Terms & Conditions

Last Updated: April 2026

These Terms and Conditions govern your relationship with KitMapper Ltd and the services we provide. These are general website and service terms. For any specific project, we will agree detailed terms and conditions tailored to the scope, requirements, and nature of your engagement. If there is any conflict between these general terms and project-specific terms, the project-specific terms take precedence.

1. About Us

KitMapper is an artist-founded AV production and installation studio based at Somerset House, Strand, London WC2R 1LA, United Kingdom. We provide comprehensive AV production, installation, equipment hire, event crew, projection services, LED wall installations, touring production, and related creative technical services.

Our sister brand, Kitto (kitto.rent), handles dry-hire AV equipment rental. For equipment hired as part of a managed KitMapper production, full terms are agreed in the project contract.

2. Our Services

We offer a range of services including:

Services are bespoke to each project. Initial consultations, planning work, and formal quotes help establish realistic budgets, timelines, and deliverables. All projects are subject to a detailed written brief and terms agreed in advance.

3. General Terms of Service

3.1 Quotation and Acceptance

Any quotation provided by KitMapper is valid for 30 days from the date of issue unless otherwise stated. A quotation is an invitation to treat and does not constitute an offer. Upon submission of a formal project proposal by KitMapper, and acceptance by you in writing (or by commission of the work), a binding contract is formed on the terms specified in that proposal and these Terms and Conditions.

3.2 Project Commencement

We require a signed contract and any required deposit or advance payment before project work commences. Project schedules, installation dates, and event timings are confirmed in the project contract and must be adhered to by both parties.

3.3 Timelines and Deadlines

All timelines provided are estimates based on information available at the time of quotation. Unforeseen circumstances, changes to project scope, venue access delays, or client changes may affect timelines. We will communicate any anticipated delays as early as possible. Reasonable extension of timelines due to external factors is acceptable; critical deadlines must be highlighted in the project contract.

3.4 Payment Terms

Standard payment terms are net 30 days from invoice date, unless otherwise specified in the project contract. We may require a deposit (typically 20–50% of project value) before work commences. Invoices are issued upon project completion or at specified milestones. Late payment may incur interest charges in accordance with the Late Payment of Commercial Debts (Interest) Act 1998.

3.5 Changes to Scope

Any changes to the agreed project scope, specifications, or deliverables requested by the client must be submitted in writing and formally approved by KitMapper before implementation. Changes may affect timelines, costs, and resource allocation. We will provide a revised quotation for any significant scope changes.

3.6 Cancellation and Termination

Cancellation terms are specified in each project contract and depend on the stage of the project and costs incurred. Cancellation requested more than 60 days before the project start date may incur lower penalties; cancellation within 30 days typically results in loss of deposit and payment for work already undertaken. Emergency or last-minute cancellations may incur full project charges if we cannot redeploy resources.

4. Equipment Hire Terms

4.1 Equipment as Part of KitMapper Production

When AV equipment is provided as part of a managed KitMapper production, we take full responsibility for sourcing, delivery, setup, operation, and breakdown. Equipment remains the property of KitMapper or our suppliers. You are responsible for providing safe venue access and suitable power supply as specified in the technical requirements document.

4.2 Equipment Condition and Insurance

All equipment is provided in good working condition. The client is responsible for the safe handling of equipment during use and must not attempt repairs or modifications. Equipment damage due to misuse, negligence, or theft may result in repair or replacement charges. We recommend that clients maintain suitable insurance coverage for hired equipment whilst in their care.

4.3 Kitto Dry-Hire Equipment

For standalone equipment rental through our sister brand Kitto (kitto.rent), separate terms and conditions apply. These are available on the Kitto website. KitMapper is not responsible for Kitto equipment hire terms or disputes.

4.4 Setup, Operation, and Breakdown

If technical crew or on-site operation is included in the project, our team will handle setup, operation, and breakdown according to agreed schedules. The client must provide safe working conditions, appropriate access, and adequate power supply. Any deviation from the agreed schedule may incur additional crew charges.

5. Intellectual Property

5.1 Client Content

You retain all intellectual property rights to content you provide to us (artwork, video files, music, photography, etc.). You warrant that you have the right to provide this content and that it does not infringe third-party intellectual property rights. You are responsible for clearing all necessary licences and permissions for content use, particularly for music, archive footage, or third-party materials.

5.2 KitMapper Design and Technical Solutions

KitMapper retains intellectual property rights to any custom technical solutions, system designs, software integrations, or creative direction we develop for your project, unless otherwise agreed in the project contract. You may use these solutions for the agreed purpose and duration, but may not reproduce, distribute, or modify them without written permission.

5.3 Project Documentation and Imagery

KitMapper may photograph or video-record your project for portfolio documentation, case studies, and marketing purposes, unless you explicitly request otherwise in the project contract. We will credit your project appropriately. You grant us a non-exclusive licence to use images and descriptions of the completed project in our portfolio, website, case studies, and industry submissions.

5.4 Third-Party Software and Tools

We may use third-party software, content management systems, or tools in delivering your project. Use of these tools is governed by their respective licence terms. We will ensure all software is properly licenced and used in accordance with licence terms.

6. Limitation of Liability

6.1 Exclusion of Certain Damages

To the fullest extent permitted by law, KitMapper shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, revenue, data, or business opportunity, arising from the use of or inability to use our services, even if we have been advised of the possibility of such damages.

6.2 Cap on Liability

Our total liability under these Terms and Conditions shall not exceed the total amount paid by you for the specific project in question. This limitation applies to all claims, whether based on contract, tort (including negligence), strict liability, or otherwise.

6.3 Exclusions

We are not liable for:

6.4 Health and Safety

KitMapper holds SafeContractor accreditation and complies with all applicable UK health and safety legislation. All work is conducted in accordance with industry standards and best practice. Clients are responsible for ensuring that the venue and project environment meet relevant health and safety requirements and that all necessary permits or approvals are obtained.

7. Confidentiality

7.1 Confidential Information

Both parties agree to keep confidential any commercially sensitive information exchanged during the project, including budgets, technical specifications, and business strategies, unless public disclosure is required by law.

7.2 Public Announcement

We will not publicly announce or publicise your project without your prior written consent, except to the extent permitted under Section 5.3 (portfolio use). If you wish to keep your project confidential, please notify us in writing at the outset.

8. Venue and Site Conditions

8.1 Venue Responsibility

The client or venue operator is responsible for:

8.2 Unsuitable Conditions

If we determine that the venue or site conditions are unsuitable or unsafe for our work, we reserve the right to suspend work and seek written confirmation from you that conditions meet our requirements. Work will only resume once conditions are satisfactory.

9. Warranty Disclaimer

9.1 As-Is Services

Our services are provided on an "as-is" basis. Whilst we take reasonable care to deliver work to professional standards, we cannot guarantee that the project will be entirely free from technical issues, particularly in live event contexts or with complex multi-system installations.

9.2 Live Event Contingency

For live events, we recommend having contingency plans in place. Technical failures can occur despite best efforts and preparation. We will do our utmost to resolve any issues on-site, but we cannot be held liable for lost event revenue or reputational damage resulting from technical failures outside our control.

9.3 Environmental Factors

Performance of projection, LED, or other visual systems may be affected by ambient light, temperature, humidity, and other environmental factors. We will advise on optimal conditions and mitigation strategies, but cannot guarantee visual performance under all circumstances.

10. Governing Law and Dispute Resolution

10.1 Governing Law

These Terms and Conditions are governed by and construed in accordance with the laws of England and Wales. Any legal proceedings or disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

10.2 Dispute Resolution

If a dispute arises, both parties agree to attempt to resolve the matter through good-faith negotiation before pursuing formal legal action. We welcome mediation or arbitration as alternative dispute resolution mechanisms if negotiation does not resolve the issue.

11. Privacy and Data

11.1 Personal Data

Any personal data you provide to us (name, contact details, company information) will be processed in accordance with UK data protection law, including the General Data Protection Regulation (GDPR). We use your data solely for project delivery, invoicing, and communication. We do not share your data with third parties without your consent, except where necessary to deliver the project (e.g. sharing contact details with venue operators or insurance providers).

11.2 Cookies

Our website uses cookies to improve user experience and track site usage. By using our website, you consent to our use of cookies. A detailed privacy policy will be published; for now, you may manage cookie preferences in your browser settings.

11.3 Project Photography and Video

If we photograph or video-record your project for portfolio purposes, we will not identify individuals by name without consent. We will blur or remove identifiable faces from images used for portfolio purposes unless specific consent has been obtained.

12. Amendment and Severability

12.1 Changes to Terms

We may update these Terms and Conditions from time to time. Changes will be posted on this page with an updated "Last Updated" date. Continued use of our services following changes constitutes acceptance of the revised terms.

12.2 Severability

If any provision of these Terms and Conditions is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.

13. Contact and Complaints

If you have questions about these Terms and Conditions or wish to discuss any aspect of your project, please get in touch:

KitMapper Ltd

Somerset House, Strand

London WC2R 1LA

United Kingdom

Email: enquiries@kitmapper.com

Or visit our contact page to reach us directly.

Complaints Procedure

If you have a complaint about our services, please contact us in writing with full details. We will investigate and respond within 14 working days. If you remain dissatisfied, you may pursue alternative dispute resolution or legal proceedings as described in Section 10.