Last updated: March 2026

1. Scope of Services

These terms govern all services provided by Preparator Solutions, LLC ("Service Provider") to any client ("Client") and apply to all projects, estimates, proposals, and work orders unless otherwise agreed in writing.

Services may include but are not limited to art handling, installation, and deinstallation; packing, unpacking, and custom crating; local or long-distance transport of artworks; exhibition and lighting design; and fabrication of custom shelving, mounts, or display structures.

Services not expressly agreed to in writing for a specific project are excluded. Preparator Solutions does not provide appraisal, valuation, conservation, restoration, or structural engineering services. Any electrical work is limited to fixture placement only and excludes wiring or code-regulated electrical installation.

2. Scheduling & Minimum Booking

All bookings are subject to availability. A minimum booking of four (4) consecutive hours per day applies unless otherwise agreed in writing.

3. Estimates & Scope Changes

All prices are estimates only and subject to change based on the final scope of services provided. Estimates are based on information provided at time of booking and may be affected by on-site conditions, access logistics, or details not presented at that time.

Any changes to the scope of work requested after an estimate has been accepted must be approved in writing by both parties prior to commencement of additional work. Preparator Solutions reserves the right to issue a revised estimate for scope changes. Client approval of a revised estimate constitutes authorization to proceed.

4. Deposit & Payment

A non-refundable deposit of 30% of the total estimated amount is required to secure project dates. The deposit is credited toward the final invoice.

Invoices are due Net 15 from the invoice date. Late payments will accrue interest at 1.5% per month, or the maximum rate permitted by law. Preparator Solutions reserves the right to suspend or terminate services for non-payment.

Invoices will be addressed to the Client unless an alternate billing party is provided in writing at time of booking. If charges are directed to a third party at Client's request and that party fails to pay within Net 15 terms, the original Client assumes full responsibility for payment.

5. Additional & Non-Recoverable Costs

Materials, equipment, tools, rentals, and operational costs required to complete the project will be billed as incurred.

Any materials, equipment rentals, travel expenses including mileage, parking and freight, subcontractor deposits, or other project-specific costs incurred prior to cancellation are fully billable and due in full regardless of cancellation notice.

6. Operating Hours & Overtime

Standard operating hours are 8:00 AM to 5:00 PM, Monday through Friday. Work performed outside of standard hours, including early starts, late finishes, or weekend work, will be billed at the applicable overtime rate unless otherwise specified in the project estimate.

7. Rescheduling & Cancellation

Projects may be rescheduled up to two (2) times, subject to availability and owner discretion. Rescheduling requests made fourteen (14) or more days prior to the scheduled start date may be accommodated without penalty. Requests made within seven (7) days may be subject to cancellation fees. Deposits remain non-refundable in all cases.

Once a project is confirmed, Preparator Solutions reserves crew, time, and resources exclusively for that project. Cancellations or significant reductions in scope after confirmation are subject to the following fees:

• 14 or more days' notice: deposit forfeited, no further charges apply
• 7–13 days' notice: 50% of total estimated amount due
• Less than 7 days' notice or same-day: 100% of total estimated amount due

Non-recoverable costs are billed in full regardless of notice period.

8. Business-to-Business Relationship

Preparator Solutions is an independent business entity. Nothing in these terms shall be deemed to create any partnership, joint venture, agency, or employment relationship between the parties. Client has no authority to bind Preparator Solutions.

Services may be performed by Preparator Solutions' members, managers, employees, or subcontractors. Preparator Solutions retains sole discretion and control over the methods, means, and manner of performing all work, including the right to decline instructions or requests that may compromise safety, professional standards, or the integrity of the artwork. Preparator Solutions shall use commercially reasonable efforts to accommodate Client's reasonable requests consistent with museum-quality practices.

9. Insurance & Risk of Loss

Preparator Solutions maintains commercial general liability and workers' compensation insurance. Client acknowledges that Preparator Solutions' insurance does not replace or negate Client's obligation to maintain insurance coverage for all artworks before, during, and after services.

Client's insurance shall be primary with respect to all artworks. All risk of loss, damage, or deterioration of artworks shall remain with Client at all times. Preparator Solutions shall not be responsible for any loss or damage to artworks regardless of whether such loss occurs during active handling, transport, storage, or otherwise.

10. Standard of Care & Limitation of Liability

Preparator Solutions shall perform all services using professional care consistent with industry standards and museum-quality practices.

Preparator Solutions shall not be liable for any loss, damage, or deterioration of artwork under any circumstances. Client agrees that its own insurance is the sole recourse for any claims related to artwork.

To the fullest extent permitted by law, Preparator Solutions' total liability for any other claim arising under these terms shall not exceed the total amount paid by Client for the applicable project. In no event shall Preparator Solutions be liable for consequential, incidental, special, or punitive damages, including but not limited to loss of value, loss of use, loss of revenue, or reputational harm.

11. Indemnification

Client agrees to indemnify and hold harmless Preparator Solutions from any claims, damages, or expenses arising from inaccurate or incomplete information provided by Client, unsafe site conditions, or Client-provided materials, mounts, instructions, or equipment.

12. Site Conditions & Client Responsibilities

Client is responsible for ensuring safe and clear access to the site, structural integrity of walls and surfaces, any required approvals or permits, and disclosure of any known hazards including asbestos, lead paint, or fragile architecture prior to Preparator Solutions' arrival.

13. Condition Assessments

Condition assessments are limited to visual inspection only. Hidden or latent defects are presumed pre-existing. Preparator Solutions is not responsible for inherent material deterioration or instability.

14. Ownership of Fabricated Materials

Ownership of all custom-fabricated items transfers to Client upon full payment. Preparator Solutions retains the right to photograph completed work for portfolio and promotional use unless confidentiality is agreed in writing.

15. Term & Termination

These terms remain in effect and govern all projects and services performed by Preparator Solutions for Client unless terminated by either party.

Either party may terminate the relationship at any time upon thirty (30) days' written notice. Preparator Solutions may terminate immediately if Client fails to make timely payment, materially changes the scope of work, or creates unsafe or hostile working conditions.

Termination does not affect either party's rights or obligations with respect to projects already underway. Client remains responsible for payment of all services rendered and costs incurred prior to termination.

16. Force Majeure

Neither party shall be liable for delays or failure to perform due to events beyond reasonable control, including but not limited to acts of God, severe weather, transportation delays, labor disputes, or government actions.

17. Governing Law

These terms shall be governed by and construed in accordance with the laws of the State of Florida. Any disputes shall be resolved in Pinellas County, Florida.

18. Entire Agreement

For any project governed by a separately executed master agreement, that agreement shall supersede these terms where they conflict. Otherwise, these terms constitute the full understanding between the parties with respect to the services provided. Amendments must be in writing and agreed to by both parties.