Freelancer Terms & Conditions

Our mission is to be the first choice for event production services 1st for customer service, 1st for quality and 1st for cost.

Each of our freelance partners plays a pivotal role in ensuring we can uphold exemplary standards of customer service and quality stands on each and every job.

With this in mind, we have produced a brief handbook outlining our expectations for all sub-contractors working for AYRE LTD on a freelance basis.

These guidelines are designed to help us deliver consistence high standards but they are also there to protect the welfare of our staff, subcontractors and all personnel out on site, so please read through this handbook before engaging in any work for AYRE LTD.

Health and Safety Policy

Risk Assessments and Method statements (RAMS) will be produced for every project that AYRE LTD provides labour for. It is standard practice to read these RAMS either prior to arriving onsite or, during the crew induction process at the beginning of your first shift.

All freelancers are expected to arrive onsite with full Personal Protective Equipment (PPE) suitable for all tasks as described in the RAMS document. Failure to arrive onsite with the correct PPE may result in you being refused entry to the venue and not being able to complete your shift, in this situation AYRE LTD will not be held responsible for any loss of earnings.

It is also compulsory that all freelancers have the appropriate training and valid licences for any task they undertake whilst onsite; i.e. IPAF Licence for Mobile Elevated Work Platforms (MEWPs). AYRE LTD will request and hold copies of all appropriate licences on file.

Insurance

All freelancers undertaking work for AYRE LTD are required to have appropriate insurance in place throughout the duration of their contract.

• Personal and Public Liability Insurance – Minimum of £5,000,000

All freelancers will be to provide a copy of their current policy certificate to AYRE LTD. Copies of these documents will be held by AYRE LTD and new certificates will be requested at the end of the policy period.

The freelancer will indemnify AYRE LTD against all costs and expenses (including legal costs), losses and liabilities which AYRE LTD may incur as a result of:

• The freelancers breach of or non-compliance with its obligations or warranties under the contract.
• The freelancer’s negligence
• Any claims from third parties made as a result of the freelancers’ actions or omissions.
  

Purchase Orders & Invoicing

You will be issued with a Purchase Order (PO) from AYRE LTD to confirm your contract for each job that you undertake. This PO will outline the contract value and any contributions towards travel or per diems that will be made.

AYRE LTD will not pay for any additional costs or expenses outside of the contract amount (as stated on the PO) unless by prior agreement.

When submitting your invoice to AYRE LTD, please quote the PO number that was provided to confirm your contract. Failure to reference this number on your invoice may result in delayed payment.

Please note that the amount on your invoice should exactly match the contract amount outlined in the PO.
Standard invoice payment terms are 30 days, unless by prior agreement. All payments shall be made by BACS.

Conduct On Site

AYRE LTD operates a zero-tolerance policy towards drink and drugs misuse in a working environment. Any member of staff or freelancer found under the influence will be asked to leave site resulting in non-payment of their contract.

As many of the event that we are involved with are confidential and often involve completion of Non-Disclosure Agreements, please refrain from posting any confidential information about the event that you are working on for AYRE LTD on social media.
Where possible please wear AYRE LTD branded clothing (including high visibility vests) when onsite.

Tools

All sub contracted freelancers are expected to arrive onsite with the necessary tool kit to complete the tasks they are subcontracted for. AYRE LTD will not supply tools unless of a specialist nature.

Equipment

All equipment that AYRE LTD supply is prepped and packaged to a high standard, we go to a great deal of effort to ensure that it arrives onsite this way. With this in mind, we would ask every effort is made to look after the equipment onsite and return it to AYRE LTD in the same condition using the appropriate cases supplier.

Any damages and losses onsite may result in AYRE LTD issuing a charge for negligence.

Timekeeping

Timekeeping is a vital part of our service level agreement with our clients. We ask all our freelancers to arrive promptly at the call times outlined in the crew schedule. If you have any queries about your call time, or if you are delated by circumstances outside your control, please inform your AYRE LTD contact of HOD onsite.

Using your personal information

AYRE LTD collects personal information when you register your details with us or when we place an order for your products or services. We will store this information securely within our databases and will use it in order to contact you for the following reasons:
To offer freelance employment opportunities.
To ensure that we are maintaining up-to-date records regrading insurance, training and competency.

We may share your information with other companies within the AYRE LTD group. We may also share personal information (email address, contact details, next-of-kin or emergency contact information) with our clients and production companies. Information will only be shared on a project-specific basis. It may also be necessary for us to share personal details (passport details, addresses) with project-related third parties (i.e. travel agents, hotels) when arranging flights, hotels or project logistics.
We may occasionally share personal information (e.g. email addresses, contact details) with other freelancer staff members who may be working on the same project so that project-specific information (schedules, H&S info, contact sheets) can be shared in the most efficient manner possible.
We will not disclose information outside our group of companies expect for when required to do so by law.
For further information on how your information is used, how we maintain the security of your information, and your rights to access the information we hold on you, please contact Angela Wooller [email protected].