Terms of Use

These terms cover everyone we work with: Guests connecting to a temporary WiFi network we provide at an event, Customers who hire equipment or engage our engineering services, and visitors to our marketing website at ukeventcommunications.co.uk. Different sections apply depending on how you’re using what we provide. The headings tell you which.

1. Who we are

UK Event Communications (“UKEC”, “we”, “us”, “our”) is a UK-based provider of temporary event communications for events across the United Kingdom. We hire out WiFi, vendor networks, two-way radios, and provide engineering and on-site support.

Contact:

• Email: hello@ukeventcommunications.co.uk
• Phone: +44 1482 693204
• Address: 1b George Street, Hedon, Hull, HU12 8JH

2. Definitions

• Customer: the person or organisation that engages us to hire equipment or perform engineering services. Usually the event organiser.
• Guest: anyone who connects to a temporary WiFi network we operate at an event.
• Equipment: the kit we hire out. Handheld radios, antennas, dishes, access points, switches, cabling, power and accessories.
• Services: survey, planning, install, on-site engineering support, de-rig and post-event review.
• Site: the venue, ground or location where the Equipment is deployed for an event.
• WiFi Service: the temporary internet and network access we provide to Guests at an event.
• Website: ukeventcommunications.co.uk and any subdomain we publish.

3. Accepting these terms

• Guests accept these terms by ticking the box (or tapping the accept button) in the captive portal that appears when joining a WiFi network we operate.
• Customers accept these terms by signing or returning a quote, written confirmation, purchase order or by allowing us to start work on the agreed services.
• Website visitors accept these terms by accessing the site.

If you don’t accept the terms, please don’t connect to the network, please don’t engage us, and please don’t continue to use the site.

4. WiFi Guest Service

This section applies if you’re a Guest connecting to a temporary WiFi network we provide at an event.

4.1 What you can do

The service is provided free of charge for normal personal use during the event. Browsing, messaging, social media, light email, reasonable photo and short-video uploads.

4.2 What you must not do

• Break UK law. This includes downloading or sharing copyright-infringing material, accessing illegal content, or harassment of other users.
• Attempt to access systems, networks, devices or accounts that you’re not authorised to use.
• Run port scans, vulnerability scans, brute-force tools or other intrusive network testing against the service, the gateway or other users.
• Send spam, phishing, malware or threatening communications.
• Use the connection to host services, run mining operations, operate VPN exit nodes or other commercial server activity.
• Run peer-to-peer file sharing, torrenting or other transfer activity that consumes disproportionate bandwidth.
• Stream HD/4K video, large downloads, cloud-sync backups or other heavy traffic that affects the experience of other Guests.

4.3 Service quality

The WiFi Service is provided on a best-efforts basis for the duration of the event. It may slow down, lose coverage in parts of the Site, or be interrupted by power, weather, equipment fault, satellite or upstream provider issues. We don’t guarantee a particular speed, latency, coverage area or uptime, and we don’t guarantee any specific application will work.

To keep things working for everyone on Site, we may rate-limit high-bandwidth activity (streaming, file sharing, large downloads), block certain ports or domains where they create operational problems, and prioritise critical services like card payments and ticket scanning.

4.4 Security

The captive portal authenticates your device but doesn’t in itself encrypt your traffic end-to-end. Please treat the network as public. Prefer HTTPS, avoid entering sensitive credentials on sites that don’t use it, and be sensible about what you transmit. We’re not responsible for the security of third-party services you connect to over the WiFi Service.

4.5 What we log and monitoring

We log operational network data. DNS requests through our resolver, protocol metadata and remote endpoints, MAC addresses (to issue IP addresses), captive portal acceptance, and aggregate technical metrics such as device counts and device-brand mix. We use this to issue IP addresses, traffic-shape fairly, maintain QoS, monitor capacity and detect abuse. We don’t inspect the content of your traffic, and we don’t tie the technical data above to your identity unless you’ve separately given us an email at the captive portal.

We may throttle, suspend or block any device that, in our reasonable opinion, breaches these rules or affects other Guests. Full detail of what we collect, why, and how long we keep it is in our Privacy Notice.

5. Equipment Hire

This section applies if you’re a Customer hiring Equipment from us (radios, networking gear, dishes, antennas, cabling, power and accessories).

5.1 Quote and acceptance

Hire begins when you accept a quote in writing (signed quote, returned PO, written confirmation or email confirming you wish to proceed). The quote sets out the Equipment, hire period, pricing, delivery / install arrangements and any service add-ons.

5.2 Hire period

The hire period runs from the agreed delivery / install time until the agreed collection / de-rig time. If you keep the Equipment longer than agreed, additional days are charged pro-rata at the quoted daily rate.

5.3 While the Equipment is on hire

• You’re responsible for the Equipment from delivery / install until collection / de-rig.
• You must use it only for the event and the purpose agreed, and not move it off the Site without our agreement.
• You must provide a safe, weather-suitable location and access to power (unless we’ve agreed to supply power).
• You must not modify, repair, open, re-program or rack the Equipment beyond normal use without our written agreement.
• You must not sub-hire, lend or sell the Equipment to anyone else.

5.4 Damage, loss and late return

Where Equipment is damaged beyond fair wear and tear, lost or stolen during the hire period, you’ll be charged the cost of repair or full replacement at current new-equipment prices, plus continuing daily hire fees until repair or replacement. We’ll provide an itemised list and supporting receipts on request.

5.5 Insurance

While the Equipment is in your possession or on your Site, we recommend you insure it against loss and accidental damage to its full replacement value. Our public liability insurance covers our engineers and our operations. It doesn’t cover misuse, theft or accidental damage caused by your team or your event attendees.

5.6 Radio recording service (when contracted)

Where the radio hire includes our channel recording service, we record audio from the staff channels we operate during the event. Recordings are made available to your nominated staff. You must:

• Inform people using those channels that the channel is recorded.
• Include that disclosure in your pre-event safety and radio briefing. We’ll help with wording on request.
• Comply with applicable employment and data protection law for any recordings made about your staff.

We supply the recording mechanism, retain recordings for the period agreed (typically 30 to 90 days), and hand them over or delete them per your instructions at the end of that period. We also record aggregate channel utilisation metrics for all radios we operate, regardless of whether audio recording is contracted. These are technical operational metrics and don’t identify individuals.

6. Engineering Services

This section applies when we provide Services (survey, planning, install, on-site engineering support, de-rig, post-event review).

6.1 Scope

The scope of the Services for each event is set out in the quote and any supporting design document. Anything outside that scope (extra zones, additional kit, extended hours, repeat call-outs) is a variation and is charged separately at our usual rates.

6.2 Site access and conditions

You agree to provide reasonable Site access, a named contact on the day, accurate event information, power as specified, and a safe working environment that meets normal UK health and safety standards. If we arrive and the Site isn’t ready or access is denied, return visits or standing time are charged at our usual rates.

6.3 Health and safety

We carry out our Services following normal industry practice and applicable UK health and safety law. Where you provide a Site-specific risk assessment or method statement requirement, we’ll comply with reasonable instructions. Our engineers may refuse to carry out work that they consider unsafe.

6.4 Subcontracting

We may use subcontractors (e.g. regional engineers, rigging specialists, cable installers) to deliver Services. We remain responsible for the Services to you as if we had carried them out ourselves.

7. Quotes, payment and cancellation

7.1 Quotes

Quotes are valid for 30 days from the date of issue unless we say otherwise. We may withdraw or revise a quote if the event details, dates, scale or site change before acceptance.

7.2 Payment

Payment terms are set out on each quote. As a default: a deposit of 50% is payable on acceptance to confirm the booking, with the balance due within 30 days of the event end date. We’ll quote different terms where the event is on short notice, where significant kit is being shipped, or where we’ve agreed a different arrangement with you.

Late payments accrue statutory interest under the Late Payment of Commercial Debts (Interest) Act 1998. We may withhold equipment, suspend on-site support or refuse to take further bookings while a balance is overdue.

7.3 Cancellation by you

If you cancel a confirmed booking:

• More than 30 days before the event: deposit refunded less a reasonable admin fee.
• Between 14 and 30 days before: the deposit is retained.
• Within 14 days of the event: the full quoted price is payable, because kit has been allocated, ordered, programmed, transported or otherwise committed.

Where we can re-allocate work to another event at short notice we’ll do so and refund what we’ve recovered.

7.4 Cancellation or postponement by us

We’d cancel or postpone only where reasonably necessary. For example, illness within the team for a small event with no available cover, withdrawal of a key upstream service, or a force majeure event (see section 11). Where we cancel, we’ll refund what you’ve paid less any non-recoverable third-party costs already incurred on your behalf.

8. Website

The marketing website at ukeventcommunications.co.uk is provided for information about our services. Content is offered in good faith and may change.

• You may view, share and link to the site for ordinary, non-commercial use.
• You must not scrape the site, run automated bulk requests, attempt to break security or republish substantial portions of our content without our written permission.
• The text, layout, structure, code and images on the site are our intellectual property (or licensed to us) and remain so.
• Where the site links to third-party websites we’re not responsible for their content or availability.
• Any enquiry you submit through the site is handled following our Privacy Notice.

9. Liability

Nothing in these terms limits any liability that can’t lawfully be limited. This includes death or personal injury caused by negligence, fraud or fraudulent misrepresentation.

Subject to that:

• Our total liability to a Customer for any claim or series of related claims under or in connection with a booking is capped at the amount paid (or payable) by that Customer to us for the relevant event.
• Our total liability to a Guest in connection with the WiFi Service is capped at £100. The Service is provided to Guests free of charge.
• We’re not liable for indirect or consequential loss, including loss of revenue, lost sales, lost profits, lost ticket scans, lost bookings, lost data, lost custom or wasted management time.
• We’re not liable for failures of the public internet, satellite providers, mobile carriers, mains power, generators supplied by third parties, or other infrastructure beyond our reasonable control.
• We’re not liable for damage caused by misuse or unauthorised modification of Equipment by your team or by event attendees.

10. Children

The marketing website isn’t directed at children under 13 and we don’t knowingly collect personal data from anyone under 13 through it.

The WiFi Service is open at events where the event organiser permits it. Parents and carers are responsible for the use of the service by anyone in their care. Where the event has specific safeguarding requirements (school events, youth groups, family festivals), the event organiser’s policies apply on top of these terms and we’ll work with the organiser to support them.

11. Force majeure

Neither party is liable for delay or failure to perform where the cause is outside its reasonable control. This includes extreme weather, fire, flood, government action, regulatory restrictions, pandemics, civil unrest, strikes, road closures, satellite or carrier outages, and major equipment recalls. Where a force majeure event prevents the WiFi Service or Services for an event entirely, we’ll refund what you’ve paid less any non-recoverable costs we’ve already incurred on your behalf.

12. Termination and suspension

We may suspend a Guest’s access to the WiFi Service at any time and without notice where the Guest breaches these terms or where suspension is reasonably necessary to protect the network or other users.

Either party may terminate a Customer engagement on written notice if the other party materially breaches these terms and doesn’t fix the breach within 14 days of being asked to in writing. Where you terminate without cause, the cancellation terms in section 7 apply.

13. Changes to these terms

We may update these terms from time to time. The version live on this page at the time you connect (Guests) or accept a quote (Customers) is the one that applies to you. Material changes will be reflected in the “Last updated” date at the top. Where you have an existing booking, changes don’t apply retrospectively to that booking.

14. Governing law and jurisdiction

These terms, any non-contractual obligations connected to them and any related disputes are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction to settle any dispute, except that we may bring proceedings in any jurisdiction where you operate to recover unpaid sums or to enforce our intellectual property rights.

Before formal proceedings, please contact us first. Most disputes are easier to resolve over a phone call.

15. Contact

Questions about anything on this page:

• Email: hello@ukeventcommunications.co.uk
• Phone: +44 1482 693204
• Address: 1b George Street, Hedon, Hull, HU12 8JH