TERMS & CONDITIONS OF HIRE

In these terms and conditions, Original Tents & Events LTD, their sub-contractors and agents are referred to as ‘The Company’. The signatory to the contract of hire is ‘The Hirer’.

1. CONTRACT OF HIRE. These terms form part of The Hirer’s “contract of hire” with The Company. By signing the “contract of hire” The Hirer agrees to be bound by these terms.

2. BOOKING. Your booking is confirmed, and the Contract of Hire begins once you have signed and agreed to these terms & conditions and/or your deposit has been received.

3. PERIOD OF HIRE. The period of hire is the period which the tentage or equipment is required to be ready and available for use. This is detailed on the on your invoice. It is your responsibility to be aware of this period and the site is prepared for set up and take down of our equipment according to the invoice.

On the confirmed ‘set up’ day, you or a representative will be on site for our arrival to approve the final site position and to discuss the build process. If no one can be there on our arrival, The Company will position the marquee according to the site plan created. Please note variations may apply if the ground isn’t suitable when following the plan – any changes will be at the discretion of the site manager if you cannot be there.

4. SITE. All bookings are subject to a site visit to determine that the site is, sufficiently level, and is reasonably firm ground, with access for motor transport and that no drainage, electric cables or other services are buried beneath the surface or overhead. The hire charges do not include any making good or repairing any damage to the site. It is the responsibility of The Hirer to make The Company aware of underground services within the work area.

The Hirer or a representative is requested to attend site to confirm the position in which the tents or equipment are to be installed. Otherwise, the contract shall be deemed to have been completed once The Company has positioned the tentage or equipment as it sees fit.

The Hirer is responsible to communicate any amendments to the site following the site visit to ensure the contract can be fulfilled. This includes making changes to ground levels, creating access or arboricultural works. Whilst The Company will always endeavour to complete the contract, it does reserve the right to refuse to build, if the site is deemed unsafe.

5. PAYMENT.

   The company operates a payment structure as follows:

   • A deposit payment is due on confirmation of the booking, this will be 25% of the agreed quotation (non- refundable).
   • An interim payment of 25% of the agreed quotation is due in January, in the year of your event (except for those bookings made pre 1/2/2024).
   • The final balance is due 1 month before the hire period commences.
   • If the booking is made within the year of the hire, 50% payment will be due on confirmation, with the final payment due 1 month before the hire period.
   • Payments to be made by BACS. Prices include VAT.

6. PRICING. Quotes are valid for 30 days. Prices quoted will not change over time once booking is confirmed. The Company reserves the right to requote for additional items following this period on items not confirmed at time of booking.

7. CANCELLATION OR PREMATURE TERMINATION OF CONTRACT. The initial deposit payment to The Company on confirmation is non-refundable. In the event of the termination of the contract by The Hirer within 1 month of the hire period, The Hirer shall be liable to pay the hire charge in full.

8. POSTPONEMENT. Should The Hirer wish to postpone the contract to a future date, The Company has the right to charge for an additional deposit payment, plus any payments made to sub-contractors.

If the event is postponed within 1 month of the original hire period, The Hirer will be liable to pay the hire charge in full.

9. CANCELLATION OF THIRD PARTY SERVICES. The Company uses sub-contractors for services provided. This includes, but not limited to Furniture, Loo’s, Generators & Refrigerated trailers.

The Company will manage the booking and pay deposits where required. Should you cancel any of these services or the contract with The Company, The Hirer may be subject to a cancellation charge.

10. INSURANCE. The Company recommends The Hirer to have adequate insurance to cover their event. To include public liability, employers liability, cancellation of/ or part of the event and The Companies property & services. The customer will be entirely responsible for loss or damage to the equipment resulting from failure to adhere to agreed arrangements.

11. DAMAGE WAIVER FEE. In the absence of event insurance, The Hirer must pay a damage waiver fee to The Company OR in addition to event insurance The Hirer may elect to pay a damage waiver fee to The Company. The fee is calculated as 5% of the total hire, minimum of £500.

If the damage waiver fee is included, then The Company will not seek to claim for any loss or damage to the equipment. The client is responsible for all loss or damage to equipment resulting from wilful neglect or malicious acts, theft, or legal liability.

Should the Client elect not to pay the damage waiver fee, the Client will on request at any time produce to The Company a receipt for current premium and the insurance policy documents in the Client’s name and covering all equipment.

12. LOSS OR DAMAGE. During the period of hire, The Hirer shall be responsible for the maintenance and safe custody of the Company’s equipment. Other than fair wear and tear or damage caused by an act of God, The Hirer will make good to The Company all loss or of damage to The Company’s property or equipment hired or used on the site.

13. SECURITY The Hirer is responsible to ensure all equipment is safe and secure during the hire period.

14. LIABILITY TO THIRD PARTIES. The Company carries £5,000,000 public liability insurance. However, The Company will not be responsible for and The Hirer will indemnify The Company against, all claims for the injury to persons or loss or damage to property howsoever caused unless it is proved that such injury or damage was caused by faulty materials, workmanship or negligence on the part of The Company.

15. STRUCTURE SAFETY If The Hirer wishes to roll up or fold back the marquee walls, you must before leaving the marquee unattended or in the event of high winds, close all walls and secure, which includes re-attaching to ground pegs. The marquee must never be left with marquee walls rolled up or folded back. Wind loading specifications can be supplied, on request.

The Hirer is to ensure that the king poles are not climbed, wall poles are not removed, the generator is turned off when not in use, no fire (except candles), fireworks, sparklers or smoking shall take place in any structure. There must be no naked flames (fire bowls or BBQ’s) within 10 metres and no fireworks within 100 metres of the marquee footprint. 

16. PERMITS. The Hirer is responsible for giving notice to or obtaining from any authorities who are or may be concerned and must make application where necessary to the Planning Authority, District Surveyor, Police, Fire Brigade and any similar authority or organisation.

17. FORCE MAJEURE. While every effort will be made by The Company to carry out any order accepted, the full performance of it is subject to variation or cancellation by The Company consequent upon an Act of God e.g. fire, flood, storm or gale.

18. MODIFICATION OF CONTRACT. No verbal representations or arrangements are recognised by The Company and these terms and conditions can only be modified by a supplementary written contract (or confirmatory email).

19. ATTENDANCE. Unless The Hirer elects to have our on site, event service, the hire charges do not include attendance by Company personnel except during the actual processes of erecting and dismantling the tentage—or in the case of emergency. The Hirer will be provided with emergency contact information for Company staff on call.

20. GENERATOR HIRE. If applicable, the price includes the hire of the generator and distribution of power around the marquee / site & fuel for 18 hours use. Additional usage / hours will be charged following the event.