COUTTS EVENT HIRE TERMS & CONDITIONS

 

DEFINITIONS

 

In these terms and conditions of hire, the following meanings shall apply:

 

“I, we, us, our” refers to Coutts Event Hire Ltd, Company No:  11901482

“you, your” refers to the named person on the booking.

“the hirer” means the person or persons who is entering into this contract to hire any item or items.

 

We reserve the right to amend these terms and conditions at any time and you should therefore check them each time you hire items from us.  The terms and conditions applying to your hire will be those in place on the date that you make your reservation.

 

1. BOOKING

• The provision of goods for hire from Coutts Event Hire is subject to receipt of the booking confirmation.

• Booking is confirmed by

• Cleared payment of the required deposit or full payment;

• Endorsed acceptance of the Coutts Events Terms and Conditions

• The final balance payment must be cleared by Coutts Event Hire at least 28 days in advance of the event.When the payment is cleared, your booking is confirmed.

• Coutts Event Hire can take no responsibility or liability for any change of availability of hired goods during the period before cleared payment.

• Coutts Event Hire reserves the right to decline acceptance of any payment method(s) at its own discretion.

       Likely examples of this are cash on collection or late requests to pay by cheque or invoice/purchase order.

• Quotes are valid for no more than 7 days.They may be withdrawn at any time.Only written quotes from a Coutts Event Hire representative may be honoured; telephone and other quotes and prices for services may be subject to change at our discretion.

• Full payment is due before delivery.

 

2.   STANDARD HIRE PERIOD

(a)     Unless specifically arranged at the time of booking, all standard hires are based on a total of three days:              

         Day One:         Delivery/Pick Up

         Day Two:         Event

         Day Three:      Collection/Drop Off

 

Please note that our standard delivery and collection hours are between 09:00 and 17:00 Monday to Friday.

Weekend events will be delivered on Friday and collection will take place on Monday unless otherwise agreed and confirmed by email.  No further costs will be incurred in this instance.

 

3.  PAYMENTS

• All goods hired will require a 30% non-refundable deposit at the time of the booking to secure the order.

       If the required delivery date is within 4 weeks of placing your order, full payment will be required.

• The balance of the complete cost of the hire (inclusive of delivery and collection charge) is due for payment 30 days prior to the event date.The preferred method of payment is by BACS or cheque.If paying by cheque, all cheques must be accompanied by a cheque guarantee card number and card expiry date – these details must be added to the back of the cheque prior to sending.

• If the balance payment is not received we reserve the right to withdraw our acceptance of your order.No delivery will be made without receipt of the balance.Delivery will not be made without receipt of the full invoiced balance and security deposit transaction.

• No refunds or credits will be issued for any items that are returned unused.

 

4.  REFUNDABLE SECURITY DEPOSIT

• A refundable security deposit must also be provided with the balance payment 4 weeks prior to the event date.The sum of money is dependent upon the value of the goods being supplied and is held as a deposit against the safe and prompt return of the goods under hire.

 

5.   CANCELLATION

• All cancellations by the hirer must be made in writing; either via email or recorded post.Orders are not cancelled until this has been received.(It is recommended you confirm our receipt of your cancellation by telephone).

• You will incur a cancellation charge based upon the value of the balance owing.This amount is dependent upon the length of notice we receive from you.

• Less than 90 days and more than 31 days before the first day of the hire period – 50%

• Less than 31 days and more than 14 days before the first day of the hire period – 75%

• Less than 14 days before the first day one of the hire period – 100%

• No notice of cancellation given – 100%

 

6.   EXTREME CIRCUMSTANCES / FORCE MAJEURE / CANCELLATION BY US

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(a)    In the event of extreme weather or road conditions, which result in us, being unable to safely deliver or collect the hired

         goods, we reserve the right to alter the arrangements for delivery or collection and shall not be liable for any losses or

         costs to you that may arise as a result.

(b)    We reserve the right to cancel in extreme circumstances that make your hire unviable for us, up to and including the day

         of your hire.  We are the ruling party on deciding if the hire is unviable and we will not be liable for any compensation or

         additional costs you may incur as a result of our cancellation, however a full refund will be issued.

 

7.   DURING HIRE

• When a Coutts Event Hire representative delivers the goods to the agreed site/address, and until a Coutts Event Hire representative collects them, the goods are the sole responsibility of the hirer.The hirer warrants that the person signing the delivery note is duly authorised to do so on the behalf of the hirer and the person signing the delivery note warrants that he/she is duly authorised to sign on behalf of the hirer.Human error and damage in transit can occur.It is the responsibility of the hirer to check the goods on arrival and ensure that they are satisfied with the quantity and quality of goods delivered whilst the delivery team are still on site.It is the hirer’s responsibility to ensure that the equipment whilst on hire is fully covered by his/her own insurance, with regards to loss, theft, damage and public liability risks.

• Goods should be stored in the correct way to avoid damage – it is the hirer’s responsibility to ensure they know how.(Ask us at any time).Goods should be stored in secure, dry conditions.Negligence can result in loss and damage for which relevant charges by Coutts Event Hire apply.

• Goods should be returned in dry, as hired condition or relevant charges defined by Coutts Event Hire apply.

• Hirers who choose to collect or return goods themselves must use vehicles suitable for this purpose including means of securing the goods safely.Coutts Event Hire reserves the right to refuse the release of hired goods to any customer without a suitable vehicle for the safe carriage of hired goods.

• Coutts Event Hire reserves the right not to leave goods with the hirer, if on delivery it is apparent the goods will not be kept safely or securely. All hired items are for indoor use only unless specifically stated otherwise; any items used outside are done so entirely at the hirer’s own risk.

• Late returns of goods will incur full relevant hire fees, plus any costs in the instance where other customers are inconvenienced and/or compensated due to the hirer’s late return.

• The hired goods and equipment remain the property of Coutts Event Hire at all times.

 

8.   DAMAGES/LOSS

• There are charges for any items hired from Coutts Events that are damaged or lost, the costs of which are available on request.Standard laundering of hired items is included in the prices quoted.This includes removable light stains from food, drink and light scuff marks from shoes.However, if upon inspection after your event we find that irreversible damage has been caused to our hired items for example rips, footprints, drawings, cigarette burns, candle wax, chip and cracks and excessive stains and scratches etc. then this will result in damaged goods being charged at full replacement value.Charges will be made on a “per” item basis from the refundable security deposit.If damage to items is more than the security deposit paid this will result in the full replacement cost being invoiced to the hirer to make payment within 7 days, the remaining balance after payment for any damage will be returned to the hirer within 14 days.Substitutions cannot be accepted.

• Loss also includes, but is not limited to other costs incurred such as loss of staff time through labour, waiting, cleaning etc., inconvenience to other customers as a result of the hirer’s failure to comply with the terms and conditions and agreed hire start/end times and other relevant details.

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9.   DELIVERY AND COLLECTION

• Customers are responsible for informing Coutts Event Hire of any relevant details for loading and unloading, such as parking restrictions, tolls, stairs (inside & out), lifts or escalators, distance into the building and any other limitations, prior to delivery.Customers will be held responsible for any tickets or costs Coutts Event Hire incurs due to failure to inform us, or any delays that happen as a consequence of a customer’s action or inaction.

• Unless otherwise stated, delivery and collection will include:

• Customers choice of an approximate, guide window of time as AM (usually 9am – Noon) or PM (usually Noon – 5pm) on weekdays, weekends may vary.The details will be determined and confirmed between the client and Coutts Events at least 4 weeks prior to the event date.

• Delivery to the street level/ground floor within reasonable access (up to 10 meters from nearest available parking point) or up to 10 meters in to a building on the ground floor.Please note this may be reduced to narrow corridors and entry points, or if loading is hazardous.Manoeuvring hired items beyond this is your responsibility.Please ensure someone is available to help with unloading the vehicle and manoeuvring items.Please do not ask our drivers to manoeuvre items, as this may put them in an awkward position to have to refuse.This is due to business health & safety, our insurance and the timing allocated for deliveries – not because we’re being unhelpful :)

• Delivery to a single point where the goods may be held safe & secure.

       Regarding collections, the hired items must be available at the delivery address, unless otherwise stated. 

       Items must be collated and must not be left in an unsecured or unattended location.  Additional time spent beyond what is reasonable to collect 

       items will be charged accordingly.  The items are your responsibility until they have been signed over to us.  If no-one is present to sign over the

       items when they are collected, our decision is final as to the condition and availability of the items.

 

10.   LIABILITY

 

• Coutts Event Hire or any of their employees shall not be liable in respect of any injury, accident or damage caused to animals, property, persons or objects arising from the use of any hired equipment.The company will, under no circumstances, be liable for any direct, indirect or consequential loss, damage or extra costs incurred caused by its negligence or other default in the performance of its duties.Electrical items are PAT tested and risk assessments are carried out to ensure items are handled and used correctly.Due to the nature and age of some of the hired items they may not meet current EC regulations.We do everything we can to ensure the safety and safe handling of the items.

• Caution should be exercised in particular with the use of candles; we shall not be liable for any damage/injury/loss caused as a result of using candles.  Permission should be sought from the venue as to the suitability of all items hired.

• We will try to supply your specific requirements but if we have a problem with any item we will contact you to discuss.

• All colours illustrated in our catalogue and on our website are representative of the actual colour, as shades may vary from actual item. Any typographical, clerical or other error or omission in any sales literature, quotation, price list, invoice or other document or information issued by us shall be subject to correction without any liability on our part.

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11.   GOVERNING LAW

 

Any dispute or legal issues arising from these Terms and Conditions of Business will be determined by the Law of England and Wales and considered exclusively by the courts of England and Wales.

 

If for any reason you are not entirely satisfied with your goods your statutory rights are not affected and complaints can be made in writing to Coutts Event Hire Ltd, Unit 21, Chitterley Business Centre, Silverton, Exeter, Devon, EX5 4DB.

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