Audio Visual & Production Services Terms & Conditions

KWB Entertainment Inc.
Audio Visual & Production Services Addendum
Effective Date: August 31, 2026
Last Revised: August 31, 2026

These Audio Visual & Production Services Terms & Conditions (“AV Terms”) are supplemental terms that apply whenever KWB Entertainment Inc. (“KWB”) provides sound reinforcement, microphones, speakers, mixers, video displays, televisions, projectors, screens, presentation equipment, lighting, technical operation, event production, presentation support, streaming support, recording, or related audio visual services (“AV Services”).

These AV Terms are an addendum to the applicable KWB Entertainment Inc. Event Services Agreement and do not replace KWB’s general Event Services Terms & Conditions.

Depending upon Client’s payment arrangement, the Event Agreement is also governed by one of the following:

These AV Terms address matters unique to Audio Visual & Production Services. Except where these AV Terms specifically modify a provision relating to AV Services, all applicable provisions of the governing Event Services Terms & Conditions remain in full force and effect.

1. Audio Visual & Production Services

The specific AV Services being provided, including equipment, personnel, service hours, setup requirements, technical operation, presentation support, sound reinforcement, microphones, video displays, lighting, streaming, recording, and other production services, will be identified in the applicable Event Services Agreement, proposal, quote, or confirmation (“Event Agreement”).

Only equipment, personnel, services, hours, and production elements specifically identified in the Event Agreement are included in the contracted price.

2. Technical Personnel

When technical personnel are included in the Event Agreement, KWB will provide qualified technicians, operators, production personnel, or other staff appropriate to the contracted services.

Unless a specific individual is expressly guaranteed in writing, Client is purchasing AV Services from KWB and not the personal services of any particular technician or operator.

KWB may substitute qualified personnel when reasonably necessary because of illness, emergency, scheduling conflict, availability, or other circumstances.

3. Equipment Selection and Substitution

KWB may select professional equipment reasonably appropriate for the contracted AV Services.

Unless a specific manufacturer, model, size, resolution, output, or other equipment specification is expressly guaranteed in the Event Agreement, KWB may substitute reasonably comparable equipment capable of performing the essential contracted function.

Minor differences in equipment brand, appearance, control layout, configuration, or technical specifications do not constitute a failure to provide the contracted service when the substituted equipment provides a reasonably comparable function.

4. Client-Provided Presentation Materials

Client is responsible for providing presentation files, videos, graphics, music, slideshows, logos, scripts, playback media, or other content needed for the event in a timely manner.

Whenever practical, important presentation materials should be provided sufficiently in advance to allow reasonable testing and preparation.

Last-minute files or materials may be used when technically possible, but KWB cannot guarantee compatibility or successful playback of content that has not been provided with reasonable time for testing.

5. File Compatibility

KWB will make reasonable efforts to support commonly used presentation, audio, video, and image formats.

KWB does not guarantee compatibility with every file type, codec, software version, font, presentation application, storage device, cloud platform, operating system, proprietary format, or encrypted file.

Client is encouraged to provide important presentations in more than one reasonably usable format when possible and to maintain a backup copy of all critical event content.

6. Client-Provided Computers and Devices

When Client, a presenter, speaker, or other vendor provides a laptop, tablet, smartphone, computer, playback device, or other equipment for connection to KWB systems, Client is responsible for ensuring that the device is operational and reasonably compatible with the intended connection.

Client should provide any unique adapters, passwords, security permissions, presentation software, chargers, or proprietary accessories required by Client’s equipment unless KWB has expressly agreed to provide them.

KWB may decline to connect equipment that appears damaged, unsafe, incompatible, infected with malicious software, or likely to create technical problems for KWB equipment.

7. Presentation Computers

When KWB provides a presentation computer, Client is responsible for supplying presentation materials in a format reasonably compatible with the software and operating environment being used.

KWB does not guarantee that every animation, embedded font, hyperlink, video, transition, macro, plugin, web feature, or other presentation element will display exactly as it does on Client’s original computer.

Client or Client’s presenter should review important presentation content before the event whenever practical.

8. Microphones and Wireless Equipment

When microphones are included in the Event Agreement, KWB will provide equipment reasonably appropriate for the intended use.

Wireless microphones and other wireless systems operate using radio frequencies that may be affected by building construction, distance, competing wireless equipment, cellular devices, nearby broadcasts, venue systems, governmental frequency use, or other interference outside KWB’s reasonable control.

KWB will make reasonable efforts to test, coordinate, adjust, or replace wireless equipment when interference occurs.

Temporary interference or an isolated wireless interruption does not necessarily constitute a failure to provide the contracted AV Services.

9. Microphone Use by Guests and Presenters

Speakers, presenters, guests, and event participants must use microphones and related equipment responsibly and follow reasonable instructions from KWB personnel.

KWB may mute, disconnect, or retrieve a microphone when its use is threatening, intentionally destructive, materially disruptive, or creates an unreasonable risk of damage or injury.

Client is responsible for physical damage caused by Client’s presenters, employees, guests, contractors, or other persons under Client’s control.

10. Sound Reinforcement

KWB will make reasonable efforts to provide sound reinforcement suitable for the room, anticipated attendance, event format, and contracted equipment.

Actual sound quality and coverage may be affected by room acoustics, ceiling height, crowd size, wall materials, outdoor conditions, speaker placement limitations, venue restrictions, room configuration, and other environmental factors.

KWB does not guarantee identical sound levels or tonal characteristics at every location within a venue.

11. Sound-Level Restrictions

Audio levels remain subject to applicable laws, ordinances, venue rules, property restrictions, safety considerations, and instructions from authorized venue personnel or governmental authorities.

KWB may reduce volume when reasonably required because of sound limits, complaints, safety concerns, venue instructions, or governmental requirements.

KWB is not responsible for reduced sound levels or interruption of amplified audio resulting from restrictions imposed by the venue, property owner, law enforcement, governmental authority, or applicable law.

12. Video Displays, Televisions, Projectors and Screens

When video displays, televisions, projectors, screens, or related equipment are included, KWB will make reasonable efforts to provide equipment appropriate for the contracted application.

Image brightness, contrast, viewing angle, color, apparent resolution, and visibility may vary depending upon room lighting, sunlight, viewing distance, source quality, screen size, display technology, cable length, and venue conditions.

Client understands that projectors and some displays may have reduced visibility in bright environments or direct sunlight.

13. Video Resolution and Content Quality

The quality of displayed video or graphics cannot exceed the practical quality of the source material and the capabilities of the equipment and signal path being used.

KWB is not responsible for low-resolution, improperly formatted, distorted, damaged, compressed, pixelated, incorrectly proportioned, or otherwise poor-quality content supplied by Client or a third party.

14. Internet Access

Certain AV Services, including live streaming, cloud presentations, remote speakers, online video playback, virtual meetings, web-based presentations, software activation, and other features, may require reliable internet access.

Unless KWB has expressly agreed in writing to provide dedicated internet connectivity, Client and the venue are responsible for providing internet service adequate for the intended application.

KWB does not guarantee the speed, bandwidth, availability, security, latency, or reliability of internet service supplied by Client, the venue, an internet provider, cellular carrier, or another third party.

15. Live Streaming and Hybrid Events

When live streaming or hybrid-event services are included, Client understands that successful streaming depends upon multiple technologies that may include cameras, computers, audio systems, streaming platforms, internet service, cellular networks, remote participants, third-party software, and online services.

KWB will make reasonable efforts to operate the contracted streaming system; however, KWB cannot guarantee uninterrupted transmission where an interruption results from internet failure, third-party platform outage, remote participant equipment, account restrictions, governmental action, or another condition outside KWB’s reasonable control.

Client is responsible for creating, maintaining, or providing access to any required Client-owned streaming, webinar, social media, or conferencing accounts unless the Event Agreement expressly states otherwise.

16. Remote Speakers and Participants

When remote presenters or participants are part of an event, Client is responsible for ensuring that remote participants have suitable equipment, internet access, microphones, cameras, software, account access, and familiarity with the applicable platform.

KWB is not responsible for audio, video, connection, lighting, environmental, or technical problems originating at a remote participant’s location.

17. Recording Services

Audio or video recording is included only when specifically identified in the Event Agreement.

When recording is included, KWB will make reasonable efforts to capture the contracted program using the equipment and production format identified in the Event Agreement.

Unless specifically guaranteed in writing, KWB does not represent that an event recording will constitute broadcast-quality television production, cinematic production, or a continuously edited finished program.

18. Recording Consent and Participant Permissions

Client is responsible for obtaining any notices, permissions, releases, or consents required for recording speakers, performers, employees, guests, minors, copyrighted presentations, or other persons and content at Client’s event.

KWB’s provision of recording equipment or services does not constitute a representation that Client has obtained all required permissions.

19. Recording Files and Delivery

When recorded files are part of the contracted service, delivery method, editing, format, turnaround time, storage, and other requirements may be identified in the Event Agreement.

Raw recordings may contain normal event noise, pauses, audience sounds, camera movement, lighting changes, presentation errors, or other characteristics of a live event.

Editing, color correction, audio restoration, captioning, graphic design, post-production, file conversion, or other post-event services are not included unless specifically identified in the Event Agreement.

20. File Retention

Unless a specific retention period is stated in the Event Agreement, KWB does not guarantee permanent storage or archival retention of presentation materials, recordings, graphics, videos, audio files, or other Client content.

Client is responsible for maintaining permanent copies of Client’s own presentation materials and for downloading or preserving delivered recordings or files.

21. Rehearsals, Sound Checks and Technical Checks

Rehearsals, speaker checks, sound checks, presentation testing, video testing, remote-participant testing, and technical run-throughs are included only to the extent stated or reasonably contemplated by the Event Agreement.

Client should identify important rehearsal or technical-check requirements before the event.

Additional rehearsal time, early access, extended technical support, or additional production time may result in additional charges.

22. Event Timeline and Cue Information

Client is responsible for providing KWB with an accurate event schedule and information regarding presentations, speakers, videos, music, lighting cues, awards, remote participants, panel discussions, transitions, and other production elements.

When appropriate, Client should identify an authorized event representative who may provide production instructions and approve reasonable operational changes during the event.

KWB may reasonably rely upon instructions from Client’s authorized representative concerning event timing and production operation.

23. Presenter Readiness

Client is responsible for ensuring that presenters, speakers, performers, and other participants are reasonably prepared and available when scheduled.

KWB is not responsible for delays, missed cues, shortened presentations, or scheduling problems resulting from a speaker, presenter, performer, or Client representative not being ready at the scheduled time.

24. Setup and Venue Access

Client must provide KWB with sufficient access to the venue before the event for unloading, setup, cable installation, equipment placement, testing, rehearsal when included, and other reasonable production preparation.

Client must provide accurate information concerning loading areas, parking, elevators, stairs, security procedures, access credentials, dock schedules, union requirements, setup locations, room access, and other conditions that may materially affect production.

KWB is not responsible for delayed setup or reduced preparation time caused by unavailable rooms, venue delays, security restrictions, inaccurate access information, other vendors, or other conditions outside KWB’s reasonable control.

25. Breakdown and Removal

Client must provide KWB with reasonable access following the event for shutdown, equipment breakdown, cable removal, loading, and removal of AV equipment.

If KWB personnel and equipment are required to remain at the venue beyond the reasonably anticipated breakdown period because of Client, venue restrictions, blocked loading access, security procedures, another performance, or other circumstances outside KWB’s control, additional labor charges may apply.

26. Electrical Power

Client and the venue must provide electrical service reasonably appropriate for the contracted AV Services unless KWB has expressly agreed to provide generators or alternative power.

Electrical circuits should be properly installed, grounded, accessible, and adequate for the connected equipment.

KWB is not responsible for interruptions, equipment shutdowns, or other problems caused by power outages, overloaded circuits, voltage irregularities, generators supplied by others, damaged venue wiring, inaccessible electrical service, or other power conditions outside KWB’s reasonable control.

27. Cable Placement and Safety

AV production may require power, audio, video, data, speaker, microphone, or other cables to be installed throughout portions of an event space.

KWB will make reasonable efforts to route, secure, cover, or otherwise manage cables in a manner appropriate to the venue and event.

Client and guests must not move, disconnect, remove protective coverings from, or intentionally interfere with production cabling.

Final cable placement may be affected by venue requirements, room configuration, emergency exits, flooring, guest traffic, and equipment location.

28. Rigging, Hanging and Structural Attachments

Rigging, ceiling suspension, truss installation, attachment to walls or structures, flown speakers, flown lighting, or other structural installations are not included unless specifically identified in the Event Agreement.

Any rigging or structural installation may be subject to venue approval, engineering requirements, licensed personnel, union labor, permits, inspections, weight limits, or additional charges.

KWB may refuse any rigging or installation method that KWB reasonably determines is unsafe or inconsistent with venue requirements.

29. Venue Labor, Union and House AV Requirements

Some venues require use of house technicians, union labor, electricians, internet providers, riggers, security personnel, loading personnel, or other venue-controlled services.

Client is responsible for notifying KWB of such requirements before the event whenever possible.

Unless specifically included in the Event Agreement, charges imposed by a venue, union, convention center, hotel, house AV provider, electrician, internet provider, rigger, or similar third party are not included in KWB’s contracted price.

30. Other Vendors and Production Companies

Client should notify KWB when bands, DJs, photographers, videographers, speakers, performers, streaming companies, venue technicians, production companies, or other vendors are expected to connect to, control, move, share, or otherwise interact with KWB equipment.

Use of KWB equipment by another vendor is not automatically included and must be approved by KWB.

KWB may decline an equipment connection or operating request that KWB reasonably determines could damage equipment, create a technical conflict, interfere with contracted services, or create an unsafe condition.

31. Client-Requested Last-Minute Changes

KWB will make reasonable efforts to accommodate Client-requested changes to presentations, equipment configuration, stage layout, audio routing, video playback, lighting, streaming, or other production elements.

Last-minute changes may not be technically possible and may result in additional labor, equipment, rehearsal, or programming charges.

KWB is not responsible for errors or delays resulting from material changes supplied without reasonable preparation time.

32. Outdoor AV Services

For outdoor AV Services, Client must provide a suitable, stable, reasonably level, and protected operating environment.

Audio, video, computer, lighting, electrical, and production equipment must be reasonably protected from rain, moisture, excessive wind, direct irrigation, extreme temperatures, excessive dust, and other conditions that could damage equipment or create a safety hazard.

A tent, canopy, pavilion, indoor backup location, weather-rated installation, or other protection may be required depending upon the equipment and anticipated conditions.

KWB may delay setup, relocate equipment, temporarily suspend operation, or discontinue AV Services when weather or environmental conditions create an unreasonable risk to personnel or equipment.

33. Lighting Conditions

Client understands that ambient lighting affects video displays, projection, cameras, photography, and other visual production elements.

KWB cannot guarantee optimal projector visibility, camera exposure, image contrast, or other visual results when venue lighting, windows, sunlight, architectural conditions, or event requirements prevent appropriate lighting control.

34. Technical Interruptions

AV Services rely upon electronic, digital, wireless, mechanical, software, networking, and electrical systems that may occasionally require troubleshooting, restarting, adjustment, cable replacement, equipment substitution, or other technical intervention.

Minor or temporary technical interruptions that are reasonably addressed during the event are considered part of normal technical operation.

If a material equipment issue occurs, KWB will make reasonable efforts to repair, restart, substitute, reroute, or otherwise restore the affected service.

35. Third-Party Technology and Platforms

Certain AV Services may rely upon third-party streaming platforms, conferencing services, internet providers, cellular networks, cloud services, presentation software, social media services, or other technology providers.

KWB is not responsible for outages, account restrictions, software changes, platform failures, service interruptions, transmission delays, or other failures caused solely by third-party providers outside KWB’s reasonable control.

36. Copyrighted and Licensed Content

Client represents that Client has the right to provide and authorize use of presentations, videos, music, logos, photographs, graphics, recordings, trademarks, copyrighted material, or other content Client requests KWB to reproduce, display, transmit, stream, record, or incorporate into the event.

Client is responsible for obtaining any permissions, performance rights, synchronization rights, streaming rights, licenses, releases, or other authorizations required for Client-provided content unless the Event Agreement expressly assigns a particular responsibility to KWB.

37. Confidential or Sensitive Presentation Materials

Client should notify KWB in advance when presentation materials contain confidential, proprietary, embargoed, or otherwise sensitive information requiring special handling.

KWB will make reasonable efforts to limit access to Client-provided files to personnel who require access for event production.

Client should not provide passwords, personal financial information, protected medical information, trade secrets, or other highly sensitive data unless reasonably necessary for the contracted service.

38. Equipment Security

Client is responsible for maintaining a reasonably secure event environment and preventing unauthorized guests, employees, contractors, or other persons from tampering with AV equipment.

KWB may restrict access to technical areas, control positions, equipment racks, computers, mixers, backstage areas, cable routes, or other production equipment when reasonably necessary for safety or reliable operation.

39. Equipment Damage, Loss or Theft

Speakers, microphones, mixers, computers, televisions, projectors, screens, cameras, lighting, stands, cables, adapters, controllers, networking equipment, production equipment, and related accessories remain the property of KWB or its applicable equipment provider unless expressly stated otherwise.

Client is responsible for loss of or damage to equipment caused by Client, Client’s employees, attendees, guests, contractors, presenters, or other persons under Client’s control, excluding ordinary wear and tear or damage caused by KWB personnel.

Reasonable repair or replacement charges may apply to damaged, destroyed, stolen, or missing equipment.

40. Food, Beverages and Hazards Near Equipment

Client agrees to take reasonable measures to protect AV equipment from food, beverages, smoke, open flames, water, confetti, liquids, pyrotechnics, and other substances or activities likely to damage electronic equipment.

KWB may prohibit drinks, food, candles, open flames, or similar hazards from being placed on or immediately adjacent to production equipment.

41. Service Hours and Overtime

AV Services and technical personnel begin and end according to the times identified in the Event Agreement.

If Client’s event, presentation, speakers, venue operations, rehearsals, or other activities run later than scheduled, the contracted ending time does not automatically change.

Additional technical time may be provided when staffing, equipment, venue requirements, and scheduling permit and may result in overtime or additional labor charges under the governing Event Services Terms.

42. Extended Standby Time

Technical personnel and equipment reserved for Client’s event remain committed during contracted standby periods even when no active program is occurring.

Client-requested delays, extended breaks, postponed presentations, late arrivals, or schedule changes do not automatically reduce contracted labor time or eliminate standby charges.

43. No Guarantee of Audience or Presenter Performance

KWB is responsible for providing the contracted technical services but does not guarantee the performance, preparedness, conduct, speech quality, presentation quality, audience reaction, or content of Client’s presenters, speakers, performers, or guests.

44. Equipment & Event Rental Terms

When Client rents AV or event equipment without KWB technical operation, or when an Event Agreement includes equipment subject to separate rental responsibilities, KWB’s Equipment & Event Rental Services Terms & Conditions may also apply when identified or incorporated into the Event Agreement.

The Equipment & Event Rental Services Terms & Conditions are available at:
https://kwbentertainment.com/equipment-event-rental-terms/

45. Conflict With Master Event Terms

These Audio Visual & Production Services Terms & Conditions supplement the applicable KWB Event Services Terms & Conditions.

If a provision of these AV Terms conflicts with the governing Standard Event Services Terms & Conditions or Purchase Order Event Services Terms & Conditions, these AV Terms will control only with respect to the Audio Visual or Production Service-specific subject addressed by the conflicting provision.

All other provisions of the applicable master Event Services Terms & Conditions remain in effect.

46. Acceptance of Audio Visual & Production Terms

These Audio Visual & Production Services Terms & Conditions are incorporated by reference into any KWB Entertainment Inc. Event Services Agreement that includes applicable AV Services and identifies or links to these AV Terms.

By signing or electronically accepting the applicable Event Agreement, Client acknowledges that Client has had the opportunity to review these AV Terms together with the applicable KWB Event Services Terms & Conditions and agrees that both form part of the Event Agreement.

KWB Entertainment Inc.
Audio Visual & Production Services Terms & Conditions
Service-Specific Addendum
Effective August 31, 2026

Questions regarding Audio Visual & Production Services or these Audio Visual & Production Services Terms & Conditions should be directed to KWB Entertainment Inc.