the estimate expires. REP will then need to requote the entire project, and all costs are subject to change based on current market rates and availability at the time of the new quote.

14. CHANGES & REQUESTS

14.1 Change Process

All changes, additions and removal of services to the contract/invoice/agreement should be made in writing (emailed) two weeks prior to the event date and be approved by both parties.

14.2 In-Progress Change Orders

When CLIENT requests additions, changes, or modifications to the scope of work while a job is in progress:

1. Documentation Required: All in-progress change requests must be documented in writing, even if initially requested verbally. REP will provide a Change Order Form that must be signed by an authorized representative of the CLIENT.
2. Pricing Impact: In-progress changes will be billed at premium rates due to:
   • Expedited procurement of additional equipment or materials
   • Rush scheduling of additional personnel
   • Overtime hours potentially required to implement changes
   • Disruption to planned workflow and schedules
3. Implementation Timeline: REP cannot guarantee immediate implementation of in-progress changes. A reasonable timeline for implementation will be provided based on:
   • Availability of required equipment and materials
   • Availability of qualified personnel
   • Technical feasibility within the existing setup
   • Impact on other contracted deliverables
4. Approval Process: The following steps must be completed before implementation of any in-progress change:
   • Written documentation of requested changes
   • Price quote provided by REP for the requested changes
   • Written approval and signature from CLIENT
   • Payment of any additional deposit required for substantial changes
5. Minimum Charges: All in-progress change orders are subject to a minimum service charge of $250, regardless of the scope of the change, to cover administrative costs and workflow disruption.

14.3 Pricing Impact

Please keep in mind changing, removing and reducing production services does not guarantee a refund or reduction in the final invoice.

Final invoices are packaged to save up to 35% on the total. If changes and removals are requested, the client will lose the entire package deal and the overall pricing will increase up to 35% per line item.

14.4 Additions and Last-Minute Requests

Additions (Add-On(s)) request can be made up to 2 weeks prior to the event date. If additional tasks and last minute requests are made on the same day or weekend of the event, the client will receive an updated invoice with the new charges up to 7 days after the event date.

14.5 Impact on Timeline and Deliverables

CLIENT acknowledges that in-progress changes may impact: 1. Overall event timeline 2. Quality or completeness of other contracted deliverables 3. Technical capabilities of the system as originally designed 4. Staffing levels and crew schedules

REP is not responsible for delays or compromises resulting from CLIENT-requested in-progress changes.

14.6 Verbal Directives

Verbal directives or requests for changes made onsite must be documented in writing via the Change Order Form to be considered binding. REP staff are instructed not to implement verbal changes without proper written authorization.

15. LIABILITY

15.1 Indemnification

CLIENT agrees to defend, indemnify, assume liability for, and hold REP harmless, from any claims, damages, losses, and expenses by or to any person, regardless of the basis, which pertains or results directly or indirectly to Service.

15.2 Unpredictable Circumstances

REP shall not be liable for any damages, delays, setbacks, or malfunctions that were unforeseen or unpredictable.

15.3 Threatening Situations

In the event of circumstances deemed by REP to present a threat or implied threat of injury or harm to REP staff, automobiles or any equipment or materials in REP’s possession, REP reserves the right to cease service. If CLIENT is able to resolve the threatening situation quickly and to REP’s satisfaction, REP shall resume service in accordance with the original terms of this Agreement. CLIENT shall be responsible for payment in full, regardless of whether the situation is resolved or whether REP resumes service. REP reserves the right to deny anyone access to the equipment and materials provided by REP. If service is ceased, any and all payments previously made to REP shall be retained by REP.

15.4 Third-Party Claims

CLIENT agrees to defend, indemnify, assume liability for, and hold REP harmless, from any third party claims, damages, losses, and expenses by or to any person, regardless of the basis, which pertains or results directly or indirectly to Service. In the event that a civil action arises in an effort to enforce any provision of this Agreement, the losing party shall pay reasonable attorney’s fees and court costs of the prevailing party. Any disputes agree to be settled by binding arbitration.

15.5 Limitation of Liability

NOTWITHSTANDING ANYTHING IN THIS AGREEMENT TO THE CONTRARY, THE LIABILITY OF REP TO CLIENT WITH RESPECT TO ANY CAUSE OF ACTION ARISING UNDER THIS AGREEMENT FOR ANY REASON WHATSOEVER SHALL BE LIMITED TO THE REFUND OF THE ENTIRE PURCHASE PRICE PAYABLE BY CLIENT UNDER THIS AGREEMENT. THE LAWS OF THE STATE OF CONNECTICUT, WITHOUT REGARD TO ITS CONFLICTS OF LAW PROVISIONS, SHALL APPLY EXCLUSIVELY TO ANY DISPUTE ARISING UNDER THIS AGREEMENT. ANY SUCH DISPUTE SHALL BE ADJUDICATED EXCLUSIVELY BY THE STATE COURTS OF CONNECTICUT OR THE FEDERAL DISTRICT COURTS LOCATED IN CONNECTICUT.

15.6 Risk and Loss

The CLIENT assumes all risks of loss for the items provided from any cause. Loss or damage to the items will not affect any obligations of CLIENT under this contract, which will continue to incur full service charges and remain in full effect. In the event of loss or damage to the provided items, the CLIENT shall pay REP, at REP’s sole discretion, the replacement or repair value for the items provided without offset for depreciation, condition, or otherwise.

16. WEATHER CLAUSE

16.1 No Weather Refunds

No refunds will be given due to inclement weather.

16.2 Outdoor Setup Safety

We reserve the right to refuse to set up outdoor service without a refund if our technicians deem the area unsafe to set up equipment (high winds, lightning, heat, extreme cold conditions etc) or if it is raining during the time of setup.

16.3 Electrocution Hazards

Equipment cannot operate in such conditions due to electrocution hazards. If you choose to implement a safe rain backup plan 7 calendar days before your event date, we will gladly exchange your package for an alternative option that will work with your backup, however, this will depend heavily on equipment availability at the time and the new design will be based on our discretion.

16.4 Backup Plans

Furthermore, a redundant backup plan can be purchased at an additional cost to reserve the equipment needed for your backup plan and have it on the truck so that a decision can be made on the day of the event. However, there must be ample time to set up the package. Consult your lighting designer for the appropriate time needed to set up each package prior to the event day so your timeline can accommodate.

16.5 Weather Insurance

REP strongly recommends that CLIENT purchase weather insurance to cover any expenses or liabilities resulting from cancellation or impairment of the event due to adverse weather conditions.

17. ENVIRONMENTAL CONDITIONS

REP will not be responsible for delays and additional costs caused by unsafe working conditions or obstructions hindering installation.

18. RESPONSIBILITIES

18.1 REP’s Responsibility

REP will provide lighting and/or design services as prescribed by CLIENT.

1. REP will provide the following services as requested by CLIENT and agreed to by REP upon receipt of payment in full for the event by REP.
2. REP will make every possible effort in good faith to achieve CLIENT’s vision for the event, but shall not be responsible or liable to CLIENT for its failure to fulfill subjective client conceptions.
3. Before, during and after every installation, REP will ensure that all fixtures, wiring, cabling, attachments, and rigging are in a safe working condition.

18.2 Client’s Responsibility

1. CLIENT will be required to provide a specific description of their expectations for the event not less than thirty (30) calendar days prior to the event, which will be thoroughly discussed with Client upon receipt. Any concerns or limitations foreseen by REP shall be promptly communicated to the CLIENT in writing. Client and REP will sign a one page document reciting all event deliverables by REP.
2. CLIENT should periodically examine the work in progress, as well as upon completion, in order to ascertain the extent to which the materials and procedures fulfill Client’s expectations. Any perceived omissions/misinterpretations must be communicated to REP immediately, in writing when appropriate.
3. CLIENT will make available at his/her own cost, by the venue or other power source, a reliable power supply, including availability of back-up generators. The amount of power needed will be discussed and conveyed to CLIENT based on services contracted and will need to be made available to REP not less than 2 hours prior to REP personnel arriving on-site for installation. Failure to provide sufficient, safe, or adequate power will result in a generator charge. Any additional fees, permits, violations, fuel charges will be billed to the CLIENT within 7 days for payment. Client will be solely responsible for compliance with local regulations and noise ordinances, including generator noise, when used on site.
4. CLIENT may not allow, and will cause the Venue not to allow, other vendors to use a generator, distribution system or other power sources that REP brought or was directed to use by CLIENT or Venue, unless approved before the event date by REP. If additional power is needed, all costs, fees, permits, and other expenses will be billed to the CLIENT either pre or within seven (7) days of the contracted date.
5. CLIENT will make the venue available to REP a minimum of ten (10) hours (or more time, if needed) before the Start Time, for setup of the equipment and materials. CLIENT will make the Venue available for at least two (2-4) hours after the event end time for takedown of the equipment and materials. If additional load-in and set-up or break-down and load-out times are needed, REP will make every effort to work with Venue/property owners on timing accommodations. In the event that the Venue imposes any charge on REP for remaining at the Venue, any and all such fees charged for additional time will be billed to the CLIENT within seven (7) days of event date and reimbursed promptly to REP by Client.
6. CLIENT will take reasonable steps to protect REP’s equipment, materials, and personnel during service, setup, and takedown (weather, structural housing, etc.). Any damages incurred due to lack of reasonable protection on the CLIENT’s part will be payable by CLIENT to the extent of repair or replacement of damaged equipment, materials, and all costs of medical treatment.
7. CLIENT is responsible for all charges imposed by Venue. These charges may include, but are not limited to, parking, use of electric power, elevators, fire marshal, permitting and the time before and after the Event used by REP for setting up and taking down equipment, including energy costs.
8. Any deliveries of equipment made to the Venue for REP must be arranged by the CLIENT for acceptance by the Venue manager. The Venue must agree that deliveries can be made up to two (2) days prior to the event date and pick-up up to two (2) days after the event date, or other mutually agreed date and time.

19. ONSITE SUPPORT

19.1 Onsite Support Coverage

When REP staff is physically present at the event venue (“Onsite Support”), REP will provide the following services: 1. Technical monitoring of all equipment provided by REP 2. Immediate troubleshooting of any equipment malfunctions 3. Adjustments to lighting, sound, or other elements as specified in the invoice 4. Coordination with venue staff and other vendors regarding REP services 5. Implementation of pre-planned changes or effects at designated times

19.2 Onsite Support Limitations

Even with Onsite Support, REP cannot guarantee: 1. Prevention of all possible equipment failures 2. Immediate resolution of issues caused by third parties (venue power failures, other vendor interference) 3. Accommodation of substantial changes to agreed-upon services without additional charges 4. Support for equipment or services not provided by REP

19.3 Events Without Onsite Support

For events where Onsite Support is not included in the invoice (“Self-Service Events”): 1. CLIENT assumes responsibility for basic operation of equipment based on instructions provided by REP 2. REP will provide telephone support during the event if issues arise 3. REP will make reasonable efforts to dispatch a technician if available, subject to additional charges as specified in the TIME section 4. CLIENT must immediately cease use of any malfunctioning equipment and notify REP 5. REP is not responsible for any disruption to the event due to equipment issues when Onsite Support is not included

19.4 Emergency Response

For Self-Service Events, if emergency technical support is required: 1. CLIENT must contact REP at the emergency number provided: 860-318-5557 2. If a technician is available and dispatched, emergency response fees will apply as follows: a. Within 30 miles of REP’s office: $300 per hour (2-hour minimum) b. Beyond 30 miles: $300 per hour plus $2.00 per mile (2-hour minimum) 3. Response time cannot be guaranteed and depends on technician availability and distance

19.5 Onsite Support Specification

The invoice will clearly indicate whether Onsite Support is included for the event. If not explicitly included, the event is considered a Self-Service Event.

19.6 Pricing Acknowledgment

CLIENT acknowledges that the pricing for events with Onsite Support is higher than Self-Service Events due to the additional personnel and services provided.

20. LIGHTING TYPES AND REQUIREMENTS

20.1 Static Lighting

Static lighting refers to lighting setups that maintain a consistent look, color, and intensity throughout an event without real-time adjustments or changes. For static lighting:

1. Equipment is pre-programmed before the event with fixed settings
2. No on-site technician is required to operate the lighting during the event
3. Colors, positions, and effects remain constant as set during installation
4. Basic power-on and power-off functionality may be handled by venue staff or CLIENT
5. Changes cannot be made during the event without additional fees and personnel

20.2 Dynamic Lighting

Dynamic lighting refers to lighting that changes, moves, or is adjusted during the event in response to activities, music, or programmed sequences. For dynamic lighting:

1. A dedicated lighting technician with specialized equipment MUST be present for the duration of the event
2. Special control equipment including lighting consoles, computers, and programming interfaces are required
3. Real-time adjustments, color changes, movement, and effects are possible during the event
4. Coordination with other event elements (music, speeches, special moments) requires professional operation
5. Additional fees apply for both the technician and the specialized control equipment

20.3 Technician Requirements

When dynamic lighting is requested, CLIENT acknowledges and agrees that:

1. A professional lighting technician provided by REP is mandatory
2. The technician must be present for the entire duration of the event plus setup and breakdown time
3. Technician fees are calculated at the rates specified in the TIME section of this Agreement
4. The technician requires a designated control position with adequate space, power, and protection from elements
5. Last-minute requests for dynamic lighting cannot be accommodated without prior arrangement

20.4 Equipment Specifications

The specialized equipment required for dynamic lighting includes but is not limited to:

1. Lighting control console or computer-based control system
2. DMX control interfaces and signal distribution equipment
3. Network infrastructure for advanced control protocols
4. Backup control systems for redundancy
5. Programming and cueing software

20.5 Pricing Implications

CLIENT acknowledges that dynamic lighting services are priced differently than static lighting due to:

1. Additional skilled labor requirements
2. Specialized equipment needs
3. Advanced programming time
4. Technical rehearsal requirements
5. Higher level of technical expertise

20.6 Conversion Between Types

Conversion from static to dynamic lighting after the Agreement is signed requires:

1. Written request at least 14 days before the event
2. Additional fees for technician and equipment
3. Confirmation of technician availability
4. Possible reprogramming of the entire lighting design
5. Amended Agreement reflecting the changes

Conversion from dynamic to static lighting after the Agreement is signed may not result in a reduction of fees due to pre-committed resources and programming time already invested.

21. MEALS AND HOTELS

21.1 Meal Requirements

For events requiring REP staff presence of five (5) hours or more, CLIENT shall provide event catering for all REP personnel. One (1) meal is required every five (5) hours. Staff shall be allotted a one (1) hour meal break.

21.2 Meal Buyouts

Meal buyouts are available at $26.00 per meal per staff member if CLIENT prefers not to provide catering.

21.3 Hotel Accommodations

For multi-day events or events requiring early setup/late breakdown that make same-day travel impractical, CLIENT shall provide hotel accommodations for REP staff. Hotels must be a 3-star rated hotel or better and must be approved by REP in advance.

22. EQUIPMENT IDENTIFICATION

22.1 Ownership Identification

CLIENT acknowledges that REP retains ownership of and employs various forms of identification, including but not limited to inventory tags or barcodes, to identify the equipment specified in this contract.

22.2 Tag Removal Prohibition

Removing these tags or labels does not transfer ownership of the equipment, and the CLIENT may be subject to charges for altering or defacing REP’s property if identification tags are removed.

22.3 Additional Rental Fees

The CLIENT acknowledges their rental of the equipment specified in this contract and agrees to adhere to the stipulated return schedule as detailed in this agreement. In the event of equipment damage or delayed return, the CLIENT accepts responsibility for any resulting loss of revenue, up to the complete value of the time lost. Additionally, the CLIENT shall be liable for any additional rental charges as delineated elsewhere in this agreement.

23. POWER REQUIREMENTS

23.1 Power Specifications

REP will specify the power requirements for each event based on the equipment being used. CLIENT is responsible for ensuring that adequate power is available at the venue.

23.2 Power Source Responsibility

Each Venue has different policies concerning the use of power. At times it is necessary to order additional power for your production package.

We will let you know our power needs based on the package you have selected. If additional power is needed, it is the CLIENT’s responsibility to order and pay for the additional power. If REP is required to order the power, the CLIENT will be billed for the power plus a 20% service fee.

23.3 Generator Use

If generators are required, CLIENT is responsible for providing appropriate generators, fuel, and compliance with all local noise ordinances. REP can provide generators at an additional cost.

24. PHOTOGRAPHY & VIDEO RIGHTS

24.1 Usage Rights

CLIENT grants REP the right to capture photographs and video footage of the event setup, lighting design, and overall ambiance for promotional, marketing, and portfolio purposes. This includes use on REP’s website, social media channels, marketing materials, and industry publications.

24.2 Client Confidentiality

REP respects CLIENT privacy and confidentiality. REP will not post or tag CLIENT or their guests on social media without explicit permission. All content used for promotional purposes will be handled in a manner that protects the identity and privacy of individuals, unless otherwise agreed upon.

24.3 Content Restrictions

REP strictly avoids capturing identifiable faces of guests, particularly children, in promotional content. If faces are inadvertently captured, they will be obscured, blurred, or shown from angles that do not reveal identities.

24.4 Training and Process Improvement

REP may capture specific images and videos during setup, execution, and breakdown for internal training purposes. This content is used solely to improve REP’s processes, techniques, and staff training and will not be shared publicly.

24.5 Client-Provided Content

If CLIENT provides REP with professional photographs or videos from the event, CLIENT grants REP a non-exclusive, royalty-free license to use such content for promotional purposes, with appropriate credit given to the photographer/videographer when possible.

25. INTELLECTUAL PROPERTY

25.1 Ownership of Designs

All lighting designs, technical drawings, programming files, custom fabrication designs, and other creative works developed by REP for the event remain the intellectual property of REP. CLIENT is granted a license to use these designs solely for the specific event outlined in this Agreement.

25.2 Restrictions on Use

CLIENT may not reproduce, distribute, or use REP’s designs or intellectual property for any other purpose or event without prior written consent from REP. This includes sharing designs with other vendors or using them for future events not produced by REP.

25.3 Confidential Information

Any proprietary information shared by REP regarding its techniques, processes, or equipment configurations is considered confidential and may not be disclosed by CLIENT to third parties.

26. INSURANCE

26.1 REP’s Insurance

REP maintains comprehensive general liability insurance coverage appropriate for the event production industry. A certificate of insurance (COI) can be provided upon request, naming the CLIENT and/or venue as additional insured if required.

26.2 Client’s Insurance

CLIENT is responsible for obtaining any necessary event insurance, including general liability coverage for the event itself. REP recommends CLIENT consult with an insurance professional to determine appropriate coverage levels.

26.3 Additional Insured Requirements

If CLIENT or venue requires REP to name them as additional insured on REP’s policy, CLIENT must provide the exact legal names and addresses required for the COI at least fourteen (14) days prior to the event. Fees may apply for complex or non-standard additional insured endorsements.

27. EQUIPMENT CONDITION

27.1 Pre-Event Inspection

REP ensures all equipment provided is in good working order prior to the event. CLIENT or venue representative may inspect equipment upon delivery if desired.

27.2 Damage Responsibility

CLIENT is responsible for any damage to REP’s equipment caused by CLIENT, guests, venue staff, or other vendors during the event, excluding normal wear and tear or malfunctions not caused by external factors. Repair or replacement costs will be billed to CLIENT.

27.3 Post-Event Inspection

REP will inspect all equipment upon breakdown and removal. Any damages discovered will be documented and reported to CLIENT within 48 hours.

28. CONFIDENTIALITY

Both Parties agree to keep confidential any proprietary or sensitive information disclosed during the course of planning and executing the event. This includes pricing details, specific design elements, client lists, and business practices, unless disclosure is required by law or necessary for the performance of this Agreement.

29. COMPLIANCE WITH LAWS

Both Parties agree to comply with all applicable federal, state, and local laws, regulations, and ordinances in the performance of their respective obligations under this Agreement.

30. AMENDMENT PROCESS

Any amendments or modifications to this Agreement must be made in writing and signed by authorized representatives of both Parties to be valid.

31. ASSIGNMENT

Neither Party may assign its rights or delegate its obligations under this Agreement without the prior written consent of the other Party, which consent shall not be unreasonably withheld.

32. SEVERABILITY

If any provision of this Agreement is found to be invalid, illegal, or unenforceable, the remaining provisions shall continue in full force and effect.

33. NOTICES

All notices, requests, demands, and other communications under this Agreement shall be in writing and shall be deemed to have been duly given: (a) when delivered by hand; (b) when transmitted by email to the addresses specified in Section 4.2 (with confirmation of receipt); (c) one business day after being sent by recognized overnight courier service; or (d) three business days after being mailed by certified or registered mail, return receipt requested, postage prepaid.

34. WAIVER

The failure or delay of either Party to enforce any right or provision of this Agreement shall not constitute a waiver of that right or provision. Any waiver must be in writing and signed by the waiving Party to be effective. A waiver of any default shall not operate as a waiver of any other default or of the same default on a future occasion.

35. ENTIRE AGREEMENT

This Agreement, together with the accompanying invoice and any other documents incorporated by reference herein, constitutes the entire agreement between the Parties with respect to the subject matter hereof and supersedes all prior oral or written agreements, understandings, and communications.

36. SURVIVAL

Provisions of this Agreement which by their nature should survive termination or expiration shall survive, including but not limited to Sections concerning Payment, Liability, Indemnification, Intellectual Property, Confidentiality, and Governing Law.

37. GOVERNING LAW AND DISPUTE RESOLUTION

37.1 Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of Connecticut, without regard to its conflict of laws principles.

37.2 Negotiation

In the event of any dispute arising out of or relating to this Agreement, the Parties agree to first attempt to resolve the dispute through good faith negotiation between authorized representatives.

37.3 Mediation

If negotiation fails, the Parties agree to attempt to resolve the dispute through mediation administered by a mutually agreed-upon mediator in Connecticut before resorting to arbitration.

37.4 Arbitration

Any dispute that cannot be resolved through negotiation or mediation shall be finally settled by binding arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules. The arbitration shall take place in Litchfield County, Connecticut. The arbitrator’s award shall be final and binding, and judgment may be entered upon it in any court having jurisdiction thereof.

38. AGREEMENT EXECUTION

This Agreement may be executed in counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same instrument. Electronic signatures or acceptance via REP’s designated online portal shall be deemed as valid and binding as original signatures.

39. USE OF PREMISES

CLIENT shall ensure that all necessary preparations of the work areas are completed prior to REP’s arrival. CLIENT shall provide REP with adequate and safe access to the work areas, including necessary permissions, keys, or codes. Work areas must be clear of obstructions and ready for continuous work by REP staff. Any delays caused by unprepared or inaccessible work areas may result in additional charges.

40. RELATIONSHIP OF PARTIES

The relationship between REP and CLIENT is that of independent contractors. Nothing in this Agreement shall be construed as creating any agency, partnership, joint venture, or other form of joint enterprise, employment, or fiduciary relationship between the Parties. Neither Party shall have authority to contract for or bind the other Party in any manner whatsoever.

SIGNATURES

By signing below, or by electronically accepting this Agreement and paying the deposit, the Parties acknowledge that they have read, understood, and agree to be bound by all terms and conditions contained herein.

RAMAR EVENT PRODUCTIONS, LLC

By: _____________________________

Name: _____________________________

Title: _____________________________

Date: _____________________________

CLIENT

By: _____________________________

Name: _____________________________

Title (if applicable): _____________________________

Company (if applicable): _____________________________

Date: _____________________________