General Terms & Conditions

This article applies in addition to all other articles to every Assignment related to an Event. In case of conflict, this article prevails.

10.1 Role as external producer. Rockstars Digitals acts exclusively as an external producer, production manager and/or advisor on behalf of the Client. The Client is and remains the organiser of the Event and bears full organisational, financial, legal and final responsibility. We are never the organiser, host, venue operator, employer of participants or holder of permits.

10.2 Venue, hotel & location agreements. All agreements between the Client and a venue, hotel, location, caterer or other supplier are the sole risk and responsibility of the Client, including:

• the existence, content, completeness and confirmation of such agreements;
• booking, availability, rental periods, build-up and break-down times;
• costs, deposits, minimum spends, cancellation fees and penalties;
• house rules, capacity limits, noise limits, curfews and technical restrictions;
• verbal, informal or undocumented arrangements the Client claims to have made.

We may rely on information provided by the Client. If arrangements turn out to be non-existent, incomplete, changed or incorrect, the consequences (delays, extra work, cancellation, extra costs) are entirely for the Client's account. Extra work caused by this is invoiced additionally. We are never liable for the failure of a venue or hotel to deliver.

10.3 Permits, safety & insurance. The Client is responsible for all permits, licences, notifications (municipality, fire safety, music rights such as Buma/Sena), safety plans, crowd management, first aid, security and compliance with health and safety regulations. The Client arranges adequate event insurance, including liability, cancellation and equipment insurance.

10.4 No-show & cancellation by the Client. If the Client cancels or postpones the Assignment or Event, the following is due in addition to costs already incurred:

• more than 8 weeks before the Event: 25% of the approved total;
• 8 to 4 weeks before the Event: 50% of the approved total;
• less than 4 weeks before the Event: 100% of the approved total.

If the Event does not take place, is cancelled by the venue or other third party, or the Client or its representatives do not show up, the full approved amount remains payable. Postponement counts as cancellation unless a new date is agreed in writing within 14 days, subject to our availability.

10.5 Participants, artists, speakers & audience. We are not liable for no-show, late arrival, cancellation, conduct, statements, performances or demands of artists, DJs, panellists, speakers, hosts, participants, sponsors or visitors. Statements made during panels, shows or recordings are the sole responsibility of the person making them and the Client.

10.6 Recordings & consent. The Client ensures that all participants and visitors are informed about and, where required, consent to recording, photography and livestreaming. The Client indemnifies us against claims regarding portrait rights and privacy of participants and visitors.

10.7 Damage, loss & theft. We are not liable for damage to, loss or theft of goods, equipment, decorations, property of the venue, the Client, suppliers, artists or visitors, before, during or after the Event, regardless of who caused it, unless caused by our demonstrable intent. The Client is liable for damage to equipment or property provided or hired by us, caused by the Client, its guests, participants or crew.

10.8 Acquisition, attendance & results. Acquisition of participants, sponsors, audience, ticket sales, PR and marketing are not included unless explicitly quoted. We give no guarantee on attendance, ticket sales, sponsorship income, press coverage or any commercial result.

10.9 Client's cooperation. The Client provides timely decisions, contact persons, running orders, contact details of venue and suppliers and access to the location. Late approvals, missing information or changes in the final 4 weeks may lead to reduced scope or extra costs, for the Client's account. Unapproved quotes stall production; we are not responsible for the consequences of late approval.

10.10 Working conditions. The Client ensures safe working conditions, adequate breaks, access, parking and catering for our crew during build-up, the Event and break-down. We may stop our work immediately without liability if safety is at risk or crew is treated inappropriately.

10.11 Force majeure. Force majeure includes, among others, illness of our key personnel, extreme weather, government measures, pandemics, strikes, power or network outages, venue closure and failure of suppliers. In case of force majeure we may suspend or terminate the Assignment; work already performed remains payable.

10.12 Indemnification. The Client indemnifies Rockstars Digitals against all claims of venues, hotels, suppliers, participants, artists, visitors, authorities and other third parties related to the Event.

10.13 Moving objects at the venue. Objects, furniture and equipment of the venue are only moved by the venue itself or persons designated by the venue. We never touch art objects, valuable, fragile or breakable items. The only exception is light, non-breakable material that one person can lift, such as chairs and small tables. Damage caused by moving objects without the venue's permission is for the Client's account.

10.14 Mediated guests, artists & crew. Where we mediate in booking guests, artists, speakers or crew, we act as an intermediary only. Their performance, conduct, no-show and contractual compliance remain the responsibility of the Client and the party concerned. We are never a party to their performance or behaviour.

10.15 Technology & contractors. Technicians and crew hired by us work under our direction. Damage, delays or failures caused by contractors, technicians or suppliers hired or designated by the Client or the venue are outside our liability. Technical specifications and limitations of the venue (power, sound limits, rigging, network) are the responsibility of the Client and the venue.

10.16 Alcohol, drugs & impediments. If organisers, key persons or crew of the Client are under the influence of alcohol or drugs, or otherwise behave in a way that impedes safe or proper execution, we may pause or stop our work immediately without liability. The resulting delays, extra costs and consequences are entirely for the Client's account.

10.17 Ticketing, scanning & ticket fraud. Unless explicitly quoted, ticketing, ticket sales, scanning and access control are not part of the Assignment. Where we provide or operate scan equipment or ticket scanning, we are not liable for ticket fraud, forged or duplicate tickets, chargebacks, resale, failures of ticketing platforms or scan equipment, or for persons gaining access without a valid ticket. Decisions on admission always rest with the Client and the venue.

10.18 Security & venue or Client staff. Security personnel, hosts, bar staff, technicians and any other staff of the venue or hired by the Client work under the direction and responsibility of the venue or the Client, never under ours. We are not liable for their acts, omissions, instructions or behaviour, including decisions on admission, refusal or removal of persons.

10.19 Internet & basic facilities. The Client and the venue ensure working internet connections (with sufficient capacity for production, livestreams and ticketing), power, lighting, warm water, sanitary facilities, heating or cooling, and a clean, safe and cleared venue at the start of build-up. Shortcomings in these basic facilities that delay or impede the work are for the Client's account; extra work and costs resulting from them are invoiced additionally.

10.20 Political or controversial statements. Rockstars Digitals is neutral and expressly distances itself from political, religious or ideological statements, framing, symbolism or support expressed before, during or after an Event by the Client, its organisers, speakers, participants, the audience, or their employees and hired crew. This includes racism, discrimination and any explicit adoption of a political statement. Such expressions are never attributable to us, even where we produce, record or stream the Event. The Client is fully responsible for such expressions and their consequences, including those of its employees and hired crew. If expressions in or around the Event conflict with article 5 (Prohibited Content) or may reasonably damage our reputation, we may stop recordings, streams or production immediately, without liability and without prejudice to the Client's payment obligation.

10.21 Emergencies & external events. We are not liable for the consequences of evacuations, police raids or interventions, drug checks, fights, mass panic, external interference, threats, outbreaks of epidemics or other emergencies at or around the venue, regardless of the cause. In such situations we may suspend or stop our work to protect our crew, without liability. Costs, delays and damage resulting from these events are for the Client's account; work already performed and commitments already made remain payable in full.

10.22 Parking, transport & out-of-scope costs. Parking, transport and travel (including transport of equipment, materials and goods to, from and at the venue) are not included in the quote unless explicitly stated. The Client provides sufficient, safe and nearby parking and loading/unloading facilities, or reimburses the actual costs. All costs that fall outside the agreed quote — including but not limited to parking fees, tolls, additional transport, couriers, storage and unforeseen purchases — are invoiced separately at cost, where reasonably possible with prior notice.