EXPENSES

Expenses cover such items as custom programming and out-of-pocket costs for transportation, accommodation, meals, etc.  They are charged for at cost and are generally paid for direct to the vendor except where we are providing the service and pay for it ourselves.

CUSTOM PROGRAMMING

We can provide custom programming [over and above your production company logo] such as laser versions of flyer artwork, sponsor logos and animations.  Rates vary depending on the amount of artwork, digitizing and programming required - please inquire.

TRANSPORTATION

Driving:
For shows that we are driving to and transporting all of the equipment in our van, transportation charges are as follows:

• Within 100 km radius of Hamilton, Ontario - No charge

• More that 100 Km distant from Hamilton, Ontario - $25.00/100 Km measured in one direction.  Rates may be subject to change in the event of drastic fuel price hikes but are never changed once an agreement has been reached.  Example rates for some cities would be:

  • Kingston [300 Km X $25/100 Km =] $75.00

  • Ottawa [500 Km X $25/100 Km =] $ 125.00

  • Montreal [600 Km X $25/100 Km =] $150.00

Flying:
For shows that we are flying to, we charge for the plane ticket at cost.  Our travel agent in Ottawa is well trained and always finds us the best deals.  She accepts bank transfers, money orders or credit cards [via her 800 number or fax] in payment.
We usually travel via Air Canada or Tango as they offer the most generous checked baggage allowances.  We can travel by WestJet within Canada however, their baggage allowance is low and their excess baggage rates are high.  Often the combined cost of the ticket and baggage on WestJet is about the same as Tango.
When flying, the system is packed into three cases [Projector and laser, controller and docking station, and gym bag with personal effects].  Excess baggage charges may apply at the whim of the airlines depending on how full the flight is.

SCHEDULE:
It is our policy to fly out the day before the show [Friday afternoon/evening for a Saturday show].  While this increases accommodation costs slightly, we have found that due to flight cancellations/delays and severe weather conditions, it is best to arrive early rather than disappoint your audience when the unexpected happens.
Flying out the day before the show also allows us to rest and acclimate to the local time zone as well as be available for media interviews or promotional events the afternoon/evening before the show.
We generally fly back late Sunday afternoon or Monday morning depending on your show schedule.

NOTE:
When flying to the show, it is usually uneconomical to check the MDG hazer as the fourth piece of baggage due to it's size and weight.  We can ship this out to your event in Canada via FedEx or UPS ground in advance at-cost.  You are responsible for return shipping the equipment after the show.  There is no additional charge for the hazer other than shipping at cost.

GROUND TRANSPORT COSTS:
When flying to the show, you must provide [or pay for] ground transportation to/from the airport, the hotel and between the hotel and the show venue at the destination as required.
You will also be required to pay [at cost] for transportation to/from Toronto International Airport or for parking our vehicle at the airport [whichever costs less].

Accommodation

We will require accommodation for any shows that involve more than a total of 8 hours of driving and 8 hours on site at the venue in one 24 hour day; or for any shows where we fly to the event.
Accommodation need not be a 5 star hotel [although we are always happy to stay in such hotels], it can be a budget priced hotel/motel as long as it is clean and quiet as our main need is for sleep and showering.  If possible, the accommodations should be located within a short walk of the show venue.
You are responsible for arranging the hotel/motel in advance and for paying the hotel/motel directly unless other arrangements are made in advance.

Meals

You are responsible for providing meals at or before the show if we will be on-site for 8 or more hours.  You may also have to provide meals during the time we are traveling to and from the event.  We can arrange this in advance and can add the cost of meals to the per-diem if that is more convenient to you.
For shows where we are flying to the event, you must provide all meals at the destination and non-alcoholic refreshments such as cold water or fruit juice while we are on-site at the venue and during the performance.

Per-diem

We charge a Per-diem fee which is designed to cover minor out-of-pocket expenses while we are working for you.  Our standard per-diem is $ 20.00 for each day or part thereof we are away from home working on your event.  Per-diem does not apply to shows that are within a 100 Km drive of Hamilton, Ontario unless exceptionally long hours are involved,
In some cases the per-diem fee may be higher if we have to cover the costs of meals while we are on the road to/from your event.

Internet

It would be extremely helpful to us to have internet access on shows we fly to so we can check E-mail.  If you can not provide this conveniently, just lest us know the location of the nearest Internet Cafe or public access terminals and we can do E-mail from there.

TERMS

If we require a deposit, then it must be paid in advance by the due date or your booking will be cancelled and deposit returned.  In some cases, we may require advance payment of some expenses - we will arrange this with you in advance.
Acceptable forms of payment for deposit/advance expenses are Western Union, bank transfer or deposit to our account, money order or bank draft sent via "signature required" service [FedEx, UPS or express mail].

The balance of the performance fee [and any expenses paid directly to us] is due and payable at the venue after the system has been set-up and demonstrated.  We will not commence the laser show until we have been paid in full or suitable arrangements have been made.
Acceptable forms of payment at the show are cash; or with advance arrangements, certified company cheque or bank draft/money order.  We do not accept any other forms of payment on-site at the moment.

If we are prevented from performing the show due to circumstances beyond our control, such as strikes, fire, flood, extreme weather conditions, flight cancellations, power failure, show cancellation or judicial interference, we still get paid in full if we have commenced travel to the event or are already on-site.

We usually require a performance agreement which can be concluded via E-mail or fax.  We usually operate on an informal basis with returning clients who have a good track record.

STAGING

GENERAL:
For the best results, the laser system should be set-up immediately behind the DJ where a low stage is in use, or in front of the DJ table when a high stage is in use.  In either case, we must arrange the laser so that static beams will be at least 3 meters above the dance floor to comply with safety regulations.
The laser system is very compact and remote controlled so it generally does not requite access during the performance.  In some cases, we may be able to "fly" the laser system from the lighting truss if a proper trussing system is provided.  We can consult with your sound and lighting provider in advance to arrange this.
Safety regulations require that the laserists be able to see the beam paths through the venue at all times.  Typically we operate the system from the side of the stage next to the DJ.  If the stage is not large enough to accommodate the laser control position, then a separate riser or staging must be provided such that we can see over the heads of the audience while standing on the stage/riser in order to comply with safety regulations.

LIGHTING:
In order to present the best visual experience for your show, we need to be in control of the dance lighting so that we can choreograph the lighting and laser together for maximum effect.  We are familiar with a wide variety of lighting controllers and fixtures so we can operate almost any system.
You will have to arrange with your lighting provider to place the lighting console or controller at the laser control position.  If the lighting provider insists that their personnel must operate the lighting controls, then that person and the controls must be located next to the laser control position so we can communicate with them directly.   For maximum impact, we can work with your lighting provider to program some of our unique lighting effects into the system before the show time permitting.

HELPER:
Even though our system is very compact, we usually require assistance to load the equipment into and out of the venue.  This usually requires about 15 minutes from a couple of helpers when we arrive, and again after we have packed the equipment at the end of the event.
When driving, we try to bring our own helper although one is not always available or we may not bring a helper to keep costs to you down [especially where overnight accommodation is involved].  We may also recruit a local through the net to assist us in return for a free pass to the show/party.

DRIVING:
When we drive to the show, we are generally quite self sufficient and usually only require a place on stage for the laser scaffolding or tower and a small table for our control system.

FLYING:
When flying to the show, we need to cut down the amount of equipment in order to have the most compact system as checked baggage.  We will need you to provide such items as:

• AC extension cords to bring power to the laser projection system and the laser control position.

• Scaffolding, tower or professional trussing to mount the laser system.

• A proper professional hazer [such as an MDG or DF50] with remote control if we are not providing our own MDG hazer.  Please discuss this with us in advance as the proper haze is crucial to the performance.  Typical water based smoke machines are not acceptable due to their large particulate size and short "hang time" although they can be used in conjunction with a hazer.

• A sheet, scrim or other screen/surface for graphics and animations projections.

• A small table for the laser control system.

We can discuss these staging requirement with you in advance and provide you with a detailed list of our requirements.

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