Terms & Conditions

VENN Productions, 3 West Drive, Tooting, London SW16 1RP

Creative Event Production · Immersive Experiences · London

hello@vennproductions.co.uk‍ ‍

These Terms & Conditions govern all event production, creative direction, and experience design bookings made with VENN Productions ('VENN', 'we', 'us'), operated in association with PenniBlack LDN Ltd, Company No. 12397094. By confirming a booking you agree to be bound by these terms.

Quotations & Creative Development

Quotation Validity

All quotations issued by VENN Productions are valid for thirty (30) days from the date of issue. After this period, VENN Productions reserves the right to revise pricing to reflect any changes in supplier costs, staffing rates, equipment hire prices or general market conditions. VENN Productions will notify the client of any revised pricing before proceeding.

Initial Brief

Every VENN project begins with a creative brief. The client is responsible for providing clear and accurate information about the event concept, venue, guest profile, budget and any brand guidelines. VENN cannot be held responsible for outcomes resulting from incomplete or inaccurate briefing information.

Creative Concepts & Proposals

All creative concepts, mood boards, design proposals and production plans prepared by VENN remain the intellectual property of VENN Productions until full payment has been received. Proposals may not be shared with third parties, used to brief other suppliers, or reproduced in any form without prior written consent.

Changes to Brief

Changes to the agreed brief, scope or creative direction made after confirmation may result in additional charges. VENN will notify the client in writing of any cost implications before proceeding. Significant changes within fourteen (14) days of the event may not be possible to accommodate.

Confirmation of Booking

Tentative Booking

Production bookings are held tentatively for ten (10) working days pending receipt of a deposit. VENN reserves the right to release a date after this period without notice.

Confirmation

A booking is confirmed upon receipt of a 50% deposit and a signed booking form or written confirmation of agreed scope. Projects commencing within ten (10) working days require 100% payment at confirmation.

Production Services

Scope of Works

VENN will deliver production services as described in the confirmed quotation. Services not specified in the confirmed scope are excluded unless agreed in writing.

Subcontractors & Suppliers

VENN may engage specialist subcontractors to deliver specific elements of a production. VENN takes responsibility for the management and coordination of its appointed subcontractors. The client should not contact VENN's subcontractors directly without prior agreement.

Venue Access & Technical Requirements

The client is responsible for securing sufficient venue access time for installation and de-rigging. VENN will advise on the access time required. Any additional venue charges arising from access requirements are the client's responsibility.

It is the client's responsibility to ensure the venue can accommodate the agreed production, including load-bearing capacity, power supply, ceiling height, blackout capability and other technical requirements specified by VENN.

Venue Access Delays

Delays caused by venue restrictions, loading limitations, restricted access, delayed venue opening, lift failure, security procedures or third-party suppliers are outside the control of VENN Productions. Where such delays result in additional staff time, extended hire periods or other additional costs, these will be charged to the client at the applicable rate.

Risk Assessment & Safety

VENN will prepare and provide a risk assessment for all productions involving structural installations, lighting rigs, or other potentially hazardous elements. The client must review and sign the risk assessment before installation commences. VENN reserves the right to halt any element of the production where safety conditions cannot be met.

Equipment & Installations

All equipment, structures and installations provided by VENN remain the property of VENN or its suppliers. The client is responsible for the security and safety of all installed items from installation until de-rig. Damage, theft or loss during this period will be charged at full replacement or repair cost.

Equipment Collection

Equipment must be made available for collection at the agreed time and in a reasonable condition. Equipment not available for collection at the agreed time may incur additional collection, storage or labour charges. VENN Productions will not be responsible for any loss or damage to equipment occurring after the agreed collection time where collection has been prevented or delayed by the client or venue.

Payment & Cancellations

Payment Schedule

A 50% deposit is due at booking confirmation. The remaining 50% is due no later than fourteen (14) days prior to the event. For projects above £10,000, a phased payment schedule may be agreed in writing.

Late Payment

VENN Productions reserves the right to charge interest on overdue invoices at 8% above the Bank of England base rate per annum, in accordance with the Late Payment of Commercial Debts (Interest) Act 1998. Interest accrues from the due date until the date of payment in full. VENN Productions also reserves the right to suspend or withdraw services where payment remains outstanding beyond the agreed terms.

Cancellation Policy

All cancellations must be made in writing:

Where costs have already been committed to subcontractors or suppliers, these are non-recoverable regardless of notice given.

Force Majeure

Neither VENN Productions nor the client shall be liable for any failure to perform their obligations where such failure is caused by circumstances beyond reasonable control, including but not limited to extreme weather, transport disruption, strikes, acts of God, government restrictions, terrorism, epidemic, pandemic, venue closure, power failure or utility disruption. In such circumstances VENN Productions will use reasonable endeavours to reschedule the booking. Any non-recoverable costs already incurred will remain chargeable.

Intellectual Property & Media

Ownership of Bespoke Deliverables

Where the client commissions VENN to create bespoke work — including custom installations, event designs, theming, digital assets, staging, and production elements created specifically for their event — full ownership of those bespoke deliverables transfers to the client upon receipt of full payment. The client is free to use, reproduce and share those deliverables as they wish, including for press, marketing and promotional purposes, without restriction. VENN Productions retains the right to use the same deliverables for its own portfolio, marketing, press, awards submissions and promotional purposes. Both parties may therefore use the work freely and simultaneously. Where the client requires exclusivity of use — meaning VENN agrees not to feature the work publicly — this must be agreed in writing at the time of booking and may be subject to an additional fee.

VENN Pre-Existing Intellectual Property

VENN Productions retains ownership of all pre-existing intellectual property brought to a project, including proprietary methods, techniques, templates, software tools, generic design assets, and elements developed independently of the client commission. Where pre-existing VENN assets are incorporated into bespoke deliverables, the client receives a perpetual, royalty-free licence to use those elements as part of the deliverable, but may not extract or use them independently.

Portfolio & Media Rights

VENN may photograph or film productions for portfolio, press, and promotional purposes. The client grants VENN the right to use such imagery to showcase VENN's work. Where the client requires confidentiality — for example where the event involves unreleased products, private individuals, or commercially sensitive content — this must be agreed in writing at the time of booking, and VENN will respect those restrictions fully.

Creative Concepts Not Proceeded With

Where VENN prepares creative concepts, proposals or mood boards that are presented to the client but not subsequently commissioned, those concepts remain the intellectual property of VENN Productions and may not be used to brief other suppliers or reproduced in any form without prior written consent.

Client Property & Waste

Client Property & Personal Valuables

VENN Productions accepts no responsibility for loss, theft or damage to personal belongings, gifts, equipment, instruments, valuables or any other property brought to the event by the client, guests, third-party suppliers or any other individual. Guests are advised to keep personal valuables secure throughout the event. Where a cloakroom facility is provided, items are left entirely at the owner's own risk.

Waste Removal

Unless specifically included and priced within the confirmed quotation, the removal of venue waste, recycling, event refuse or third-party packaging is excluded from VENN Production's services. The client is responsible for ensuring the venue has adequate waste management provisions. Additional waste removal requested on the day may be subject to additional charges.

Liability

VENN Productions carries full public liability and professional indemnity insurance. Our liability for any claim arising from our services is limited to the total value of the project as invoiced.

VENN accepts no liability for cancellation or modification of a production required by a venue, local authority or third party outside VENN's control. The client is responsible for obtaining all necessary licences, permissions and consents for the event.

These Terms & Conditions are governed by the laws of England and Wales.