Terms of Service – DOT Compliance Responsibility

At Edgeway Events, we are committed to operating in full compliance with all applicable Department of Transportation (DOT) regulations, including rules that govern driver hours of service, rest periods, and vehicle operation limits. These regulations are not just bureaucratic red tape — they are critical safety standards designed to protect our drivers, your event, and the public at large. Understanding why these rules exist and why we must follow them helps to ensure that everyone involved remains safe, legally protected, and properly supported.

Why DOT Regulations Matter

The DOT’s Hours of Service (HOS) regulations are specifically designed to prevent driver fatigue — one of the leading causes of commercial vehicle accidents. Professional drivers often work long hours under demanding conditions, which can lead to physical and mental exhaustion if proper rest is not taken.

Federal research has shown that tired drivers are just as dangerous as drunk drivers. A fatigued driver’s reaction time, situational awareness, and decision-making ability are significantly impaired when they don’t get enough rest. The DOT's HOS rules aim to prevent this by creating a structured balance between:
The amount of time a driver is allowed to drive.
The amount of time a driver is allowed to be on duty (working, loading, setting up).
The minimum amount of rest a driver is required to take before returning to the road.

For example, drivers are generally limited to:

• A maximum of 11 hours of driving within a 14-hour work window.
• A mandatory rest period of 10 consecutive hours before they can begin driving again.
• Additional rest periods and breaks during shifts to prevent fatigue.

These rules are not arbitrary; they are backed by safety data showing that drivers who are properly rested are far less likely to cause accidents, have equipment failures, or suffer from impaired judgment while driving.

By following these regulations, we are ensuring that our drivers remain alert, focused, and prepared to operate vehicles safely — which protects not only the driver but also your guests, event staff, and others on the road.

Why We Cannot and Will Not Violate These Rules

Beyond the safety implications, these rules are also federal law. The DOT's Hours of Service regulations are enforced by the Federal Motor Carrier Safety Administration (FMCSA), and breaking them can lead to severe consequences for both our company and the driver, including:

• Heavy fines for the driver and our company.
• Out-of-service orders that could prevent us from continuing to operate during or after your event.
• License suspensions and permanent damage to our company’s safety rating.
• Legal liability if an accident occurs as a result of driver fatigue caused by exceeding legal driving limits.

If we knowingly exceed DOT limits — even at a client’s request — we are directly violating federal law. Encouraging or requiring a driver to operate beyond the legal limits is not just a regulatory violation — it is a federal offense that could lead to criminal charges, lawsuits, and business consequences.

Therefore, if your event’s schedule or logistics would require us to exceed DOT driving or work limits, we are legally and ethically obligated to refuse. Even if your event is time-sensitive, we cannot and will not compromise on safety or legality.

How Client Delays and Decisions Create Cascading Effects

While we plan our routes and schedules carefully to account for normal traffic, loading, and delivery time, there are certain client-related delays or issues that — even if they seem minor at the time — can have cascading effects that put us at risk of violating DOT regulations.

Examples of Cascading Effects:

1. Inability to Reach the Client or Key Contact

   • If our crew arrives at the event site and cannot reach the client or key contact for access instructions, setup guidance, or problem-solving, this creates a delay.
   • Even a 30-minute delay at one stop can affect the entire schedule for the day, reducing available driving time or pushing the driver past their allowed 14-hour window.

2. Restricted Access to the Setup Area

   • If the setup location is behind a gate, in a restricted area, or otherwise inaccessible due to lack of communication or preparation, our crew may have to wait for the client to resolve the issue.
   • This lost time cannot be recovered within the 14-hour driving window — so even if the driver has not yet hit their 11-hour driving limit, they may be forced to stop early to comply with HOS regulations.

3. Extended Setup or Teardown Time

   • If a client requests additional setup time or if teardown is delayed due to site issues, this pushes back the entire operational schedule.
   • Since DOT rules limit how long a driver can be "on duty" (including both driving and working), a longer setup could result in the driver reaching their limit before the full shift is complete.

4. Event Overruns or Late-Stage Schedule Changes

   • If an event runs longer than expected or the client requests additional time, this can push the driver over their allowed operating hours, requiring an unscheduled overnight stop.
   • This could force us to adjust or cancel other scheduled events to remain compliant with DOT rules.

Client Responsibility for Costs Resulting from Non-Compliance Risk

While we take every reasonable step to plan and schedule events in a way that ensures compliance with DOT regulations, there are situations where client-related changes or delays may push us beyond the legal operating limits.

If an event or delivery causes our crew to exceed DOT driving or on-duty limits due to client-related factors, including but not limited to:

• Changes to event times.
• Delayed access to the event site.
• Extended setup or teardown times.
• Site-related delays (such as lack of access, poor site conditions, or incomplete site preparation).
• Last-minute changes to delivery or pickup schedules.

The client will be financially responsible for all reasonable costs necessary to maintain DOT compliance, including but not limited to:

• Lodging costs if drivers are required to take a mandatory rest period before returning to base.
• Meal per diems for the affected crew during the rest period.
• Additional labor costs if replacement crew members are required to meet operational and legal requirements.
• Vehicle and operational costs associated with delays or extended use of equipment and personnel.
• Cancellation or rescheduling of subsequent events due to delays caused by your event.

Why This Policy Exists

We understand that event schedules can be unpredictable and that changes happen — but it’s critical that everyone involved understands that the consequences of violating DOT regulations are not just financial — they involve the safety and well-being of our team and the public.

By ensuring that drivers get proper rest and stay within their legal driving hours, we are protecting:
Your event from disruption or legal liability.
The safety of your guests, our drivers, and others on the road.
Our company’s ability to continue providing exceptional service without regulatory penalties or operational shutdowns.

This is not just about following the law — it’s about doing the right thing for everyone involved.

Notification and Billing

• If it becomes necessary to take corrective action to maintain DOT compliance due to client-related delays, Edgeway Events will notify the client as soon as reasonably possible.
• All associated costs will be documented and included in the final invoice.
• Payment for these costs will be due in accordance with the terms of the event contract.

Waiver of Liability for DOT-Related Delays

Edgeway Events will not be held responsible for any failure to deliver, delayed delivery, or interrupted service resulting from the need to comply with DOT regulations. If DOT compliance requires a delay or overnight stop, the client agrees that such delays do not constitute a breach of contract or grounds for refund.

By Booking an Event, You Acknowledge and Accept These Terms

By booking an event with Edgeway Events, the client acknowledges and agrees to these terms and accepts financial responsibility for any costs incurred to maintain DOT compliance due to client-related scheduling changes, delays, or site issues.

You are not just partnering with us to create an amazing event — you are also agreeing to work with us to prioritize safety, legality, and operational excellence. We appreciate your understanding and cooperation as we work to ensure that every event is executed smoothly, responsibly, and above all — safely.