Kennet Radio Terms of Business

1st January 2026

General terms

1. About these terms

1.1 What these terms cover. These terms apply to every service that Kennet Community Radio provides to a customer. They are published at kennetradio.com/terms, and our quotes, order confirmations and invoices refer to them.

1.2 How they are arranged. The general terms in clauses 1 to 16 apply to every order. Each schedule applies only to the service it covers:

Schedule A – Advertising and sponsorship

Schedule B – Production

Schedule C – Event services: attending an event, presenting, playing music, public address (PA) and broadcasting from events

1.3 Order of priority. If a schedule conflicts with the general terms, the schedule applies to that service. If the order confirmation conflicts with these terms, the order confirmation applies.

1.4 Who these terms are for. Most of our customers are organisations: businesses, public bodies, charities, clubs, societies and other groups, whether or not they are incorporated. If you book our services as an individual for your own private purposes, for example for a family event, you are a consumer and clause 17 also applies to you. Our merchandise, competitions and website have their own terms, also published at kennetradio.com/terms.

1.5 Who we are. Kennet Community Radio is a company limited by guarantee registered in England and Wales, company number 08252772, with its registered office at Broadway House, 4-8 The Broadway, Newbury RG14 1BA. Our VAT number is GB 172 3864 94. We broadcast as Kennet Radio.

2. Definitions

2.1 In these terms:

(a) “we”, “us” and “our” mean Kennet Community Radio;

(b) “you” and “your” mean the person or organisation that places the order, and include the person who places it where clause 3.4 applies;

(c) “order confirmation” means our quote once you have accepted it, our invoice for your order, or our written confirmation of your order, including by email;

(d) “services” means what the order confirmation says we will provide;

(e) “event” means an event at which we provide services under Schedule C;

(f) “materials” means anything you give us for use in the services, including scripts, recordings, music, logos, artwork and information;

(g) “rate card” means our current published rates and technical specifications;

(h) “working day” means Monday to Friday, other than a bank holiday in England.

3. How a contract is made

3.1 Acceptance. A contract is made when the first of these happens: you accept our quote in writing (email is fine), you sign or return an order confirmation, you send us a purchase order that refers to our quote, or you pay our invoice.

3.2 Quotes. A quote is valid for 30 days unless it says otherwise.

3.3 Your own terms. These terms apply in place of any terms you send us, including terms printed on a purchase order, unless we have agreed otherwise in writing.

3.4 Unincorporated groups. If you are a club, society, committee or other group that is not a company or other legal entity, the person who places the order confirms that they have the group’s authority to do so. If the group does not pay, that person is responsible for payment.

3.5 Agencies. If you place an order as an agency acting for an advertiser or event organiser, you contract with us in your own name and are responsible for payment, whether or not your client has paid you.

4. Prices and payment

4.1 Prices and VAT. Prices are as stated in the order confirmation, or in the rate card if the order confirmation gives none. Prices exclude VAT, which we add at the rate in force. Advertising supplied to a charity may be zero-rated for VAT if the charity gives us the eligibility declaration HMRC requires.

4.2 When payment is due. We invoice advertising, sponsorship and production when you place the order, and event services after the event. Payment is due by the date stated on our invoice. If the invoice gives no date, payment is due within 7 days of the invoice date.

4.3 Payment in advance. We may ask for payment in advance, or for a deposit, for any service. If we do, the quote or order confirmation will say so.

4.4 How to pay. Please pay by bank transfer or by debit or credit card. We do not accept cash or cheques.

4.5 Late payment. If you pay late, we may:

(a) charge interest and fixed compensation under the Late Payment of Commercial Debts (Interest) Act 1998, or, where that Act does not apply, interest at 4% a year above the Bank of England base rate from the due date until payment;

(b) recover our reasonable costs of collecting the debt;

(c) suspend services under any order with you until the overdue amount is paid.

4.6 Disputed invoices. If you dispute an invoice, tell us within 10 working days of receiving it and say why. Please pay any part that is not in dispute by the due date.

4.7 Rate changes. We may change our rate card at any time. A change does not affect the price of an order that has already been confirmed.

5. Changes and cancellation

5.1 Changes you ask for. If you ask to change an order, we will accommodate the change where we reasonably can and tell you of any change in price before we make it.

5.2 Cancellation by you. You may cancel an order by telling us in writing; email is fine. The cancellation charges for each service are set out in its schedule.

5.3 Cancellation by us. We may cancel or suspend an order by telling you in writing if you do not pay on time, if you are in serious breach of these terms, or if clause 11 applies. If we cancel for any reason other than your breach or late payment, we will refund what you have paid for services we have not provided, and we will have no further liability for the cancellation.

5.4 Ongoing arrangements. We may end a campaign, sponsorship or other ongoing arrangement on 28 days’ written notice for any reason. We will refund what you have paid for the part not delivered.

6. Your responsibilities

6.1 Information and co-operation. You will give us accurate information, supply materials on time and co-operate with us so that we can provide the services.

6.2 Materials. You confirm that:

(a) you own the materials or have permission to use them, including any music, voices, images and trade marks in them;

(b) the materials are accurate and lawful, and do not infringe anyone else’s rights;

(c) any claims made in the materials can be substantiated;

(d) you have the consent of any person who is named in or identifiable from the materials, where consent is needed.

6.3 Copies. We take reasonable care of the materials you give us, but you should keep your own copies.

6.4 Claims arising from your materials. You will compensate us for any loss, damage, cost or expense we incur because of a claim by a third party arising from your materials or from your breach of clause 6.2.

7. Our responsibilities

7.1 Standard of service. We will provide the services with reasonable care and skill. Our services are provided by our volunteers, staff and contractors, as we decide.

7.2 Editorial control. Anything we broadcast or publish remains under our editorial control. We may refuse, edit, reschedule or remove any content where we consider it necessary to comply with the law, our Ofcom licences, the Ofcom Broadcasting Code, the UK Code of Broadcast Advertising (BCAP Code) or our own policies. We will tell you if we do so, and we have no liability to you for it.

7.3 Insurance. We hold public liability insurance and will send you a copy of our certificate on request.

8. Intellectual property

8.1 What we create. We own the copyright and other intellectual property in everything we create in providing the services, including scripts, recordings, advertisements, jingles and recordings of events. Your rights to use it are set out in the relevant schedule.

8.2 Your materials. You keep ownership of your materials and your trade marks. You give us a non-exclusive, royalty-free licence to use them to provide the services, and to keep copies to meet our licence and legal obligations.

9. Liability

9.1 What we do not limit. Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be limited or excluded.

9.2 Losses we are not liable for. We are not liable for loss of profit, revenue, business, goodwill or anticipated savings, or for any indirect or consequential loss.

9.3 Damage to property. Our total liability for physical loss of or damage to property, arising from any one occurrence or series of connected occurrences, is limited to £5,000,000.

9.4 All other loss. Our total liability for all other loss arising under or in connection with an order is limited to the price paid for that order.

9.5 Interruptions. We are not liable for loss caused by failure or interruption of our transmitters, power supply, internet stream or website, or by any other technical failure outside our reasonable control. Where such a failure affects your advertising, Schedule A sets out what we will do.

9.6 Results. We do not guarantee the response to, or the commercial results of, any advertising, sponsorship or event coverage.

9.7 Your checks. You must check broadcasts, recordings and productions for errors and tell us under clause 10. Where an error is ours, we will put it right by correcting it, re-running it or giving you a credit.

9.8 Your liability to us. You will compensate us for loss of or damage to our equipment, and for claims made against us, to the extent they are caused by you, your staff, volunteers, contractors or performers, or by your breach of these terms.

10. Complaints

10.1 If you are unhappy with the services, please tell us as soon as you can, and in any case within 10 working days of the broadcast, event or invoice concerned. Email feedback@kennetradio.com. Kennet Radio is run by volunteers, and we aim to acknowledge your complaint within 5 working days.

10.2 A complaint does not suspend payment of any amount that is not in dispute.

11. Events beyond our control

11.1 We are not liable for failing to provide, or for delay in providing, any service where the cause is outside our reasonable control. Examples are severe weather, fire, flood, failure of power or communications, failure of a supplier, illness or emergency affecting the people due to provide the service, and action by a government, regulator, landowner or the police.

11.2 If this happens, we will tell you as soon as we can and offer you another date or a refund of what you have paid for the services not provided.

12. Data protection

12.1 Each of us will comply with data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

12.2 We use the contact details you give us to manage your order and our relationship with you, as described in our Privacy Policy at kennetradio.com/privacy.

12.3 If you give us personal data about other people, such as contacts, competition winners or people featured in your materials, you confirm that you are entitled to give it to us for that purpose.

12.4 Where we collect personal data on your behalf, for example entries to a competition you sponsor, the order confirmation will say which of us decides how that data is used.

13. Confidentiality

13.1 Each of us will keep confidential the other’s business information that it learns through an order, and the commercial terms of the order. This does not apply to information that is public, or that must be disclosed by law, or that is shared in confidence with professional advisers or insurers.

14. Ending the contract

14.1 Either of us may end a contract immediately by written notice if the other:

(a) is in serious breach of these terms and, where the breach can be put right, has not put it right within 14 days of being asked to do so in writing;

(b) becomes insolvent, enters administration or a voluntary arrangement with its creditors, is wound up, or stops operating.

14.2 When a contract ends, you must pay for the services provided up to that date and for any costs we have committed to and cannot recover. Licences we have given you end, except those for productions you have paid for in full.

15. Notices

15.1 Notices under these terms may be sent by email to the address given in the order confirmation, or in our case to sales@kennetradio.com, or by post to the other’s registered office or main address.

15.2 An email sent on a working day before 17:00 is treated as received that day; otherwise on the next working day. A letter sent by first class post is treated as received on the second working day after posting.

16. General

16.1 Transfer. You may not transfer a contract to anyone else without our written agreement.

16.2 Contractors. We may use contractors to provide any part of the services, and we remain responsible for their work.

16.3 Waiver. If we do not enforce a right straight away, we can still enforce it later.

16.4 Whole agreement. The order confirmation, these terms and the rate card are the whole agreement between us for the services.

16.5 Third parties. Nobody other than you and us has any right to enforce these terms.

16.6 Changes to these terms. We may update these terms from time to time. The version in force when a contract is made applies to that contract.

16.7 Invalid terms. If a court decides that any part of these terms is invalid, the rest remains in force.

16.8 Law. These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

17. If you are a consumer

17.1 Who this clause applies to. This clause applies if you are a consumer: an individual booking our services wholly or mainly for purposes outside your trade, business or profession. A person who books on behalf of a club, society or other unincorporated group may also be a consumer. Where this clause applies, it takes priority over anything else in these terms.

17.2 Your legal rights. Your legal rights as a consumer apply in addition to these terms. Any part of these terms that the law does not allow to bind a consumer does not apply to you.

17.3 Your right to cancel. If you book with us by phone, email or online, or anywhere other than our premises, you may cancel the contract for any reason within 14 days of the day it is made. To cancel, tell us in writing, by email or by using the cancellation form at the end of these terms.

17.4 Services that start within the 14 days. If you want a service to start within the 14 days, for example because your event or campaign is soon, you must ask us to start it. If you then cancel within the 14 days, you pay for the services we have provided up to the time you tell us. Once we have provided the service in full, you can no longer cancel.

17.5 Refunds. If you cancel under clause 17.3, we will refund anything you have paid, less any amount due under clause 17.4, within 14 days of your telling us.

17.6 Cancellation charges. The cancellation charges in the schedules apply to you only after the 14 days have ended. They are our estimate of the loss we suffer when a booking is cancelled. If your cancellation costs us less, we will charge you less.

17.7 Our responsibility to you. Clauses 9.2 and 9.4 do not apply to you. Instead, if we break these terms or are negligent, we are responsible for loss you suffer that is a foreseeable result. We are not responsible for loss that was not foreseeable. Clause 9.1 still applies.

17.8 Courts. If you live in Scotland or Northern Ireland, you may also bring proceedings in your local courts.

Cancellation form

Complete and return this form only if you are a consumer and wish to cancel your contract under clause 17.3.

To: Kennet Community Radio, Broadway House, 4-8 The Broadway, Newbury RG14 1BA; sales@kennetradio.com

I/We [*] hereby give notice that I/We [*] cancel my/our [*] contract of sale of the following goods [*]/for the supply of the following service [*],

Ordered on [*]/received on [*],

Name of consumer(s),

Address of consumer(s),

Signature of consumer(s) (only if this form is notified on paper),

Date

[*] Delete as appropriate.

Schedule A – Advertising and sponsorship

A1 What this schedule covers. Spot advertising and sponsorship on any of our broadcast and online services, and advertising on our websites, including banners, features and microsites.

A2 Scheduling. We will broadcast the number of advertisements stated in the order confirmation, in the time bands stated there. We will do our best to meet requests for particular times but do not guarantee them.

A3 Missed or faulty broadcasts. If an advertisement is not broadcast as ordered, or is broadcast with an error that is ours, we will broadcast it again as soon as we reasonably can or give you a credit. That is the full extent of our liability for it.

A4 Deadlines for materials. Finished advertisements must reach us at least 3 working days before the campaign start date. Where we are producing the advertisement, we need your brief and materials at least 14 working days before the start date. If you are late, the start date may move, and the price remains payable. Where time is short we will try to meet a shorter deadline, but cannot promise to.

A5 Approval. Where we write or produce an advertisement, we will send it to you for approval. Please approve it or tell us what you want changed within 7 days. If you have not replied by then and the start date is close, we may treat the advertisement as approved.

A6 Content rules. Advertisements must comply with the BCAP Code, the Ofcom Broadcasting Code and the law. We cannot broadcast political advertising. Any financial promotion must be made or approved by a person authorised under the Financial Services and Markets Act 2000, or be exempt from that requirement. We may refuse or remove any advertisement under clause 7.2, and we will remove website advertising within 24 hours where that is needed.

A7 Cancellation by you. If you cancel at least 21 working days before the campaign start date, you pay only any production costs already incurred. If you cancel later, or stop a campaign once it has started, the full price is payable, and any discount given for the length of the campaign may be withdrawn.

A8 Sponsorship. You may end a sponsorship by giving three months’ written notice, and you will continue to pay for the sponsorship during the notice period. We may end it under clause 5.4. Sponsor credits may move with changes to our programme schedule, including over holiday periods; where that reduces the credits you receive, we will make up the shortfall or adjust the price.

A9 Reuse of your materials. During the campaign we may reuse any materials you have supplied, for the purpose of your campaign.

Schedule B – Production

B1 What this schedule covers. Writing, voicing, recording and editing advertisements, jingles, trails, announcements, podcasts and other audio, whether for broadcast on our services or for your use elsewhere.

B2 Revisions. The price includes one round of changes to the script and one round of changes to the finished recording. We will quote for further changes before making them.

B3 Your licence to use a production. When you have paid in full, you may use the finished production:

(a) where it was ordered for broadcast on our services, on our services only;

(b) where it was ordered for use elsewhere, in the media, area and period stated in the order confirmation.

Any other use needs our written agreement, and we may charge for it.

B4 Music and voices. Your licence is limited to the rights we hold in any production music, sound effects and voices used. Some uses, such as television or online video, may need extra fees, which we will quote for before you use the production that way.

B5 Changes by you. You may not edit or alter a production without our written agreement.

Schedule C – Event services

C1 What this schedule covers. Attending an event with a Kennet Radio presence, presenting and announcing, playing music, providing and operating PA equipment for announcements, speeches, ceremonies and performances, and recording or broadcasting an event. Our team operates all the equipment we provide.

C2 The order confirmation. The order confirmation will set out the date, location, arrival and finish times, what we will provide and the price.

C3 Your responsibilities as organiser. As the organiser, you are responsible for the event and its overall safety. In particular you will:

(a) carry out the event risk assessment and arrange stewarding, crowd management and first aid;

(b) obtain any licence or permission the event needs, such as a premises licence or temporary event notice, road closure or landowner permission;

(c) unless the order confirmation says we will arrange it, make sure the event is covered by TheMusicLicence from PPL PRS, or by the venue’s licence, for any live or recorded music played in public at the event;

(d) give us safe vehicle access to the agreed set-up position at the agreed times, and a safe, level position for our equipment;

(e) unless we have agreed to bring a generator, provide a safe electrical supply suitable for our equipment, protected by a residual current device (RCD), within reach of the agreed position;

(f) tell us beforehand about anything at the site that affects where or how we set up, including ground conditions, overhead hazards, crowd routes, other contractors, and the position of bands and other sound sources;

(g) comply with any noise conditions attached to the event, and deal with any noise complaints from neighbours or the local authority;

(h) give our team access to toilets and drinking water.

C4 Speaker positions and sound levels. You decide where our speakers go and the general sound level, after taking our advice. We will set up and operate as you direct. If you or your safety officer ask us to move a speaker or reduce the level during the event, we will do so promptly. If we consider that a direction would be unsafe, we will tell you and may decline to follow it.

C5 Recording, broadcasting and consent. Where we are recording or broadcasting the event, you will:

(a) tell people attending, by signs or in the programme, that the event may be recorded, broadcast and photographed by Kennet Radio;

(b) tell speakers and performers in advance, and pass on to us any request by a participant not to be broadcast;

(c) obtain consent from a parent or guardian for any child who will use our microphones or be recorded or broadcast.

We keep editorial control of anything we broadcast, and may stop a live broadcast at any time.

C6 Children. You are responsible for supervising children at the event, including children who use our microphones. Our team will not take sole charge of children.

C7 What we will do. We will:

(a) arrive and set up by the agreed time, and operate our equipment with reasonable care and skill;

(b) use equipment that is maintained and inspected at suitable intervals;

(c) route cables to reduce trip hazards, using cable covers or matting where cables cross walkways;

(d) secure speaker stands and position equipment away from the public where practical;

(e) stop, reduce or decline to start operating if continuing would be unsafe, for example in heavy rain or high wind, with an unsafe power supply or under crowd pressure, and tell your event contact.

C8 Weather and safety stops. If we have attended and have to stop for safety reasons, the full price remains payable.

C9 Extra time. If the event runs beyond the agreed finish time, we will stay where we can. We may charge for the extra time at the rate in the order confirmation.

C10 Cancellation by you. If you cancel, or the event is cancelled for any reason including weather:

(a) more than 28 days before the event, you pay only costs we have already incurred, such as equipment or transport hired in;

(b) between 28 and 8 days before the event, you pay half the price;

(c) 7 days or less before the event, or on the day, you pay the full price.

C11 Recordings. We own the recordings we make of an event. We may broadcast them, keep them and use extracts to promote Kennet Radio, unless the order confirmation says otherwise. On request we will give you a copy for your own non-commercial use.