Setup Policy

These event types include up to three (3) hours of set up time prior to the agreed upon start of the event. 
All client provided items must be available and ready for use by the time our event manager(s) arrive on site for set up. Such items include, but are not limited to: TVs, TV stands, tables, chairs, tents, power, etc. 
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Please work with your Project Manager to secure a complete list of required items.
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If all client provided items are not available and ready for use at the beginning of the agreed upon set up time, Equation Events cannot be held accountable for a delayed start time and thus no refunds will be provided related to the delayed start. 
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In addition, if the delay in provided items causes the set up time to extend past the three (3) hour time frame, that additional time will be added to the client’s final invoice at the rate of $365 per hour per on-site event manager.
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If you require more than three (3) hours of set up time (setup time includes but is not limited to: demos, client walk throughs, adding additional content, moving/altering the setup, etc.) prior to the start of the event, we are happy to accommodate. Client will pay for additional time at the rate outlined above. 
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If the event is outdoors or there is a situation in which the equipment cannot safely and securely be left unattended (per Equation Events standards), then set up must occur no earlier than three (3) hours before the event start time. If set up must occur more than three (3) hours before the event begins, we are happy to accommodate and stay with the equipment. The additional hours will be added to the client’s final invoice using the rate outlined above.
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If you designate your own person(s) to watch over our equipment after it has been set up, then you will not have to pay for  additional time (given that our on-site event manager(s) can leave the premises), but you will be held liable for any damaged or stolen equipment. Additionally, if equipment is damaged or stolen during this time, Equation Events will not refund you for issues related to delivering the service previously agreed upon.
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Any changes to agreed upon set up times need to be made to the Project Manager (not the event manager) no later than three (3) business days prior to the start of the event.