Temporary Events CCTV terms & conditions

Effective Date: 16 July 2026

These Terms & Conditions apply to all temporary event CCTV systems and associated services supplied by Insight, a trading name of IQFM Ltd (“Insight”, “we”, “our” or “the Contractor”).

These Terms & Conditions form part of every quotation, proposal, purchase order and contract issued by Insight for the supply of temporary CCTV equipment and services. By accepting a quotation, issuing a purchase order or instructing Insight to commence work, the Client agrees to be bound by these Terms & Conditions.

1. Scope of Services

Insight provides temporary CCTV systems for festivals, concerts, sporting events, public events, licensed premises, construction sites and other temporary applications.

Services may include:

Temporary IP CCTV cameras.
Network Video Recorders (NVRs).
PTZ cameras and controllers.
Temporary control room installations.
CCTV monitoring displays.
Temporary network infrastructure.
Installation and commissioning.
On-site technical support.
System removal.
Secure recording and post-event data retention.

Equipment supplied shall be as detailed within the accepted quotation.

Unless otherwise specified within the quotation, all temporary event CCTV systems include secure recording with a standard post-event retention period of twenty-eight (28) days.

2. System Design

Camera numbers, locations, mounting arrangements, recording equipment and fields of view are based upon information available at the time of quotation.

Final camera locations and equipment may be amended where necessary due to:

Site conditions.
Health and Safety requirements.
Police or Licensing Authority requirements.
Event operational requirements.
Engineering considerations.
Changes to event infrastructure.

Such amendments shall not constitute a reduction in the contracted service.

3. Variations

Any alteration requested after acceptance of the quotation may constitute a Contract Variation.

Additional labour, equipment, transport, accommodation, engineering attendance or associated costs arising from such variations shall be chargeable unless expressly included within the quotation.

4. Client Responsibilities

The Client shall ensure:

Safe and unrestricted access to all working areas.
Suitable working conditions throughout installation and removal.
All necessary statutory permissions have been obtained.
Supporting infrastructure is completed when required.
All third-party contractors cooperate with Insight.
Any hazards affecting the installation are communicated prior to commencement.

5. Time-Critical Event Programme

Temporary event CCTV installations are delivered to fixed event programmes and rely upon the timely completion of infrastructure and services provided by others.

Insight’s obligations are expressly conditional upon the required infrastructure, electrical supplies and safe access being available by the agreed Contractual Handover Time.

Failure by the Client or any third-party contractor to provide the required infrastructure shall automatically extend Insight’s programme without liability and shall not constitute a breach of contract by Insight.

Insight shall not be responsible for any delay, reduced functionality or inability to complete commissioning where such delay results from incomplete infrastructure or services outside its reasonable control.

6. Electrical Supplies

Unless otherwise agreed in writing, the Client (or its appointed electrical contractor) shall provide:

Suitable electrical supplies within one metre of each designated camera hub.
Permanent electrical supplies to the CCTV Control Room.
Continuous electrical supplies throughout installation, commissioning, operation and removal.

Where electrical supplies are unavailable or incomplete, Insight shall complete all work reasonably capable of being undertaken with the facilities available.

If Insight is required to suspend works, return to site or undertake additional commissioning because electrical supplies were unavailable at the agreed handover time, such attendance shall constitute a chargeable Contract Variation.

Failure by others to provide electrical infrastructure shall not delay Practical Completion of Insight’s contractual obligations.

7. Commissioning, Practical Completion & Handover

Unless otherwise agreed in writing, the contractual handover time shall be 12:00 noon on the day immediately preceding the opening of the event (“the Handover Time”).

By the Handover Time, the Client shall ensure that all infrastructure necessary for installation, commissioning and operation of the CCTV system has been completed, including but not limited to:

Permanent electrical supplies.
Camera mounting locations.
Supporting structures.
Stages.
Bars.
Fencing.
Towers.
Control room accommodation.
Safe access routes.
Any other infrastructure upon which completion of the CCTV installation depends.

Where any infrastructure remains incomplete at the agreed Handover Time, Insight shall not be deemed to be in default and shall have no liability whatsoever for:

Delay in completion.
Reduced system functionality.
Incomplete commissioning.
Restricted camera views.
Inability to achieve intended coverage.
Delayed handover.

Insight shall complete all works reasonably capable of being undertaken using the infrastructure available at the Handover Time.

Upon completion of those works, the installation shall be deemed to have reached Practical Completion, notwithstanding that final commissioning, optimisation, testing or camera adjustment cannot be completed solely because the required infrastructure has not been provided by the Client or its contractors.

The commencement of the event shall not postpone, delay or invalidate Practical Completion where completion has been prevented by the acts or omissions of the Client or third parties.

Where Insight is requested to return to complete commissioning, reposition cameras, optimise views or undertake additional engineering following completion of third-party works, such attendance shall constitute a chargeable Contract Variation.

Insight shall not be liable for any costs, losses, licensing consequences, operational disruption or claims arising from the failure of the Client or third-party contractors to provide the required infrastructure by the agreed Handover Time.

8. System Operation

Unless specifically included within the quotation, operation of the CCTV system remains the responsibility of the Client.

Insight will provide reasonable operator familiarisation during handover.

No unauthorised equipment shall be connected to the CCTV network without Insight’s prior written approval.

9. Technical Support

Where included within the quotation, Insight will provide on-site engineering support throughout the event to respond to equipment faults and technical failures.

This service does not include CCTV monitoring, incident management or operation of the CCTV system unless specifically stated within the quotation.

10. Recording Retention

Unless otherwise agreed in writing or specified within the accepted quotation, all CCTV recordings shall be securely retained by Insight for a standard period of twenty-eight (28) days following completion of the event.

Where event licensing conditions, Police requirements or Client instructions require a different retention period, this shall be agreed in writing before the event and may be subject to additional charges.

Following expiry of the agreed retention period, recordings may be permanently and securely erased in accordance with Insight’s data retention procedures and applicable UK data protection legislation.

During the retention period, recordings shall only be disclosed:

To the Client where legally entitled.
To the Police or other authorised law enforcement agencies.
To statutory authorities exercising lawful powers.
In response to a valid court order or other legal requirement.

Requests for CCTV footage shall be processed in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and any other applicable legislation.

Where the Client requests retention beyond the standard twenty-eight (28) day period, Insight reserves the right to charge for any additional storage, administration or retrieval services.

11. Equipment Ownership

Unless expressly sold, all equipment supplied remains the property of IQFM Ltd trading as Insight.

The Client shall take reasonable care of all equipment whilst it remains on site and shall be responsible for loss, theft or damage, excluding fair wear and tear.

12. Payment Terms

Unless otherwise agreed in writing:

50% of the Contract value is payable upon order confirmation.
The remaining balance is payable immediately upon Practical Completion and handover.

Late payment may attract interest and recovery costs in accordance with the Late Payment of Commercial Debts (Interest) Act 1998.

13. System Performance & Environmental Conditions

The Client acknowledges that temporary event CCTV systems operate within outdoor environments and that performance may be affected by environmental conditions beyond Insight’s reasonable control.

Insight shall not be liable for interruptions or degradation arising from:

Failure of electrical supplies.
Failure of third-party network infrastructure.
Temporary infrastructure failure.
Damage caused by contractors, vehicles, plant, members of the public or vandalism.
Camera obstruction or movement after commissioning.
Extreme weather events.

Extreme weather includes, but is not limited to:

Heatwaves.
Prolonged elevated ambient temperatures.
Direct solar loading.
High winds.
Heavy rainfall.
Flooding.
Lightning.
Snow and ice.
Airborne dust or debris.

The Client acknowledges that prolonged exposure to elevated temperatures may adversely affect electronic equipment and passive network infrastructure. Elevated temperatures and direct solar loading may increase conductor resistance within copper data cabling, resulting in increased insertion loss (attenuation), reduced signal-to-noise ratio, reduced Power over Ethernet (PoE) efficiency, increased packet retransmissions, intermittent network communications and degradation or temporary loss of video transmission.

Where equipment has been installed in accordance with the agreed specification and operated within the manufacturers’ published operating limits, Insight accepts no liability for reduced performance, interruption of service, recording failure or temporary loss of communications arising from such environmental conditions.

The Client further acknowledges that IP CCTV systems inherently utilise digital communications. Minor transmission latency, buffering, temporary loss of connectivity, reduced frame rates, compression artefacts or brief interruptions to recording do not constitute a defect or failure of the contracted service.

14. Operator Responsibility

Where the CCTV system is operated by the Client or its appointed personnel, Insight accepts no responsibility for:

Failure to monitor cameras.
Incorrect PTZ operation.
Failure to respond to incidents.
Failure to export recordings.
Accidental deletion or overwriting of recordings.
Operator error or negligence.

The CCTV system is supplied as an operational aid to assist security and safety management and shall not be relied upon as the sole means of preventing, detecting or responding to incidents.

15. Equipment Damage & Loss

The Client shall be responsible for equipment that is lost, stolen, damaged or misused whilst under its control, excluding fair wear and tear.

Emergency attendance, repairs, replacement equipment, recommissioning, transport and associated costs resulting from such damage shall be chargeable.

16. Force Majeure

Insight shall not be liable for any delay or failure arising from circumstances beyond its reasonable control, including but not limited to:

Heatwaves.
Storms.
Flooding.
Fire.
Lightning.
Utility failures.
Industrial action.
Civil disorder.
Government restrictions.
Failure of temporary event infrastructure.
Any other event constituting Force Majeure.

Any additional attendance or engineering required following such events shall constitute a chargeable Contract Variation.

17. Limitation of Liability

To the fullest extent permitted by law, Insight shall not be liable for any indirect or consequential loss, including but not limited to:

Loss of revenue.
Loss of profit.
Business interruption.
Event disruption.
Licensing consequences.
Reputational damage.
Claims arising from incidents not captured, partially captured or unavailable due to circumstances beyond Insight’s reasonable control.

Insight’s total aggregate liability shall not exceed the total value of the relevant contract, except where such limitation cannot lawfully be excluded.

18. Governing Law

These Terms & Conditions shall be governed by and construed in accordance with the laws of England and Wales.

Any dispute arising from these Terms & Conditions shall be subject to the exclusive jurisdiction of the Courts of England and Wales.

Quotation Notice

All quotations issued by Insight are subject to these Temporary Event CCTV Installation Terms & Conditions. Acceptance of a quotation, issue of a purchase order or instruction to proceed constitutes acceptance of these Terms & Conditions.

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