Outdoor Cinema Terms & Conditions.

• Terms & Conditions of Ticket Purchase and Event Attendance

• Last Updated: May 2025

• By purchasing a ticket and/or attending an event hosted by Open Air Film and Chill Limited (“we”, “us”, “our”), you (“you”, “the customer”, or “ticket holder”) agree to the following Terms and Conditions ("T&Cs"). These T&Cs apply in addition to any terms set by our ticketing platform (e.g., Eventbrite), which you should read and accept when purchasing your ticket.

• 1. General Terms

• 1.1. These T&Cs govern your access to and attendance at our outdoor cinema events (“Event” or “Events”).
  1.2. We reserve the right to update these T&Cs at any time. Updates will be published on our website and are binding from the time of publication.
  1.3. We may impose additional conditions for health, safety, or event security. You agree to follow all reasonable instructions from our staff, security personnel, or stewards.
  1.4. We accept no liability for any personal injury, illness, damage or loss to property unless directly caused by our proven negligence and where such liability cannot be excluded by law.
  1.5. These Terms are governed by English Law. Any dispute shall be subject to the jurisdiction of the English courts.

• 2. Ticket Purchase and Entry

• 2.1. Tickets are non-refundable and non-transferable unless otherwise stated or required by law.
  2.2. Entry is only permitted with a valid ticket. We reserve the right to refuse entry if a valid ticket is not presented or if the ticket is suspected to be fraudulent.
  2.3. Tickets must be purchased via our official platform (currently Eventbrite). Tickets from unauthorised sellers may be invalid.
  2.4. Children under 16 must be accompanied by a supervising adult. We reserve the right to require the removal of children whose behaviour, in our view, is disruptive or unsafe.
  2.5. You must be above the BBFC age rating for the film. Proof of age may be required. Entry will be denied to underage attendees without refund.
  2.6. Tickets do not include access to other areas of the venue outside the designated event space unless stated.
  2.7. Seating is unreserved unless otherwise stated. Premium ticket holders may receive designated areas.

• 3. Event Changes and Cancellations

• 3.1. Event details including date, venue, and film may be subject to change.
  3.2. Events will proceed in most weather conditions. Attendees are responsible for appropriate dress.
  3.3. If an event is postponed due to weather or unforeseen circumstances, tickets will remain valid for the rescheduled event.
  3.4. If the event is cancelled with no rescheduled date, refunds will be processed within 14 working days. Booking fees may be non-refundable per the terms of the ticketing agent.
  3.5. We are not responsible for any associated travel or accommodation costs in the event of cancellation or rescheduling.

• 4. Conduct and Safety

• 4.1. Disruptive, anti-social, or unsafe behaviour will not be tolerated. We may remove any individual who breaches these conditions.
  4.2. Smoking (including vaping) is only allowed in designated smoking areas.
  4.3. No climbing on event infrastructure. You may be prosecuted and removed for doing so.
  4.4. All attendees are responsible for their personal belongings.

• 5. Food, Drink, and Prohibited Items

• 5.1. External food and drink policies vary by venue—please check the event page for specifics.
  5.2. Searches may be conducted by trained SIA security staff.
  5.3. Prohibited items include:

• Glass containers

• Fireworks

• Open flames (BBQs, stoves, etc.)

• Illegal substances (including nitrous oxide)

• Weapons or dangerous objects
  5.4. Challenge 25 is enforced at all licensed bars. Accepted ID includes passport, UK driver’s licence, or a PASS card.
  5.5. Allergen information for any food sold on-site is the responsibility of the vendor. We are not liable for allergic reactions.

• 6. Accessibility

• 6.1. We aim to make events accessible for all. Facilities may vary by venue—please contact us in advance for arrangements.
  6.2. Assistance dogs are welcome; no other animals allowed.
  6.3. We offer free Personal Assistant (PA) tickets for guests with qualifying accessibility needs. Supporting evidence may be required.

• 7. Data Protection and Marketing Consent

• 7.1. We collect and process your personal data when you purchase tickets, attend events, or interact with our website. This includes your name, contact details, and event history.
  7.2. Your data may be used for:

• Managing ticket sales and entry logistics

• Contacting you regarding your event or changes to it

• Sending you relevant marketing and promotional communications

• Improving our services and advertising through analytics
  7.3. We may share your data with trusted third parties limited to Venue operators for events you have attended

• Our marketing partners and analytics tools (e.g., Facebook/Google Ads)
  All third parties must adhere to UK GDPR standards.
  7.4. You can unsubscribe from marketing emails at any time. Essential service communications (e.g., ticket confirmation) are unaffected.
  7.5. We never sell your personal data. For more details, see our [Privacy Policy].

• 8. Photography and Media Use

• 8.1. By entering the event, you consent to being filmed or photographed for promotional purposes.
  8.2. Any commercial use of images or videos taken at the event is prohibited without written consent.
  8.3. Be respectful when photographing others. You must seek permission before taking close-up images of attendees, especially children.

• 9. Parking

• 9.1. Vehicles are parked at your own risk. We are not liable for any damage or theft.
  9.2. Blue badge parking may be available where the venue allows—please display your badge clearly.
  9.3. Vehicles left beyond 24 hours post-event may be removed.

• 10. Liability and Disclaimer

• 10.1. Attendance at any event is at your own risk.
  10.2. We are not responsible for personal injury, loss, or damage unless proven to result from our negligence.
  10.3. We are not liable for the actions or omissions of third-party vendors present at the event.
  10.4. Exposure to loud sound systems may cause hearing damage. Ear protection is recommended.

• You can view our Privacy policy here.

• 11. Contact Us

• For further information or to make a data request, please contact us:

• Open Air Film and Chill Limited
  Unit 5 Ramsden Road, Hereford
  Email:  info@openairfilm.co.uk

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Terms & Conditions for LED Screen and AV Equipment Hire

• Booking & Payment

  • A 50% non-refundable deposit fee is required at the time of booking to secure your hire date and cover our costs.

  • The remaining 50% balance must be paid at least 14 days before the event.

  • If booking within 14 days of the event, full payment is required before delivery.

  • We reserve the right to cancel the hire if full payment is not received 14 days before the event.

• Site Access & Setup Requirements

  • A minimum area of 14m x 10m is needed for setup and vehicle access.

  • Unrestricted access for delivery vehicles must be available at all times.

  • No power is needed for setup in daylight; however, lighting must be provided by the client for safe pack down after dark.

  • Clients must remove any site obstacles (e.g. fencing, low branches) and ensure the ground can support approx. 5000kg for equipment vans and 3500kg for tow vehicle.

  • If access or setup is prevented due to unstable ground, the full fee is still payable.

• Wind & Weather Policy

  • Equipment cannot be used in wind speeds above 40mph.

  • If winds exceed this during the event, evacuation and partial takedown will be required.

  • We can provide a wind speed anemometer free of charge upon request.

  • We recommend event insurance, as all fees remain due even in cases of weather-related disruption or cancellation.

• Safety & Supervision

  • Access to equipment is prohibited for individuals who are intoxicated or under the influence of drugs.

  • Event security is required to manage usage and maintain crowd control.

  • We recommend keeping safety barriers at least 8–10m from the equipment.

• Installation & Staff

  • All AV equipment must be installed by our trained team for insurance purposes.

  • A staff member will be present for setup and breakdown.

  • Any abusive or threatening behaviour towards staff will result in immediate equipment removal from site.

• Cancellations & Rescheduling

  • The 50% deposit is non-refundable.

  • Cancellations are charged at the full hire rate.

  • If rescheduling, we may apply a discount depending on notice and availability.

• Equipment Care

  • Equipment must be kept clean; additional charges apply for excessive mud, tape, or debris.

• Banners

  • Banners may be hung from designated rigging points with prior arrangement.

  • We can fit/remove banners for a small fee if pre-arranged.

  • A charge will apply for post-event removal of client banners.

  • Solid PVC banners reduce wind tolerance to 24mph—we recommend blow-through scrim banners.

• Client Responsibility

  • Once setup is complete and signed off, the equipment is the client's responsibility.

  • Clients are liable for theft, damage, or loss while the equipment is on-site.

  • The area must be secured overnight with gates, fencing, or security staff.

  • Insurance cover required:

    • £60,000 for 6x3m LED screen setup

    • £100,000 for 8x4m LED screen setup

• Fire & Electrical Safety

  • No pyrotechnics or naked flames within 10m of the equipment.

  • Cold spark machines require written approval and a risk assessment.

  • All third-party equipment must be PAT-tested, IP-rated, and of professional quality.

  • Clients must supply appropriate fire-fighting equipment on-site.