Terms and Conditions

These Terms & Conditions govern the use of the Equinox Custom Signs website and all estimates, quotations, proposals, designs, products, fabrication, project-management services, permitting services, deliveries, installations, removals, surveys, and other services provided by Aksharraj LLC, doing business as Equinox Custom Signs, referred to in these Terms as “Equinox Custom Signs,” “Equinox,” “Company,” “we,” “us,” or “our.”

The person or entity requesting or purchasing products or services is referred to as the “Customer,” “Client,” “you,” or “your.”

These Terms are incorporated into every estimate, quotation, proposal, sales order, change order, invoice, proof, purchase order acknowledgment, and other agreement issued or accepted by Equinox Custom Signs, unless Equinox agrees otherwise in a written document signed by an authorized representative.

1. Acceptance of Terms

You agree to these Terms when you take any of the following actions:

• Approve or sign an estimate, quotation, proposal, proof, sales order, or change order
• Provide written or electronic authorization to proceed
• Pay a deposit or invoice
• Issue a purchase order
• Authorize design, permitting, fabrication, procurement, delivery, installation, removal, or other work
• Accept delivery, installation, or completion of products or services
• Use this website

If a specific written proposal or contract conflicts with these website Terms, the specific written proposal or contract will control for that project. A Customer’s purchase order or standard purchasing terms will not modify or replace Equinox’s Terms unless Equinox expressly accepts those different terms in a written document signed by an authorized representative.

2. Estimates, Quotes and Pricing

Unless otherwise stated in writing, quoted pricing is valid for thirty (30) days from the quote date.

Quotes are based on the scope, quantities, dimensions, materials, finishes, specifications, photographs, plans, measurements, artwork, site information, and other information available when the quote is prepared.

After the expiration date, Equinox may revise pricing to reflect changes in:

• Material costs
• Supplier or subcontractor pricing
• Freight and delivery charges
• Tariffs or governmental trade actions
• Labor costs
• Equipment costs
• Permit or inspection requirements
• Project quantities
• Site conditions
• Customer-requested changes
• Manufacturing availability
• Other project-related expenses

Unless specifically included in writing, a quote does not include work or products outside the expressly stated scope.

Taxes, permit fees, engineering fees, expedited shipping, specialty equipment, electrical work, traffic control, bonds, wage-compliance expenses, union labor, after-hours work, restoration work, or other third-party costs are excluded unless specifically listed.

3. Payment Terms

Payment requirements and due dates will be shown on the applicable quote, proposal, contract, sales order, or invoice.

Unless different terms are stated in writing:

• Orders totaling $500 or less must be paid in full before design, procurement, or production begins.
• Orders totaling more than $500 generally require a 50% deposit before work begins, with the remaining balance due according to the applicable quote or invoice.
• Large, phased, government, institutional, or multi-location projects may have a negotiated progress-payment schedule.
• Site surveys, permit fees, engineering fees, rush charges, removal-only services, specialty equipment reservations, shipping charges, and other third-party costs may require payment in full before the service is scheduled or the expense is incurred.
• Rush orders may require full payment before work begins.
• Deposits are non-refundable to the extent they cover design time, project management, materials, supplier commitments, subcontractor reservations, permitting work, administrative work, or other costs incurred or committed for the project.

Equinox may suspend design, procurement, fabrication, delivery, permitting, installation, or other work if a required payment is not received when due. Any resulting schedule changes will not constitute a breach by Equinox.

Payment by credit card or other electronic method may be subject to a processing fee if the fee is disclosed before payment. The applicable quote or invoice will control.

4. Past-Due Accounts and Collection Costs

Past-due balances may be subject to late fees or finance charges as stated on the applicable quote, contract, or invoice and as permitted by law.

The Customer is responsible for reasonable costs incurred in collecting overdue amounts, including collection-agency fees, court costs, filing fees, and reasonable attorneys’ fees, to the extent permitted by law.

The Customer may not withhold an undisputed payment because of a dispute concerning another portion of the project.

Equinox may retain possession of unfinished or completed products until all amounts then due are paid. Any lien, removal, repossession, or other remedy will be exercised only to the extent available under applicable law and the applicable contract.

5. Ownership of Products

All fabricated signs, materials, equipment, components, and other products supplied by Equinox remain the property of Equinox Custom Signs until Equinox receives payment in full for the applicable project.

Risk of loss may transfer to the Customer upon delivery, pickup, shipment, installation, or another time specified in the applicable quote or contract.

The Customer shall not sell, transfer, alter, remove, encumber, or dispose of unpaid products without Equinox’s written authorization.

6. Design Services and Intellectual Property

Design, concept development, technical drawings, renderings, surveys, production preparation, and artwork creation are separate professional services unless expressly included in the quote.

Unless otherwise stated, design or artwork services outside the quoted allowance are billed at Equinox’s then-current rate. Equinox’s current standard design rate may be stated on the applicable quote and may be billed in time increments described on that quote.

Unless a written agreement provides otherwise, the Customer receives a limited right to review Equinox-created concepts, proofs, drawings, mockups, and specifications solely for purposes of evaluating and approving a project with Equinox.

Before the applicable design fee and all related project amounts are paid in full, the Customer may not:

• Use the design for manufacturing by another company
• Provide the design to another sign provider or contractor
• Solicit competing fabrication or installation pricing using the design
• Copy, reproduce, modify, trace, distribute, publish, or commercially use the design
• Request or use editable, vector, native, production-ready, or source files

Equinox retains ownership of its original concepts, working files, templates, fabrication methods, production specifications, shop drawings, mockups, and other intellectual property unless ownership is expressly transferred in writing.

Payment for a completed sign does not automatically include transfer of native artwork, production files, fonts, licensed assets, templates, vendor files, or proprietary fabrication information.

The Customer represents that it owns or has permission to use all names, logos, trademarks, photographs, artwork, copy, and other materials supplied to Equinox. The Customer is responsible for claims arising from materials it provides or instructs Equinox to use.

7. Proofs, Revisions and Customer Approval

The Customer is responsible for carefully reviewing all proofs, shop drawings, layouts, measurements, spelling, punctuation, phone numbers, addresses, colors, logos, quantities, dimensions, materials, finishes, mounting methods, and other specifications.

Written or electronic approval of a proof constitutes authorization to proceed.

Unless a quote states otherwise, customary design pricing includes up to two reasonable rounds of revisions. Additional revisions, redesigns, changes in direction, architectural changes, revised source files, or changes requested after approval may be billed separately.

Once a proof is approved:

• Equinox is not responsible for errors that appeared on the approved proof.
• Changes may require additional design, material, fabrication, shipping, or installation charges.
• Changes may extend the project schedule.
• Replacement or rework resulting from an approved error will be the Customer’s responsibility.

Digital proofs and renderings are visual representations. Actual colors, dimensions, lighting effects, finishes, textures, seams, welds, spacing, fabrication details, material appearance, and installation conditions may vary within reasonable manufacturing and industry tolerances.

8. Customer-Provided Artwork and Information

Customer-provided artwork must be suitable for the intended production method.

If a supplied file is incomplete, low-resolution, corrupt, improperly formatted, missing fonts, not production-ready, or otherwise unusable, Equinox may charge for file correction, vectorization, recreation, design, prepress preparation, or related work.

The Customer is responsible for the accuracy of all measurements, plans, photographs, specifications, brand standards, construction details, site information, and other materials supplied by the Customer or third parties.

Equinox is not responsible for additional costs, delays, rework, or performance problems resulting from inaccurate, incomplete, outdated, or misleading information supplied by others.

9. Notice to Proceed

Equinox will not be obligated to begin design, procurement, permitting, fabrication, or installation until it receives all applicable requirements, including:

• Written or electronic authorization to proceed
• Required deposit or payment
• Approved artwork or proof
• Required purchase order
• Landlord or property-owner approval
• Site-access information
• Permit-related documents
• Customer-supplied artwork and specifications
• Any other information reasonably required for the project

Production time begins only after all required approvals, payments, information, and authorizations have been received.

10. Production and Scheduling

Production, permitting, delivery, and installation dates are estimates unless Equinox expressly guarantees a date in a signed written agreement.

Schedules may be affected by:

• Customer approval delays
• Permit or inspection delays
• Landlord or architectural-review delays
• Material shortages
• Supplier or subcontractor delays
• Freight delays
• Weather
• Site readiness
• Utility availability
• Equipment availability
• Labor shortages
• Governmental actions
• Events outside Equinox’s reasonable control

Equinox is not responsible for business-opening delays, certificate-of-occupancy delays, lost revenue, lost use, lost profits, or other consequential losses resulting from an estimated schedule or a delay outside Equinox’s reasonable control.

Rush service is subject to availability and may require additional fees and advance payment.

11. Cancellations

All signage is custom-made or ordered for a particular Customer and project.

If a Customer cancels or suspends a project, Equinox may retain all or part of the deposit and invoice the Customer for:

• Design and project-management time
• Administrative work
• Site surveys
• Permit preparation
• Engineering
• Materials purchased or ordered
• Supplier cancellation charges
• Freight
• Restocking fees
• Fabrication completed
• Subcontractor or installer commitments
• Equipment reservations
• Storage
• Other expenses incurred or irrevocably committed

Once fabrication, printing, cutting, painting, ordering, or other custom production has commenced, the applicable portion of the order is non-refundable.

A cancellation is not effective until Equinox receives written notice.

12. Change Orders

Any change to the approved scope, quantities, dimensions, materials, colors, design, location, schedule, site conditions, electrical requirements, installation method, access method, or other project requirement may require a written change order.

Equinox may stop affected work until the Customer approves the additional cost and schedule impact.

Code-required changes, concealed conditions, inaccurate Customer information, field conditions differing from the information used for estimating, or changes required by a municipality, engineer, landlord, property manager, general contractor, or inspector may also result in additional charges.

13. Site Surveys

A site survey may be required before final design, fabrication, permitting, or installation.

Unless expressly stated otherwise, a standard site survey is a visual review of visible and reasonably accessible conditions. It does not include destructive testing, structural engineering, concealed-condition investigation, utility locating, roof access, wall opening, substrate testing, or elevated access unless specifically included.

Conditions hidden behind walls, above ceilings, underground, inside electrical systems, beneath finishes, or otherwise inaccessible are outside a standard survey’s scope.

Site conditions can change after a survey. Equinox is not responsible for changes occurring after the survey date or for concealed conditions that could not reasonably be observed.

14. Permits, Engineering and Approvals

The Customer is responsible for obtaining landlord, building-owner, property-management, HOA, architectural-review, easement, and other private approvals unless specifically included in Equinox’s written scope.

Equinox may provide permit-procurement or coordination services if included in the quote. Equinox does not guarantee that a permit, variance, landlord approval, or governmental approval will be granted.

Governmental permit, inspection, variance, plan-review, engineering, and reinspection fees are additional unless expressly included.

Permit fees and related professional-service charges become non-refundable when the application, drawing, review request, or payment is submitted.

Engineer-stamped drawings, structural calculations, electrical drawings, sealed plans, surveys, and professional certifications are additional services unless specifically included.

Delays or changes required by permitting authorities, inspectors, engineers, landlords, property managers, or other reviewing parties may affect the price and schedule.

15. Installation Conditions

Installation pricing is based on the conditions represented or reasonably visible when the quote is prepared or the survey is conducted.

Unless specifically stated otherwise, installation pricing assumes:

• Safe and unobstructed site access
• A structurally suitable mounting surface
• Normal business-hour installation
• Reasonable parking, loading, staging, and equipment access
• Work areas free of vehicles, merchandise, furniture, landscaping obstructions, construction materials, and other interference
• No concealed utilities, structural deficiencies, hazardous materials, water intrusion, or unknown obstructions
• No special security clearance, escort, union, prevailing-wage, certified-payroll, or badging requirements
• One coordinated installation mobilization

Unforeseen conditions may require additional labor, hardware, equipment, engineering, materials, travel, mobilization, or return visits. Equinox will seek Customer approval where practicable before performing material additional work.

Equinox may stop work if conditions are unsafe, inaccessible, inconsistent with the approved scope, or unsuitable for a proper installation.

16. Access, Scheduling and Mobilization

The Customer shall provide Equinox, its employees, installers, subcontractors, and equipment providers reasonable access to all areas necessary to perform the work.

The Customer represents that it is authorized to grant access to the property.

If a scheduled visit cannot be completed because the site is inaccessible, unsafe, not ready, occupied, obstructed, lacking required power, missing required approvals, or otherwise unprepared, additional trip, mobilization, waiting-time, equipment, or rescheduling charges may apply.

17. Electrical Requirements

Unless specifically included in writing, the Customer is responsible for having a licensed electrician provide code-compliant primary electrical service to the sign location.

Customer-provided electrical work may include:

• Dedicated circuits
• Breakers
• Disconnects
• Timers
• Photocells
• Junction boxes
• Building wiring
• Panel work
• Conduit
• Grounding
• Power from the building meter or electrical panel
• Necessary service upgrades

Unless otherwise stated in the project documents, the electrical connection point must be located within six (6) feet of the sign location and be ready before installation.

Equinox is not responsible for electrical deficiencies, power fluctuations, surges, improper grounding, code violations, water intrusion, utility interruptions, or electrical work performed by others.

18. Mounting Surfaces, Utilities and Existing Conditions

The Customer is responsible for ensuring that walls, façades, roofs, poles, foundations, ceilings, floors, posts, fences, and other mounting surfaces are structurally suitable for the proposed sign.

Equinox is not responsible for concealed or pre-existing conditions, including:

• Hidden utilities
• Inadequate blocking or framing
• Deteriorated masonry
• Improperly installed siding or EIFS
• Roof or flashing defects
• Water intrusion
• Asbestos or other hazardous materials
• Structural deficiencies
• Undisclosed underground conditions
• Code violations
• Conditions not reasonably observable before work begins

Utility locating, destructive investigation, structural testing, scanning, core drilling, excavation, and restoration are excluded unless specifically included.

19. Surface Repair and Restoration

Unless expressly included in the quote, Equinox’s work does not include:

• Patching
• Painting
• Color matching
• Stucco or EIFS repair
• Masonry repair
• Roofing or waterproofing
• Siding replacement
• Concrete or asphalt repair
• Landscaping or irrigation restoration
• Interior finish repair
• Restoration of holes, shadows, ghosting, staining, fading, adhesive residue, or outlines from prior signage

Sign installation or removal may expose discoloration, fading, penetrations, adhesive residue, mounting patterns, or other conditions created by existing signage or normal installation methods.

The Customer is responsible for repairs and restoration not expressly included in the approved scope.

20. Delivery, Shipping and Inspection

Delivery and shipping dates are estimates.

The Customer must inspect products promptly upon delivery or pickup. Visible freight damage, shortages, or obvious defects should be documented and reported in writing within five (5) business days.

Failure to report visible damage or shortages promptly may affect Equinox’s ability to pursue a carrier or supplier claim.

If the Customer arranges shipping, pickup, handling, storage, or installation through another party, Equinox is not responsible for damage occurring after the products leave Equinox’s or its supplier’s custody.

21. Storage

Completed signs must be accepted for delivery or made available for installation when reasonably requested.

If delivery or installation is delayed because of the Customer, property owner, landlord, general contractor, construction schedule, site condition, or another party outside Equinox’s control, Equinox may charge reasonable storage, handling, redelivery, equipment, and remobilization fees.

Storage does not extend a product or manufacturer warranty unless Equinox agrees otherwise in writing.

If completed products remain unclaimed and unpaid for an extended period, Equinox may exercise remedies available under applicable law after providing any legally required notice.

22. Project Completion and Acceptance

Equinox will notify the Customer when its scope is substantially complete.

The Customer must inspect the completed work and provide a written punch list identifying alleged defects or incomplete items within five (5) business days after substantial completion, unless a different period is stated in the applicable contract.

If the Customer does not provide a written punch list within that period, the work will be considered accepted as installed, subject to any applicable written warranty.

Minor cosmetic variations and conditions consistent with normal sign-industry materials, fabrication processes, installation methods, and tolerances do not constitute defective work.

Punch-list work that does not materially prevent use of the sign does not permit the Customer to withhold the entire outstanding balance.

23. Limited Warranty

Unless a quote, product-specific warranty, or manufacturer warranty states otherwise, Equinox provides a one-year limited warranty on its fabrication workmanship and installation workmanship, beginning on the date of substantial completion, delivery, or installation, as applicable.

Manufacturer warranties for LEDs, power supplies, electronic message centers, paints, films, substrates, hardware, or other components will be passed through to the Customer to the extent transferable.

Warranty coverage is limited, at Equinox’s option, to repair or replacement of the defective portion of the product or correction of defective workmanship.

Warranty coverage does not include:

• Normal wear and tear
• Fading or weathering within expected material tolerances
• Accidents, misuse, abuse, neglect, or vandalism
• Severe weather, flooding, lightning, wind, fire, or other acts of nature
• Electrical surges, voltage irregularities, improper grounding, or building electrical issues
• Water intrusion caused by the building or work performed by others
• Structural movement or substrate failure
• Improper cleaning or maintenance
• Unauthorized repairs, modifications, relocation, or removal
• Installation, electrical work, or handling performed by others
• Damage caused by landscaping, construction, vehicles, pressure washing, chemicals, or third parties
• Consumable items
• Labor, travel, lift rental, removal, reinstallation, shipping, or access-equipment costs unless expressly included in the applicable warranty

Warranty claims must be submitted in writing with photographs and a description of the condition. The Customer must give Equinox a reasonable opportunity to inspect and address a covered condition before hiring another provider.

24. Limitation of Liability

To the fullest extent permitted by law, Equinox’s total liability arising out of a project will not exceed the amount actually paid to Equinox for the specific product or service giving rise to the claim.

Equinox will not be liable for indirect, incidental, special, punitive, exemplary, or consequential damages, including lost profits, lost revenue, loss of use, business interruption, delayed opening, reputational harm, or loss of anticipated savings.

These limitations do not apply to liability that cannot legally be limited or excluded.

25. Customer Indemnification

To the extent permitted by law, the Customer agrees to defend, indemnify, and hold harmless Equinox Custom Signs and its owners, employees, agents, subcontractors, and installers from third-party claims, damages, liabilities, costs, and reasonable attorneys’ fees arising from:

• Artwork, trademarks, logos, content, or instructions supplied by the Customer
• The Customer’s failure to obtain property-owner or landlord authorization
• Inaccurate measurements or site information supplied by the Customer
• Unsafe, defective, concealed, or undisclosed property conditions
• Work, alterations, electrical service, or installation performed by others
• The Customer’s breach of these Terms

This section does not require the Customer to indemnify Equinox for liability caused solely by Equinox’s gross negligence or willful misconduct where such indemnification is prohibited by law.

26. Photography and Marketing

Unless the Customer gives Equinox written notice before project completion, Equinox may photograph or record completed products and installations for project documentation, portfolio use, website content, social media, advertising, proposals, trade publications, and other legitimate marketing purposes.

Equinox will make reasonable efforts not to disclose confidential Customer information.

The Customer may request reasonable restrictions for sensitive, secure, government, medical, or confidential locations.

27. Force Majeure

Equinox is not responsible for delay or failure caused by events beyond its reasonable control, including severe weather, natural disasters, fire, flood, epidemics, labor shortages, strikes, supply-chain disruptions, material shortages, transportation interruptions, utility failures, equipment breakdowns, cyber incidents, governmental actions, tariffs, permitting delays, civil unrest, war, terrorism, or acts or omissions of suppliers, carriers, subcontractors, utilities, landlords, customers, or governmental authorities.

Equinox may reasonably adjust the schedule or pricing if such an event materially changes the cost or ability to perform the work.

28. Website Use

The Equinox website and its text, photographs, graphics, logos, layouts, downloadable materials, and original content are owned by or licensed to Equinox and are protected by applicable intellectual-property laws.

You may use the website for lawful informational and business-inquiry purposes.

You may not:

• Copy or commercially exploit website content without permission
• Impersonate Equinox or another person
• Attempt unauthorized access to the website or connected systems
• Introduce viruses, malicious code, or harmful technology
• Interfere with website operation
• Scrape, crawl, or systematically extract content without written permission
• Use the website for fraudulent, unlawful, threatening, or abusive activity
• Infringe another party’s intellectual-property or privacy rights

The website may contain links to third-party websites. Equinox does not control and is not responsible for third-party content, availability, privacy practices, security, products, or services.

29. Website Information Disclaimer

Website content is provided for general informational purposes. Product descriptions, photographs, examples, specifications, estimated lead times, installation information, and other website materials do not constitute a binding project proposal.

Actual materials, construction, pricing, availability, code requirements, site conditions, permitting requirements, lead times, and installation methods vary by project.

A binding project scope exists only when documented in an estimate, proposal, contract, sales order, or other written authorization accepted by Equinox and the Customer.

Although Equinox makes reasonable efforts to maintain accurate website information, Equinox does not guarantee that all website content is complete, current, or error-free.

30. Privacy

Equinox Custom Signs’ collection, use, disclosure, and protection of personal information submitted through the website or otherwise provided to Equinox are governed by the Equinox Custom Signs Privacy Policy. 

The Privacy Policy describes the categories of information Equinox may collect, how information is collected, how information is used, how information may be shared, and applicable choices regarding communications, including SMS communications. 

Customers should not submit sensitive personal, financial, medical, security, export-controlled, classified, or confidential information through a general website form unless Equinox has authorized a secure submission method. 

31. Governing Law and Venue

These Terms and any dispute arising from them will be governed by the laws of the Commonwealth of Virginia, without regard to conflict-of-law principles.

Unless another venue is required by applicable law or a signed project-specific contract, the parties consent to exclusive jurisdiction and venue in the state courts serving Hanover County, Virginia, or an applicable federal court in Virginia.

For government, public-sector, prime-contractor, or institutional projects, the governing law, dispute process, and venue stated in the controlling written contract or purchase order may apply instead.

32. Severability and Waiver

If any provision of these Terms is held invalid, illegal, or unenforceable, that provision will be limited or removed only to the minimum extent necessary, and the remaining provisions will remain effective.

Equinox’s failure to enforce a provision on one occasion does not waive its right to enforce that provision later.

33. Entire Agreement and Order of Precedence

These Terms, together with the applicable approved quote, proposal, proof, change order, invoice, and any written contract signed by Equinox, constitute the agreement between the parties concerning the project.

Unless a signed contract states otherwise, the following order of precedence applies in the event of a conflict:

1. A project-specific contract signed by authorized representatives of both parties
2. An Equinox-approved written change order
3. The Equinox quote or proposal
4. The approved proof or shop drawing
5. These website Terms & Conditions
6. The Customer’s purchase order, but only for administrative details that do not conflict with Equinox’s terms

Verbal statements do not modify the agreement unless confirmed in writing by an authorized representative of Equinox.

34. Amendments

Equinox may revise these Terms by posting an updated version on its website.

Revised Terms apply prospectively to website use and to projects approved after the stated update date. Terms applicable to an existing project will not be materially changed retroactively unless the parties agree in writing.

35. Contact Information

Questions regarding these Terms may be directed to: [email protected]