1. PROFILE INFORMATION
Company uses the TeamTrack application to schedule and communicate with subcontractors (“you” or “Subcontractor”). It is your responsibility to ensure your personal details are accurate and kept up to date in the application.
In accordance with GDPR, the collection and processing of personal data via the TeamTrack application is limited to what is necessary for the performance of a contract between you and Company. Furthermore, the access to Subcontractor’s personal data via the TeamTrack application by Company is limited to a restricted and essential group of employees with a need-to-know basis. You also authorize Company to transfer your personal information within or outside the United Kingdom to suppliers or clients, but in such event, Company shall do so: (i) only to the extent necessary for you to provide the services; and (ii) provided Company enters into a written contract with such supplier or client that contains adequate protections of personal information and compliance with applicable privacy laws.
2. PUBLIC LIABILITY INSURANCE
It is mandatory that valid, in date Public Liability insurance be held by Subcontractor, and that Company be provided with copies of relevant documentation prior to the purchase order being issued and the undertaking of any works. Your insurance should cover the location for which the work will be undertaken and should have a minimum cover amount of £5million. All Public Liability certificates should be held on your TeamTrack profile. Company holds the right to withhold payment of a Subcontractor invoice if a valid Public Liability certificate is not held on file.
3. PURCHASE ORDER
Prior to the undertaking of any work, you will receive a purchase order that serves as a confirmation of your contract with Company. The terms laid out within this Policy are general terms and expectations for subcontractors and may not be applicable to every project. You should refer to your purchase order for the specific terms and conditions of your contract with Company. If you have any queries or concerns regarding the terms stated on your purchase order, you should seek clarification from a member of Live Productions.
4. CANCELLATION
In the event of cancellation of a project, Company will make all reasonable efforts to compensate subcontractors. More information on cancellations and what you may be entitled to can be found in the contract terms sent with your crew PO. Cancellation terms may differ from project to project so please refer to the Project Manager for individual cancellation terms.
5. PAY RATES
Pay rates may differ from location to location. Please refer to a member of Live Productions for clarification on which rates apply.
6. INVOICES
a) Invoices submission
Invoices are not to be submitted without a valid purchase order. All Subcontractor invoices are to be addressed to Solotech UK Group Ltd and sent to uk.crewinvoices@solotech.com. Invoices for periods of more than seven (7) days will be split into staged weekly instalments, commencing after the first full week has been completed. Invoices and/or weekly instalments will only be paid for work completed at the time of payment. No advance payment is payable by Company. Invoice may be submitted by Subcontractor prior to the project starting to allow payments to be scheduled for the duration of work. Tour invoices should be submitted prior to departing to allow payments to be made weekly for the duration of the tour.
b) Payment Timeframe
Payments are subject to the invoice being authorized by the relevant project manager. Payment run is conducted on Fridays for payment on Tuesdays. Company will use reasonable commercial efforts to make payment within seven (7) days of submission, providing the invoice is received by close of business Friday and there are no disputes or queries. Subcontractor shall ensure its invoices are sent to Company in good time.
c) Queries
Invoice payments may be delayed if there are queries on either the purchase order or the invoice itself, e.g. if there are discrepancies on dates worked or additional expenses which have not been pre-authorised.
7. EXPENSES
a) Mileage and Travel Expenses
When incurring expenses, Subcontractors are expected to be mindful of the cost to the Company. Travel to and from the warehouse for preparation days is at your own expense unless pre-authorised by a Project Manager. If you are requested or it is pre-agreed that you use your own transportation to travel to/from festivals, events or shows, Company will reimburse travel expenses at the rate of £0.45 per mile for motorbikes and cars (including hybrid and electric vehicles) and £0.20 per mile for bicycles which covers preparation location to site and then site to your home address listed on your TeamTrack profile. If you have used pre-agreed public transport, the Company will reimburse all reasonable expenses incurred by you provided that on request you provide the Company with such receipts, vouchers or other evidence of actual payment. Your purchase order will clearly state whether you are authorised to invoice Company for travel expenses. If your purchase order does not include travel, this should not be included on your invoice.
b) Sustenance
Where the Company is reimbursing for sustenance, you shall provide receipt or satisfactory evidence. Claims for alcohol will not be accepted. The Company reserves the right to refuse to reimburse expenses for which no satisfactory evidence has been produced.
c) Per Diems
Per diems are paid at client discretion. Where per diems are pre-agreed, these will appear on your purchase order and should be included on your invoice. If your purchase order does not include per diems, these should not be included on your invoice.
8. HOTELS
a) Preparation Hotels
If you live more than 50 miles from the preparation warehouse and an overnight stay is pre-authorised by your project manager, you may be given a preparation hotel contribution dependent on preparation location. You may be responsible for booking and paying for your own hotel room unless pre-booked by a member of Live Productions. Please refer to your purchase order for details of your hotel contribution, as these vary by location. Company may hold preferential rates at some hotels close to its locations, which Company recommends you book. If you choose to stay at alternative accommodation, any additional costs will be at your own expense and will not be reimbursed. More information on local travel and accommodation can be found in the Crew Hotel Guide which can be provided upon request. Receipts/confirmation of stay does not need to be provided.
b) Site Hotels
If Subcontractor is required to stay in a hotel following the working day, the accommodation will be provided by either Company or the client. If Company provides accommodation, it will be a single room including breakfast, unless crew catering is provided on site.
9. HOURS OF WORK
a) Flexibility
Company requires flexibility to work hours as required for the proper performance of duties and as necessitated by the needs of the business, which may include unsociable hours and weekends for larger preparation, festivals, events or shows.
b) Punctuality
Punctuality is essential for preparation and for working days, including travelling to events, meeting tour buses etc. In the event you are unable to attend a scheduled working day, your project manager must be informed as soon as possible.
c) Preparation Hours
Operating hours for each location are as follows:
Birmingham – 10.00 – 18.00
London – 09.30 – 18.00
Manchester – 09.30 – 17.30
Hemel Hempstead – 09.00 – 18.00
10. SCOPE OF WORKS
a) Qualifications and Skills
It is mandatory that the necessary qualifications and skills required for the performance duties are possessed, with sufficient resources to complete the task to a high standard (i.e. you will be expected to have a comprehensive toolkit, and when applicable carry your own laptop with the latest versions of measurement and prediction software). Subcontractors are responsible for sourcing and financing their own training. Company requires copies of any training certificates/qualifications to be kept on file. All Subcontractor documents are held on the TeamTrack application or on our secure SharePoint, in a manner that ensures appropriate security of the personal data in compliance with the GDPR regulations.
b) Accountability
Company expects workloads to be effectively managed to ensure all activities are managed to conclusion. You are accountable for the work you perform, this includes:
• Responsibility for the preparation of the job (i.e., gear fully tested & line checked);
• Compiling and reviewing all the necessary information (i.e., Equipment Requirements, Band Specifics, Channel Lists, etc.);
• Ensuring all equipment is loaded onto trucks and cross-checked/confirmed against load out lists;
• Professional and respectful assembly/implementation/de-assembly of equipment and systems; and
• Adhering to all Health & Safety policies as outlined in the Health & Safety Policy and Risk Assessment for each project;
In the event of an incident involving you, equipment, assets, other subcontractors or Company employees, the Company has a duty of care to investigate. If it is found that you have acted in a negligent way, this could result in your removal from the warehouse/site, cancellation of your contract, full investigation and if required, legal action or recovery of financial losses resulting from your inappropriate actions as Subcontractor.
c) Flexibility/Teamwork
Company values team effort where everyone is required to be flexible, this may include undertaking or assisting with other duties; or to transfer to; or assist with any work (within Health & Safety guidelines), even though it may not be work / duties normally carried out.
d) Customer Relationship Management and Professionalism
Whilst representing the Company, a professional, helpful and respectful attitude is required, you are an ambassador for the Company. Acting as a point reference and point of expertise, advising on technical, product, procedural and customer issues is a responsibility. Issues that are not satisfactorily resolved must be rapidly and appropriately referred to a crew boss, project manager or other relevant function head.
e) Fault/Damage Reporting
To enable appropriate action to be taken, it is your responsibility to report ALL equipment faults or damage to your project manager, before, during and after the work, no matter how minor, whether detrimental to the show/tour or not. If spares are held and action doesn’t need to be taken until the end of a show, please ensure the item is clearly labelled as faulty with a brief description of the fault. Any faults must be reported to the technical department in person or via email to Nick.Lythgoe@solotech.com. Please also refer to the separate Equipment Loss/Damage Policy, which can be provided upon request.
11. COMPANY CODES, PRACTICES, POLICIES AND PROCEDURES
a) Compliance
Compliance with Company’s codes, practices, policies and procedures is a requirement; particularly those in respect of Quality Management, Health & Safety, Equality, Diversity & Inclusion, all of which you can request a copy of at any time.
b) Health & Safety
Company takes the health and safety of all employees, Subcontractors, and visitors seriously. You will be advised of site-specific Health and Safety during project meetings, you may be required to read and sign Risk Assessments, watch site specific Health and Safety videos, read and sign site rules or confirm your understanding of any other form of information in respect of the Health and Safety on site.
c) Personal Protective Equipment (“PPE”)
Please note that in respect of Health & Safety it is your responsibility to carry your own PPE which must include (as a minimum) high-visibility waistcoats and safety footwear to a minimum SB SRA rating. Adequate PPE must be worn whilst working in the warehouse/loading and unloading areas and on site.
d) Reporting
Company requires any incidents and near misses to be reported immediately to the Health & Safety manager, either in person or via email to nearmiss@solotech.com.
12. PERSONAL HEALTH AND WELLBEING
a) Intoxicating Substances
Company operates a zero-tolerance attitude towards the use or consumption of any intoxicating liquor, drugs or other substances. Misuse of over the counter or prescribed drugs is prohibited. Should you not adhere to this requirement you will be immediately removed from site/warehouse and your contract will be terminated.
b) Medical Conditions and Allergies
If you have any pre-diagnosed medical conditions or allergies which may affect your ability to fulfill your contract, it is recommended that these are communicated to your project manager or Live Production Support Team Member and updated in your TeamTrack profile. The use of prescribed and ‘over the counter’ drugs that may adversely affect your performance or behavior must be reported to a project manager so that in the event of a reaction, the medication may be taken into account.
c) Storage of Medical Information
Disclosure of medical conditions, allergies and dietary requirements is recommended but voluntary. This information is held within your TeamTrack profile and can be updated or removed at any point. Company will not divulge or share your information with any unnecessary third party.
13. SICKNESS OR INJURY ABSENCE
It is essential that a Project Manager or Live Production Support Team Member is informed at the earliest opportunity of any inability to fulfill the terms of a contract due to sickness or injury. If you are unable to fulfill your contract due to sickness or injury, Company reserves the right to amend or cancel your purchase order and payments for any days not worked.
14. EQUALITY, DIVERSITY AND INCLUSION
Company operates a ‘no tolerance’ policy relating to equality and diversity and all Subcontractors are expected to treat others with respect and dignity. Our company is committed to fostering a workplace that values equality, diversity and inclusion.
We promote:
1. Equal Opportunity: Ensuring that everyone has fair access to employment and advancement, regardless of background.
2. Non-Discrimination: Zero tolerance for discrimination or harassment.
3. Inclusive Culture: Encouraging a collaborative environment where all employees feel respected and included.
4. Reporting: Establishing clear channels to report incidents, with consequences for policy violations that may result in disciplinary action.
Any breach of the Company’s policy relating to equality, diversity and respect may result in disciplinary action and/or termination of your contract.
15. SOCIAL/MEDIA CONTACT
Due to the highly competitive nature of our business, it is important that any social/media relations/contact is managed very carefully. Subcontractors must not make any statement or pass on any confidential information about the Company to the press or social/media in any shape or from without the prior written authorisation of a director. Any queries received from the media must immediately be referred to a director and you must not publish defamatory, damaging, or negative information on any social media site.
16. CHANGES TO THIS POLICY
This Policy is current as of the Effective Date set forth above. Company may change this Policy from time to time. Should any updates be made, all subcontractors must agree to the new policy via TeamTrack.
