Terms & Agreement
IMPORTANT - Know Your Budget
!!!Before contacting Ramar Event Productions, LLC!!!
Please know your budget and spending limit. 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.
As of March 2024, we are only accepting serious inquiries.
Designs and other details will be made available after sign contract.
We require a 50% deposit to book and hold any date regardless of any previous communication.
Parties
This Agreement is made this ____ day of _____________, 2024 by and between Ramar Event Productions, LLC (“Ramar”) a Connecticut limited liabilty company having an office at 24 Cleveland St., Lakeville, CT 06039 and ______________________________ (“Client”), at this address _______________________________.
Communication
For emergencies please text or call Troy at 860-318-5557 or 917-617-2497 for all production needs and requests.
Office and accounting needs please call Amanda at 347-385-1185 or Toni at 860-318-5554.
Email address is [email protected] or [email protected]
Due to the nature of our business, please allow us reasonable time to respond to your request or for immediate attention continuously text us.
Order of communication, TEXT US First, DIRECT CALL US and LEAVE VOICEMAIL then EMAIL Lastly.
Emails are checked throughout the day, but not often as you think.
Down Payment & Final Payment
Concurrently with the execution of this Agreement you must pay a 50% NON-REFUNDABLE deposit by bank wire transfer, on-line credit card or by the QuickBooks link on your invoice in order to book and hold the date of the event, availability of services and equipment necessary to perform our services and determine a fixed price for our services .
Final payment must be received in full by bank wire transfer or on-line credit card not later than 7 calendar days prior to the date of the Event.
Any additional charges incurred Ramar for services provided by Ramar to Client at its request that are not covered by the Services contracted for under this Agreement shall be invoiced separately within seven (7) calendar days following the Event date and shall be due and payable upon receipt.
Sales Tax
If Client is claiming an exemption from Connecticut or another state’s Sales Tax, it must submit a copy of a current and legally valid Tax Exemption/Resale Certificate for approval not less than thirty (30) days prior to the Event Date which must match the jurisdiction of the ship to or pickup location. Such Certificates must be submitted by email to [email protected]. Certificates sent after business hours will not be verified until next business day. Plan ahead!
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.
Ramar's Responsibilities
A. Ramar Event Productions, LLC will provide the following services as requested by CLIENT and agreed to by Ramar Event Productions, LLC upon receipt of payment in full for the event by Ramar Event Productions, LLC.
B. Ramar Event Productions, LLC 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.
C. Before, during and after every installation, Ramar Event Productions, LLC will insure that all fixtures, wiring, cabling, attachments, and rigging are in a safe working condition.
Client's Responsibility
1. CLIENT will be required to provide a specific description of his/her/its 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 Ramar shall be promptly communicated to Client in writing. Client and Ramar will sign a one page document reciting in reasonable detail all Event deliverables for which Ramar will be responsible.
2. CLIENT must periodically examine the work in progress, and upon completion, in order to ascertain the extent to which the materials, plans and implementation procedures fulfill Client’s expectations. Any perceived omissions/misinterpretations must be communicated to Ramar immediately, in writing, specifying in reasonable detail the omissions or potential defects that Client has identified. Upon receipt by Ramar of any such communication from Client, Ramar shall meet and confer as soon as possible to resolve Client’s concerns to its reasonable satisfaction, provided that such omissions or defects relate to the Services as originally recited in this Agreement.
3. CLIENT will make available at his/her/its own cost and expense, 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 Ramar not less than 2 hours prior to its 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
4. CLIENT within 7 calendar days for payment. Client will be solely responsible for compliance with state and local regulations and noise ordinances, including generator noise, when used on site. Any fines or penalties imposed by state or local authorities as a result of alleged violation of regulation and/or ordinances shall be paid solely by Client. Should the Event be curtailed or shut down by state or local authorities claiming violation(s) of state or local ordinances, Client shall not be entitled to nor may claim a refund for any amounts previously paid to Ramar hereunder.
5. 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 Ramar brought to the venue or was directed to use by CLIENT or Venue, unless approved before the Event date by R. If additional power is needed, all costs, fees, permits, and other expenses will be billed to the CLIENT either before or within (7) seven calendar days after the Event date.
6. CLIENT will make the venue available not less than six (6) 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) hours after the Event end time, or more if needed for takedown of the equipment and materials. If additional load-in and set-up or break-down and load-out times are needed, Ramar will make every effort to work with Venue / property owners on timing accommodations. In the event that the Venue imposes any charge on Ramar for remaining at the Venue, any and all such fees charged for additional time will be billed to the CLIENT within (7) seven calendar days of Event date and reimbursed promptly to Ramar by Client.
7. CLIENT will take reasonable steps to protect Ramar’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 Ramar to the extent of repair or replacement of damaged equipment, materials, and all costs of medical treatment. Not later than seven (7) calendar days before the Event, Client will provide to Ramar a Certificate of Insurance issued by an insurer reasonably acceptable to Ramar naming Ramar an Additional Insured under a general liability insurance policy insuring Client and Ramar from loss or damage for any injury to Ramar personnel or property with not less than ONE MILLION DOLLARS ($1,000,000.00) for a single claim and not less than TWO MILLION DOLLARS ($2,000,000.00) aggregate limit.
8. 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 Ramar for setting up and taking down equipment, including energy costs.
Any deliveries of equipment made to the Venue for Ramar 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 the Event date and pick-up up to two (2) days after the Event date, or other mutually agreed date and time.
Event End Time (timing may increase depending on the complexity of the event). Ramar shall not be responsible for delays or defaults, including inability to fulfill all or any part of the Event deliverables, resulting from an Event of Force Majeure, as defined below.
Date
Start Time and End Time: Ramar Event Productions, LLC 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 6 Hours before event Start Time and breakdown time is 3 hours after event End Time (timing may increase depending on the complexity of the event). Ramar Event Productions, LLC. 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.
Cancellation - Termination Policy
Non-Refundable Deposit –
As a specialized company, Ramar only accepts a select number of events on a given day given their size and complexity. This allows Ramar 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).
The CLIENT will remit the remaining balance(s) in full not more than 7 calendar days (due date) before the agreed-upon event start date, unless otherwise agreed to in writing by an authorized representative of Ramar.
In the event of non-payment or incomplete payment by the due date, Ramar 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.
Ramar 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. CLIENT will be responsible for any and all legal and court fees associated with damages, injury’s, and or collection costs incurred by Ramar, including reasonable attorneys’ fees.. In addition, interest will accrue at the rate of eighteen percent per annum (18%) on any unpaid balance until paid in full. CLIENT shall be charged $100 for checks returned to Ramar for insufficient funds..
TERMINATION: 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 Ramar. Ramar will confirm once termination of the Event Agreement is received. 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), but including any other fees or charges previously paid by Client, shall be promptly paid to Ramar by Client, not as a penalty. but as liquidated damages to compensate for loss of event revenue because of inability to book another event prior to the Client Event date. If Client notifies Ramar in writing prior to thirty (30) days before the Event date, then Client’s obligation to pay the balance due, net of the deposit previously paid, shall be waived by Ramar.
FORCE MAJEURE. In no event shall Ramar 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. Nevertheless, Ramar shall use reasonable efforts which are consistent with accepted practices in the event Industry to resume performance as soon as practicable under the circumstances.
If Ramar at any time is unable to perform the services outlined in the Event Agreement due causes unrelated to non-payment of amounts due from Client or an Event of Force Majeure, then Rama.will inform Client as soon as possible in writing. Client shall have the option to reschedule the Event date. If services are unable to be rendered by Ramar and a new event date cannot be agreed to by CLIENT and Ramar then Ramar shall promptly provide a full refund to CLIENT.
Should the event need to be postponed due to Covid-restrictions the CLIENT will be provided the option to have its non-refundable deposit applied to a new event date agreed to by both parties.
Quote - Estimate - Invoice
NOTHING IS CONFIRMED without a deposit or full payment, the quote only represents availability at the time of quote.
Quotes and Estimates are based on a few factors: Materials, Scope of Work, Labor, Travel, Time of Year, Venue and Experience are a few factors[what are they?] that will affect the final cost.
Quotes and Estimates are only valid for 14 days. After this period, Ramar will void / clear this transaction out of its system. If Client informs Ramar in writing that it would like to proceed, Ramar will create a quote / estimate. Pricing will be affected. We can not honor our old pricing.
All EQUIPMENT, LABOR & TRANSPORT are supplied on a first come first serve basis. Due to labor shortages and continuing supply chain issues Ramar needs early commitments to ensure availability.
Without early confirmation Ramar cannot guarantee Gear, Crew, or Trucking. After booking deadlines we will make every effort to provide equipment and services in the most cost-effective manner.
Additions, Changes, Request and Remove.
All changes, additions and removal of services to this Agreement should be made in writing (emailed) two weeks prior to the Event date and be approved by both parties.
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.
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 within 7 days after the Event date.
All charges incurred due to changes and requests will be added to the Client’s final invoice and sent by next business week.
Liability.
CLIENT will indemnify and will hold Ramar harmless for any personal injury or property damage incurred by it or its personnel and/or subcontractors at the Venue due to negligent acts or omissions to act by CLIENT, guests of the CLIENT or Venue personnel. Similarly, Ramar will be liable to and will hold the CLIENT harmless from any personal injury or property damage incurred by it or its personnel, guests and employees of the Venue resulting from negligent acts or omissions to act by the employees and or subcontractors of Ramar
Unexpected things do happen and will happen, especially in a live real-time environment. This is why it takes a team to order every step of that event,
If our support team is on site they will do what is reasonably necessary to address any issues in the most safe and seamless fashion according to our scope of work.
If something goes wrong while Ramar employees are not on site, please text or call 860-318-5557. If a tech is close and available the tech will return to address these issues in the most safe and seamless fashion.
If we are unable to get to the site in a timely fashion or if support is not part of your contract. Please ensure yourself and guests are safe from harm, if you can please turn off our equipment safely and remove it from the site if possible..
Ramar will not be held responsible for damages, delays, setbacks, malfunctions that were unforeseen or unpredictable.
In the event that unforeseen circumstances on site are deemed in good faith by Ramar to present a threat or implied threat of injury or harm to Ramar staff, automobiles or any equipment or materials in Ramar’s possession whether related to weather conditions or some other factors, Ramar reserves the right to cease service. If CLIENT is able to resolve the threatening situation quickly and to Ramar’s reasonable satisfaction, Ramar 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 Ramar resumes service. Ramar reserves the right to deny anyone access to the equipment and materials provided by Ramar if service is ceased, any and all payments previously made to Rama shall be retained by it.
CLIENT agrees to defend, indemnify and hold Ramar harmless, from any third party claim(s) alleging damages, losses, and expenses by or to any person, regardless of the cause, in connection with performance of the Services, unless such claim results from Ramar’s gross negligence of willful misconduct. NOTWITHSTANDING ANYTHING IN THIS AGREEMENT TO THE CONTRARY, THE LIABILITY OF RAMAR EVENT PRODUCTIONS, LLC TO CLIENT WITH RESPECT TO ANY CAUSE OF ACTION ARISING UNDER THIS AGREEMENT FOR ANY REASON WHATSOEVER, INCLUDING, BUT WITHOUT LIMITING THE GENERALITY OF THE FOREGOING, CLAIMS FOR PUNITIVE DAMAGES, CONSEQUENTIAL AND INCIDENTIAL DAMAGES (LOST PROFITS/OPPORTUNITY COST), 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 ARBITRATION..
Weather Clause
No refunds will be given due to inclement weather. Ramar reserves 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, rain, etc) or if it is raining during the time of setup. Equipment cannot operate in the rain due to electrocution hazards. If Client chooses to implement a safe rain backup plan 7 calendar days before the Event date, Ramar will gladly exchange the package for an alternative option that will work with Client’s backup; however, this will depend heavily on equipment availability at the time and the new design will be based on Ramar’s discretion. Furthermore, a redundant backup plan can be purchased at an additional cost to reserve the equipment needed for a 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. Ramar urges Client to consult its lighting designer for the appropriate time needed to set up each package prior to the event day so the new timeline can be accommodated.
Ramar strongly recommends that clients purchase weather insurance to cover any expenses or liabilities resulting from cancellation or impairment of the event due to adverse weather conditions.
Photography
Ramar may capture and reuse images / video content of any given event unless it is prohibited from doing so in writing prior to the Event by the Client or the venue. Subject to the preceding sentence, Ramar reserves the right to use these images / video for its advertising, educational, training and promotional purposes without the written or verbal permission of those included within the photograph/video.
Ramar’s photos / videos only capture its services in action, which can include its staff implementing and executing its contracted services for any Event. Ramar also reserves the right to capture and document its gear in action, its techniques and other event details relating to the industry. As part of its fee for services, Client licenses Ramar to take images / videos of subjects reacting to its services, for example a bride and groom reaction to its lighting or people reacting to its music.
To ensure the privacy of individuals and children, images will not be identified using full names, location or personal identifying information without written approval from the photographed subject, parent or legal guardian.
Custom Colors
Custom colors will be set on the day of the Event. These will be as close to the swatch (if provided) or specified color(s). Once a custom color is set, it will remain for the duration of the Event unless otherwise specified in your invoice. If the power goes out, the fixtures will no longer maintain the custom color but will go to a default factor color (possibly white). Ramar cannot be not responsible for power outages or color changes due to uncontrollable circumstances. Custom colors cannot be guaranteed accurate to your desired color as due to the use of a color mixing light to accomplish this color. Color variation may be evident.
If the Client requires multiple color changes throughout the evening of the Event, then Client must independently hire a qualified lighting technician.
Time
Ramar accepts the time specified on the invoice as the final time for the Event. Ramar will schedule its technicians for the times noted on the invoice. If the times change or are not accurate, the Client will be charged an additional fee for labor and equipment rental. If Event end time exceeds the end time stated on the invoice, the Client will be billed $800 per hour or $400 per half-hour past the above stated end time for the total number of technicians specified on the invoice. The Client agrees to pay this additional invoice within 7 calendar days after the Event.
Charges are in increments of 30 mins.
All provisions of this Agreement shall continue to apply during any such extension of Service.
Dispute Resolution
In the event that Ramar and Client are unable to resolve any dispute arising hereunder after good faith consultations within 30 days after that dispute has arisen, then the parties shall promptly participate in non-binding, one day mediation at a mutually agreeable location before a mediator appointed by mutual agreement, and if not, then by the American Arbitration Association (“AAA”), If the mediator is not successful in resolving the dispute, then the dispute shall be referred promptly to the AAA for appointment of a single arbitrator who will conduct a one day arbitration and render his/her decision in writing. The arbitrator must be familiar with entertainment events and hosting. The decision of the arbitrator will be final and enforceable by any court of competent jurisdiction. The venue for the arbitration will be in the State of Connecticut. The non-prevailing party shall reimburse the prevailing party for its legal fees, court costs and any interest on a judgment awarded by the arbitrator if awarded by the arbitrator.
Electrical
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 and furnish the Venue with our needs on request, but you are ultimately responsible for ensuring you have adequate power order/supplied in the room or location. We are not responsible for power or costs associated with power.
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.
Environment Conditions
Ramar Event Productions, LLC will not be responsible for delays and additional costs caused by unsafe working conditions or obstructions hindering installation.
Environment Conditions
Ramar will not be responsible for delays and additional costs caused by unsafe working conditions or obstructions hindering installation at the Venue.
