Warwickshire    Bell Tents 

Warwickshire Bell Tents Terms and Conditions of Hire

By signing the paper booking agreement or making an online booking via Ticket Tailor it is assumed that The Hirer has read the Terms and Conditions of Hire below and/or on the back of the booking agreement:

1.    THE COMPANY is Warwickshire Bell Tents. THE HIRER is the person hiring the equipment from the Company and whose name appears on the booking agreement. The Hirer must be at least 18 years of age. THE HIRE PERIOD means the time commencing with the arrival of the equipment onsite, and terminating when the equipment is removed by the Company. A BOOKING is the agreement entered into by the hirer and the Company. THE EQUIPMENT is the bell tent/s & furnishings provided by the Company for the use of the Hirer. THE HIRE CHARGES is the total amount payable including deposits, hire, delivery, assembly, installation, dis-assembly and collection of the equipment.

2.    Holding deposit – A holding deposit of £300 is due from the Hirer to the Company at the time of booking to hold the date and bell tents required. The holding deposit is retained in full by the Company where the number of bell tents held are not subsequently booked and paid in full by the Hirer.

3.    Security deposit – £50 per bell tent is required 14 days prior to the event and is payable by the Hirer to the Company. The security deposit covers damage, breakages or extra cleaning that may be required. This will be returned within 14 days of departure, minus deductions if applicable, which will be fully itemised.

4.    Delivery – Delivery is charged at 50p per mile for 2 round trips and is payable by the Hirer 14 days prior to the Hire Period.

5.  Cancellation by the Hirer - Should the Hirer wish to terminate the contract then the payable cancellation fee is 100% of the equipment Hire Charges. The Hirer should ensure they have adequate travel insurance to cover this eventuality.

6.    Cancellation by the Company for the Hirers breach of agreement – The Company may end the contract if the Hirer breaks it. The Company may end the contract at any time by writing to the Hirer if:  (a) the Hirer does not make any payment to the Company when it is due and the Hirer still does not make payment within 48 hours of the Company reminding the Hirer that payment is due; (b) the Hirer does not, within a reasonable time of the Company asking for it, provide the Company with information that is necessary for the Company to provide the services, for example, any necessary licences, consents or permissions or a plan of the site and proposed location for tents and equipment; (c) the Hirer does not, within a reasonable time, give the Company access to the site or enable the Company to obtain access to the site, to enable the Company to provide the services to the Hirer; or (d) the Hirer does not provide the Company with full details of complications that they may encounter on site, for example, details of relevant measurements or varying height levels. 6.1 The Hirer must compensate the Company if the Hirer breaks the agreement. If the Company end the agreement in the situations set out in clause 6 they will charge the Hirer 100% of the hire charges due.

7.    Cancellation by the Company for their error – The Company will refund to the Hirer 100% of all monies charged in the event that either: (a) the Company have told the Hirer about an error in the price or description of the services the Hirer have ordered and the Hirer do not wish to proceed; (b) the Company suspend the services for technical reasons or due to unsafe or unsuitable weather conditions; (c) the Hirer have a legal right to end the contract because of something the Company have done wrong.

8.    Force Majeure - The Company will not be liable for any: Act of God including but not limited to tempest, fire, flood, storm or natural disaster; War, civil war, sabotage or act of terrorism, Government sanction, embargo, import or export regulation or order; Labour disputes, including strikes, lockouts, boycotts or other industrial action; Failure in the transportation of equipment, machinery or personnel or in the provision of any utility including power, gas, water, or communication services. The Hirer should ensure they have adequate travel insurance to cover this eventuality. No refund will be given in the event of cancellation or closure of an event by the event organisers or Government Sanction. The Hirer should ensure they have adequate travel insurance to cover this eventuality. Where availability allows, the Company will work with the Hirer to offer a different date with the same package, number of guests, bell tents and travel distance within that years season or the following years season. Where a Booking moves to the following year the Company reserves the right to increase the Hire Charges for the Booking in line with the annual Hire Charges increase.

9.    Suitable set-up area – The hirer must ensure that the site does not have poor drainage or be prone to boggy ground. Any flooding of the bell tents will be the Hirers responsibility. The Hirer must ensure that any obstructions to the site are removed prior to the arrival of the Company to erect the bell tents and equipment. Obstructions may include plants, shrubs, trees, vehicles or other items that prevent the Company from getting onto the site. In order to set up the bell tents the venue and ground must be free from debris, flat/level, not on hard standing, artificial grass or any other surface that restricts pegs. The site must be accessible to a 4x4 vehicle and trailer within 5 metres of the specific set up point. The Company reserves the right to charge an additional fee where this is not the case. The Hirer should request a site visit by the Company prior to signing the agreement if access is a concern. The Hirer must have been given permission and approval by the landowner to erect bell tents on their land for the duration of the Hire Period. The Company must be informed prior to commencing set up of any underground cables or hazards associated with the site that their work may affect. 

10. The Company expectations of the Hirer -: The Company expect that the Hirer will let them know from the beginning of the Hire Period if the Hirer is unhappy with any of the equipment or furnishings. The Company expect that the Hirer maintain all of the Company equipment in good condition until the end of the Hire Period. The Company request that: (a) the Hirer will keep the tent or tents closed and secure whilst not in use; (b) the Hirer will keep tent doors and windows zipped closed when the Hirer leave them and will close them at the end of the Hire Period; (c) the Hirer will take all reasonable precautions not to attract insects or animals to the tent or tents, that the Hirer will keep any food containers sealed, remove food wrappers and litter; (d) the Hirer will not affix, attach, suspend or hang anything from the tents, including homemade bunting and signs to the outside of the tents; (e) the Hirer will not smoke in any tent; (f) the Hirer remove their shoes when entering the tent or tents. The Hirer must ensure that no mud is carried into the tent and spread over groundsheets, rugs or bedding; (g) the Hirer remove all rubbish at the end of the Hire Period; (h) the Hirer does not allow animals or pets into the bell tents (with the exception of dogs for assistance, such as guide dogs and hearing dogs only with prior approval from the Company); (i) the Hirer leave all equipment in a clean and tidy state at the end of the Hire Period.; and (j) The hirer will be responsible for any costs incurred by the company due to changes being requested once the erecting of tents has begun. 

11. The Company reserves the right to amend their website and terms and conditions at any time, without prior notice, the Hirers obligations not being limited to the above If any clause is deemed invalid it will not affect the rest of the terms and conditions. 

NB: Following the 2020 outbreak of the Covid-19 pandemic, it is vital that the Hirer ensure they have adequate travel insurance to cover cancellation/postponement due to a further outbreak or similar situation. The insurance of the Company does NOT cover refunds for such incidents.