TERMS & CONDITIONS
LEXA | CORPORATE EVENT PRODUCTION
Effective date: 29 October 2026
LEXA is a trading brand of Artisan Productions Ltd, company registration number 11599738, registered at 3rd Floor, 86–90 Paul Street, London, EC2A 4NE.
1. APPLICATION
1.1. These Terms & Conditions apply to corporate event production services supplied by Artisan Productions Ltd trading as LEXA (“LEXA”, “we”, “us” or “our”).
1.2. Services may include conferences, awards ceremonies, gala dinners, exhibitions, corporate meetings, product launches, brand activations, event design, technical consultancy, equipment, staging, audio, lighting, video, crew, transport and related production services.
1.3. The “Client” is the organisation or individual entering into the contract with LEXA.
1.4. Where an agency or intermediary contracts with LEXA, that contracting party remains responsible for payment irrespective of whether its end customer has paid, unless otherwise agreed in writing.
1.5. Expressly agreed terms in an accepted quotation or signed contract take precedence over conflicting standard terms.
2. QUOTATIONS AND BOOKINGS
2.1. Quotations are based on information provided by the Client concerning the event, venue, technical requirements, production schedule and scope.
2.2. All quotations are subject to availability until the booking is accepted and confirmed.
2.3. A binding contract is formed when the Client accepts the quotation and LEXA confirms acceptance in writing.
2.4. Acceptance may be communicated by signature, email or an agreed electronic booking process.
2.5. The Client confirms that the person approving the booking has authority to enter into the agreement.
2.6. Material changes to the scope, venue, programme, production schedule or technical specifications may require revised pricing.
3. PAYMENT
3.1. All prices exclude VAT unless otherwise stated.
3.2. For bookings with a total contract value of £25,000 or less excluding VAT, a deposit of 25% is payable upon confirmation.
3.3. For bookings exceeding £25,000 excluding VAT, a deposit of 50% is payable upon confirmation. This replaces the standard 25% deposit and is not an additional payment.
3.4. The remaining balance is payable no later than seven calendar days before the first scheduled production date, including installation or preparation days.
3.5. Alternative payment terms may be agreed in writing for approved corporate clients, agencies, venues and contracted partners.
3.6. For qualifying business debts, LEXA may claim statutory late-payment interest, compensation and reasonable recovery costs where permitted by law.
3.7. Where a material payment obligation remains overdue, LEXA may suspend unperformed services after appropriate notice, where contractually and legally permitted.
4. CANCELLATIONS
4.1. Cancellation must be communicated in writing.
4.2. The standard cancellation schedule is:
More than 365 days before the first production date: no percentage-based cancellation charge, although reasonably incurred non-recoverable costs may remain payable.
365 to 181 days: up to 40% of the agreed fee.
180 to 91 days: up to 60%.
90 to 31 days: up to 80%.
30 days or fewer: up to 100%.
4.3. Charges are subject to the actual contractual loss, including reasonably committed expenditure and recoverable loss of profit, after taking account of costs avoided, recoveries and reasonable mitigation.
4.4. These percentages are not automatic penalties or guaranteed minimum charges.
4.5. Any advance payment shall be credited against the amount lawfully payable, with the excess refunded.
4.6. Design work completed, production preparation, committed third-party costs and other unavoidable expenditure may be considered without double recovery.
5. POSTPONEMENTS AND CHANGES
5.1. Date changes and material alterations must be requested in writing.
5.2. LEXA will make reasonable efforts to accommodate changes, subject to personnel, equipment and supplier availability.
5.3. Additional charges may apply for reasonably incurred costs associated with revised logistics, production designs, suppliers, crew or technical requirements.
5.4. Any revised scope and payment arrangements will be confirmed in writing.
6. VENUE RESPONSIBILITIES
6.1. The Client must provide accurate details of the venue, event spaces, audience, access arrangements and relevant venue rules.
6.2. The Client must ensure that appropriate venue permissions, electrical infrastructure, loading facilities and other agreed requirements are available.
6.3. Structural restrictions, rigging limitations, sound restrictions, working hours and technical access requirements must be disclosed in advance.
6.4. Unless expressly included, venue hire, permits, parking, venue charges and specialist facilities are the Client’s responsibility.
6.5. Additional costs resulting from materially inaccurate information, restricted access or unforeseen venue limitations may be charged where reasonably incurred and contractually recoverable.
7. EVENT SCHEDULES AND CREW
7.1. Quotations include the installation, rehearsal, event operation and dismantling hours specified in the agreed production schedule.
7.2. Additional rehearsals, delayed access, programme overruns, extended operation or late dismantling may result in additional crew, equipment, transport or accommodation charges.
7.3. LEXA will communicate anticipated additional charges as soon as reasonably practicable.
7.4. The Client must provide appropriate welfare facilities, drinking water and agreed crew meals or refreshments.
7.5. Working arrangements remain subject to applicable working time and safety requirements.
8. EQUIPMENT AND TECHNICAL DELIVERY
8.1. Supplied equipment remains the property of Artisan Productions Ltd or its suppliers.
8.2. LEXA will supply equipment and personnel reasonably suitable for the agreed specification.
8.3. Technically equivalent or superior substitutions may be made where necessary without materially reducing the agreed functionality. Material changes shall be discussed with the Client.
8.4. The Client must not allow unauthorised persons to operate, alter, move or dismantle technical equipment.
8.5. The Client may be responsible for damage caused by negligence, misuse or breach of contract, subject to applicable law.
8.6. Normal wear and tear and damage attributable to LEXA’s own negligence or breach are excluded.
9. CONTENT AND PRESENTATIONS
9.1. Unless expressly included within the contracted services, the Client is responsible for supplying final presentations, videos, graphics, scripts and other content.
9.2. Content must be delivered in agreed formats and within agreed deadlines.
9.3. Late provision or changes to content may result in additional work, reduced rehearsal time or revised technical requirements.
9.4. The Client warrants that it has appropriate rights and permissions for the material it provides.
9.5. LEXA shall exercise reasonable care in delivering agreed content services but is not responsible for inherent errors in Client-supplied material that could not reasonably have been identified within the agreed scope.
10. HEALTH AND SAFETY
10.1. LEXA shall comply with its applicable health and safety obligations and provide appropriate assessments and methods of work where required.
10.2. The Client, venue and other contractors remain responsible for their own legal obligations.
10.3. LEXA may stop or suspend any activity creating an unacceptable risk to people, property or equipment.
10.4. Previously undisclosed hazards or restrictions may require changes to the production or additional reasonable costs.
11. SUBCONTRACTORS
11.1. LEXA may engage competent freelancers, contractors and specialist suppliers.
11.2. LEXA remains responsible for the services it has agreed to supply under the contract and applicable law.
11.3. Client-appointed suppliers remain responsible under their own contracts, with all parties expected to coordinate appropriately.
12. FORCE MAJEURE
12.1. Neither party shall be responsible for failure or delay caused by circumstances genuinely outside its reasonable control, subject to applicable law.
12.2. The affected party must notify the other promptly and take reasonable steps to reduce disruption.
12.3. The parties shall consider postponement, amended schedules or alternative delivery where reasonably possible.
12.4. Where performance cannot continue, payments and refunds shall be assessed in accordance with applicable law, work completed and properly recoverable costs or losses.
13. LIABILITY AND INSURANCE
13.1. LEXA shall maintain appropriate insurance for its operations.
13.2. The Client should arrange suitable event cancellation, postponement and other event-specific insurance unless expressly included in the contracted services.
13.3. Nothing in these terms excludes liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation or other liabilities that cannot lawfully be excluded.
13.4. Each party remains responsible for its legally attributable conduct.
13.5. Any agreed limitation of business liability shall apply only to the extent permitted by law.
14. INTELLECTUAL PROPERTY
14.1. Original technical designs, drawings, specifications, production documents and visualisations created by LEXA remain its intellectual property unless expressly transferred in writing.
14.2. The Client receives agreed usage rights to deliverables, subject to payment of relevant fees.
14.3. Client-provided branding and materials remain subject to the Client’s or relevant third party’s ownership rights.
15. PHOTOGRAPHY AND CASE STUDIES
15.1. LEXA may document its technical work, installations and completed productions for operational and promotional purposes where lawful.
15.2. Confidential events, embargoed information and commercially sensitive details shall not be publicly disclosed without appropriate permission.
15.3. The Client may request reasonable restrictions on publicity.
15.4. Personal data and recognisable individuals shall be handled in accordance with applicable law.
16. DATA PROTECTION
16.1. Personal information shall be processed in accordance with applicable UK data protection law and the relevant privacy notice.
16.2. Each party shall handle personal data shared for the event securely and lawfully.
17. COMPLAINTS AND DISPUTES
17.1. Issues should be raised promptly with the relevant production contact to allow investigation and possible resolution.
17.2. Written complaints should ideally be submitted within 30 days after the event, without restricting legal rights.
17.3. Both parties shall attempt to resolve disputes in good faith.
18. GOVERNING LAW
18.1. These terms are governed by the laws of England and Wales.
18.2. The courts of England and Wales shall have jurisdiction over business disputes unless otherwise agreed.
19. COMPANY INFORMATION
LEXA
A trading brand of Artisan Productions Ltd.
Company Registration Number: 11599738
Registered Office: 3rd Floor, 86–90 Paul Street, London, EC2A 4NE
Website: www.lexa.events
