Thank you for your interest in working with HTS.

Thank you for your interest in working with HTS.

Service to our clients is at the forefront of everything that we do. In order for all freelance staff to work to consistent standards and to understand the engagement and payment systems, you should have read these Terms and condition and ticked the agreement box. This should have then been submitted it to HTS.  The Terms and Conditions are included for your reference below. It is your responsibility to let us know if any information changes.

1. Engagement

Only those personnel listed on the HTS approved list of freelance/sub-contractors will be engaged to work on HTS Projects and Events.

Terms must be agreed with your HTS contact for each engagement and a Purchase Order issued.

Day rates must be agreed when registering with HTS and can only be increased by giving 4 weeks notice in writing.

Negotiations for special rates for individual or long duration projects are at the discretion of your HTS contact on each occasion and must be noted on the Purchase Order.

2. Insurance

Liability Insurance

Freelancers are requested to forward a copy of their liability insurance certificate to HTS on engagement, a copy will be stored on our database.

Where the freelance/sub-contractor does not have his/her own insurance then this can be covered by HTS but should be notified to us that this cover is required and be reflected in the rate charged for services.

Motor Insurance

Anyone below the age of 21 are not permitted to drive HTS vehicles without special clearance. A copy of each individuals driving licence must be forwarded to HTS on registration, a copy will be stored on our database.

In the case of accident, the incident must be reported to the Operations Manager immediately and an HTS accident form must be completed. Sub-contractors may be liable for the excess payable on any insurance claim and the full amount of any damage if driving dangerously or under the influence of drink or drugs.

3. Working Hours

HTS states that a standard working day is 10 hours (up to a maximum of twelve hours). This includes travel time from HTS to site.

Any working days that are deemed to be over twelve hours will be paid at a rate agreed with your HTS contact in advance and must be clearly stated on your Purchase Order.

HTS will not be liable for any extra hours worked arisen from delays out of our control.

4. Dress/Personal Behaviour

Rig-Derig Crew

HTS expect all crew to arrive in clothing that will allow you to undertake your role safely and in accordance with Health and Safety Regulations. HTS require all crew to be in black. HTS requests that all clothing has minimal branding. All crew once onsite are required to wear safety shoes.

Due to the nature of HTS work, HI-Viz, hard hats and gloves are required to be part of your own supplied PPE. HTS can supply these items from a shared supply to freelancers, and they must be returned to HTS after use, failure to return may result in missing items being charged for.

Your general appearance should be clean and smart.

All crew should bring their own basic took kit with them and any safety accessories required for using the tools.

All crew are expected to bring suitable / relevant tools / equipment relating to the job role they are being employed to do.

Piercings that could possibly affect Health and Safety risk to the wearer should be removed or covered before work commences. Long hair should be tied back.

Show Crew

HTS expect all crew to arrive on site wearing a HTS branded t-shirt, black trousers or tailored shorts and black / steel capped shoes depending on the role. Your general appearance should be clean and smart.

All crew should bring their own basic tool kit with them and any safety accessories required for using the tools.

All crew are expected to bring suitable / relevant tools / equipment relating to the job role they are being employed to do.

No jeans, hats or ripped clothing will be allowed.

All Crew

No alcohol is to be consumed when working/operating on projects

No smoking is permitted in the operating area on any occasion and staff must go to the designated smoking area.

Any equipment that you would like to charge for must be pre-agreed with your HTS contact prior to invoicing.

5. Equipment

Care, security and return of all equipment from venues complete and in the correct flight cases is always the responsibility of staff and freelancers and sun-contractors, especially when de rigging and packing away equipment.

Take care to see that ALL cables are collected up and coiled without figure of eight accept the heavy mains. Where appropriate please use the protective caps on cables and use coloured tape to notify of a problem with them cable. Otherwise black tape should be used. Grey tape for stage legs.

Please do not tape over barcodes, colour codes or Pat markers.

Equipment is checked back into the warehouse for loss and damage and freelance staff are accountable for the safe return of equipment on their jobs. Please notify the Warehouse Manager and/or your HTS contact if equipment is known to be broken or missing so that the appropriate action can be taken. Delays in payment may occur if investigations into loss must be carried out.

Warehouse keep clear signs must be adhered to as it is a fire hazard, please leave all equipment in the designated areas.

6. Subsistence Expenses

Subsistence

HTS agreed rates for meals are:

• Breakfast £5.00
• Lunch £5.00
• Dinner £10.00

These rates will apply under the following conditions:

• Breakfast - working on site and your day starts before 6am you will be entitled to Breakfast (this includes travel based on departure time from HTS to the venue)
• Lunch - working on site, if you are working onsite past 2pm you will be entitled to lunch.
• Dinner - working on site, if you are working onsite past 8pm you will be entitled to Dinner.

Subsistence rates are only applicable when working over 30 miles away from Henley-on-Thames

All subsistence must be agreed in advance with your HTS contact and this will be added to your Purchase Order. This will need to be charged to HTS on your invoice (as a separate item), using the above rates, inclusive of VAT.

All of the above is superseded by any crew catering arrangements made by HTS or client; this includes food being purchased for you by HTS staff member on behalf of HTS or the client.

Travel Expenses

Travel expenses (mileage rates or public transport fares) may be paid to freelance staff for travel from HTS warehouse directly to a venue, if agreed in advance with your HTS contact, and it is recoverable from the client. Please detail on your invoice the journey start and finish.

HTS do not pay travel expenses (mileage rates or public transport fares) for your commute to HTS office/warehouse.  If this is required it must be reflected in your day rate, which must be agreed with the Operations Manager prior to the job commencing.

All travel expenses must be agreed with your HTS contact in advance and will be added to your Purchase Order.

7. Health and Safety

Freelance staff have a responsibility to work safely and to take care of their own safety and those personnel working alongside them.

Freelance staff must be aware of and comply with any Health and Safety regulations/statutory qualifications relating to their own area of expertise and must wear appropriate safety clothing and equipment. Copies of relevant certificates must be supplied to HTS.

8. Vans

Please empty your van after the job, if you cannot do this on your own notify the warehouse. Empty any rubbish and hand paperwork to the office. Coil and hang ratchets and leave the ramp on the van.

9. Invoicing and Payment

Invoices should be sent direct to accounts@henleytheatre.com cc operations@henleytheatre.com and should always have the following information shown:

• Date of work
• Location of work
• Purchase Order number

Invoices should always match the amount on the Purchase Order that has been issued.

Any additions to the agreed rate for the job and the agreed amount of the Purchase Order must be agreed and authorised by your HTS contact before submitting an invoice.

Invoices will be processed for payment with 30 days of invoice date or completion of the project whichever is the later if submitted promptly and subject to no discrepancies or queries.