WORKING CONDITIONS

As far as reasonably possible, we will ensure a safe and hygienic working environment, including access to clean restroom facilities and drinking water.  Any accommodation provided will be clean, safe and meet the basic needs of all workers.

Catering for duty crew and those involved in extended event setup or breakdown will typically be arranged by our clients, usually through their contracted catering companies. If, for any reason catering will not be provided by either Bespoke Events or our client, we will inform you ahead of the event and ensure that time is included within the scheduling to allow you to provide your own meals. Unless otherwise agreed, you should plan to provide your own meals before or after your scheduled call time.

APPERANCE

As a supplier you represent both your own company and Bespoke Events whilst onsite. We foster a relaxed, creative environment and we trust that you dress in a manner that is suitable for both the business and yourself.

Our guideline are as follows:

• When on-site, please wear a Bespoke branded T-shirt along with dark trousers or shorts, depending on your role and work location
• During guest events, you’ll be required to wear smart black attire or a dark coloured suit.

- Choose appropriate footwear for your role, ensuring that if safety boots are necessary they fit properly. Ideally, these should be black or dark brown.

ALCOHOL AND DRUGS

Here are some key points regarding alcohol and drugs in the workplace:

• Being under the influence of alcohol or drugs while at work is unprofessional and unsafe. Anyone found in this condition will be immediately removed from the site and reported to Bespoke.
• The same policy applies if you come to work experiencing the after-effects of alcohol or drugs; you will be sent home.
• Please refrain from bringing alcohol or drugs onto the site, and do not sell or share them with others.
• It is essential to adhere to all laws regarding alcohol, drugs, and driving at all times.
• If you are taking prescribed medication that could affect your work performance or safety, please inform the site manager so we can put the necessary support measures in place.

BASIS OF THE CONTRACT

The pricing for goods and/or services should be clearly outlined in the agreed rate (whether written or verbal) and must include insurance, travel/transportation, and subsistence for you and your employees, unless otherwise specified. This encompasses:

• Call times/estimated finish times between 00:00 and 06:00
• Travel outside of the M25

The contract will be formalised through a Purchase Order or other written confirmation, at which point the contract will take effect. If the scope of the contract changes on site, any adjustments to the contract fee must first be approved by Bespoke Events site management. No payment for additional services will be issued without prior authorisation.

As a contractor, you are responsible for your own expenses, including Income Tax and National Insurance Contributions. If you operate as a partnership, company, or sole trader, you are also accountable for expenses, VAT, Corporation Tax, and PAYE and National Insurance Contributions for all employees working on contracts with Bespoke Events. This list is not exhaustive, and Bespoke Events does not accept any liability regarding these matters.

Payments will not be made for any period during which you or your employees are not providing services to Bespoke Events as outlined in this handbook. This includes situations such as holidays, illness, injury, or when no job has been assigned.

CANCELLATIONS

Unless otherwise agreed, if we need to cancel a contract between 7 days and 24 hours before the start date, our cancellation policy will apply (see below). We will do our best to offer you alternative work during the canceled contract period. If you are not satisfied with the alternative, you have the right to refuse it. In this case, Bespoke will not be responsible for any charges or costs incurred unless a prior written agreement is made. If we must cancel a contract within 24 hours of the start date, we will establish a compensation agreement with you before proceeding with the cancellation.

CANCELLATION POLICY

Cancellation within 7 days of the delivery date incurs a fee of 50% of the total amount. If cancellation occurs within 48 hours of the delivery date, the fee is 100% of the total amount.

Additionally, if you cancel a contract up to 24 hours before the scheduled start time, you are expected to provide a substitute contractor if possible. If a substitute cannot be arranged, or if agreed otherwise, we will not take immediate action. However, frequent cancellations may jeopardize future contracts with Bespoke Events.

If you cancel within 24 hours of your call time, you must provide a substitute as outlined in the 'Substitute Contractors' terms and will be responsible for all costs associated with securing that substitute.

Repeated failure to arrive on time for contracts may affect your ability to secure future work with Bespoke Events.

COMMENCEMENT OF WORK / CV’S / APPLICATION FORMS

Before commencement of work as a sub-contractor of Bespoke Events, you and your employees must have read and understood/completed the following:

- Read, understood and committed to this Contractor Handbook

- Provided all your relevant documentation:

1. Public Liability / Employers Liability / Professional Indemnity Insurance Certificates (where applicable) 

2. Relevant training/qualification certificates

3. Current C.V.

4. Two forms of ID (passport etc.)

5. Driving licence (if applicable)

6. Medical/Emergencies questionnaire

FIRST AID

Bespoke Events is dedicated to upholding the duty of care as outlined in the Health and Safety (First Aid) Regulations 1981, along with the revised Approved Code of Practice from 1997. We ensure that adequate and appropriate first aid equipment and facilities are in place.

As a contractor, you also have a responsibility to make sure that sufficient first aid provisions are available for yourself and your employees, in accordance with the standards set by these regulations.

In the event of an injury or illness, the nearest first aider should be contacted immediately. The first aider will assess the situation, provide necessary assistance, call for additional help if needed, and remain with the individual until they recover or further medical support is arranged, if required.

ACCIDENT/INCIDENT/NEAR MISSES

The HSE defines an accident as “any unplanned event that results in injury or ill health to individuals, or damage or loss to property, equipment, materials, or the environment, as well as loss of business opportunities.”

A “near-miss” is described as “any event that, under slightly different circumstances, could have led to injury or ill health, property damage, or loss of business opportunities.”

Other incidents may include threatening behaviour and physical violence.

A dangerous occurrence is defined as “any incident that has a high potential to cause death or serious injury,” as specified by the Reporting of Incidents, Diseases and Dangerous Occurrences Regulations 1995.

It is essential to report all accidents, incidents, and near misses, no matter how minor, to comply with Health and Safety legislation. By documenting these events, Bespoke can continually assess and improve our risk management processes to prevent future occurrences.

GOVERNANCE

COMPLIANCE WITH LAWS AND REGULATIONS

Suppliers are required to adhere to all relevant laws, regulations, and industry standards, including those concerning labor, health and safety, environmental protection, anti-corruption, and trade compliance.

ANTI-CORRUPTION AND BRIBERY

Suppliers must operate with integrity and honesty, steering clear of any form of bribery, corruption, or unethical behaviour. They are required to comply with all relevant anti-corruption laws and regulations, including the Foreign Corrupt Practices Act (FCPA) and the UK Bribery Act.

ENTERTAINMENT, HOSPITALITY AND GIFTS

Bespoke Events permits staff to receive rewards, provided they are disclosed and not offered in exchange for guaranteed repeat bookings.

TESTIMONIALS AND ENDORSEMENTS

Bespoke Events generally does not provide individual supplier testimonials or customer feedback reviews.

DATA PROTECTION

Suppliers must safeguard the privacy and security of any personal or confidential information they receive from our company or its customers. They are required to comply with all relevant data privacy and security laws and regulations and to implement suitable technical and organisational measures to protect this information..

SOCIAL MEDIA

Social media plays a significant role in both our personal and professional lives, but we face restrictions on what we can share about our events. To ensure consistency, please refrain from posting about any events you are involved with unless you have prior written approval from the account manager. By acknowledging this policy, you also agree to communicate it to all on-site employees.

SECURITY

We operate in secure venues and manage high-profile events, making security a top priority. As a standard practice, we expect you to work only with individuals you know and to provide crew names and vehicle details well in advance of the event date. In certain cases, you may be required to supply additional information with at least 10 days' notice. Please report any security concerns to the procurement team as soon as possible.

TAX COMPLIANCE

Bespoke Events expects its suppliers to comply with any changes to UK tax law. We will not work with suppliers who engage in practices that could be considered tax evasion or fail to ensure proper taxation of their workers. For instance, we expect you to have measures in place to prevent the facilitation of tax evasion and other offences as outlined in the Criminal Finances Act 2017.

Additionally, we want to emphasise the importance of the changes to the off-payroll working rules (IR35), which took effect in April 2021. We expect all suppliers to conduct due diligence on their staff contracts to confirm they are compliant with these rules.

INVOICING

All invoices should be submitted promptly upon completion of the delivery of goods or services. To ensure accurate processing, invoices must include the following information:

• Date of invoice
• Unique invoice number
• Address of person/company issuing the invoice.
• VAT registration number (where applicable)
• Name and address of Bespoke Events Ltd as the entity being invoiced.
• Date the services were performed.
• Venue/location where the services were performed.
• Job number applicable to each project.
• Agreed fee for each project and invoice total.
• Bank Account Details

• Sort Code
• Bank account number
• Bank name
• Name in which the bank account is held (personal or company name)

Additionally, all limited companies and partnerships must include the following information on their invoices:

• Company registration number
• Registered company name
• Name of person attending site

Please see the Appendix for sample invoices which includes all the necessary information that is required to facilitate correct processing of your invoice.

If you are registered for VAT, please ensure that your invoices clearly identify any VAT charges. You are solely responsible for managing your VAT affairs. Travel and transportation expenses itemized separately will not be accepted on labor-only invoices.

Refer to the Appendix for sample invoices that include all the required information to ensure correct processing.

All invoices should be sent to accounts@bespoke-london.co.uk. Invoices that are incorrect or incomplete will be rejected and may result in payment delays. Payments will be made via BACS according to the payment schedule outlined below:

PAYMENT TERMS

• We commit to making payments within 14 days from the date your invoice is received by our accounts payable department.
• To ensure timely payment, please send your invoices via email to accounts@bespoke-londlon.co.uk, and include all relevant details such as purchase order number/job number and payment instructions.
• Upon receipt of your invoice, we will review and process it as quickly as possible. If there are any issues or discrepancies, you will be notified within 5 business days to resolve the matter efficiently.

BESPOKE EVENTS ON-SITE ROLES

Crew Chief / Head of Department

• Crew Chiefs are typically assigned to supervise discipline-specific teams for larger events or manage the entire crew for smaller events when a Production Manager is not present. They may also serve as the primary point of contact for the venue and client after the production team has left the site.
• In most cases, Crew Chiefs oversee in-house disciplines such as Lighting, Audio, Video, Set & Staging, and Local Crew. Occasionally, they may also be responsible for managing a third-party supplier on behalf of Bespoke Events.

Senior Crew/Duty Operators

• Senior crew members are responsible for the safe and professional handling, operation, and return of equipment and materials specific to their discipline. When necessary, technical plans, floor plans, and setup instructions will be provided to senior crew, and these guidelines should be followed unless permission is granted by the relevant Project Manager or if an alternative solution is required due to design or equipment issues.
• All crew members, regardless of their rank, must check in with the Production Manager or Crew Chief upon arrival and before leaving the site.

SMOKING

Smoking is not permitted in any enclosed workplace, public building or vehicle operated on behalf of Bespoke. Dedicated smoking areas are typically provided at venues and these rules must be strictly adhered to.

To ensure the safety of everyone in case of an emergency, please notify a senior member of staff before stepping out for a cigarette break. 

This policy also applies to the use of electronic cigarettes. The use of electronic cigarettes is prohibited in all areas where smoking is not allowed.

TRANSPARENCY

Costs should never be discussed directly with our clients unless previously agreed with the Account Lead.