TERMS AND CONDITIONS
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Definitions
“Conditions” the terms and conditions set out in this document and any special terms and conditions agreed in writing.
“Contract” means the contract for the provision of the services.
“Games” means the items that are available for hire.
“Expenses” means any expenses to be paid calculated in accordance with the rates or charges set out in any scale of charges or as otherwise agreed.
“Fees” means the fees set out or calculated in accordance with the rates or charges set out in any applicable rate band or scale of fees (or where no fee has been quoted a reasonable fee) excluding VAT.
“Client” means the person, firm or company requesting the services in accordance with the conditions.
“Company” means Event Hire Warwickshire.
“Working days” means Monday to Friday excluding bank holidays.
Pre-Booking Terms
1.Reservation Confirmation:
Securing your date requires a 50% non-refundable deposit of the total hire cost. If cancellation is required with more than two weeks’ notice before the hire date, 50% of the fee can be returned.
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2.Payment and Delivery:
Delivery is scheduled upon full balance payment, which is due no later than four weeks before your event.
3.Terms Agreement:
Changes to terms require written consent by an Event Hire Warwickshire director.
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4. Deposit:
The client will pay the pre-agreed deposit in addition to the hire fee. This will be fully refunded within ten workings days of the games being returned in acceptable condition to the company. If damages / losses have occurred for less than deposit amount, client will be refunded the difference only. For damages greater than deposit amount the hirer will be liable for the excess funds to be returned.
Hire Duration
1. Click and collect
The click and collect option will be available to hire for the event day booked. On some occasions, for logistical convenience, collection and delivery may be arranged on dates outside of the agreed hire date. Providing this is pre agreed with the company the client will not incur any additional hire costs.
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2. Drop off and setup packages
Each package includes an six-hour hire period. Additional hours are invoiced at £25 per hour subject to availability.
Collection Timing:
Timings are agreed on a case-by-case basis at the time of booking. This is typically on the day of the event hire; however, this can be on a pre-agreed subsequent day.
Game Specifications
1. Appearance Variance:
Games may slightly differ in appearance from website, however the game supplied will be of the same quality and features.
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2. Substitution Policy:
We reserve the right to substitute items. For example, if damage is caused at short notice by a previous hirer. We will communicate this with the subsequent hirers ASAP and where possible give options of alternative items to substitute.
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3. Ownership:
All hired equipment remains the property of Event Hire Warwickshire.
Liability
1. Responsibility Allocation:
The company is not liable for damages to equipment or participants during the period of the game hire.
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2.Clients Responsibility:
The Client accepts responsibility for damages, lost items, and elements of the games from the point the games are under their control.
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3. Company Responsibility:
The company is responsible to ensure that the games are fit for purpose, well maintained and ready for collection or delivered at the agreed time depending on the selected service.
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4. Setup Caution:
The company will provide copies of the risk assessments, setup and usage instructions to the client. The client agrees to adhere to the information and instructions provided.
Delivery Arrangements
1. Delivery Radius:
Within a 25-mile radius of CV8 3FZ. A quotation will be given before you proceed.
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2. Route Planning:
Routes are chosen for efficiency, not necessarily shortest distance, based on navigation providers such as Google Maps.
3. Delivery Coordination:
In the process of booking, delivery details, including location, date, times and contact will be agreed. We offer a 20-minute flexibility allowance for unforeseen circumstances.
If you are paying for delivery on a per mile basis. We will always use the fastest route; this may not necessarily be the shortest route.
During Hire
The client agrees that for the duration of the hire…
1.A responsible adult will always supervise the games.
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2. Any person who is visibly intoxicated shall not be allowed to use the equipment.
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3. Any equipment which is broken or damaged during use, must not be used with immediate effect to prevent further damage or risk of injury.
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4. The client, guests or landowner, must not refuse collection of the equipment for any reason. The client accepts full responsibility until the equipment is collected by Event Hire Warwickshire.
5. In the event of adverse weather e.g. storm, strong winds etc enough to lift the equipment, the hirer must ensure that the equipment is brought to a safe place.
After Hire & Collection
6. If company has been booked to collect the hire items, the client is responsible for ensuring all items are together in one location, checked off to ensure nothing is missing and report any damages immediately. Should the items not be ready for collection at the agreed collection time then there will be a waiting charge of £25 per 30 minutes up to the maximum of one hour then another days hire will be charged.
6. If the hire items are not locatable and collection is not possible by the company the hirer will be invoiced for the purchase of replacement games. This will be invoiced at cost plus an administration fee of up to £100.
7. Reasonable wear & tear is expected; however any breakages, damages and losses are not considered reasonable wear and tear by the company. The hirer will be invoiced the value of this repair, or replacement, whichever is less. For example, if a part of a game is lost, if a spare part cannot be sourced, the hirer will be billed for a replacement set.
8. If we are unable to collect the games for any reason caused by the client or the venue, for example a locked gate, then we will invoice the cost of a second days, as well as proportionate costs associated with the next day collection. This will be £20 + £1 per mile from the address CV8 3FZ.
Cancellation
1. You can cancel your event up to two weeks before the date of the event and receive a 50% refund of the total hire cost providing the full amount has been paid.
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2. If you cancel your event within two weeks of the date of the event, no refunds will be given.
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3. Cancellation due to weather conditions that are within two weeks of your booking will be non-refundable.