Envisage Sub Contractor Terms & Conditions

Sub-Contractor Terms & Conditions

May 2026

1. Definitions

“The Company” means Envisage Promotions Ltd.

“Services” means the services you are providing as a self-employed contractor.

“The Client” means the person, firm or company requesting the services.

“The Subcontractor” means you, the person carrying out or performing the services.

“Booking” means confirmation by the Company of the services you are providing.

“Fee” means the fees set out in the Booking.

By joining the Company and accepting a Booking, you agree to be bound by the following Terms & Conditions.

2. Conditions Applicable

2.1 These terms constitute an agreement between the subcontractor and the company, and they govern all bookings undertaken by The Subcontractor.

2.1a The Company will notify The Subcontractor of upcoming work in the subcontractors’  area that The Company feel suits the skills detailed in The Subcontractors’ application to join The Company.

2.2 The services will concern the provision of modelling assignments, promotional services, event services, marketing services, security services, stewarding, etc.

2.3 The services will be deemed to have accepted by The Subcontrctor, each time The Subcontractor accepts a booking with The Company. However, no agreement shall exist between The Company and The Subcontractor between assignments.

2.4 For avoidance of doubt, nothing in these Terms shall render The Subcontractor an employee, agent or partner of The Company or The Client.

2.5 The booking is not continuous with any previous period of work or booking with any other client.

2.6 The Subcontractor is engaged as a self-employed worker.

2.7 No variation or alteration of these terms shall be valid during the performance of any assignment unless approved by both parties in writing. The Company reserve the right to vary the terms of any assignment without liability, by prior notice in writing at any time prior to any assignment.

2.8 This agreement explicitly clarifies that it does not establish an employer-employee relationship. There is no mutual obligation between you and The Company. This means The Company is not obligated to provide work, and The Subcontractor are not compelled to accept any work offered. The Subcontractor engagement is on an ad-hoc basis as an Event Staffing Representative, and The Subcontractor has the freedom to accept or decline assignments. Continuous assignments are not guaranteed, and there is no obligation for The Company to offer further assignments. Consequently, this document does not create a Contract of Employment between The Subcontractor and the Company.

2.9 By registering with The Company, The Subcontractor acknowledge The Company retention of your personal data for the purpose of presenting potential staffing opportunities and maintaining essential business records.

2.10 The Company retains the right to determine and vary the hours of assignments, which may differ weekly. The Company is not obligated to offer assignments consistently, and similarly, The Subcontractor is not compelled to accept any offered assignment. If The Subcontractor declines assignment offers for a specific period, the agreement will be deemed not to involve assignments during that time.

2.11 The Company operates as an Employment Business and works to the standards enforced by The Employment Agency Standards (EAS) Inspectorate. EAS is the government authority responsible for the enforcement of certain agency worker rights.

Employment Status

The Subcontractor will be engaged either as a self-employed subcontractor under these terms or as PAYE agency staff under a separate agreement. The applicable engagement status will be confirmed to The Subcontractor prior to each booking.

Where The Subcontractor is engaged as PAYE agency staff, these terms will not apply, and The Subcontractor will instead be subject to the relevant PAYE terms & conditions issued by The Company.

3. Fees

3.1 The Company will set the fee rate, which will be inclusive of travel.

3.2 Once The Subcontractor  has agreed their booking fee, The Subcontractor will not attempt to renegotiate this. This includes things such as expenses, increased pay, etc. Should they do this then The Company may replace The Subcontractor and cancel their booking, without any pay. In addition, after the assignment, The Subcontractor may not negotiate buy out fees, appearance fees, featured fees, etc.

3.3 Any uplift in costs (e.g. due to travel) MUST be agreed in advance.

3.4 The Subcontractor will not discuss fees with clients or colleagues.

3.5 The Subcontractor confirms that they are self-employed, and that therefore all fees to The Subcontractor are paid gross of taxes and National Insurance. To the extent that if either The Company or The Client may become liable for such taxes and National Insurance, The Subcontractor hereby agrees to indemnify them and keep them indemnified from and against all such liability, and they shall be entitled in satisfaction of indemnity, to make deductions from any money due to The Subcontractor to meet any liability as aforesaid.

3.6 If, following a booking, The Subcontractoris paid in cash, the full amount due from The Client, The Subcontractor acknowledges that this sum includes not only The Subcontractor’s fee but also The Company’s fee and commission and undertake to reimburse The Company accordingly.

3.7 The Subcontractor acknowledges that The Company payment terms from The Company Clients are 30 days. Payment will be made to The Subcontractor within 31 days of receiving The Subcontractor’s invoice.

3.8 The Subcontractor acknowledges that if The Subcontractor’s services are no longer required for any reason and The Subcontractor is given less than 24 hours’ notice of The Subcontractor’s start time, The Subcontractor may be paid 25% of the agreed fee. The Subcontracotrunderstands that this is at the discretion of The Company. For cancellations over 24 hours’ notice, The Subcontractor understands no fee will be due to them.

3.8a Should The Subcontactor no longer be able to attend a job that they have been booked for, The Company require at least 24 hours’ notice to remove them from the booking. If The Company no longer requires The Subcontractors’ services, The Company will endeavor to provide them with 24 hours’ notice.

3.9 If The Subcontractor works past the booked finish time, they may not claim overtime or additional payment without written consent from The Company.

3.10 If The Subcontractor is late for an assignment, The Company has the right to reduce their pay to reflect the time they have worked.

3.11 The Subcontractor understands that The Company also reserves the right to terminate an assignment at any time for operational reasons.

3.12 The Subcontractor understands that the remuneration for their services will be determined and agreed upon at the time of booking.

3.13 The Company does not adhere to a fixed rate, recognising that each assignment demands varying levels of involvement and hours. Fee rates are confidential, fostering a relationship of trust and are bound by the confidentiality obligations outlined later in these terms. Compensation will be specifically for the hours booked and worked during an assignment.

3.14 The Subcontractor will either be working as a self-employed contractor Or PAYE agency staff. Before The Subcontractor accepts any booking with The Company, The Company will let The Subcontracotr know the basis on which they are being hired.

3.15 The Company will pay The Subcontractor any monies owed to them for the hours that they work regardless of whether as an Employment Business, The Company have been paid by The Client.

3.16 The rate of pay The Subcontractor will receive will be confirmed to them in their booking confirmation. The Subcontractor’s rate of pay will be no less than the prevailing National Minimum Wage.

3.17 If The Subcontractor works for The Company as PAYE agency staff, their holiday pay will be the pro rata statutory entitlement in line with legal minimum requirements.

 

Invoices

3.18 At the end of the event The Subcontractor understands they must email their invoice to payments@envisagepromotions.co.uk otherwise this will delay their payment.

3.19 Invoices should be addressed to Envisage Promotions Ltd, quoting the relevant contract number that is noted on The Subcontractor’s booking. They must include their name, address, dates worked, event worked, total amount due, and bank details for BACS payment.

3.20 If The Subcontractor does not have a UK bank account and their bank makes deductions; The Subcontractor understands that this is out of control of The Company.

3.21 If The Subcontractor supply incorrect invoice details, i.e. bank information, it is their responsibility to chase this with their bank. If any of this information is missing, it will delay their payment.

3.22 Payment runs are only done once a week.

3.23 If The Subcontractor submits their invoice more than once it will delay payment as duplicate invoices go straight into the query system along with the original invoice and may delay payment.

3.23a If The Subcontractor adds additional expenses that have not been pre-approved in writing, their invoice will not be accepted.

3.24 The Subcontractor must submit their invoices within 60 days of the completion of the work or service. Invoices submitted outside this 60-day period may be paid at the sole discretion of The Company.

3.25 Invoices that are more than six (6) months old from the date of the work, if approved for payment, will incur an administration fee of £10 per invoice to cover the additional processing required.

3.26 Invoices submitted more than twelve (12) months after the date of the work will not be accepted under any circumstances.

 Training Days

3.27 Any training, induction, or briefing days (“Training Days”) will only be payable where The Subcontractor has completed at least one (1) full day of the corresponding assignment for which the training was provided, regardless of the time elapsed between the Training Day and the assignment.

3.28 If The Subcontractor undertakes a Training Day but subsequently fails to attend, cancels, or does not fulfil the booked assignment for any reason (other than where the Company cancels the assignment), no payment will be made for the Training Day.

4. Images/Recordings/Video

4.1 The Company may use any of the images or videos The Subcontractor has supplied, on their website or for any marketing purposes.

4.2 The Subcontrctor will not tag or upload photographs or videos onto Facebook or similar websites without express permission from The Company.

4.3 Photographs or videos taken whilst wearing The Company clothing are the property of The Company and The Subcontractor will not use these without express permission from The Company.

4.4 The Company or The Client is hereby granted the exclusive right to use, distribute and allow or license others to make use of and distribute The Subcontractor’s  name, portrait, film, pictures and video in connection with the advertising and/or publicity of themin the fields and in connection with the matters covered by this agreement.

4.5 Photographs, films and videos taken whilst The Subcontractoris carrying out the services they have been booked for are the property of The Client and/or The Company. By accepting a booking for services, The Subcontractor accepts this and that they cannot ask for additional fees. This includes any forms of media. Providing they are only used in a positive manner and that will not cause The Subcontractor any harm.

4.6 The Subcontractor may not send or authorise use of any images or video taken whilst working for the company to other similar agencies.

5. General

5.1 The Subcontractor undertakes to be available and will abide by the terms agreed between The Company and The Client and provide the services as detailed in their booking.

5.2 From time to time The Subcontractor may notify The Company of their non-availability for work, or of particular clients for whom they do not wish to work.

5.3 Once an offer has been accepted in respect of The Subcontractor’s services, theyshall faithfully carry out all their obligations agreed to by them at point of booking.

5.4 In event of The Subcontractor’s failure to carry out a booking according to the professional standards, they agree to abide by such terms as may be re-negotiated between The Company and The Client.

5.5 The Subcontractorunderstands it is their responsibility to ensure they have the necessary insurance cover. They may have to provide evidence of insurance if requested.

5.6 The Subcontractor understands that once they have arrived at their booking, that theyare under the supervision of The Client for the entiretytheyare providing the services as booked. The Client is responsible for their welfare and made aware of any health and safety/risk assessments that may be required. If The Subcontractor feels that their welfare is compromised, then they must report this to The Client immediately.

Liability Disclaimer – The Company holds no responsibility for any incidents or injuries that may occur while rendering services under The Client’s supervision, even if The Client is off-site. The Company recommends The Subcontractorto have their own Public Liability Insurance.

5.7 The Subcontractoragrees to provide at their own expense such materials as are deemed necessary for the provision of The Company services to The Client.

5.8 The Subcontractor acknowledges that they must not take-home The Client’s clothing or equipment. Should this happen, then The Subcontractor must return items to The Client at their own cost.

5.9 The Subcontractor agrees that theyare responsible for their own valuables whilst carrying out services.

5.10 The Subcontractor understands and agrees that The Company operates as an Employment Business and does not employ them under a contract of employment unless expressly agreed in writing under separate PAYE terms.

5.11 The Subcontractor agrees only to work times and carry out duties as detailed in their booking confirmation. Any changes to this must be notified and agreed in writing with The Company.

5.12The Subcontractor will not approach The Company’s clients or potential clients, to work for directly. Likewise, The Subcontractor will report to The Company director, any client who approaches them directly to work outside of The Company. If The Subcontractor does work for a client directly, they understand that they will be in breach of contract.

5.13 The Subcontractor herebys authorises The Company to sign any written documents relating to the above. The Subcontractor confirms that they will not sign any documents relating to bookings from clients without first consulting The Company.

5.14 As a self-employed contractor The Subcontractor understands that theyare not entitled to any length of break. The Company, however, advise their clients to give breaks based on the following:

• Staff hired up to 4 hours: No break
• Staff hired up to 6 hours: 20-minute break
• Staff hired up to 8 hours: 30-minute break
• Staff hired 9 hours or more: One 30-minute break followed by one additional 10-minute break

5.15 It is The Subcontractor’s responsibility to arrange breaks with The Client at the start of the assignment.

5.16 As a self-employed contractor, if The Subcontractor take a break which is longer than the time agreed by The Client, then pay will be deducted, The Subcontractoris only paid for the time they work.

5.17 Lone Working – The Subcontractor understands that if theyare working alone then theyare responsible for their own health and safety. However, theymust contact The Company when they arrive and when they leave at the end of their shift.

5.18 Equipment – The Subcontractor understands should The Client provide them with equipment to use to carry out the services, the onus is on The Subcontractor to ensure that they have had the required training/brief from The Client to use the equipment safely. The Subcontractor understands that theyare not to carry out manual working unless they have agreed this directly with The Client and they have the required insurance cover.

5.19 The Subcontractor accepts that should they participate in any illegal activity during the period of the assignment and these actions prejudice the relationship with The Company’s clients resulting in them cancelling any future assignments or refusing to pay for their promotion, The Subcontractor’s fee may not be paid but forfeited to offset the losses incurred to The Company or any of its affiliates.

5.20 The Subcontractor confirms that theyare legally entitled to work in the UK. Also, as theyare an EU national,they confirm that they hold the correct visas to work in the UK as a self-employed contractor. They can provide the required documentation if required.

5.21 The Subcontractor confirms that they have read, understood, and will abide by the Terms & Conditions stated above.

5.22 – Force Majeure

The Company shall not be liable for any failure to fulfil, or delay in fulfilling, any booking or obligation under this agreement where such failure or delay is caused by events, circumstances or causes beyond its reasonable control.

Such events shall include, but are not limited to; acts of God, extreme weather conditions, fire, flood, epidemic or pandemic, war, civil unrest, terrorist activity, governmental actions, strikes, industrial disputes, transport disruptions, venue closures, or failure or cancellation by the client.

In such circumstances, the Company reserves the right to cancel or amend any booking without liability for payment, compensation, or expenses.

Where a booking is cancelled due to a force majeure event, no fees shall be payable to The Subcontractor unless otherwise agreed in writing at the sole discretion of The Company.

The Company will use reasonable endeavours to notify The Subcontractor of any such cancellation or change as soon as reasonably practicable.

5.23 – Conduct & Professional Standards

While undertaking any booking, The Subcontractoris expected to act in a professional, reliable, and respectful manner at all times.

This includes (but is not limited to):

• Arriving on time and being fit and ready to work
• Following all reasonable instructions from The Client and The Company
• Treating clients, colleagues, and members of the public with respect
• Not being under the influence of alcohol or drugs
• Not engaging in inappropriate, offensive, or unsafe behaviour
• Not damaging the reputation of The Company or The Client

Failure to meet these standards may result in removal from the assignment, reduction or non-payment of fees, and/or termination of The Subcontractor’s agreement with The Company.

5.24 Disputes & Governing Law

If any dispute arises in connection with a booking or these terms, both parties agree to make reasonable efforts to resolve the matter promptly and in good faith.

If the dispute cannot be resolved informally, it shall be subject to the laws of England and Wales, and the courts of England and Wales shall have exclusive jurisdiction.

5.25 Termination

The Company reserves the right to terminate its relationship with The Subcontractor and remove them from its active database at any time, with or without notice.

The Company may do so immediately where there has been a breach of these terms, failure to meet required standards, misconduct, or any behaviour which may negatively affect The Company or its clients.

Termination of this agreement will not affect any rights or obligations already accrued in respect of completed assignments.

6. General Data Protection Regulation – Data Protection

By accepting a booking with The Company, The Subcontractor agrees to be bound by the General Data Protection Regulation (GDPR).  The Subcontractor still has to be responsible for a number of obligations.

• When they are working for The Company as a contractor/supplier/subcontractor, The Subcontractor may be required to collect data or be exposed to data.
• They may only use the data in accordance with formal instructions.
• They must respect the confidentiality of the data.
• They must always have an adequate level of data protection, e.g. the data is never left unattended during breaks, etc.
• They must inform The Company immediately in the event of a data breach.
• They must make sure that all data is passed onto The Client at the end of their booking. Data must not be passed on to third parties unless The Client or The Company has given its consent.
• The Company and The Client they are working for reserve the right to monitor the proper performance of the contract by carrying out assessments or audits.