Booking Terms & Conditions

These Booking Terms & Conditions (“Terms”) govern all labor, staffing, recruiting, production support, consulting, technical services, and related engagements provided by XTRA Crew LLC, including CrewPODS™, CrewDirect Access™, HotSwap Rapid Response™, and related workforce solutions.
By approving a proposal, accepting a quote, issuing a purchase order, confirming a booking, authorizing work to begin, or engaging personnel supplied by XTRA Crew LLC (“XTRA”), Client agrees to these Terms.

1. DEFINITIONS
Client means the individual, company, agency, producer, event organizer, or entity requesting services.
Personnel means employees, independent contractors, consultants, technicians, operators, producers, managers, coordinators, and other workforce resources supplied through XTRA.
CrewPOD means a pre-qualified team assembled by XTRA based upon technical expertise, leadership structure, and demonstrated team chemistry.
Project means any engagement, event, installation, meeting, conference, broadcast, activation, or assignment for which services are requested.

2. BOOKING CONFIRMATION
A booking is considered confirmed when any of the following occur:

• Client accepts a proposal.

• Client issues a purchase order.

• Client authorizes work by email or written communication.

• Client requests personnel to reserve dates.

• Client approves a staffing plan.

• Client authorizes work to begin.

Once confirmed, personnel may be removed from availability and committed exclusively to Client’s project.

3. DEPOSITS
XTRA may require a deposit before personnel are released for service.
Unless otherwise agreed in writing:

• 50% deposit due upon booking.

• Balance due according to invoice terms.

• Bookings may be suspended if required deposits are not received.

Failure to pay deposits does not automatically release Client from cancellation obligations.

4. MINIMUM BILLING
Unless otherwise stated in writing:
Labor Minimums

• Local Labor: 10-hour minimum

• Specialized Labor: 10-hour minimum

• Department Leads: 10-hour minimum

• Crew Chiefs: 10-hour minimum

• Technical Directors: 10-hour minimum

• Producers: 10-hour minimum

Personnel released early remain billable through the applicable minimum.

5. LABOR HOURS
Billable time begins at the scheduled call time or actual start time, whichever occurs first.
Billable time ends when personnel are officially released by Client or Client’s authorized representative.
Meal breaks remain billable unless otherwise required by law or contract.
Waiting time, stand-by time, weather delays, access delays, venue restrictions, and client-caused interruptions remain billable.

6. OVERTIME
Unless otherwise specified in writing, labor shall be billed according to applicable federal, state, local, union, payroll, and client-specific requirements.
Typical labor multipliers may include:

• Straight Time (ST)

• Overtime (OT)

• Double Time (DT)

• Sixth Day Premiums

• Seventh Day Premiums

• Short Turnaround Premiums

• Meal Penalties

• Holiday Premiums

Applicable labor rules vary by jurisdiction and engagement structure.

7. TRAVEL DAYS
Travel days may be billed separately.
Billable travel may include:

• Air travel

• Ground transportation

• Mileage

• Rental vehicles

• Parking

• Travel coordination

• Equipment transport

• Travel labor

Travel compensation shall be defined in the proposal, estimate, or staffing agreement.

8. PER DIEM, HOTEL AND EXPENSES
Client is responsible for approved project expenses including:

• Hotel accommodations

• Per diem

• Airfare

• Ground transportation

• Parking

• Freight

• Shipping

• Credential fees

• Venue access fees

• Equipment handling charges

Unless otherwise agreed, expenses are billed at cost plus applicable administrative fees.

9. CLIENT RESPONSIBILITIES
Client shall provide:

• Safe working conditions

• Adequate access

• Necessary credentials

• Project information

• Site contacts

• Work schedules

• Required permits

• Reasonable working environment

Client remains responsible for the actions of venue personnel, subcontractors, vendors, and third parties under its control.

10. SAFETY
Personnel may refuse unsafe work.
XTRA reserves the right to remove personnel from any environment presenting:

• Safety hazards

• Harassment

• Threats

• Violence

• Illegal activity

• Unsafe working conditions

Such removal shall not relieve Client of payment obligations incurred prior to removal.

11. CREWPOD DEPLOYMENT
CrewPODS are curated teams designed to function together as a unit.
Client acknowledges that:

• Individual substitutions may impact team performance.

• CrewPODs are intended to be booked intact whenever practical.

• Availability of specific personnel cannot be guaranteed.

XTRA reserves the right to substitute personnel of comparable qualifications when necessary.

12. HOTSWAP RAPID RESPONSE™
If personnel become unavailable due to illness, emergency, travel interruption, force majeure, or other circumstances, XTRA will make commercially reasonable efforts to provide replacement personnel.
Replacement personnel may differ from originally assigned personnel.
XTRA does not guarantee availability of replacements in all circumstances.

13. CANCELLATION POLICY
More Than 14 Days Before Call
No labor cancellation charges.
7–14 Days Before Call
50% of booked labor value.
Less Than 7 Days Before Call
100% of booked labor value.
Same-Day Cancellation
100% of booked labor value plus any incurred expenses.
Reserved personnel may have declined other work opportunities based upon Client’s booking.

14. WEATHER DELAYS
Weather-related delays, interruptions, postponements, and cancellations do not automatically relieve Client of labor obligations.
Reserved personnel remain billable according to the cancellation provisions of these Terms unless otherwise agreed in writing.

15. FORCE MAJEURE
Neither party shall be liable for failure to perform caused by events beyond reasonable control including:

• Natural disasters

• Government actions

• Terrorism

• Labor strikes

• Public health emergencies

• Transportation disruptions

• Utility failures

Amounts earned or expenses incurred prior to the event remain payable.

16. NON-CIRCUMVENTION
Client acknowledges that substantial resources are invested in recruiting, evaluating, training, profiling, maintaining, and managing CrewPODS talent.
For a period of twelve (12) months following introduction, Client agrees not to directly engage, hire, contract, solicit, or otherwise circumvent XTRA regarding personnel introduced by XTRA without written consent.
Direct engagement may be subject to placement fees, conversion fees, or buyout fees as specified in applicable agreements.

17. PAYMENT TERMS
Unless otherwise stated in writing:

• Deposits are due upon booking.

• Final invoices are NET-15.

• Disputed items must be reported within five (5) business days.

• Undisputed portions remain payable.

Failure to dispute within five business days constitutes acceptance.

18. LATE PAYMENTS
Past-due balances may incur:

• Interest charges

• Collection costs

• Attorney fees

• Administrative fees

• Credit reporting remedies where permitted

Client shall be responsible for all reasonable costs incurred in collection efforts.

19. LABOR ACTUAL REPORTS
XTRA may issue a Labor Actual Report following project completion.
Unless disputed in writing within five (5) business days, Labor Actual Reports shall be deemed accurate and accepted.

20. LIMITATION OF LIABILITY
To the fullest extent permitted by law, XTRA Crew LLC shall not be liable for:

• Consequential damages

• Lost profits

• Lost opportunities

• Business interruption

• Revenue loss

• Third-party claims

XTRA’s aggregate liability shall not exceed the fees paid for the specific services giving rise to the claim.

21. GOVERNING LAW
These Terms shall be governed by the laws of the State of Nevada.
Any dispute arising from these Terms shall be resolved exclusively in the state or federal courts located in Clark County, Nevada.

22. ENTIRE AGREEMENT
These Terms, together with any proposal, estimate, statement of work, staffing agreement, purchase order, invoice, or written amendment, constitute the entire agreement between the parties.
ADDITIONAL BOOKING TERMS & CONDITIONS
The following provisions shall be incorporated into and made part of the XTRA Crew LLC Booking Terms & Conditions.

23. FIRST-TIME CLIENT PAYMENT REQUIREMENTS
For clients with no established credit history with XTRA Crew LLC, payment terms may be modified at XTRA’s sole discretion.
Unless otherwise approved in writing:

• Projects valued under $5,000 may require full payment prior to deployment.

• Projects valued over $5,000 may require a 50% deposit and payment of the remaining balance within forty-eight (48) hours of project completion.

• XTRA reserves the right to require payment by ACH, wire transfer, company check, credit card, or other approved payment methods.

• Personnel, travel, lodging, equipment procurement, and scheduling activities may be suspended until payment requirements have been satisfied.

Approval of credit terms for one project shall not obligate XTRA to extend credit on future projects.

24. PERSONAL GUARANTEE
For privately held companies, startups, newly formed entities, event organizers, independent producers, agencies, or organizations without established credit history, XTRA may require a personal guarantee as a condition of extending credit.
The guarantor shall be jointly and severally liable for all obligations arising from the engagement, including:

• Labor charges

• Expenses

• Interest

• Collection costs

• Attorney fees

• Court costs

Failure to provide a requested guarantee may result in modified payment terms or denial of credit.

25. CREW MEALS, BREAKS AND WORKING CONDITIONS
Client acknowledges that professional crew performance is directly affected by reasonable access to meals, hydration, rest periods, and safe working conditions.
For calls exceeding six (6) consecutive hours, Client shall make reasonable efforts to provide:

• Meal breaks

• Access to food services

• Drinking water

• Climate-appropriate working conditions

• Reasonable access to restrooms

Where meal breaks cannot be reasonably provided due to operational requirements, labor charges may include applicable meal penalties, premium pay, or additional labor costs as required by law, collective bargaining agreements, payroll providers, or project requirements.
Crew members shall not be required to leave the venue or worksite to obtain food unless previously agreed.

26. CLIENT-PROVIDED EQUIPMENT DISCLAIMER
XTRA personnel frequently operate, configure, maintain, troubleshoot, or integrate equipment supplied by clients, venues, rental providers, production companies, exhibitors, or third-party vendors.
XTRA makes no warranty regarding:

• Equipment condition

• Equipment compatibility

• Manufacturer defects

• Improper configuration by others

• Missing components

• Existing damage

• Software defects

• Network failures

• Power issues

Client remains responsible for the suitability and operational condition of all client-provided equipment.
XTRA shall not be liable for delays, failures, or performance issues caused by equipment outside its ownership or control.

27. EQUIPMENT DAMAGE AND LOSS
Client assumes responsibility for equipment, tools, credentials, access devices, communications equipment, computers, test instruments, and other property owned by XTRA personnel when loss or damage results from:

• Inadequate security

• Unsafe working conditions

• Venue negligence

• Third-party actions

• Client-directed misuse

Replacement costs, repair costs, shipping expenses, and associated downtime may be billed to Client.

28. UNION LABOR PASS-THROUGH COSTS
Where projects require union labor, collective bargaining compliance, payroll services, steward fees, assessments, benefits, pension contributions, health and welfare contributions, payroll taxes, jurisdictional fees, or related costs, Client agrees that such costs shall be passed through without limitation.
Union-related costs may include:

• Hiring hall fees

• Benefit contributions

• Payroll burden

• Administrative costs

• Overtime premiums

• Shift premiums

• Jurisdictional staffing requirements

Client acknowledges that such costs may change without notice and shall remain Client’s responsibility.

29. FREELANCER COMPLIANCE
Where applicable, XTRA shall comply with freelancer protection laws, including but not limited to:

• California Senate Bill 988 (Freelance Worker Protection Act)

• Nevada freelancer regulations

• Applicable wage and hour laws

• Independent contractor regulations

Client agrees to cooperate with all documentation, payment timing, and reporting requirements necessary for compliance.
Failure of Client to provide timely payment shall not excuse XTRA from meeting legal obligations owed to workers.
Client shall remain responsible for all resulting liabilities and costs arising from delayed payments.

30. FINANCE CHARGES
Any undisputed invoice balance not paid when due shall accrue interest at the rate of:
1.5% per month (18% annually)
or the maximum rate permitted by law, whichever is less.
Interest shall begin accruing immediately following the due date and continue until paid in full.
Acceptance of partial payments shall not waive XTRA’s right to collect remaining balances or accrued charges.

31. COLLECTION COSTS AND ATTORNEY FEES
Should collection efforts become necessary, Client agrees to pay all reasonable costs associated with collection, including:

• Attorney fees

• Collection agency fees

• Court filing fees

• Arbitration fees

• Expert witness fees

• Administrative costs

• Investigation expenses

This provision shall survive project completion and contract termination.

32. ACCOUNT SUSPENSION
XTRA reserves the right to suspend services, withhold future bookings, refuse deployment, or revoke credit privileges when:

• Invoices become delinquent.

• Payment arrangements are violated.

• Fraud is suspected.

• Financial instability becomes apparent.

• Client breaches any material provision of these Terms.

Such suspension shall not relieve Client of existing payment obligations.

33. CLIENT INSURANCE RESPONSIBILITY
Client shall maintain commercially reasonable insurance coverage appropriate to the nature of the project.
Such coverage may include:

• Commercial General Liability

• Workers Compensation

• Event Liability

• Property Coverage

• Cyber Liability

• Automobile Liability

Upon request, Client may be required to provide proof of insurance.

34. PRIORITY BOOKING RETAINER PROGRAM
Certain CrewPODS personnel, department leads, technical directors, producers, and specialty operators may be reserved through a Priority Booking Retainer.
Retainer benefits may include:

• Preferred scheduling access

• First right of refusal

• Rate protection

• Dedicated staffing resources

• Reserved CrewPOD capacity

• Accelerated replacement support

Retainers are generally non-refundable and may be credited toward future labor engagements according to the applicable retainer agreement.

35. CREWPOD TEAM INTEGRITY
Client acknowledges that CrewPODS are intentionally assembled teams whose effectiveness derives from established working relationships, leadership structure, communication patterns, and demonstrated chemistry.
Requests to remove, substitute, downgrade, or replace individual CrewPOD members after booking may:

• Affect pricing

• Affect availability

• Affect performance guarantees

• Require restructuring fees

• Require revised proposals

XTRA reserves the right to decline modifications that materially compromise team integrity.

36. CLIENT POACHING AND DIRECT HIRE CONVERSION
XTRA invests substantial resources into recruiting, screening, evaluating, training, mentoring, marketing, scheduling, and retaining qualified professionals.
If Client directly hires, contracts with, engages, or otherwise utilizes personnel introduced through XTRA within twelve (12) months of introduction, Client agrees to pay a Direct Hire Conversion Fee.
Unless otherwise agreed in writing, the conversion fee shall be the greater of:

• Thirty percent (30%) of the individual’s anticipated first-year compensation; or

• $5,000 per individual.

Payment of the conversion fee releases Client from further restrictions concerning that individual.

37. ELECTRONIC ACCEPTANCE
Client agrees that approval by email, electronic signature, text message, purchase order issuance, online acceptance, or authorization to begin work shall constitute acceptance of these Terms.
Electronic acceptance shall carry the same force and effect as an original handwritten signature.

38. SURVIVAL
The following provisions shall survive project completion, cancellation, or termination:

• Payment obligations

• Confidentiality obligations

• Non-circumvention provisions

• Direct hire conversion provisions

• Indemnification obligations

• Collection rights

• Attorney fee recovery rights

• Limitation of liability provisions

• Governing law provisions

• Dispute resolution provisions

These obligations shall remain enforceable to the fullest extent permitted by law.

CONTACT INFORMATION
XTRA Crew LLC
Las Vegas, Nevada
Email: bookings@xtracrew.net
Website: www.xtracrew.net