4ELEMENTS TENTS
TERMS AND CONDITIONS OF HIRE
DEFINITIONS
THE COMPANY' is 4Elements Tents and / or their subcontractors or agents.
'THE HIRER' is the person hiring the equipment from the Company.
'THE PERIOD OF HIRE' is understood to mean the period during which any equipment is required to be ready and available for use.
1. CONDITIONS
(a) Unless stated in writing, all orders for hire/rental are accepted subject to the Terms and Conditions of hiring stated below. By authorising or
allowing a booking to proceed, the hirer is deemed to have acknowledged and accepted these terms and conditions.
2. SITE
(a) The hire charges are based on the assumption that the site is on firm ground with easy access for motor transport. The site should ideally be turf,
or at least have adequate drainage for rainwater, and allow securing of structures by tent pegs.
(b) If vehicular access is not within 20 metres of the setup site, additional fees will be incurred by the hirer.
(c) The hirer must inform the company if any drains, cables or other utility services are buried beneath the surface or otherwise concealed. Any
damage to underground services remains the hirer’s responsibility.
(d) The site is assumed to be adequately penetrable to provide support for our structures. Should the properties of the ground cause significant
unexpected problems, additional fees will be incurred by the hirer.
(e) The hire charges do not include any making good of the site following standard setup and takedown procedures, or any damage arising from
modified setup and takedown procedures caused by circumstances beyond our control.
(f)
The hirer is required to provide the contractor with a plan showing the position in which the tents or equipment are to be erected, and/or there
should be a representative on site during setup. In the absence of both, then the contractor will decide the most appropriate location for setup, and
once set up, the company will not be responsible for any further work.
(g) The hirer should never presume that any of the Company's equipment will be attached or joined to any buildings within the site unless stated in the
Company's booking forms. Likewise the Hirer should never presume that any other equipment is included in the Hire other than what is stated in
the Company's booking forms.
3. HIRE CHARGES
(a) The charges published in any of the Company's printed matter are for the guidance of the Hirers in estimating costs only and do not constitute an
offer.
4. VARIATIONS
(a) The Company will endeavour to supply the hirer with the equipment as quoted, though should this not be possible the Company will notify the
Hirer as soon as possible with any alterations to the design and specifications of the equipment. This does not affect the financial or contractual
agreement between the hirer and the company.
5. PAYMENT
(a) Payments must be made in accordance with the terms stated in the Company's quotation. Should settlement not be made by the Hire date then
interest will be charged at 4 % per annum above the base rate of the National Westminster Bank Plc.
6. THE COMPANY’S RESPONBILITY
(a) The company agrees to deliver and erect tents and other equipment on or before the agreed setup date as shown on the booking form.
(b) The company agrees to dismantle, take down and remove from site all equipment on or after the agreed dismantling date as shown on the
booking form.
7. THE HIRER’S RESPONSIBILITY
(a) The Hirer agrees to pay the deposit prior to a booking being confirmed and guaranteed.
(b) The Hirer agrees to pay the remaining balance upon completion of erection and setup of structures and equipment.
(c) The Hirer agrees to have the site clear, clean and tidy prior to the company’s arrival on day of setup and erection.
(d) The Hirer should not enter the structure or surrounding area until the company confirms that setup is complete.
(e) The Hirer should ensure that persons are only in or around the hired equipment when necessary, to minimize chances of damage and wear to the
equipment.
(f)
The Hirer should not tamper with the structure or any part of the equipment and in particular not affix or suspend from the equipment any item
whatsoever without written consent of the Company.
(g) The Hirer should not use any lighting, heating, cooking or other gas or electrical appliances of any kind without the previous consent in writing of
the Company.
(h) The Hirer is responsible for giving notice to or obtaining permits from any authorities who are or may be concerned and must take application
where necessary to the Planning Authority, District Surveyor, Police, Fire Brigade and any similar authority or organization. Any costs incurred in
delays or modifications in the work arising from the absence or misrepresentation of all such necessary permissions and permits shall be payable
to the Company by the Hirer. Where appropriate obtain a licence from the Local Authority. Any requirements under the licence must be notified to
us in writing, at least 28 days prior to erection. Should the Company for any reason be unable to comply with these requirements, then the
Contract will become void and the customer advised accordingly.
(i)
If the agreed hire contract includes electrical equipment, the hirer agrees to provide a safe and suitably rated electrical supply within 15 metres of
the equipment, unless we have agreed otherwise prior to signing of the contract.
(j)
The Hirer should not touch, modify or interfere with any electrical or non-electrical equipment that is the ownership of the company.
(k) The Hirer will be responsible for any additional costs incurred to the Company as a result of any booked equipment not being able to be set-up
due to incorrect measurements, varying height levels or undisclosed site complications of which the company were not informed.
(l)
The Hirer will be responsible for any costs incurred by the Company due to changes being requested once the build has begun
(m)
The Hirer should never presume that any other equipment is included in the Hire other than what is stated in the Company's booking
forms.
11. ERECTION AND DISMANTLING
(a) The Company covers all erection and dismantling costs as included in the quotation, and provides labour as required. Only in exceptional
circumstances and by special arrangement will the Company allow the Hirer to erect and/or dismantle the Company's property.
(b) The quoted costs of rental, erection and dismantling of equipment includes attendance of the Company’s crew during erection and dismantling,
though no company personnel will be in attendance throughout the hire period, apart from by prior arrangement with the Company.
13. FORCE MAJEURE
(a) While every effort will be made by the Company to carry out any agreed rental, the full execution of a booking is subject to variation or cancellation
by the Company consequent to ‘acts of god’, war, strikes, riots, lockouts or any other disturbances beyond our control. Fire, flood, storm, or
tempest restrictions on the use of transport, fuel or power are included in the above exemptions, and may contribute to the company having to
alter a booking.
14. CONTRACT
(a) No verbal representations or arrangements are recognized by the Company. A booking may only be deemed valid once the Hirer is in receipt of a
booking confirmation from the Company. The Company will provide a booking confirmation subject to availability and on receipt of a fully
completed booking form with a deposit from the Hirer. Should the Company not have availability then the deposit will be returned to the Customer.
8. LOSS OR DAMAGE
(a) The Hirer shall during the period of Hire be responsible for the maintenance and safe custody of the Company's equipment from completion of
erection until dismantling.
(b) The Hirer must be satisfied with the equipment before use and should notify the Company of any miscounts, incorrect deliveries or unacceptable
equipment before use.
7. INSURANCE / Damage Waiver
(a) Payment of a 6% damage waiver will cover all areas of insurance for the equipment hired excluding those listed in point 8.
8. EXCLUSIONS FROM INSURANCE
(a) Insurance excess - The insurance cover excludes the first £250 of any claim and this is payable by the Hirer.
(b) Cover only applies to equipment that is delivered by the Company and does no include any equipment provided by a sub-contractor, unless
invoiced by the company.
(c) Disappearance, Unexplained or inventory shortage
(d) Consequential Loss
(e) Acts of fraud or dishonesty by any party to whom the property insured has been entrusted or hired.
(f)
Any breach of the Company terms and conditions as herein stated will negate the insurance policy
(g) Failure to report the loss or damage arising from fire, theft or vandalism to the police immediately upon discovery and to the Company within 24
hours.
10. LIABILITY TO THIRD PARTIES
(a) The Company will not be responsible for, and the Hirer will indemnify the Company against any claims for injury, loss or damage to persons or
property. Any damage, loss or injury that is proven to be caused by faulty goods or negligence by the company must be forwarded in writing to the
company for assessment by the company’s insurers.
15. SAFETY REGULATIONS
(a) All our structures are subject to the same regulations as temporary structures and as such are governed by Smoke Free Legislation, which states
that temporary structures that are open to the public, or used as a place of work, are covered under the legislation in the same way as a
permanent structure. A tent for example is required to be smoke free and needs to carry appropriate signage if it is either enclosed or substantially
enclosed as defined in the regulations.
(b) The Hirer agrees to ensure that no guest will be allowed to smoke in the marquee during the hire period, loss and or damage caused to the
marquee by the Hirer and or by guests whilst under hire will be the responsibility of the Hirer and the Hirer will reimburse any charges incurred
rectifying any damage or loss.
16. CANCELLATION
(a) The 50% deposit is non refundable.
(b) Full cancellation of a booking within a month of the erection date incurs a cancellation cost of 25% of the total fee.
(c) Full cancellation of a booking within two weeks of the erection date incurs a cancellation fee of 50% of the total fee.
(d) Partial cancellation (removal of some items from the quotation) may incur cancellation costs dependent on the items removed. Tents, structures,
and audio visual equipment will incur cancellation fees as above.
17. EXCULSION OF LIABILITY
(a) The company will make every effort to complete setup on or before the agreed set up date. If equipment is not erected because of hindrances
caused by bad weather or other circumstances beyond our control, the company shall not be liable to any compensation to the hirer.
18. RECORDED MEDIA
(a) We reserve the right to photograph, film and document our equipment in any location. The recorded media remains under ownership of the
Company, and may be used by the Company at our discretion.
By signing you agree to the above terms and conditions
Signed …………………………………………………………
Print name ……………………………………………………..
Date ……………………….