These terms are provided as a public reference for clients requesting event production labor, AV technicians, stagehands, riggers, labor crews, and other event staffing support from Hi-Tech Staffing.

New clients may also be required to complete a separate Client Services Agreement before an event or staffing assignment can be confirmed.

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.

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 forty-eight (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 and Change Policy

All cancellations and changes must be submitted in writing.

• 48+ hours notice: No cancellation fee or change fee, unless non-refundable expenses have already been incurred.
• 24–48 hours notice: 50% of scheduled services may be charged.
• Less than 24 hours notice: 100% of scheduled services may be charged.

Any changes to confirmed call times, shift lengths, crew count, roles, location, or scope must be submitted at least forty-eight (48) hours before the event start time.

Changes requested with less than forty-eight (48) hours’ notice are subject to crew availability and any costs incurred. If scheduled hours are reduced, delayed, or crew are released early after confirmation, the Client remains responsible for the originally confirmed call times, shift minimums, and rates.

Additional charges may apply if Hi-Tech Staffing must secure replacement crew, adjust confirmed assignments, extend scheduled hours, or compensate crew for last-minute changes. Client is financially responsible for all confirmed service assignments, non-refundable expenses, and costs incurred due to cancellations or changes.

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

Standard day rate minimums and billing structures apply based on the requested role, shift, and service type.

• 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 may be subject to overtime rates. Crew members do not clock out for breaks unless otherwise specified.

6. Overtime & Premium Rates

Overtime 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 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:

• After 10 hours: 1.5x
• After 14 hours: 2.0x
• Work performed between 12:00am and 6:00am is billed at 1.5x
• Federally recognized holidays may be subject to premium rates as specified in the applicable quote, estimate, or invoice.
• Short-notice service requests 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.

An Event Steward may also be recommended for smaller crews depending on the scope, schedule, venue, or complexity of the event.

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 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 between Client and any personnel supplied by Hi-Tech Staffing.

Hi-Tech Staffing is 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 these terms.

This obligation survives completion, cancellation, or termination of services.

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, business interruption, event delays, or related losses.

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, venue disruptions, emergencies, or other circumstances outside reasonable control.

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, sensitive, client, contractor, pricing, operational, or event-related information unless disclosure is required by law.

19. Governing Law

These Client Services Terms shall be governed by the laws of the State of Kentucky.

20. Terms Acceptance

These terms, together with any applicable quote, estimate, booking confirmation, invoice, signed agreement, or written communication, constitute the standard understanding between the parties regarding services provided by Hi-Tech Staffing.

Client may be bound by these terms upon execution of a Client Services Agreement, booking confirmation, deposit payment, electronic acceptance, written approval, or use of services.