Last Update: March 18, 2026
HI-TECH STAFFING CLIENT SERVICES AGREEMENT
This Client Services Agreement (“Agreement”) is entered into as of the Effective Date by and between Hi-Tech Staffing LLC (“Hi-Tech Staffing” or “Company”) and the undersigned client (“Client”).
This Agreement establishes the standard terms and conditions governing all services provided by Hi-Tech Staffing. These terms shall apply to all current and future quotes, estimates, bookings, staffing assignments, and invoices unless otherwise agreed in writing.
1. Scope of Services
Hi-Tech Staffing provides event production labor and staffing services including, but not limited to, audio-visual technicians, stagehands, riggers, labor crews, and other independent professionals (the “Services”). Specific details including scheduling, staffing levels, rates, and scope of work will be outlined in individual quotes, estimates, booking confirmations, or invoices issued by Hi-Tech Staffing.
2. Booking, Deposits & Payment Terms
A non-refundable deposit equal to fifty percent (50%) of the total quoted services is required no later than forty-eight (48) hours prior to the start of scheduled services, unless otherwise agreed in writing.
For services scheduled within 48 hours, payment is due immediately upon confirmation. The remaining balance is due within fifteen (15) calendar days following completion of services.
Hi-Tech Staffing reserves the right to delay or cancel services if payment terms are not met. Late payments will incur a fee of two percent (2%) per week on any outstanding balance. Client agrees to pay all reasonable costs of collection, including legal fees.
3. Cancellation Policy
All cancellations must be submitted in writing.
48+ hours notice: No cancellation fee
24–48 hours notice: 50% of scheduled services
Less than 24 hours notice: 100% of scheduled services
Client is financially responsible for all confirmed service assignments and any non-refundable expenses incurred.
4. Staffing Availability
Hi-Tech Staffing utilizes independent contractors. Availability, particularly on short notice, is not guaranteed. Acceptance of bookings is subject to crew availability.
5. Minimums & Billing Structure
Day Rate: Standard minimum is a 10-hour day rate. Riggers are based on an 8-hour minimum.
Half-Day Rate: Defined as 5 hours or less and billed at 60% of the day rate.
Hourly Billing: If services are billed hourly, the scheduled call time represents the minimum billable hours.
Early completion does not reduce billable time. Any extensions requested or approved by Client will be billed accordingly and subject to overtime rates. Crew members do not clock out for breaks unless otherwise specified.
6. Overtime & Premium Rates
Overtime (“OT”) is billed based on actual hours worked and rounded to the nearest fifteen (15) minute increment. Unpaid breaks, walkaway lunches, and other non-working time are excluded from overtime calculations.
Overtime is applied in two ways:
Overtime Within a Shift:
When crew members work beyond standard hours within the same continuous shift (including work extending past midnight), an additional premium of 0.5x is applied to the applicable rate, as the base rate for those hours has already been applied.
Overtime in Addition to a Scheduled Shift:
When Client requests or approves hours beyond the originally scheduled call time, those additional hours will be billed at the following rates:
After 10 hours: 1.5x
After 14 hours: 2.0x
Premium Time Conditions:
Any work performed between 12:00am and 6:00am is billed at 1.5x
Federally recognized holidays are subject to a premium rate, as specified in the applicable quote, estimate, or invoice unless otherwise agreed in writing
Service requests made on short notice (typically within forty-eight (48) hours of the scheduled start time) may be subject to premium rates or expedited staffing fees, and availability is not guaranteed
7. Short-Turn Shifts
Shifts with less than eight (8) hours between scheduled calls will be billed at 1.5x the applicable day rate.
8. Breaks & Meal Penalties
Client agrees to provide one (1) 15-minute break every 2.5 hours and one (1) meal break every 5 hours. Failure to provide a meal break will result in a one (1) hour double-time penalty per crew member.
9. Crew Timekeeping
Crew members provided by Hi-Tech Staffing do not clock out for breaks unless otherwise specified. Riggers may clock out for meal breaks.
10. Event Steward Requirement
A dedicated Event Steward is required for crews of twenty (20) or more personnel to provide on-site coordination, labor management, and payroll oversight. It is recommended for smaller crews.
11. Client Responsibilities
Client agrees to provide accurate and timely details regarding services, ensure a safe, lawful, and respectful working environment, provide reasonable access and cooperation, and comply with all applicable safety and venue requirements. Delays caused by Client, venue, or third parties do not reduce billable time and may result in additional charges, including overtime.
12. Health & Safety Compliance
Hi-Tech Staffing follows all applicable federal, state, and local safety regulations. If Client fails to maintain a safe working environment or comply with applicable guidelines, Hi-Tech Staffing reserves the right to suspend or terminate services. Client remains financially responsible for all scheduled services.
13. Independent Contractor Relationship
All personnel supplied by Hi-Tech Staffing are independent contractors. No employer-employee relationship is created. Hi-Tech Staffing is solely responsible for recruiting, managing, and compensating its contractors.
14. Credit Review & Payment Processing
Hi-Tech Staffing may utilize third-party billing, invoicing, or credit review services. Approval of extended payment terms is not guaranteed. Hi-Tech Staffing reserves the right to modify payment terms, require deposits, or request prepayment based on Client credit history or risk assessment.
15. Indemnification
Client agrees to indemnify, defend, and hold harmless Hi-Tech Staffing and its contractors from any claims, damages, liabilities, losses, or expenses arising from Client negligence, Client-provided equipment or environment, or breach of this Agreement. This obligation survives termination.
16. Limitation of Liability
To the fullest extent permitted by law, Hi-Tech Staffing’s liability shall not exceed the total amount paid by Client for the specific services giving rise to the claim. Hi-Tech Staffing is not liable for indirect or consequential damages including lost profits or delays.
17. Force Majeure
Hi-Tech Staffing is not liable for delays or failure to perform due to events beyond its control, including weather, labor shortages, transportation issues, government actions, or venue disruptions. Reasonable efforts will be made to reschedule or provide alternatives. Liability is limited to amounts paid for services not rendered.
18. Confidentiality
Both parties agree to maintain the confidentiality of proprietary or sensitive information unless disclosure is required by law.
19. Governing Law
This Agreement shall be governed by the laws of the State of Kentucky.
20. Entire Agreement
This Agreement constitutes the entire understanding between the parties and supersedes all prior agreements. Any modifications must be in writing. Client agrees to be bound by this Agreement upon execution, booking confirmation, deposit payment, or electronic acceptance.